Separating Employees

Separating Employees

At separation of employment, there are some important steps for employees and supervisors to take, and many questions that may come up about final pay, benefits continuation, and other topics. Information on the following topics can be found on this page:

Employee Resignation Process | Supervisor Process for Separations | Final Pay Process | Unemployment Benefits | Exit Interviews

Healthcare & Other Benefits | Retirement Plans | Separation Information for AFT

 

Employees

Resignation Process Steps:

  1. Provide notice to your supervisor, preferably at least two weeks (one month for management-level employees) before you anticipate ending your position. 
    1. Your resignation may be submitted by a letter or email stating your resignation effective date, your last day of work, and the reason you are leaving your PSU position. 
    2. If you are retiring, please see the section below about the retirement process.
  2.  Coordinate with your supervisor to make a successful transition. Consider the following:
    1. What will be your last working day?
    2. Are there any documents, forms, surveys or accounts that require access transfer to someone else?
    3. Do you have any PSU property to return (uniforms, keys, equipment)?
  3. Contact Human Resources at askhrc@pdx.edu or 503.725.4926 if you would like to schedule an Exit Interview.

Supervisors

When you receive notice of an employee separating from the University, inform HR 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 paper timesheet so that HR 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:

  1. Complete the Employee Separation Form
  2. Send resignation letter/email or other reason for separation to Human Resources with the Employee Separation.
  3. As soon as you know an employee will be leaving PSU employment, coordinate with the employee and begin completing the Employee Exit Checklist.
  4. 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.
    1. Visit the Final Pay section of our Wage & Hour webpage to ensure you are meeting the appropriate deadline. 

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 webpage. Email your HR Partner to inform us 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 you will be advised when their pay is available. Inform HR if the student needs their pay by a certain date or time due to departure from this area.

PSU Computer Account (Odin) Access: The Office of Information Technologies strives to balance the need to allow access to Odin account resources after you 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 the following guidelines.


Final Pay Process & Considerations

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

Time sheet 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 Human Resources Office on the 5th floor of Richard and Maurine Neuberger Center (RMNC) on the last day of employment. 
  • If sufficient notice was provided, it may be requested that the check be mailed to the employee's home address on record with the HR department. 

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

  • Unclassified employees, including twelve-month faculty members (and others not represented by SEIU): Paid for earned, unused vacation leave up to a maximum balance of 180 hours. 
  • Classified employees (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 percent Federal, 9 percent State, 6.2 percent Social Security and 1.45 percent Medicare.

Compensatory Leave: Classified employees who are overtime-eligible are entitled to full payment of all earned, unused compensatory time.

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.

Twelve-Month Payroll Redistribution Account Balances: The twelve-month redistribution account balance of nine-month faculty who chose to redistribute their pay over a twelve-month period will be paid upon separation.


Unemployment Benefits

Based on the circumstances of your separation from PSU, you 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). You 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 page.


Exit Interviews

PSU appreciates your comments about the university as a workplace. If you would like to schedule an exit interview with Human Resources to share your experiences as an employee of PSU, please contact us at askhrc@pdx.edu or 503.725.4926.


Healthcare & Other Benefits

Please review the following information regarding when your benefits end. Flexible spending accounts end dates vary, while some benefits allow you continuation options. To verify when your benefits have ended log into your PEBB account.

Medical/Dental/Vision/Optional

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

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

Example 2: If a full time classified staff 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 a 9-month faculty 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 benefits end. You have 60 days from the date benefits end to enroll. You may find more information about COBRA on the PEBB page.

 

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
  • Must file a claim within 90 days after the date your employment terminates.

Example 1: Monthly Employee separates on May 10th. An employee has 56 hours in May. Healthcare flex ends April 30th and employee has 90 days from April 30th to submit claims accrued that year through April 30th.

Example 2: Hourly Employee separates on May 10th and has 136 hrs. in the May pay period. Healthcare flex ends May 31st.

 

Dependent Care Flexible Spending Account

  • 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: Monthly Employee separates on May 10th. The employee has 56 hours in May. Dependent care ends April 30th and employee has 90 days from April 30th to submit claims accrued that year through April 30th.

Example 2: Hourly Employee separates on May 10th and has 136 hrs. in the May pay period. The employee only worked 56 hrs in May. Dependent care ends April 30th.

 

Employee/Spouse/Partner Life Insurance (not basic $5,000 or dependent life policies)

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.
  • The employee must request converted coverage within 60 days of the date the group coverage ends

Pay premiums 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 Plan

  • 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 Cascade Centers Inc. at 1-800-433-2320 or 503-639-3009. For more information please visit our Employee Assistance Program page.

Retirement Plans

If you are separating from PSU due to retirement you may find useful information on our Ready for Retirement page. If you are separating from PSU and are not retiring please see the following information:

Public Employees' Retirement System (PERS)

  • Your IAP account is vested immediately.
    • Before deciding whether or not to withdraw/rollover your funds from your accounts, you may wish to consult your tax adviser for information regarding tax implications and penalties.
    •  If you withdraw/rollover your funds you will lose your pension plan or pension plan service years
  • If you are vested in your pension plan, you will have access to this benefit upon retirement(unless IAP funds are withdrawn/rolled over)

If you have questions you may contact us at retirement@pdx.edu or refer to the PERS web site.

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 you return to an OPU within 5 years.

If you have questions you may contact us at retirement@pdx.edu or refer to the Oregon Public Universities (OPU) website.

Oregon Savings and Growth Plan: If you have been making payroll deductions for the Oregon Savings Growth Plan, contact the program coordinator at 1.800.365.8494. You may also find out more information about the Oregon Savings Growth Plan.

Tax-Deferred Investment (TDI) Plan - 403(b): Contributions to the TDI plan end when your pay ends. Contact your ORP Fund Sponsor regarding your distribution options. Before deciding whether or not to withdraw your funds from your accounts, you may wish to consult your tax adviser for information regarding tax implications and penalties.

TIAA Website 800-842-2888 Plan ID: 101529

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


Separating Employees - AFT Units

When you receive notice of an employee separating from the University, inform HR 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 HR 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:

  1. Complete the Employee Separation Form
  2. Send resignation letter/email or other reason for separation to Human Resources with the Employee Separation.
  3. As soon as you know an employee will be leaving PSU employment, coordinate with the employee and begin completing the Employee Exit Checklist.
  4. 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.
    1. Visit the Final Pay section of our Wage & Hour webpage to ensure you are meeting the appropriate deadline. 

PSU Computer Account (Odin) Access: The Office of Information Technologies strives to balance the need to allow access to Odin account resources after you 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 the following guidelines.

 

Final Pay Process & Considerations

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

Time sheet or leave report: To ensure timely final pay, a final time sheet or leave report must be received in 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 the employee's home address on record with the HR 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 your separation from PSU, you 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 your comments about the university as a workplace. If you would like to schedule an exit interview with Human Resources to share your experiences as an employee of PSU, please contact us at askhrc@pdx.edu or 503.725.4926.

 

Retirement Plans

If you are separating from PSU due to retirement, you may call PSU Benefits to schedule a meeting to discuss your retiree options at 503.725.4926. You may also wish to 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 web site. 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: If you have been making payroll deductions for the Oregon Savings Growth Plan, contact the program coordinator at 1.800.365.8494. You may also find out more information about the Oregon Savings Growth Plan through the PERS website.

Tax-Deferred Investment (TDI) Plan - 403(b): Contributions to the TDI plan end when your pay ends. Contact your ORP Fund Sponsor regarding your distribution options. Before deciding whether or not to withdraw your funds from your accounts, you may wish to consult your tax adviser for information regarding tax implications and penalties.