Separating Employees
Separation Process
Departments must file an Employment Separation form (available in the Forms Repository) with the Office of Human Resources (OHR) for any regular and contingent employee separating from the university. The completed form must be returned to 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 the following Board of Regents policies
- USM Policy on Separations for Regular Exempt Staff Employees
- USM Policy on Layoff for Nonexempt Staff Employees
- USM Policy on Layoff and Recall of Regular Exempt Employees
Exit Interviews
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 HR Partner of their subdivision to schedule and complete an exit interview and survey.
- Separation checklist for employees transferring within the university (DOCX)
- Separation checklist for employees leaving the university (DOCX)
- Checklist for supervisors of separating employees (DOCX)
Benefits
If you are transferring to another campus within the University System of Maryland (USM) or another state of Maryland agency, 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 of Maryland Employee and Retiree Health and Welfare Benefits Program, you have the right to continue your coverage under the Consolidated Omnibus Budget Reconciliation Action (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. 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.
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 must contact their plan directly for options when separating service. Fidelity Investments can be reached at 1-800-343-0860; TIAA at 1-800-842-2252.
Faculty and staff who are transferring within the USM/state of Maryland must 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
Financial Services provides separating employees with instructions on completing your last time sheet (PDF).