Leaving Employment

Information for BENEFITED EMPLOYEES eXITING uw

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. 

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; 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.
• Your retirement contributions will continue until the last day of terminal leave making your official termination date the last day of terminal leave.
• You cannot work for the University of Wyoming in any capacity while you are on terminal leave. You are eligible to work for another non-University organization, but you cannot work for the University during terminal leave.

Sick Leave - Employees will receive payment of 100% of the base salary rate for one-half of their accrued but unused sick leave as of their resignation date, with a maximum payout of 480 hours. If you are eligible for the Board Retirement Sick Leave Conversion, you can convert up to 960 hours of your sick time towards payment to your retiree health insurance.

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.

• Please note: 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.

Rehire - Any employee who has been paid for accumulated sick leave and/or vacation leave upon separation and who is rehired into a benefited position within thirty-one (31) calendar days after separation shall fully reimburse all payments for accumulated sick leave within thirty-one (31) calendar days after being rehired with all rights. The accumulated sick leave shall be restored to the employee. Any person who fails to reimburse the University as required herein shall be terminated.

Step 3 - Submit all vacation and sick leave usage in WyoCloud 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 at pcard@uwyo.edu and request the p-card be closed; complete and submit any outstanding p-card expenses in WyoCloud; 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.
• Update personal information in WyoCloud with 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.
• Departmental keys and any other University property to be turned into the department prior to separation.

Insurance Benefits | Retiree Insurance | EGI Life Insurance | COBRA 

• Insurance benefits will end at the the end of the month after your last working day. If you choose terminal leave your premiums will continue to be deducted from your paycheck each month, and coverage will end at the end of the month final paycheck is received.
• If you need a proof of loss of coverage letter, contact Employees' Group Insurance (EGI) at 307-777-6835.
• If you have had state health insurance coverage in effect for at least one year prior, 20 years of service or you are 50 years old and have at least 4 years of service, you are eligible to participate in the State of Wyoming’s retiree insurance. We recommend watching the video that gives an overview of the retiree insurance with the State of Wyoming. Contact Employees’ Group Insurance (EGI) with the State of Wyoming at 307-777-6835 for a retiree packet as they indicate in the video. There is a Board Retiree form that is included in the retiree packet (if eligible) that Benefits MUST complete for the retiree and it needs to be included in the retiree application paperwork back to EGI. You can only continue benefits that you have held for the last year and any dependents must have been on the plan for a least a year before retirement to be eligible to stay on the plan with you into retirement. The deadline to enroll in retiree insurance is 31 days from the date your active employee coverage ends. If you choose terminal leave as your leave time payout your last day will be the last day of terminal leave, otherwise it will be your last physical day at work.
• 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.
• If you are currently on the employee health insurance as employee only and your spouse works for UW or another state agency, and want to continue health coverage as a dependent under your spouse’s plan your spouse MUST add you to their insurance plan otherwise your coverage will automatically terminate at the end of the month of your termination date. If you and your spouse both work for UW or another state agency and you are on the split family plan, you will be automatically added to your spouse’s plan. Your spouse does not need to add you. If you do not want to be on your spouse’s plan under the split family plan your spouse must drop you otherwise, you will continue to be covered under the family plan and will not be able to drop until a qualifying event or open enrollment. If you are the primary account holder for vision and/or ambulance your spouse will need to enroll for those benefits.
• 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 are enrolled in 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.

Information About Exiting Staff Email Accounts

• 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

• Terminating employee should provide forwarding address and phone information via WyoCloud 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.