Ending Your Employment with UAF
If the time has come for you to seek retirement or move on to greater opportunities, we have put together some guides to help you through the process. We appreciate your service to the UAF community and wish you all the best in your future endeavors!


UAF Retirement Guide

Congratulations on your upcoming retirement!

So that we can help you make this transition as sooth as possible, we have created a retirement guide for your reference. This guide will help you through the process so that you can focus on what's important -- enjoying your retirement!


Retirement Checklist
So you've begun to think about your retirement! This document provides a detailed list of the things you will need to think about as early as one year prior to your chosen retirement date. 

Retirement Checklist


Your Benefits Upon Retirement
Once our office has received termination paperwork for an employee from the employee's department, an Exit Packet will be mailed to the employee's home address on file. We are required to use the HR address on file, so it is wise to ensure that this is the correct, updated address, or use the HR Change Form if necessary to update our information.

Employees may also download the Exit Packet Guide and forms below, although we are still required to mail a complete Exit Packet to the terminating employee. Employees who do not receive a mailed Exit Packet and/or COBRA election paperwork within 2 weeks following termination should contact the UAF Office of Human Resources at (907) 474-7700.

The Exit Guide provides answers to most questions regarding options for various benefits including retirement funds and what happens to other benefits when employment ends. Should you feel it is necessary, you may schedule a benefits exit consultation with your Human Resources Consultant before you set your exit or retirement date so you know what benefit options are available to you. 

Employees may schedule a meeting with an their HR Consultant either in-person or via telephone by contacting the UAF Office of Human Resources at (907) 474-7700. Unfortunately, same-day appointments cannot be scheduled.


Final Paycheck Upon Resignation
Your department must submit your retirement electronically to Human Resources. Any money owed to the university, keys not returned, outstanding balances for ProCard, Travel Card, or fines will be deducted from your final paycheck.

Annual Leave
If you were eligible for annual leave, and have a balance remaining, your final paycheck will include payment for any unused hours of annual leave (maximum of 240 hours per UA Regulation 04.06.12).

Sick Leave
If you have any unused sick leave on your last day of employment you do not receive any payment of the unused balance upon retirement. Retirees under TRS may apply to have their unused sick leave applied to their TRS service credit. You must request this credit within one year of your retirement date.

Personal Holiday
If you are eligible for a personal holiday, you must use your personal holiday prior to your last day of work; there is no pay out of unused personal holiday.


ORP/UA Pension Vendor Contact Information
Employees may choose among four professional investment companies to manage their Optional Retirement Plan and/or University of Alaska Pension Plan accounts:

Company Address Phone
 Fidelity Investments P.O. Box 770002
Cincinnati, OH 45277
(800) 343-0860 
 
 Lincoln National Life

P.O. Box 2212
Fort Wayne, IN 46801
 
(800) 348-1212
 (800) 478-6393 Toll Free in Alaska  
452-6393 in Fairbanks
TIAA P.O. Box 1259
Charlotte, NC 28201
(800) 842-2776
 
VALIC P.O. Box 2812
Portland, OR 97208
 
279-8302 in Anchorage
458-0101 in Fairbanks

 Please Note: There is a 45-day waiting period from the date of last day of employment for distribution of ORP funds. 


UAF Resignation Guide

In the event that you have made the decision to resign from your position with UAF, there are some polices and procedures of which you should be aware. Review our resignation guide* below for information on properly resigning from your position with UAF.

We are sad to see you leave us, and wish you all the best in your future endeavors. Sincerest thanks for your time and service to UAF!


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*Please note: this information is generalized and may not apply to your specific situation. All information herein assumes personal resignation reasons, following all standard resignation policies at UAF. For any resignation questions within special situations, please contact your UAF Human Resources consultant for guidance.


Resignation Notice: Timeline & Letter
Per University Regulation, R04.07.080. Resignation.:

A. An employee wishing to resign from employment with the university generally should file with the appointing authority a written resignation stating the date it will be effective and the reason for leaving. Verbal resignations may be confirmed in writing by the appointing authority. Employees holding nonexempt positions are expected to give notice of resignation at least two weeks in advance of the last day of work. Other employees are expected to provide notice adequate to allow for their orderly replacement. Notice requirements may be waived at the discretion of the supervisor. A resignation may be withdrawn only with the written approval of the appointing authority.

B. A person whose resignation has become effective who wishes to be rehired must comply with normal hiring practices, including Equal Employment Opportunity and Affirmative Action requirements prior to rehire in any position. The university may consider as grounds for refusal to employ a person the fact that the person did not give adequate notice when the person resigned from earlier employment with the university. Resignation does not place the employee in a position of advantage or disadvantage when seeking re-employment. Sick leave accruals are not reinstated upon rehire after a resignation.


Resignation Letter Help
Submitting a written resignation letter to your supervisor two weeks prior to your departure date is important if you would like the opportunity to work at UAF in the future.

Many examples of professional resignation letters exist online; don't be afraid to do your research on writing professional resignation letters.


Your Benefits Upon Resignation
Once our office has received termination paperwork for an employee from the employee's department, an Exit Packet will be mailed to the employee's home address on file. We are required to use the HR address on file, so it is wise to ensure that this is the correct, updated address, or use the HR Change Form if necessary to update our information.

Employees may also download the Exit Packet Guide and forms below, although we are still required to mail a complete Exit Packet to the terminating employee. Employees who do not receive a mailed Exit Packet and/or COBRA election paperwork within 2 weeks following termination should contact the UAF Office of Human Resources at (907) 474-7700.

The Exit Guide provides answers to most questions regarding options for various benefits including retirement funds and what happens to other benefits when employment ends. Should you feel it is necessary, you may schedule a benefits exit consultation with your Human Resources Consultant before you set your exit or retirement date so you know what benefit options are available to you. 

Employees may schedule a meeting with an their HR Consultant either in-person or via telephone by contacting the UAF Office of Human Resources at (907) 474-7700. Unfortunately, same-day appointments cannot be scheduled.

 


Final Paycheck Upon Resignation
Your department must submit your termination electronically to Human Resources. Any money owed to the university, keys not returned, outstanding balances for ProCard, Travel Card, or fines will be deducted from your final paycheck.

Annual Leave
If you were eligible for annual leave, and have a balance remaining, your final paycheck will include payment for any unused hours of annual leave (maximum of 240 hours per UA Regulation 04.06.12).

Sick Leave
If you have any unused sick leave on your last day of employment you do not receive any payment of the unused balance upon retirement. Retirees under TRS may apply to have their unused sick leave applied to their TRS service credit. You must request this credit within one year of your retirement date.

Personal Holiday
If you are eligible for a personal holiday, you must use your personal holiday prior to your last day of work; there is no pay out of unused personal holiday.


Donating your Sick Leave
Upon leaving UAF, you can donate your sick leave to other staff or faculty who are currently participating in the Sick Leave Share Program. Sick leave cannot be cashed out upon leaving employment, so this is a great way to help fellow employees at UAF.

To do so, fill out the Leave Share Donation form and return it to our office. You can donate up to 80 hours per form, and can submit multiple forms at one time.

If you have a specific person in mind, who is eligible for Sick Leave Donation, enter their information in the Recipient area. Otherwise, leaving that area blank allows us to use the hours for anyone currently in need. 

For more information on the Sick Leave Share Program, you may refer to the Board of Regents Policy Chapter 04.06. Please note that some TRS retirement plans allow participants to claim their sick leave as service credit. To find out if you qualify, please contact the State of Alaska Division of Retirement and Benefits at 1-800-821-2251.


Waived Healthcare
Because you had opted out of the university health care plan, there is no option available to convert your coverage upon leaving the university.

Retirees: Employees who are retiring immediately under PERS or TRS should contact a Division of Retirement counselor to discuss health insurance options.


Layoff at UAF
In the event of layoff, please refer to the Statewide Layoff Resources page. This page provides resources and guidance, as well as insight into the layoff process and the opportunities available to those affected by layoff.


Layoff Resources for UAF Staff


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