Offboarding & Separation

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Separation Process

Employee Resignation

Provide notice to their supervisor, preferably at least two weeks (one month for management-level employees) before the anticipated exit date.

Resignation may be submitted by a letter or email stating resignation effective date, last day of work, and the reason for leaving PSU.
Retiring employees refer to the section below about the retirement process.

Coordinate with the supervisor to make a successful transition. Consider the following:

What will be the last working day?
Are there any documents, forms, surveys or accounts that require access transfer to someone else?
Is there any PSU property to return (uniforms, keys, equipment)?

Please consider scheduling an Exit Interview with our HR Employee Relations Team (employeerelations@pdx.edu) or complete the Exit Interview Survey.

PSU Computer Account (Odin) Access: The Office of Information Technologies strives to balance the need to allow access to Odin account resources after employees have left the University with the need to expire accounts and delete data for those who are no longer affiliated with PSU. Currently, OIT's account expiration abides to specific guidelines.

Exit Interview Survey

Supervisors

Upon receiving notice of an employee separating from the University, inform Human Resources immediately. It is the department's responsibility to ensure an employee's final pay is issued correctly, accurately, and within statutory deadlines. The employee and department must submit and approve final leave in the online system, or paper timesheet so that Human Resources can issue a final paycheck. Incorrect final pay may result in BOLI fines and extra insurance charges to the department.

Separation Process Steps

Complete the Employee Separation Form.

Include a copy of the employee's resignation letter/email to Human Resources with the Separation Form.

Upon notice of resignation/separation, coordinate with the employee and begin completing the employee Exit Checklist.

Final Pay: To ensure timely final pay, a final time sheet or leave roster must be received by Human Resources no later than 5:00pm one day prior to the employee's last day with the University. Visit the Final Pay section of the Wage & Hour Laws webpage to ensure appropriate deadlines are met.

Separation of Student Employees

Student employees are subject to the same legal requirements for final pay as listed in the Final Pay section of our Wage & Hour Laws webpage. Email the department’s HR Partner to inform of their last day and immediately approve the final electronic time sheet so that final pay can be issued.

If the student employee has other positions on campus in Banner a final paycheck will not be issued. If not, the final pay will be issued within 48 hours and the supervisor will be advised when their pay is available. Inform Human Resources if the student needs their pay by a certain date or time due to departure from this area.

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Employee Separation Form

Final Pay Process & Considerations

Wage & Hour Laws webpage

Timesheet or Leave Roster

To ensure timely final pay, a final time sheet or leave roster must be received in the Human Resources no later than 5:00 p.m. one day prior to the employee's last day with the University.

Final pay depends upon the options indicated on the Employee Separation Form. Employees will either be paid on their regular payday via direct deposit or can be paid via a mailed check on their last working day. There is no option to pick up final checks in person.

If sufficient notice was provided, it may be requested that the check be mailed to the employee's home address on record with the Human Resources department.

Vacation Leave

Remaining balances paid out on vacation leave are paid according to employee position type as follows:

Employees in unclassified positions, including 12-month faculty (and other positions not represented by SEIU): Paid for earned, unused vacation leave up to a maximum balance of 180 hours.

Employees in classified positions (represented by SEIU): Paid for earned, unused vacation leave up to a maximum balance of 250 hours.

As required by the IRS, these payouts are subject to special tax withholding rates of 25% Federal, 9% State, 6.2% Social Security and 1.45% Medicare.

Unemployment Benefits

Based on the circumstances of separation from PSU, a separating employee may be eligible to receive benefits through the State of Oregon Employment Department. More information is available online through the State of Oregon Unemployment Insurance (UI) page. The Portland Metro UI Center can be reached by calling 503-451-2400 or 877-345-3484.

Note For Full-Time Students

Student employees enrolled full-time (at least 12 credits for undergraduate students and 9 credits for graduate students) are not eligible to claim unemployment benefits from their school, college or university (ORS 657.030 and OAR 471-031-0105). They may still be eligible for these benefits through another employer. For questions on this or any other unemployment issue, visit the State of Oregon Unemployment Insurance (UI) page.

Other Remaining Leave Accounts

Sick Leave, Personal Leave and Exchange Time balances are not paid upon separation. Employees' sick leave balance will be reinstated if rehired within 2 years of the effective date of separation.

12-Month Payroll Redistribution Account Balances

The 12-month redistribution account balance of employees in 9-month faculty positions who chose to redistribute their pay over a 12-month period will be paid upon separation.

Compensatory Leave

Employees in overtime-eligible, classified positions are entitled to full payment of all earned, unused compensatory time.

Exit Survey & Interviews

PSU appreciates employee feedback about the university as a workplace. Please consider scheduling an Exit Interview with our HR Employee Relations Team (employeerelations@pdx.edu) or complete the Exit Interview Survey.

Healthcare & Other Benefits

Benefits and Flexible spending account end dates vary, while some benefits allow continuation options. To verify when benefits have ended, employees should log into their PEBB account.

Medical/Dental/Vision/Optional

Employees who have 80 paid hours or more in their final pay will have their benefits extended until the end of the following month.
Employees who do not have 80 paid hours in their last month pay will have their benefits end that month.
If an employee is in a 9-month faculty position and ends employment on June 15th, benefits end 9/30.

Example 1: If an employee in an unclassified position receives 80 hrs of pay in February's pay, then their benefits terminate at the end of March.

Example 2: If an employee in a full-time, classified position works until the end of March they may have 80 hrs of pay in their April pay (March 16th-April 15th), which would extend their benefits until the end of May.

Example 3: If an employee is in a 9-month faculty position, but on a 12-month distribution, even though they would receive a full month of pay in September, their benefits still end 09/30.

COBRA

Information is sent out at the end of the month that benefits end. Employees have 60 days from the date benefits end to enroll. More information about COBRA is available on the PEBB website.

Employee Assistance Program

Available to benefits-eligible employees while health benefits are in effect.

Assistance with transition; counseling, relocation, finding childcare, financial education, contact Canopy EAP at 1-800-433-2320 or 503-639-3009.

Health Care Flexible Spending Accounts

An employee must have 80 paid hours in the final pay to continue coverage until the end of the current month.
An employee may submit claims in the current year up until coverage ends.
Employees must file a claim within 90 days after the date their employment terminates.

Example 1: Employee who is paid monthly separates on May 10th. The employee has 56 hours in May. Healthcare flex ends April 30th and the employee has 90 days from April 30th to submit claims accrued that year through April 30th.

Example 2: Employee who is paid hourly separates on May 10th and has 136 hours in the May pay period. Healthcare flex ends May 31st.

Dependent Care Flexible Spending Accounts

An employee must work 80 hours in the final month to continue coverage until the end of the current month
An employee may submit claims in the current year up until coverage ends
Must file a claim within 90 days after the date your employment terminates

Example 1: Employee who is paid monthly separates on May 10th. The employee has 56 hours in May. Dependent care ends April 30th and the employee has 90 days from April 30th to submit claims accrued that year through April 30th.

Example 2: Employee who is paid hourly separates on May 10th and has 136 hours in the May pay period. Dependent care ends April 30th.

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Employee/Spouse/Partner Life Insurance

(not basic $10,000 or dependent life policies)

Employees may continue life insurance through portability and conversion options.
Application for the portability and conversion options must be made directly to The Standard Insurance Company
Interested employees must apply within 60 days after their employment termination date.

The Standard website. 1-800-842-1707.

Minnesota Mutual: Covered employees under Minnesota Mutual life insurance benefits

May continue coverage at the same rates by paying the company directly within 31 calendar days of the date the coverage ends.

To continue this coverage, please call 1-800-252-5152. Employees who separate employment due to a disability may be eligible for a premium waiver from Minnesota Mutual.

Long-Term Care Insurance:

May convert the policy to an individual plan.

Interested employees must request converted coverage within 60 days of the date the group coverage ends

Premiums must be paid directly to Unum. To apply and begin premium payments or to get answers to other questions to contact Unum at 1-800-227-4165. For additional information visit the Unum website.

Employee Assistance Program

Available to benefits-eligible employees while your health benefits are in effect.

Assist with transition; counseling, relocation assistance, finding childcare or financial education, you may contact Canopy EAP at 1-800-433-2320 or 503-639-3009. For more information please visit our Employee Assistance Program page.

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Retirement Plans

Employees who are separating from PSU due to retirement may find useful information on the Retirement webpage. Employees who are separating from PSU and are not retiring please see the following information:

Public Employees' Retirement System (PERS)

IAP account vests immediately.

Before deciding whether or not to withdraw/rollover funds from accounts, employees may wish to consult with a tax advisor for information regarding tax implications and penalties.
If an employee withdraws/rolls-over funds, they will lose their pension plan or pension plan service years.
If an employee is vested in their pension plan, they will have access to this benefit upon retirement (unless IAP funds are withdrawn/rolled over).

Questions can be directed to retirement@pdx.edu or refer to the PERS website.

Optional Retirement Plan (ORP) - 401(a)

Vested employees may leave employee and employer account funds in the ORP and the accounts will continue to realize investment gains or losses.
Vested employees may choose to withdraw their employee and employer account balances.
Non-vested employees forfeit the employer account. Funds may be reinstated if they return to an OPU within 5 years.

Questions can be directed to retirement@pdx.edu or refer to the Oregon Public Universities (OPU) website.

Oregon Savings Growth Plan

If an employee has been making payroll deductions for the Oregon Savings Growth Plan, contact the program coordinator at 1-800-365-8494. More information can be found on the Oregon Savings Growth Plan website.

403(b) Plan

Contributions to the 403(b) plan end when pay ends. Contact the ORP Fund Sponsor regarding distribution options. Before deciding whether or not to withdraw funds an employee may wish to consult a tax advisor for information regarding tax implications and penalties.

TIAA Website 800-842-2888 Plan ID: 101529

Fidelity Investments Website 800-343-0860 Plan ID: 71678

Part-Time / Adjunct Faculty

Upon receiving notice of an employee separating from the University, inform Human Resources immediately. It is the department's responsibility to ensure the employee's final pay is issued correctly, accurately, and within statutory deadlines. The employee and department must submit and approve final leave in the online system, or online timesheet so that Human Resources can issue the employee's final paycheck. Incorrect final pay may result in BOLI fines and extra insurance charges to the department.

Separation Process Steps

Complete the Employee Separation Form.
Include a copy of the employee's resignation letter/email to Human Resources with the Separation Form.
Upon notice of resignation/separation, coordinate with the employee and begin completing the employee Exit Checklist.
Final Pay: To ensure timely final pay, a final time sheet or leave roster must be received by Human Resources no later than 5:00pm one day prior to the employee's last day with the University. Visit the Final Pay section of the Wage & Hour webpage to ensure appropriate deadlines are met.

PSU Computer Account (Odin) Access: The Office of Information Technologies strives to balance the need to allow access to Odin account resources after employees have left the University with the need to expire accounts and delete data for those who are no longer affiliated with PSU. Currently, OIT's account expiration abides to specific guidelines.

Final Pay Process & Considerations

Visit the Final Pay section of the Wage & Hour page for final pay deadlines.

Timesheet or Leave Roster

To ensure timely final pay, a final time sheet or leave roster must be received in the Human Resources no later than 5:00 p.m. one day prior to the employee's last day with the University.

Final pay will be issued as a check. The check may be picked up after 4:00 p.m. at the Cashier's Office in the lobby of Fariborz Maseeh Hall on the last day of employment.
If necessary, it may be requested that the check be mailed to your employee's home address on record with the Human Resources department.

Remaining Sick Leave Account

Sick Leave balances are not paid upon separation. Employees' sick leave balance will be reinstated if rehired within 2 years of the effective date of separation.

Unemployment Benefits

Based on the circumstances of separation from PSU, an employee may be eligible to receive benefits through the State of Oregon Employment Department. More information is available online through the State of Oregon Unemployment Insurance (UI) page. The Portland Metro UI Center can be reached by calling 503-451-2400 or 877-877-1781.

Exit Interviews

PSU appreciates employee feedback about the university as a workplace. Please consider scheduling an Exit Interview with our HR Employee Relations Team (employeerelations@pdx.edu) or complete the Exit Interview Survey.

Retirement Plans

Employees who are separating from PSU due to retirement may contact the HR Benefits team and schedule a meeting to discuss retirement options (retierment@pdx.edu or 503-725-4926). Please also refer to the Retirement Checklist.

Public Employees' Retirement System (PERS)

For information about retiring as a PERS covered employee, contact PERS at 1-888-320-7377 and/or refer to the PERS website. If planned retirement is within 90 days, an employee may sign up for a Retirement Application Assistance Session by visiting the PERS web site and scheduling an individual Retirement Application Assistance

Session (RAAS) with a PERS counselor.

Optional Retirement Plan (ORP) - 401(a)

Vested employees may leave employee and employer account funds in the ORP and the accounts will continue to realize investment gains or losses; or vested employees may choose to withdraw their employee and employer account balances. The Oregon Public Universities (OPU) Plan Administrator notifies the ORP companies of employees who have separated employment.

Non-vested employees forfeit the employer account, but may leave their employee account balance in the ORP, where it will continue to realize investment gains or losses; or they may withdraw the employee account balance. For more information about vesting and distributions upon termination, refer to the Oregon Public Universities (OPU) website.

Oregon Savings and Growth Plan

Employees who have been making payroll deductions for the Oregon Savings Growth Plan may contact the program coordinator at 1-800-365-8494. More information about the Oregon Savings Growth Plan can be found through the PERS website.

403(b) Plan

Contributions to the 403(b) plan end when pay ends. Contact the ORP Fund Sponsor regarding your distribution options. Before deciding whether or not to withdraw funds from accounts, employees may wish to consult a tax advisor for information regarding tax implications and penalties.

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Employee Separation Form