Separating Employee Information

Table of Contents


Exit Meeting and Exit Questionnaire

You are invited to schedule an exit meeting with the Office of Human Resources. Please contact Kaleb Garcia (garciak13@spu.edu) or book an appointment directly here. Please also take the time to complete this confidential Exit Interview Questionnaire


Exit Checklist

Please complete all applicable activities below on or before your last day.

  • Return your Seattle Pacific University campus identification card to Human Resources.
  • Return office keys (if applicable) to Safety and Security. Please bring the key receipt from Security to Human Resources.
  • Please return your ORCA and/or ZipCar card (if applicable) to Safety and Security.
  • Please return your University purchasing card (P-card) if applicable, to Accounts Payable (Financial Affairs).
  • Please leave your laptop computer (if applicable) with your supervisor or return it to CIS.
  • Please make sure Banner is updated with your current mailing address. Payroll will send any future tax documents to the address listed there.
  • Please turn in your uniform (if applicable) to the appropriate representative in your office.


Computer and Information systems


For information on CIS separation procedures, please see this link: CIS Employee Separation Procedures


Insurance Benefits


Medical, dental, vision, life insurance and flexible spending account benefits will be extended through the end of the last month of employment in which the employee meets eligibility requirements for benefits at Seattle Pacific University.

At that time, the employee and any covered dependents who meet eligibility to participate, at their own cost, may continue their medical, dental, vision and flexible spending account through COBRA. You will be given the opportunity to continue the same medical, dental, vision, and health FSA coverage you had through SPU by assuming personal payment of the monthly premium(s), plus a 2 percent administrative fee, through COBRA.  The continuation period generally extends for up to 18 months or until attainment of eligibility for Medicare. See this linked Wiki page for qualifying events/eligibility and rates details.

Other health insurance plans may also become available based on the date of plan termination. In most cases, losing eligibility for group-based plans opens a 30 day window for entry into another group plan you may be eligible for (such as through a spouse), joining Medicare coverage through a Special Enrollment Period (SEP) if you are eligible for Medicare, or individual/family plans through the Washington Health Insurance exchange (see www.wahealthplanfinder.org or www.healthcare.gov).

Life insurance coverage may be ported (continued) or converted to an individual policy within the first 31 days following the date of employee's termination. In some cases, you may also be able to convert other additional voluntary benefits. Premium rates and benefit levels for converted life insurance plans or medical insurance will not necessarily remain identical to the University's group insurance plans. Conversion policy premium rates and benefit levels are set at the discretion of the insurance vendors. If you have questions, please contact hr@spu.edu. 

If you have elected long term care coverage for yourself or dependents it may be ported to an individual policy. Contact LTC Solutions, Inc. Phone: 877-286-2852, email info@ltc-solutions.com

For important information on your HSA, HRA accounts see this page.


For additional information, reach out to our Benefits Specialist, Cherylin Shdo, at Shdoc@spu.edu


Emeriti Health Solutions Program

For eligible employees (includes staff and faculty) monthly contributions are made to the Emeriti Health Solutions medical savings plan for retirement (employee must be age 35 with at least one year of service). If you have 7 or more years of service and are over 35 years of age you are 100% vested in this account.  If you have less than 7 years of service or are under 35, you are not vested and any funds in the account will be used to pay future SPU Emeriti account contributions. For important information on vesting and plan information please see the Emeriti Health Solutions information in the HR Wiki, or reach out to our Benefits Specialist, Jody Johnson, at jodyj@spu.edu


Retirement Plans


Contributions made by SPU, to your 401(a) plan are 100% vested. Employee contributions to the 403(b) plan are also always 100% vested. For general information on vesting and distribution for both the 401(a) plan and 403(b) plans, please see SPU Retirement Plans in the HR Wiki. If you have been contributing to the retirement plan and wish to withdraw your own funds, please contact your current retirement vendor(s). In order to capture all of your contributions, you must wait until your final paycheck processes.  Otherwise, any contributions made after your withdrawal will be contributed to your Transamerica account and may be subject to the distribution options outlined in the SPU Retirement Plan Distribution options summary. 


Tuition Discount Benefit


The tuition discount for the employee and dependents may continue through the remainder of the quarter then in session, if resignation is effective after the tenth day of class.


Are you retiring?


If you are staff or faculty preparing for retirement, please refer to the appropriate checklist that will help you moving forward.

For separating faculty or administration that have received the designation of "Emeriti Faculty" please see this linked page for additional information and the benefits/privileges afforded to you. 

For additional information, reach out to our Benefits Specialist, Jody Johnson, at jodyj@spu.edu


FAQ


 When are my benefits ending?

Your insurance benefits will continue through the last day of the last month in which you work. 

 How do I move my retirement accounts?

If you have been contributing to the retirement plan and wish to withdraw your own funds, please contact your current retirement vendor(s). In order to capture all of your contributions, you must wait until your final paycheck processes.  Otherwise, any contributions made after your withdrawal will be contributed to your Transamerica account and may be subject to the distribution options outlined in the SPU Retirement Plan Distribution options summary.

If you worked at SPU prior to 2010 and were participating in the 401a or 403b plan and didn’t rollover your accounts to TransAmerica you may contact the following:

  • TIAA at Policyholder Information Center: (800) 842-2776
  • Benefit Payment Services: (800) 842-2777
  • Automated Telephone Service: (800) 842-2252; Website: http://www.tiaa-cref.org/ 
  • Fidelity at Retirement Services Center: 1 (800) 343-0860; Website: www.fidelity.com
 What if my leave report is not available to me in banner?

If your leave report is not available to you in Banner, please send an email (supervisor copied) to payroll@spu.edu indicating any sick time or vacation time you took in your last month of work (even if you did not take any).


 When will I lose access to my SPU resources (email, computer accounts)?
  • Your computer accounts will be terminated shortly after your last day of employment.  This includes your e-mail account, unless you are an alumnus, former student, or faculty/staff retiree of Seattle Pacific.
  • Separating staff not in the categories above may keep their email account for 30 days after leaving SPU. Separating faculty not listed in the categories above may keep their SPU email for one year after leaving SPU.
  • CIS has some helpful information for separating employees addressing what responsibilities you have regarding data, computer accounts, and email, linked here.

 What do I do with my final Timesheet/Leave Report?
  • If paid semi-monthly: Please write “Final Timesheet” in the comment section of your last online timesheet or leave report and submit it to the Payroll Department before you leave on your last day. Payroll cannot prepare your final paycheck until they receive this document.
  • If paid monthly: If your leave report is not available to you in Banner, please send an email (supervisor copied) to payroll@spu.edu indicating any sick time or vacation time you took in your last month of work (even if you did not take any).


 What happens to my tuition discount benefit?

The tuition benefit for the employee and dependents may continue through the remainder of the quarter then in session, if resignation is effective after the tenth day of class.

 What happens to my falcon funds?

Please check the Falcon Funds balance on your Sea Pac Pass and spend down any remaining funds prior to or on your last day of employment. Any Falcon Funds remaining on your Sea Pac Pass after your last day of work will be automatically applied to your SFS account, if you have an owing balance, and any remaining funds will be automatically refunded to you in your final paycheck.

 I am departing staff, will I get my vacation paid out?

If you are departing staff and have met the notice requirements here, then you should receive your vacation paid out on your last paycheck.

 I am departing faculty and participate in deferred pay. When do I receive my deferred pay out?

You should receive your deferred pay on your last paycheck. This is typically July 1, if your last day is in June, or on the first of the month that follows your last day of work if you leave mid-year.

 How do I get my W-2?

Your W-2 will be mailed to the mailing address on file in the banner system. You have 30 days from your termination date to update your mailing address in Banner, before you lose access. Alumni and Emeritus faculty however, should not lose access to the personal information tab in Banner, and can update their address at any time. Should you lose access and need to make an address update, please email HR@spu.edu your new address so we can make the updates for you.

If you do not receive you W-2 in the mail, you may also retrieve it online through ADP. You can find steps and more information on how to retrieve your W-2 here