Employees who are preparing to retire should refer to the retirement webpage for more information.

 

In This Guide

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• Provided are the steps and information you will take when preparing for your separation from the University.
• Included are organizations you will need to contact.
• Meeting with Human Resources is not required; but, if you would like a follow-up meeting contact the Benefits & Retirement Specialist, Cherise Laud at claud@uwyo.edu or call 307-766-2437. 

 

Information for Exiting Staff

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Step 1 Submit a letter of resignation to your supervisor. This written letter or email should include the following information:

Reason for resignation;
Position title;
Expected date of separation, a 10 working days notice for non-exempt positions, and 20 working days notice for exempt position should be given;
Forwarding address for end-of-year W-2 mail; and
Signature of separating employee.

Once a resignation has been received and the employee requests to rescind the resignation, it is within the University’s sole discretion whether or not to grant this request and the rescission may not be possible if the University has formally accepted the resignation.

Step 2 Complete the Termination Leave Option Form, choosing Lump Sum, Terminal Leave, or a combination.

• Lump Sum- Payment of accrued but unused leave will be paid at one time, with benefits ending at the end of the month when the employee’s final workday occurs. Employees may want to check with their tax advisor regarding tax implications if their payment will be larger than a regular month's pay.

• Terminal Leave- Employees are entitled to be paid for their accrued but unused vacation leave in the form of terminal leave or taking their unused leave over time, which provides for continuation of their pay and benefits until depleted. This may be important to employees who wish to maintain their health, dental, and life insurance as long as possible. If an employee has one day of paid time in a month, insurance will continue through the end of that month. One-half of accrued sick leave (not to exceed 480 hours) may also be used in combination with vacation to extend terminal leave.

  • Please note: Insurance and mandatory retirement contributions cannot be ended while on terminal leave. Supplemental retirement, life insurance, short term and long term disability are optional and can be termed at any time.

Sick Leave - Employees will receive payment of 100% of the current salary rate for one-half of their accrued but unused sick leave as of their resignation date, with a maximum payout of 480 hours.

Vacation Leave - Staff employees will receive payment for 100% of the current salary rate for their accrued but unused vacation leave up to a maximum of 352 hours.

An employee terminated for corrective action reasons, or an employee who gives less than two (2) weeks’ notice of intent to resign, must take the accrued leave balances in a lump sum payment unless otherwise determined by the Appointing Authority. Other employees may elect a lump sum payment, or terminal leave (paid over time). Employees who do not elect either option will be paid in a lump sum.

Step 3 Submit all vacation and sick leave usage in HCM prior to separation date.

Step 4 If necessary, contact your retirement company.

Contact your retirement company to withdraw funds or do a rollover. Your termination date is not reported to WRS, TIAA or any vendors until the 10th of the following month of each payroll run. 

• • Wyoming Retirement System (WRS); more information can be found on the WRS website or by calling 307-777-7691. Review WRS 'What to Know About Leaving WRS Pension Plan' document.

  • TIAA; more information can be found on the TIAA website or by calling 800-842-2776. To schedule an appointment call 800-732-8353. 

  • If you have a 457(b) supplemental retirement plan, the contact for those vendors can be found on the Supplemental Retirement webpage.

  • If you have a 403(b) supplemental retirement plan, your vendor will direct you to planwithease.com to withdraw funds from all 403(b) accounts.

Step 5 Complete the online University Exit Interview. (optional)

If you have further concerns that you would like to discuss beyond the form, contact Employee Relations by emailing Employee.Relations@uwyo.edu, and they will schedule a time to meet in person, via Zoom , or by phone.

Step 6 Additional actions required by the separating employee prior to last day of employment.

• Two weeks prior to termination p-cardholders shall: notify Procurement Services and request the p-card be closed; complete and submit any outstanding p-card expenses; destroy the card.

• Remove any personal or private files from your computer; download or print payslips, W-2 forms and performance evaluations prior to WyoCloud HCM access removal.

• Reassign direct reports through WyoCloud HCM with the appropriate effective date.

• Alert Asset Management. An inventory report can be ran based on that individuals name. If there are assets assigned to that person, the inventory will need to be updated by the department to show who would be taking over the assignment of those assets. Asset Management can verify that all the appropriate paperwork has been completed.

• Turn parking permits into Transportation Services or Human Resources at the employee’s exit interview.

• Departmental keys and any other University property need to be turned into the department prior to separation.

Step 7 Additional information.

• If you need a proof of loss of coverage letter, contact Employees' Group Insurance (EGI) at 307-777-6835.

• Employees may continue the health insurance for a maximum of 18 months by opting for COBRA. The State Employees' Group Insurance office will mail information about enrolling in COBRA to the most current address on file after the termination date. Former employees will have 60 days in which to enroll in COBRA and will pay the full cost of the coverage.

• You can port your Employees' Group Insurance (EGI) life insurance. The Standard Insurance Company will send time sensitive information in the mail to continue your coverage. There will be a deadline to continue coverage.

• If you have a Flexible Benefit Plan, you must submit medical or childcare receipts to EGI within 60 days from separation. These are for expenses incurred prior to separation from UW. Details found in the Flexible Benefits Plan document. Questions should be directed to EGI at 307-777-6835.

Terminations must be submitted into WyoCloud HCM prior to the employee’s last day of work. Submission can be entered by either the supervisor or department Decentralized Human Resources Representative (DHR). The Termination Leave Option form and a copy of the resignation letter must be included in the submission.

 

Information About Exiting Staff Email Accounts

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• Staff separating from the University will have their email account deactivated the evening of the last physical day worked.

• Email accounts for Board Retirees remain active for an indefinite period.

• In addition, UW computer access / WyoCloud HCM access will be deactivated the evening of the last physical day worked.

 

Information for Exiting Non-Benefited Employees

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• Terminating employee should provide forwarding address and phone information via HCM Personal Information and the effective date.

• Download or print payslips and W-2 forms prior to WyoCloud HCM access removal.

• All employment related computer / WyoCloud HCM access / email account will be removed the evening of the last physical day worked; however, students will retain their email account and the associated student access.

• Department completes the termination in the WyoCloud HCM system.