Information to know when leaving University Employment

There are many important items for employees to keep in mind as they plan to retire or leave University employment. Below you will find information pertaining to details regarding the end of your benefit coverage, the return of Penn State property, and final pay information.

Employee Benefits

For an active employee participating in employee benefits, your benefit coverage will continue through the end of the pay period in which you retire or terminate employment.

  • Monthly paid employees (retirement or termination) - you will have coverage under the active benefit plans through the end of the month in which you leave active employment.
  • Bi-weekly paid employees (retirement) - you will have coverage through the end of the month in which you retire.
  • Bi-weekly employees (termination) – you will have coverage through the end of the bi-weekly pay period in which you terminate.

Additional details regarding specific plans are outlined below.

Group Life Insurance

Protection in this plan stops 31 days after the end of the pay period in which the termination becomes effective. The employee's University policy can be converted to an individual policy without a medical examination if application is made within this 31day period. 

An employee leaving University employment should contact the group life insurance provider for rate and coverage information if they wish to take advantage of the conversion privilege.  All decisions regarding continued coverage are the responsibility of the insurance provider.

Health Care Coverage

After an employee leaves the University, coverage under a Penn State health care plan stops at the end of the pay period during which the termination is effective. 

Coverage may be continued for up to 18 months under the COBRA provisions, if application is made within 60 days from the date of termination of the coverage. To receive more information about continuation please call HR Services, 814.865.1473. 

Dental and Vision Coverage

Dental and vision coverage, if applicable, stops at the end of the pay period during which the termination is effective. Dental and/or vision coverage may be continued for up to 18 months under the COBRA provisions, if application is made within 60 days from the date of termination of the coverage. 

Accidental Death & Dismemberment, Long-Term Disability, and Short-Term Disability

If applicable, coverage under the plans stops at the end of the pay period during which the termination is effective. The plans can be converted to individual policies if application is made within 31 days after the end of the pay period. Conversion application forms can be obtained by contacting HR Services, 814.865.1473. 

Retirement Contributions

An employee leaving University employment should contact one of the following offices regarding possible retirement benefits or the withdrawal of contributions. 

  1. State Employees' Retirement System

    • SERS Counseling Center

        • Call Toll-free: 1.800.633.5461 
  2. Teachers Insurance and Annuity Association (TIAA)
      • 730 Third Ave., NY, NY 10017

        • Call Toll-free: 1.800.842.2010
  3. Federal Civil Service Retirement System
    • Agriculture Extension Office, 306C Agriculture Administration Building, University Park, PA 16803 

        • Call: 814.863.5838

In certain instances, retirement credit is portable and may be transferred to the retirement system of the new employer. If the employee contributed to the State Employees Retirement System (SERS) and is accepting a job with an agency of the Commonwealth of Pennsylvania, contributions may not be withdrawn when leaving the University. Likewise, if the employee has contributed to the Teachers Insurance and Annuity Association (TIAA) and is accepting a position with an institution that has TIAA retirement, contributions may not be withdrawn when leaving Penn State. 

It generally takes four to six weeks following the termination date for contributions to be refunded. 

Employee Assistance Program (EAP)

Health Advocate, the current Employee Assistance Program, is extended to employees for a period of 120 days after termination.

Health Advocate may be contacted by phone at 866-799-2728.

 

Final Pay

The employee must arrange to receive their final pay (unless they have direct deposit) and year-end W-2 form. If a change of address is known, a new W-4 (Employee's Withholding Allowance Certificate) should be submitted within Workday prior to your last day of work. If there is a change of address after termination but before the end of the calendar year, the Payroll Office (Room 101 James M. Elliott Building) must be notified so year-end tax statements can be forwarded to the new address. 

For the final pay to include any unused accumulated vacation pay, if applicable, University policy states that the Termination of Employment form must reach Human Resources by the fifteenth of the month of termination for employees paid monthly, and by the end of the pay period for those paid bi-weekly.

If payment for unused accumulated vacation is due but is not included in the final pay, a separate payment at the next pay date will be made. For employees who do not have direct deposit, unless other arrangements have been made, the final pay and/or the separate check for vacation accumulation will be held at the Office of the Bursar. 

 

Keys and Equipment

Prior to leaving, the faculty or staff member shall return all University-issued items as per HRG20, Separation and Transfer Protocol.