Offboarding

This page is designed to be a one-stop-shop for benefit information whether you are retiring or leaving the University. If you have any questions, please feel free to email us at ua-benefits@alaska.edu and include your UA ID.​

If you are retiring or resigning, you will need to inform both your supervisor and HR Coordinator of your intent to retire or resign in writing.

Your letter should include:
  1. your reason for leaving the University and
  2. your last work day

If you are retiring from the University, there are several steps that you need to take. 

  1. Submit your intent to retire in writing to your supervisor and HR Coordinator.

  2. Review what retirement accounts you have participated in at UA and review the information in the appropriate drop down menus below. If you are not sure what retirement account you are in, you can review this on UAOnline under "Employee" > "Benefit Deductions" > "Retirement Plans."​

  3. When you are planning to retire, please discuss your financial options and their implications with your fund sponsor(s). UA is not authorized to provide financial advice. 

More information on retirement accounts can be found on our retirement page. 

If you are a member of a Defined Benefit PERS or TRS plan with the State of Alaska Division of Retirement and Benefits (DRB), you will need to reach out to them directly to complete your retirement application at least 30 days prior to your planed retirement date.

The DRB can be reached at 1-800-821-2251.

Please note, your retirement will be effective the first of the month following your last day worked.

 If you are a member of a Defined Contribution PERS or TRS plan, you will need to reach out to Empower Retirement. You must be separated at least 60 days from all employment at the University prior to taking any action on the account.  You will also want to confirm eligibility for the retiree health plan with Empower.

Empower Retirement can be reached at 1- 800-232-0859 or by logging into your Empower Retirement account.

If you are a member of the ORP and/or UA Pension, you will need to reach out directly to your fund sponsor(s) (Fidelity, TIAA, VALIC, or Lincoln).

Your fund sponsor will provide you with any paperwork needed as well as assist you with questions on your account.

You must be separated at least 45-day from all employment prior to taking any action on these accounts. You may choose one of the following options regarding your vested account funds:

  1. Leave your funds with the fund sponsor
  2. Transfer your vested funds to another qualified account such as another employer’s plan or an IRA
  3. Request a cash distribution of vested funds (speak to your fund sponsor to understand what taxes and penalties may apply)
  4. Receive payment through an annuity contract purchased from the fund sponsor with your account balance

If you are not sure if you are vested, you can review your status in UAOnline by going to “Employee Services” > “Benefits and Deductions” > “UA Optional Retirement Plan/Pension Vesting Progress.”

The fund sponsors can be reached at:

Fidelity Investments (800) 343-0860
Lincoln National (800) 478-6393
VALIC (907) 279-8310 (Anchorage)
(907) 458-0101 (Fairbanks)
TIAA (800) 842-2252

If you are participating in a voluntary Tax-deferred Annuity (TDA) account, contact your fund sponsor for options regarding your account.

If you do take a cash distribution, you should understand that certain taxes and penalties could apply if you do not meet the age requirements for retirement. You should also ask the fund sponsor about any restrictions or penalties they might have regarding distributions.

The University uses a third-party administrator to manage the voluntary TDA program. For loans, hardship distributions, Qualified Domestic Relations Orders (QDROs), rollovers and any other distributions, please contact planwithease.com for assistance. Information on how to log on to planwithease.com is found on the University’s TDA website.

If you are a participant in a UA Choice plan, health coverage continues through the last day of the calendar month in which you separate employment.

 

Note: If you are a faculty member on a 9-month schedule who is resigning or retiring at the end of the spring semester (May 8, 2021), your coverage will end on June 30. No other exceptions are made. For more information, please review the Faculty Health Care sheet.

 

If you utilize any recurring service, such as mail order prescriptions, please make sure you notify your pharmacy of your benefits end date so they do not fill prescriptions past this date.

 

There are three options for your health care coverage after you separate from the University:

  1. Continue your coverage through COBRA
  2. Purchase an individual policy through Premera
  3. Review options available to you on the Affordable Care Act (ACA) Marketplace

Based on federal COBRA regulations, you are eligible to continue health insurance coverage for yourself and eligible dependents for up to 18 months if you pay the required premiums.

The UA COBRA plan is administered by BenefitHelp Solutions. They will notify you, via US mail, of your COBRA rights and send all necessary enrollment forms, information, and costs for continuing your health insurance through COBRA. You will receive the application 2 weeks after your last day worked and have 60 days to enroll in COBRA coverage.  

If you elect to continue your health insurance coverage through COBRA, you may be eligible to convert your COBRA insurance to a personal insurance policy with Premera Blue Cross at the conclusion of the 18 months eligibility. You will be notified by BenefitHelp Solutions of your conversion option six months prior to the expiration of your COBRA continuation.

FY21 COBRA Rate Sheet
FY22 COBRA Rate Sheet

Once you are enrolled in COBRA, please direct any questions to BenefitHelp Solutions at (800) 556-3137.

You may also have the option of purchasing a personal policy from Premera Blue Cross within 31 days of your loss of health care coverage (not COBRA coverage). If you are interested in an individual policy, contact Premera Blue Cross directly at (800) 364-2982 or visit them online at www.premera.com.

Becoming ineligible for the University’s health care coverage is considered a Qualifying Life Event for the purposes of purchasing a personal policy through the ACA Marketplace.

You can find more information about the plans offered and associated costs at www.healthcare.gov.

Please note you have 60 days from the date University coverage ends to sign up for a policy through the ACA Marketplace.

If you are participating in either the

  • Health Care FSA or
  • Dependent Care FSA

you have until September 30 of the current plan year to submit reimbursement for eligible expenses incurred while you were an active employee. Reimbursement ceases for services rendered after your separation date from an eligible position.

If you qualify, the Health Care FSA may be continued on an after-tax basis with COBRA coverage. ASIFlex will contact you directly if you are eligible to continue the Health Care FSA.

More information on FSA's can be found on our website.

If you are participating in the HSA, you will take the account and all contributions made with you when you separate from the University. You may:

  1. Continue to utilize those funds for future eligible reimbursements
  2. Roll it over into another eligible HSA
  3. Continue to invest after reaching $1,000 total contributions

Keep in mind there is a maintenance charge to maintain your HSA account with Bank of America after separation of UA employment.

Any questions regarding your account availability, and the actions you may take with the account, should be directed to Bank of America at (866) 791-0250.

More information on HSA's can be found on our website.

While it may be tempting to take your retirement contributions in a lump sum after you separate from the University, doing so may mean you are cashing out your future. Preserving your retirement account allows you to capitalize on the compounded interest over time. No matter which retirement plan you are in, you may:

  1. Leave your retirement account in the plan. This option allows you to continue to manage your account at a lower cost than you might experience transferring to a retail account.
  2. Direct your retirement account to another qualified tax-free retirement account such as an Individual Retirement Arrangement (IRA) with a plan-to-plan rollover.
  3. Direct your retirement account to another qualified plan with your new employer with a plan- to-plan rollover providing your new employer’s plan accepts transfers.

Leaving your account in the plan allows you to take advantage of lower fees and the services our fund sponsors offer.​

If you are not retiring immediately, you may take any of the following actions with your account:

  1. Leave the employee contributions in the plan until retirement. Any future PERS or TRS employment will add to your service credit.
  2. Request a distribution of your employee contribution account 60 days after separation of employment, or at some later date (employer contributions are not refunded).

The following is information to consider:

  • You should inquire with the Division of Retirement and Benefits (DRB) about the implications of withdrawing your funds from the plan before applying to withdraw funds.
  • If you are vested and wish to withdraw employee contributed funds, know that you may be forfeiting future retirement benefits. If you are married, you will be required to complete a spousal consent to refund form available from DRB.
  • You should understand that certain taxes and penalties could apply if you withdraw funds from the plan prior to retirement.

The DRB can be reached at 1-800-821-2251.

Contact Empower Retirement to request account vesting status and options for accessing funds.

  • Phone Number: (800) 232-0859
  • Email: participant_services@empower-retirement.com
    Please do not put any confidential or personal account information in an email request. If you need to send them confidential information, please upload your documents directly to Empower Retirement’s website using the “upload documents” function located under “account information” on the left side of the home page.

After separation of all employment and a 45-day waiting period has passed, you may choose one of the following options regarding your vested account funds:

  1. Leave your funds with the fund sponsor
  2. Transfer your vested funds to another qualified account such as another employer’s plan or an IRA
  3. Request a cash distribution of vested funds (speak to your fund sponsor to understand what taxes and penalties may apply)

If you are not sure if you are vested, you can review your status in UAOnline by going to “Employee Services” > “Benefits and Deductions” > “UA Optional Retirement Plan/Pension Vesting Progress.”

Fidelity Investments (800) 343-0860
Lincoln National (800) 478-6393
VALIC (907) 279-8310 (Anchorage)
(907) 458-0101 (Fairbanks)
TIAA (800) 842-2252

 

If you are not vested, and you do not return to a retirement eligible position in the UA system within one year from your separation date from a retirement eligible position, non-vested funds will be irrevocably forfeited back to UA and prior service will not count towards future vesting requirements.

If you are participating in a voluntary Tax-deferred Annuity (TDA) account, contact your fund sponsor for options regarding your account.

If you do take a cash distribution, you should understand that certain taxes and penalties could apply if you do not meet the age requirements for retirement. You should also ask the fund sponsor about any restrictions or penalties they might have regarding distributions.

The University uses a third-party administrator to manage the voluntary TDA program. For loans, hardship distributions, Qualified Domestic Relations Orders (QDROs), rollovers and any other distributions, please contact planwithease.com for assistance. Information on how to log on to planwithease.com is found on the University’s TDA website.

Long-Term Disability (LTD) is available to

  • regular, or
  • term-funded employees

who are working at least 20 hours a week.

The premium is covered by the University on your behalf while you are an active employee.

When you separate from the University, you may be eligible to convert your LTD insurance coverage to an individual policy with our current policyholder, VOYA, pending you are not currently receiving LTD benefits.

If you choose to convert your plan, premiums for your individual policy are paid directly to VOYA.

The advantages of converting:
There is no requirement for you to complete a medical examination to qualify for coverage.

When do I have to convert by?
If you want to convert your LTD insurance, you must apply for conversion within 31 days from your separation date from the University. Contact UA HR at (907) 450-8200 or ua-benefits@alaska.edu to request a conversion application.

Please note, if you do convert your LTD account, the coverage may differ from the group policy offered by University.

Basic Life Insurance
Basic life insurance is available in the amount of $50,000 to

  • regular, or
  • term-funded employees

who are working at least 20 hours a week.

The premium for basic life insurance is covered by the University on your behalf while you are an active employee.

Supplemental Life Insurance
Supplemental life insurance is an optional election with an additional charge to you, the employee. 

The advantages of converting:
When you separate from the University, you have the option to continue your basic term life policy ($50,000) and your supplemental term life policy (if applicable) by porting or converting the policy to an individual one.

Premiums are paid directly to Securian Financial and coverage is issued with no medical examination.

Premiums may be higher than those paid by active employees.

When do I have to convert by?
If you want to convert your basic or supplemental life insurance, you must apply for conversion or portability within 31 days from your separation date from the University.

To receive a conversion form or a group life portability application, contact Securian Financial at (866) 365-2374. You may also login to www.lifebenefits.com/continue to review your options, calculate rates, and obtain the necessary forms. To login, please use the policy number and key access below

Policy Number: 70229
Access Key: uofak

If you are participating in the Accidental Death and Dismemberment (AD&D) insurance plan, your insurance will cease on the date of your separation. There are no conversion options for this insurance.

When you separate from the University, you must return:

  • your office and building keys,
  • laptops or other devices,
  • credit cards,
  • and any other items you may have to your supervisor or department prior to or on your last day worked.

Please note these items are as applicable and are not an exhaustive list.

Your campus may have specific procedures for some of these items so please check with your supervisor prior to your last day.

Keys that are not returned prior to your last day worked may result in a fee withheld from your final paycheck.

In addition, be sure to reconcile any outstanding fees including parking fees, library fees, etc.

If you are moving to a different location or even out of state, please be sure to log into UAOnline to update your HR Address. This will help ensure that future communications, including your W2 and 1095-C documents, are sent to your current location. 

To update or confirm your address, go to UAOnline and click on “Personal Information” > “Manage Your Address, Email and Phone Information.”

Email
When you separate from the University, any access accounts you have for the computer systems will be automatically terminated. If you are continuing as a student, your email address will remain active.

Contact the Office of Information Technology (OIT) at (907) 450-8300 with questions about your email access.

UAOnline
Your account with UAOnline will remain in effect, regardless of your employment status, for 999 days after the last time you accessed the account.

You are eligible to continue participation in the EAP for six months after your separation of employment, or as long as you continue your UA health insurance coverage under COBRA. More information on the EAP can be found on our website. 

Before you can receive a final paycheck, you must submit your final time sheet to payroll.

The final time sheet is completed in UAOnline with “final time sheet” written in the comments section.

If the online time sheet is not available, please work with your HR Coordinator to complete a paper time sheet and include “final time sheet” at the top of the paper form.

Your final paycheck will include your final pay as well as your annual leave payoff of up to 240 hours. 

Please note that

  • sick leave,
  • personal holiday, and
  • Faculty Time Off (FTO)

are not paid out upon separation from the University.

Our Exit Survey gives you the opportunity to provide feedback and share information on your experience and relationship with the University.