Separating Employees

Separation Process

Departments must file an Employment Separation form (available in the Forms Repository) with the Office of Human Resources (OHR) for all regular and contingent employees separating employment. The completed form must be returned to the OHR a minimum of two weeks prior to the employee's last day of work. Non-exempt employees should provide a minimum of two weeks written notice; exempt employees should provide a minimum of 30 calendar days written notice.

In the event that an employee's employment is terminated due to specific action being taken by the university and/or department (e.g., disciplinary action, workforce reduction, lack of work, economic reason), the supervisor must consult with the Employee Relations & Development Unit to ensure proper notification is provided to the employee in accordance with Board of Regents policy (USM Policy on Separations for Regular Exempt Staff Employees (PDF), USM Policy on Layoff for Nonexempt Staff Employees (PDF), USM Policy on Layoff and Recall of Regular Exempt Employees (PDF).

Exit Interviews/Surveys

Whether an employee is transferring positions within the university, leaving the university, or the supervisor of a separating employee, they should review the appropriate checklist prior to the employee's last day. Employees who are separating should reach out to the Employee Relations & Development unit to schedule and complete an exit interview and survey.

Benefits

If you are transferring to another campus within the University System of Maryland (USM) or another State of Maryland agency, it is important to notify the Employee Benefits unit at each agency to avoid disruption of benefits coverage and retirement membership.

If you are retiring from university service, please contact the Employee Benefits unit.

Health Benefits

If you are a regular or contingent faculty or staff member currently enrolled in the State Employee and Retiree Health and Welfare Benefits Program, you have the right to continue your coverage under the Consolidated Omnibus Budget Reconciliation Act (COBRA). You and/or your eligible dependents may elect to continue your health, prescription drug, dental and/or healthcare flexible spending account participation by paying for coverage with after-tax dollars. Typically, coverage can be continued for up to 18 months from the separation date, subject to federal regulations. If you are ending your service with the USM/State of Maryland, a COBRA packet will be sent to your home address from the State of Maryland, Department of Budget and Management, Employee Benefits Division.

COBRA does not apply to faculty and staff who are transferring within the USM/State of Maryland.  Please notify the Employee Benefits unit at each agency to avoid disruption of benefits coverage.

Retirement Benefits

Regular faculty and staff who are members of the Maryland State Retirement and Pension System, who are not vested in the plan, and do not intend to return to USM/State of Maryland service, may withdraw accumulated employee contributions. The Withdrawal of Accumulated Contributions Package can be downloaded from the Maryland State Retirement and Pension System website or can be obtained from the Employee Benefits unit.

Vested members of the Maryland State Retirement and Pension System can defer their retirement benefit to a later date. Contact the Maryland State Retirement and Pension System at 410-625-5555 for more information.

Members of the Optional Retirement Program should contact their plan directly for options when separating service. Fidelity Investments can be reached at 1-800-343-0860. You can call TIAA at 1-800-842-2252.

Faculty and staff who are transferring within the USM/State of Maryland should notify the Employee Benefits unit at each agency to avoid disruption of retirement membership.

Unemployment Insurance

Claims are processed by the Employee Relations & Development unit upon contact from the State Department of Licensing & Regulations, assuming the employee was laid off or separated in good standing.

Completing Your Last Time Sheet

Visit the Financial Services Timekeeping page, and review the Time Sheet Instruction Guide for Separating Employees.

 

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