Human Resources

Leaving Willamette

We are sorry to hear you will be leaving Willamette University. Thank you for all of your contributions and we wish you the best in your future endeavors. In order to assist you in your transition we’ve designed this page to explain your rights and obligations upon leaving your employment with Willamette University.  We would like to thank you in advance for your assistance. 

Resignation Letter

Submit your Resignation Letter to HR (hr@willamette.edu) stating what your last workday will be and your reason for leaving Willamette University.

Debts and Returning Willamette University Property

Contact the Accounting Office (accounting@willamette.edu) to pay any remaining balances prior to your last day worked. Any outstanding travel advances not accounted for prior to your final day of employment will be added to your taxable income and taxed accordingly.  If applicable, please arrange to return WU corporate credit card with accounting.
  • You are responsible for returning all Willamette University property before you leave.
  • Please return WU property directly to your supervisor on your last day  (i.e. books, laptops, pagers, keys, cell phones, tools, uniforms, ID card, parking passes, two-way radios, etc).
  • Separation Clearance Form

Confidential Information

We ask that you respect Willamette University as it relates to confidential information. Do not disclose any confidential information that you may have encountered or had access to during the course of your employment.

Final Paycheck

Final paychecks are issued on the final day worked, unless the last day falls on a weekend or holiday. In that case, the check is provided to you on the next business day. If you need to have your final paycheck mailed to you, please notify Angela Murphy immediately at ammurphy@willamette.edu.

Exit Survey

We know that exiting employees are a valuable source of information regarding working conditions at the Willamette University and we appreciate your assistance in helping Willamette University create and maintain a positive work environment. Please complete our online exit survey at least one week prior to your departure. 

If you'd prefer to meet in-person, please contact the Human Resources office (hr@willamette.edu) to make an appointment. During the interview, a representative of HR will be available to listen to your feedback on why you are leaving, what you liked about your employment and what areas of Willamette University need improvement.    We can also discuss final pay and the address at which you can be reached for directing the W-2 form and for benefits paperwork.  Any feedback you share will be used in general terms only and for the purposes of influencing future improvements.  All information will be kept confidential, unless it relates to a violation of the law or to a safety hazard.

Benefits Conversion & COBRA Information

Retiring Faculty/Staff

If you are retiring, depending on your length of service, other benefits may be available to you.  Please be sure to inquire with us about these options before your last day of work.  Employees receiving benefits under the Voluntary Severance Program should also meet with Human Resources in advance of their intended retirement date.

Medical & Dental Coverage

If you are currently enrolled in a Medical or Dental insurance plan, your coverage will cease on the last day of the month in which your employment ends. Your premium deductions for health care coverage are taken out in the month prior to the month of coverage (for example your April deductions pay for your May coverage). Therefore, depending on your date of separation, no additional payroll deductions may be necessary on your final paycheck to cover the cost of the final month of coverage.

Your COBRA Rights

You and your covered dependents may have the right to continuation of coverage under your insurance plans beyond the time coverage would ordinarily end.  Your rights and obligations regarding continuation of group coverage are explained below.

  • Employee: As the covered employee, you have the right to choose continuation coverage if you would otherwise lose coverage because of a reduction in your hours of employment or termination of your employment (for reasons other than gross misconduct on your part).
  • Spouse: As a covered spouse of an employee, you have the right to choose continuation coverage for yourself that you would otherwise lose any of the following reasons:  1) Death of spouse; 2) Termination of spouse's employment (for reasons other than gross misconduct) or reduction in spouse's hours of employment; 3) Divorce or legal separation from spouse; 4) Spouse becoming eligible for Medicare; or 5) Filing of Chapter 11 bankruptcy by employer.
  • Dependent Child: A covered dependent child has the right to continue coverage if coverage would be lost for any of the following  reasons: 1) Death of a parent; 2) Termination of a parent's employment (for reasons other than gross misconduct) or a reduction in a parent's hours of employment; 3) Parents' divorce or legal separation; 4) A parent becoming eligible for Medicare; 5) The child ceasing to be eligible as a dependent under the plan; or 6) Filing of Chapter 11 bankruptcy by employer.

Your COBRA Responsibilities of Notification

You and your covered dependents are responsible for informing the Human Resources Office of a divorce, legal separation or a child losing dependent status within 60 days of the date of the event.  When we have been notified that one of these events has happened, we will in turn provide information regarding continuation coverage. Participants have 60 days to enroll in COBRA continuation.

Continuation coverage is identical to coverage provided for active employees.  Continuation coverage may be maintained for up to three years unless you are losing coverage because of termination of employment or reduction in hours.  If you are losing coverage because of termination of employment or reduction in hours, continuation coverage may last up to 18 months.  Disabled employees may continue insurance for up to 29 months. 

Please Note:

All continuation coverage will end for any of the following reasons:

  • You become eligible for ANY other group health insurance plan after election of COBRA.
  • The premium for continuation coverage is not paid on a timely basis.
  • You become eligible for Medicare after election of COBRA.
  • Your 18, 29 or 36 month period of continuation ends.
  • The employer no longer provides group health coverage for any of its employees.

How Do I Elect COBRA Coverage To Continue My Medical Or Dental Insurance?

COBRA Management Services (CMS) will contact you directly regarding COBRA continuation.  You can expect to receive COBRA paperwork within 15 days of the end of your coverage.  If you do not receive them within that time, please contact Customer Service at services@cobramanagement.com or (866) 517-7580.  Please return the COBRA enrollment form(s) to CMS per their instructions.

Paying Your COBRA Premium

You are responsible for the full cost of continuation coverage as outlined below. If your premiums are not received in a timely manner, your continuation coverage will end without further notification.  The only exception is your first premium payment for continuation coverage, since COBRA law allows you up to 45 days from the date of your election to make that first payment.  However, to avoid any confusion regarding your coverage status, it is best to make your decision early regarding continuation of coverage, and to send your payments on time.

COBRA Premiums

(Effective April 1, 2015 - March 31, 2016)

Pioneer Medical

Kaiser Medical

Pioneer Dental

Kaiser Dental

One Party

$643.88

$458.44

$55.42

$61.78

Two Party

$1,287.87

$916.87

$110.88

$123.55

Family

$1,791.89

$1,274.15

$155.22

$171.74

Accessing Your Retirement Funds

Retirement plan assets are an additional area of consideration.  If you terminate employment with less than $5,000 in assets in the plan, you will receive information from our retirement plan vendor(s) that may require your action within 60 days of the notice.  You will have the option to avoid a taxable distribution by rolling over the funds to another qualified plan, otherwise, your assets may distributed as a cash distribution, subject to tax and penalty.  If you have over $5,000 in assets, there is no requirement to take a distribution.  You may leave your funds with the plan, or you may roll them into a rollover IRA or other qualified retirement plan, at your convenience and discretion, with the exception of required minimum distributions at age 70 ½ . To obtain forms required to initiate a transaction under the retirement plan, please contact Transamerica, TIAA-CREF, or Valic.

University Paid and Voluntary Life Insurance

If you are eligible, your life insurance coverage ends on the last day of the month in which your employment ends. You have the option to convert your group life insurance and supplemental life insurance coverage to an individual policy by submitting an application and paying the first premium within 31 days of the end of your coverage. Please contact Guardian Life for forms for electing continuation of life insurance.

Flexible Spending Accounts

Health Care Spending Account

Upon your final day of employment, your participation in the Health Flexible Spending Account will cease, and no further salary redirection contributions will be contributed on your behalf except that on your final paycheck, unless you choose to continue participation by continuing on an after-tax basis through COBRA. If you wish to continue participation in the eflex Healthcare Spending Accounts through COBRA, you must continue paying your normal monthly contribution, plus a 2% administrative fee, by check. Contributions are due by the 30th day of each month. If you do not choose to continue, you will not be able to submit claims for services provided in any month following the month in which you made your final contribution to your spending account.  However, you will be able to submit claims for health care expenses that were incurred before the end of your employment.

Dependent Care Spending Account

You will still be able to request reimbursement for qualifying dependent care expenses for the remainder of the Plan Year from the balance remaining in your dependent care account at the time of termination of employment except that on your final paycheck, unless you choose to continue participation by continuing on an after-tax basis through COBRA. If you wish to continue participation in the eflex Dependent Care Spending Accounts through COBRA, you must continue paying your normal monthly contribution, plus a 2% administrative fee, by check. However, you may submit claims for dates of service from April 1st through your termination date.  

Long Term Disability and AD&D Insurance

If you are eligible, your long term disability and AD&D insurance coverage ends on the last day of the month in which your employment ends. These insurance plans do not have a conversion option.

Long Term Care Insurance

If you and/or your spouse are currently enrolled in long-term care, please contact John Hancock directly to continue the coverage through direct billing.

Vacation & Sick Leave

Vacation pay will be paid out to you on your final paycheck, assuming all final paperwork has been submitted by your department. You are not paid out for unused sick leave unless retiring with 10+ years of service.

Employee Assistance Program

COBRA Management Services (CMS) will contact you directly regarding COBRA continuation.  You can expect to receive COBRA paperwork within 15 days of the end of your coverage.  If you do not receive them within that time, please contact Customer Service at services@cobramanagement.com or (866) 517-7580.  Please return the COBRA enrollment form(s) to CMS per their instructions.