UT Human Resources : Exiting for Employees

What do I need to do?

1. Submit a resignation letter to your Dean/Director/Manager/Supervisor
2. Immediately after taking vacation or sick leave, submit an absence report to your supervisor.
3. Prior to the last day, pay all fines/fees that may be outstanding.
4. On last day, present all UT property to your supervisor. Items my include, but not be limited to:
   1. Cell phone--business phone may be returned to department or to Rocket Telecom.
   2. Calling cards--should be returned to Rocket Telecom
   3. Computer
   4. Pager
   5. Radio
   6. Laptop computer
   7. Laboratory equipment
   8. Desk/file cabinet keys
   9. Gas key--return to Fleet Services
5. Present the completed Separation Clearance List given by your supervisor to Human Resources at the time of the exit interview.

University Property/Services
The University Property/Services List will provide you with a detailed description of each item or benefit and its disposition at the time of separation. Benefits:

Health Coverage (medical, prescription drug, dental, vision and flexible spending accounts)

• If you are a current participant in the Health Plan, this coverage will continue through the end of the month of your last day worked.
• If you are a current participant at the time of your separation/termination, you have the option to continue coverage for yourself and eligible dependents under COBRA. Such coverage is available for a specific period of time and details regarding the time limits, cost and method of electing coverage will be provided via separate COBRA Notice mailed to your home.

Life and Accidental Death and Dismemberment Insurance

• While actively employed, the University provided you with this coverage. This coverage ends on the effective date of your separation/termination from employment.
• Right to Convert: You may apply to the insurance company directly to convert this policy to an individual policy. You must apply in writing and pay the first premium to the insurer for this conversion within thirty-one (31) days of the effective date of your separation/termination. Conversion forms may be obtained at your exit interview.

Supplemental and Dependent Life Insurance

• If you had elected coverage, the coverage ends on the effective date of your separation/termination from employment.
• Right to Convert: You may apply to the insurance company to convert this policy to an individual policy. You must apply in writing and pay the first premium to the insurer for this conversion within thirty-one (31) days of the effective date of your separation/termination. Conversion forms may be obtained at your exit interview.

Long Term Disability

• Coverage ends on the effective date of your separation/termination from employment.

Retirement

• Member of STRS, OPERS, or ARP who leave employment with the University may elect to withdraw their portion of retirement contributions at any time. If you have at least five (5) years of employment with The University you are “vested” (ARP members, vesting is immediate) and you may elect to withdraw the vested University’s contribution at any time.
• To request a distribution contact your appropriate retirement plan directly

Supplemental Retirement / Tax –Deferred Annuities (403b, 457)

• Employee contributions will cease with your last pay
• You will need to check directly with the financial institution regarding distribution options

Vacation

Unclassified employees:

• hired before 6/3/92 may accrue vacation not to exceed 72 days (576 hours). Upon separation/termination, employees are eligible for payment of accrued but unused vacation up to 48 days (384 hours)
• hired on or after 7/1/92 may accrue vacation not to exceed 40 days (320 hours). Upon separation/termination, employees are eligible for payment of accrued but unused vacation up to 20 days (160 hours).

Post doc employees:

• hired before 6/3/92 may accrue vacation not to exceed 72 days (576 hours). Upon separation/termination, employees are eligible for payment of accrued but unused vacation up to 48 days (384 hours)
• hired on or after 7/1/92 may accrue vacation not to exceed 40 days (320 hours). Upon separation/termination, employees are eligible for payment of accrued but unused vacation up to 20 days (160 hours).

Classified employees. Upon separation/termination, employees

• hired prior to 7/1/96 are eligible for payment of accrued but not used vacation of three times their yearly accrual, up to 600 hours.
• hired on or after 7/1/96 are eligible for payment of accrued but not used vacation as follows:
  • 1-7 yrs of serviceaccrue .03875/hr - 3.1 hrs/pay - 80 hrs/yrmax of 240 hours
  • 8-14 yrs service accrue .0575/hr – 4.6 hrs/pay – 120 hrs/yrmax of 360 hours
  • 15-24 yrs service accrue .0775/hr – 6.2 hrs/pay – 160 hrs/yrmax of 480 hours

Sick Leave--payable upon retirement only

• Staff members who retire from or expire while in active service with 10 or more years of Ohio-earned service will be paid for one-fourth of accumulated and unused sick leave, not to exceed 240 hours (30 days)
• Faculty members after 10 years of service who retire or expire are eligible for payment of one-fourth of accumulated and unused sick leave, not to exceed 240 hours (30 days).

Regular earnings will be paid with a check or direct deposit on the regular pay date and according to the schedule.
Vacation and/or sick (if applicable) payout will be paid within 30 days of separation with a check (no direct deposit)
Outstanding expense reports will be paid on a regular schedule