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Separation/Resignation

Please provide advance notice of your resignation as follows:

Faculty-- Members of the faculty who plan to resign are asked to give 18 months advance notice to their department chair and to the Provost when possible.  Faculty members are also asked to provide written notice to Human Resources at least 2 months prior to their expected resignation date whenever possible.

Professional Staff-- Members of the professional staff who plan to resign are asked, whenever possible, to notify their manager and Human Resources in writing, at least 2 months prior to their expected resignation date.  However, we understand it is not always possible or practical to provide this much advance notice.  Therefore, as much advance notice as practical is appreciated.

(Faculty and professional staff who supervise other staff members are asked to notify a Human Resources Administrator, of the names of the staff members they supervise.  This will assure their staff members can continue to access their online time sheets after the supervisor’s employment ends.)

·      As applicable, contact TIAA-CREF, (800) 842-2776, to request detailed information about your retirement account options, tax information, and necessary forms to initiate payments from your retirement account if you are eligible.

·      If you are covered through the College’s health and/or dental plan and wish to continue your coverage, temporarily, through “COBRA”, please carefully read the COBRA notice(s) you will receive in the mail, and respond and make payments directly to the third party administrator within the required time frame. 

·         For full-time members of the faculty and professional staff:  If interested in retaining life insurance coverage by paying the applicable premium as determined by the life insurance carrier, please contact Human Resources to obtain a life insurance conversion form, and mail it to the College’s life insurance carrier within 31 calendar days. 

·      Prior to your last day on campus, please return any College credit cards, your College ID, and College keys and fobs to Human Resources.  Please assure any other College property in your possession (library books, IT equipment, etc.) is properly returned.

·      Please assure Human Resources and the Payroll Coordinator has an up-to-date mailing address for you.  You may update your address through the “Inside F&M” web site.

·      Feel free to contact Human Resources with any questions related to your resignation.

Salary and Benefits as of Termination of Employment

Final Paycheck—Resigning, retiring, or terminating members of the professional staff are paid through their last actual work day, based on normal College pay procedures.  Faculty members are typically paid for the full semester, providing they met their teaching obligations for that semester.  The final paycheck is issued on the next regular pay date following the last working day or termination date.  All normal deductions are withheld.  If the employee had his/her paycheck directly deposited into a checking or savings account, the final paycheck will also be deposited into the employee's account. 

If a holiday falls after a staff member’s last actual work day, holiday pay will not be issued.

Pay Advance Deduction for Professional Staff-- Full-time members of the non-exempt professional staff employed prior to April 13, 2007, received a pay advance on this date, when the College transitioned from a semi-monthly pay schedule to a bi-weekly pay schedule. The total gross pay advance a member of the non-exempt staff received on April 13, 2007, will be deducted from his/her final two paychecks if not deducted previously.  

Full-time members of the exempt professional staff who received a pay advance on January 11, 2013, when the College transitioned from a monthly to a bi-weekly pay schedule, will have the total outstanding pay advance deducted from his/her final two paychecks.

Vacation Payment for Full-time Professional Staff -- Upon employment termination, professional staff receive payment for any unused vacation days earned between the prior July 1 and their last work day, per the College’s vacation policy (http://www.fandm.edu/humanresources/benefits) .  

Retirement Savings Plan-- All College and elective contributions to the Retirement Plan cease upon termination of employment.  Terminating employees own their account accumulations, and may leave their retirement savings invested through TIAA-CREF, may rollover all or part of their account balance to an Individual Retirement Account (IRA) or another employer plan that accepts rollovers, or may withdraw some or all of their account accumulations.  Income tax is withheld when funds are withdrawn.  Please note, a withdrawal of funds prior to age 59-1/2 may result in a tax penalty (i.e., additional taxes will be withheld from the distribution).  

If a member of the faculty or professional staff terminates employment, for any reason, before College contributions to his/her Emeriti Health Account have vested, all such contributions and any associated investment earnings will be forfeited by the employee.

Health & Prescription Drug Plan Coverage-- Coverage through the College's Group Health & Prescription Drug Plan terminates at the end of the calendar month in which employment termination occurs (the termination date is the employee’s last actual working day).

COBRA-- Upon termination of coverage, a former full-time employee will have the option of continuing group health and prescription coverage for him/herself and any covered dependents via “COBRA”.  Health and prescription coverage through COBRA is the same as coverage provided to active employees.  However, COBRA participants are required to pay the full cost to the College for their coverage plus a 2% administrative fee. Former employees and their covered dependents are generally eligible for continued coverage for up to 18 months.

Following termination of employment, the former employee will receive notification of his/her COBRA continuation rights from Ceridian Benefit Services, the College's COBRA administrator. To be eligible for continued health and prescription drug coverage, the former employee must respond to the COBRA notice and make payments within the required time frame, as specified in the notice from Ceridian Benefits Services.

Please see the Health & Prescription Drug Plan Summary Plan Description, available at http://www.fandm.edu/humanresources/benefits, for more information. Questions about continued coverage may be directed to Ceridian Benefit Services at (800) 877-7994.

Health Reimbursement Account (applicable to employees enrolled in the PPO Health Plan $1,000 + HRA prior to employment termination)—Typically, all amounts in an employee’s Health Reimbursement Account (HRA) are forfeited upon termination of coverage through the PPO Health Plan $1,000 and/or termination of employment.  However, an employee may retain his/her full HRA balance if: (a) the employee was enrolled in the PPO Health Plan $1,000 + HRA immediately prior to employment termination, (b) the employee terminates his/her College employment after completing at least 10 consecutive years of full-time employment, and (c) the employee is at least age 55 by the employment termination date.  Those who meet the College’s definition of a benefits-eligible retiree may also retain their HRA balance, as well as long-term disability benefits recipients. 

Although no additional funds will be deposited into an individual’s HRA following separation from employment, any unused balance will remain in the HRA and may be used by the former employee and his/her eligible dependents for reimbursement of eligible medical expenses. Following employment termination, “eligible expenses” include all medical expenses qualified under Section 213(d) of the Internal Revenue Code.

Please read the Health Reimbursement Account Summary Plan Description, available from http://www.fandm.edu/humanresources/benefits, for further information. Former employees may contact the HRA plan administrator, Significa Benefit Services, at (717) 581-1300 for information about their current HRA balance.

Dental Plan Coverage-- Coverage under the College's Group Dental Plan terminates at the end of the calendar month in which employment termination occurs.

COBRA-- Upon termination of dental coverage, the terminating full-time employee has the option of continuing group dental coverage for him/herself and any covered dependents via COBRA.  Dental coverage through COBRA is the same as coverage provided to active employees.  However, COBRA participants are required to pay the full cost to the College for their coverage plus a 2% administrative fee.  Former employees and their covered dependents are generally eligible for continued dental coverage for 18 months.

Following termination of employment, the former employee will receive notification of continuation rights from Ceridian Benefit Services, the College's COBRA administrator. To be eligible for continued dental coverage, the former employee must respond to the COBRA notice and make payments within the required time frame.

Please see the Dental Plan Summary Plan Description, at http://www.fandm.edu/humanresources/benefits, for more information.  Questions about continued coverage may be directed to Ceridian Benefit Services at (800) 877-7994.

Employee Assistance Program—Coverage through the College’s Employee Assistance Program (E.A.P.) terminates at the end of the calendar month in which employment termination occurs.

COBRA-- Upon termination of coverage through the E.A.P., the terminating full-time employee has the option of continuing coverage for him/herself and any eligible dependents via COBRA. Following termination of employment, the former employee will receive notification of continuation rights from Ceridian Benefit Services. To be eligible for temporary continued coverage through the E.A.P., the former employee must respond to the COBRA notice and make payments within the required time frame.

Flexible Spending Accounts Plan / Medical Expense Reimbursement Account-- Pre-tax contributions to the Medical Expense Reimbursement Account terminate at the end of the month in which employment termination occurs, if an employee’s final pay allows the full contribution to be deducted (otherwise, pre-tax contributions are suspended at the end of the prior month).  Participants may submit claims for their eligible, unreimbursed medical expenses, incurred through their termination date, to the administrator (Significa Benefit Services, (717) 581-1300, http://www.ega-inc.com/).

COBRA-- A terminating employee may choose to continue his/her participation in the Medical Expense Reimbursement Account through the end of the current calendar year by making after-tax contributions to his/her Medical Expense Reimbursement Account.  Ceridian Benefits Services will send notice of this option to terminating participants.  If continued participation is not elected, only those eligible medical expenses incurred through the employee’s termination date may be submitted for reimbursement from the former employee’s remaining Account balance.

Flexible Spending Accounts Plan / Dependent Care Account—Pre-tax contributions to the Dependent Care Account terminate at the end of the month in which employment termination occurs, if an employee’s final pay allows the full contribution to be deducted (otherwise, pre-tax contributions are suspended at the end of the prior month).  Former employees may submit claims for their eligible dependent care expenses which are incurred during the calendar year in which termination occurs.  Claims may be submitted to the administrator (Significa Benefit Services, (717) 581-1300, http://www.ega-inc.com/) and will be reimbursed, per plan provisions, from the former employee’s remaining Dependent Care Account balance.

Life Insurance Coverage-- Life insurance coverage for full-time employees terminates at 11:59 p.m. on the last actual work day.

Conversion Privilege-- Terminating employees have the option of converting their College-paid group life insurance coverage to an individual policy.  Premiums must then be paid in full to the insurer by the former employee.  The premium will be established by the life insurance carrier.  If interested in an individual policy, the former employee must contact the College's group life insurance carrier, and pay the first premium, within 31 calendar days of his/her termination date.

Long-term Disability Coverage-- Long-term disability insurance coverage for full-time employees terminates as of 11:59 p.m. on the last actual day of work.

Paid Sick Leave-- Eligibility for paid sick leave terminates as of the last actual day of work. There is no payment made for unused sick days upon employment termination.

Other Benefits and Programs-- Eligibility for other benefits and programs ends as of the employment termination date.

Bookstore Bills-- Any outstanding College book store balance must be paid in full prior to termination of employment.

Return of College Property-- Prior to the last day on campus, all keys and fobs; all College identification cards held by the employee and his/her dependents; College credit cards; laptops, disks, and other computer equipment; library books and materials; and all other College property must be returned.  Keys and fobs, ID cards, and College credit cards are to be returned to Human Resources.  Computer equipment is to be returned to the immediate supervisor.  Library books are to be returned to the College library.

Email Access—As of the last day of work, an employee's Franklin & Marshall email access will be terminated, and access to the College’s network will be discontinued.

Forwarding Address-- Terminating employees are asked to provide Human Resources and the Payroll Coordinator with a forwarding address to assure important tax and fringe benefits documents are mailed to the correct address.  Addresses may be updated online prior to the last working day, through “Inside F&M”.

Employment Termination Following a Leave of Absence-- If an employee does not return to work following an approved Family & Medical Leave or paid extended sick leave, the last day of the approved leave becomes the employment termination date. If an employee does not return to work following a personal leave of absence, the last actual working day, or last day of approved Family & Medical Leave or paid extended sick leave, whichever occurs later, becomes the termination date. Please see the Family & Medical Leave Policy, the policy on Paid Sick Leave for Professional Staff, Paid Sick Leave for Faculty, or the Unpaid Leave of Absence policy, available from http://www.fandm.edu/humanresources , for information on continued benefits coverage during a leave of absence.

Exit Interviews-- Professional staff and faulty who are resigning are asked to complete a brief survey.  Your responses will help the College identify any necessary changes and opportunities for improvement. 

Retirement—Full-time faculty and professional staff who are eligible to retire with continued benefits coverage should see the “Retiring from Franklin & Marshall” web page, at http://www.fandm.edu/humanresources/benefits, for details. 

Part-time Employees-- A member of the faculty or professional staff with 15 or more years of service with the College after age 40 may retain email access, access to the Alumni Sports and Fitness Center, and access to the College libraries.

Questions about employment termination, retirement, and/or benefits may be referred to Human Resources.