Leaving Middlebury
Employees who are leaving Middlebury need to complete a few steps prior to their last day of employment.
If you are retiring (after 10 years of benefits eligible service past the age of 45) there is special information tailored to your situation.
First, discuss your departure with your supervisor to confirm logistics including your last day (faculty should work with the VP for Academic Affairs).
Once your resignation/termination details are confirmed, submit your resignation in HCM, as described below.
Navigation
- Go to your “Me” tab on your Oracle home page
- Click “Personal Info”
- Click “Employment Info”
- Click the “Actions” drop-down in the upper right hand corner
- Click “Resignation”
- Select the date of your resignation
- Click “Submit”
Your resignation letter should specify your last date of work, which is the last day you will be working. (Your last day can’t be CTO or a holiday).
A resignation letter is not needed if you are completing a term position (term positions are limited by duration or external funding) or if you are working in a temporary position.
For Everyone
Your final paycheck will be generated on the next regular pay date. Be sure to complete your final timesheet as usual, if applicable.
If you have unused CTO hours, they will be paid out automatically in your final check.
In order to receive information from Middlebury (like next year’s W-2 or the COBRA information), we need your current mailing address. Please follow the below navigation steps to check your address in Oracle and update it if necessary. It is also helpful if you ensure that a personal email address is included in your Oracle record.
Navigation
- Go to your “Me” tab
- Click “Personal Info”
- Click “Contact Info”
Your email account will stay active for only a limited time after your departure. Staff accounts are available for one month; faculty accounts are available for three months. Please discuss this with your supervisor. It may be appropriate to create an automatic reply to redirect inquiries to another person within your department. For assistance with automatic replies contact the Helpdesk or submit a ticket. Refer to our Account Lifecycle Policy for additional details.
Remove all personal electronic files from your hard drive and the cloud and ensure that work-related electronic files are accessible to your co-workers. Contact the Helpdesk for support if needed. Access to certain Middlebury electronic resources is removed immediately. Please plan ahead; review important details and tips regarding Life After Middlebury.
Return all Middlebury property, including keys, Middlebury ID, Procurement Card, Middlebury driver’s license, and uniforms or other equipment to your supervisor.
Return your computer and any peripherals to the Technology Help Desk.
You may wish to discuss a future employment reference with your supervisor or ask for a letter of reference. Keep in mind that you need to sign the reference authorization form if you want your supervisor to provide information about your work performance to a prospective employer, either verbally or in writing.
For Those with Benefits
Once you have submitted notification of your departure in Oracle, the Benefits team will be aware of your last day of work and prepare a personalized email with information that will be sent to you as your last day of work approaches. In the meantime, here is a summary of what you can expect.
Choose a Benefit Below
How do I manage my Retirement Plan with TIAA?
Your retirement account will remain in place and you can contact TIAA via your retirement web portal or by calling (800) 842-2776 to discuss your options. TIAA will be notified of your last day when your final pay and contribution is processed within their system. There is no rush for you to act as you may continue to keep your funds in the TIAA account with the College’s plan. The most common options are to leave the investments in a place where they will continue to compound based on market performance or to roll the money into another employer or individual retirement account after your final contribution has been made.
What happens to my Medical, Dental, and Vision Insurance?
If you are enrolled, coverage will continue through the last day of the month in which your last day worked occurs. Information about continuing coverage through COBRA will be included in the email from Benefits – including rates (which are the full monthly premium plus a 2% administrative fee), and our COBRA vendor Navia Benefits will also mail you enrollment information including enrollment forms. You have 60 days after your coverage ends to enroll in COBRA through Navia Benefits if you wish, and the coverage would be effective the first of the month after your separation date (so that there is no lapse in coverage). It is also encouraged that you explore coverage options through the marketplace – you may visit healthcare.gov, Covered California, and/or Vermont Health Connect for more information as your loss of coverage is a qualifying event to join a plan through the marketplace.
How about my Flexible Spending Accounts (FSA) for Health and Dependent Care?
If you currently have an FSA, the coverage ends on your last day worked.
- Healthcare FSA and Limited Purpose FSA: An employee can request reimbursement for up to their full annual enrollment amount through the final day of employment for any qualified expenses that have occurred up to their last day worked. Qualified expenses incurred through the last day worked must be submitted to Navia Benefits by March 31 of the year following your last day with the College. If you would like to have access to submit expenses beyond your last day, you may elect COBRA coverage for a Healthcare FSA to extend the time you can incur expenses and have the reimbursed under the plan. Information to enroll in COBRA for FSA will be mailed by Navia Benefits.
- Example: Imagine an employee elected $2,000 in the healthcare FSA during Open Enrollment for the year and then resigns with a last day worked in February and four paychecks in that calendar year. They may submit for and be reimbursed for up to the full enrollment amount ($2,000) if they have qualified expenses up to their last day worked. This employee would not have extra payroll deductions related to this benefit. If the employee wanted to be able to request reimbursement for expenses after their last day, then they could enroll in COBRA, pay a monthly rate, and submit for qualified expense reimbursement while enrolled in COBRA.
- Dependent Care FSA: An employee may request reimbursement for qualified expenses that they have contributed through their last day worked. Qualified expenses incurred through the last day worked must be submitted to Navia Benefits within 90 days of your separation date. There is no COBRA option for this benefit.
When does coverage for my Unum Benefits end?
- Life Insurance: Life insurance coverage ends on your last day. However, the email from the Benefits Team will include information about the costs and options for converting or porting the policies into individual life insurance policies if you wish. Interested people will need to submit forms to Unum for this within 30 days of leaving the College.
- Accidental Death and Dismemberment (AD&D) Insurance: Coverage ends on your last day with no option to continue coverage.
- Accident and Critical Illness Insurance: Coverage ends on your last day with no option to continue coverage.
- Long Term Disability Insurance: Coverage ends on your last day. However, the email from the Benefits Team will include information about the costs and options for converting or porting the policies into individual life insurance policies if you wish. Interested people will need to submit forms to Unum for this within 30 days of leaving the College.
- Short Term Disability Insurance: Coverage ends on your last day with no option to continue coverage.
Can I keep Pet Insurance?
Members of the discounted Nationwide Pet Insurance plans may continue their policies if they set up payment with Nationwide directly. The discounted rates will continue through their policy period. Questions may be directed to Nationwide at 877-738-7874.
Questions about Benefits?
The Benefits Team at GMHEC is available to help you understand the complexities of benefits as you leave or change jobs. Please reach out to them at benefits@gmhec.org or 802-443-5485. They can answer your questions or schedule a 1:1 meeting with you to review the details of your specific situation.