Employees, supervisors and business officers/department administrators all have a role to play in the separation or offboarding process for permanent and/or temporary (non-student) positions.
Permanent and Temporary Non-Student Position Separations
Full Separation
Employee Actions Needed
- Review Notice of Separation Personnel Information Memorandum (PIM) 34.
- Complete the Employee Separation Form if a full separation of all UNC Charlotte positions. (Please note if you are retiring, changing positions within UNC Charlotte, or completing a partial separation or student separation, do not complete the online separation form and instead reference the other instructions on this webpage.)
- Reference the HR Employee Separation Form User Manual for guidance on completing the form.
- Notice: Employee must be present on the last day of work. It is expected that all employees give a minimum of a two-week notice (excluding holidays or scheduled leave) prior to leaving employment. If this is not possible due to circumstances, please provide a reason under "Additional Comments" on the separation form. All FLSA non-exempt employees must complete timesheets in Kronos through the day of separation. All FLSA-exempt employees must ensure all leave requests are submitted and approved in Kronos through the day of separation. Any delays in either of these items may delay final payouts to the employee.
- View your current benefits and pay information.
- Change the ownership of any Dropbox shared folders to another manager in consultation with your direct supervisor.
- Prior to separation: Log into my.charlotte.edu using your current password to view or update information such as your address. It is important to keep your address update because it is used for your Form W-2 and 1095 C forms (ACA verification of coverage).
- If needed, references the following FAQs:
- Reference the Benefits Off-Boarding Summary for coverage end dates and vendor contact information.
- Complete the Exit Interview Questionaire to provide feedback to the University.
- Return any library books.
- Return all keys assigned to the Lockshop before leaving the University.
- Return any other UNC Charlotte equipment or property to your supervisor.
- Ensure your leave usage is up-to-date in the University timekeeping and leave system (Kronos)
Supervisor Actions Needed
- Instruct employees to complete the Employee Separation Form (includes an option to submit a letter of resignation) or follow other instructions on this webpage based on the type of separation/position change.. You may also complete this form on behalf of the employee.
- Ask your employee to change the ownership of any Dropbox shared folders.
- Complete the Employee Exit Review form to evaluate the performance of your former employee for this cycle, up to the time that the employee left your supervision.
Business Officer/Department Administrator
- Instruct the employee or supervisor to complete the Employee Separation Form (includes the option to submit a letter of resignation) or follow other instructions on this webpage based on the type of separation/position change.
- Take additional actions noted below based on the type of position:
| Position Type | Additional Action Needed |
| Faculty | Academic Affairs will complete the PD-7 UNC Charlotte Academic Personnel Action and submit to Human Resources. More information can be found in the Academic Personnel Procedures Handbook. |
| Staff Exempt from Human Resources (EHRA) | Business Officer/Department Administrator will complete the PD-7 UNC Charlotte Academic Personnel Action and submit to Human Resources. |
| Staff Subject to the Human Resources Act (SHRA) | No additional form is needed. |
Benefits Off-Boarding Summary
Reference this PDF summary or the information below for contacts, coverage end dates, COBRA, continuation, and portability information. Disclaimer: This document does not contain all the terms and conditions of the various programs. The appropriate plan document, rules and regulations apply.
| Type | Contact | Coverage End Date |
| Health |
State Health Plan Blue Cross & Blue Shield of North Carolina (Third- TTY: 800-442-7028 |
*COBRA: |
| Accident |
Voya: 1-877-464-5111 9 a.m. – 6 p.m. (EST), Monday – Friday |
Last day of the month of separation (if full premium is collected), or last day of the prior month of separation (if full premium is not collected) Continuation Options - Contact |
| Cancer and Specified Disease |
Allstate: 1-866-232-1517 8 a.m. – 8 p.m. (EST), Monday – Friday www.AllstateBenefits.com |
|
| Critical Illness | Voya: 1-877-464-5111 Fax claims: 1-612-467-8721 9 a.m. – 6 p.m. (EST), Monday – Friday |
|
| Dental |
MetLife: 1-855-676-9441 8 a.m. - 11 p.m. (EST), Monday – Friday |
Last day of the month of separation (if full premium is collected), or last day of the prior month of separation (if full premium is not collected). *COBRA - Contact Benefitfocus |
|
Flexible Spending (Health Care and Dependent Day |
P&A Group: 1-866-916-3475 8 a.m. – 10 p.m. (EST), Monday – Friday ncflex.padmin.com |
Flexible Spending Accounts are eligible for use until the end of the month following date of termination or cancellation. Participants may submit claims for the entire month or use their card. A full deduction may be taken for the month of termination. *COBRA - Contact P&A Group 866- |
| Vision | EyeMed Vision Care: 1-866-248-1939 Monday–Saturday: 7:30 a.m. – 11 p.m. Sunday 11 a.m. – 8 p.m. www.eyemedvisioncare.com/NCFlex iTedium (Direct Bill & COBRA Administrator): 877-679-6272 M-F 8AM to 5PM |
Last day of the month of separation (if full premium is collected), or last day of the prior month of separation (if full premium is not collected). *COBRA - Contact Benefitfocus |
| UNC System Life Insurance |
Securian |
Last day of the month of separation (if full premium is collected). Elections must be made within 31 days of coverage terminating. Reference portability/conversion options on the Income and Protection Benefits webpage. |
| Supplemental Disability |
TSERS participants ORP participants |
Date of separation |
* COBRA, continuation, and portability information: Consolidated Omnibus Budget Reconciliation Act of 1985 allows certain employees and their dependents, that would otherwise lose group coverage, to temporarily continue coverage with the same plan. Letters are mailed to eligible employees and dependents with enrollment COBRA options for health, dental, vision and flexible spending accounts.
| Type and Contact | Information |
| Teachers and State Employees Retirement System (TSERS) State Retirement System: 1-877-627-3287 www.myncretirement.com |
Contributions stop after eligible earnings and leave payout.
|
| Optional Retirement Program (ORP) Fidelity: Jared McVey, Agent 704-614-4167/jared.mcvey@fmr.com www.netbenefits.com/unc TIAA: Peter Kohn, Agent 704-988-1580/Peter.kohn@tiaa.org www.tiaa-cref.org/unc |
Contributions stop after eligible earnings and leave payout. |
| Supplemental Retirement 403b, 401k, 457 UNC System 403b & 457 Fidelity: Jared McVey, Agent 704-614-4167/jared.mcvey@fmr.com www.netbenefits.com/unc TIAA: Peter Kohn, Agent 704-988-1580/Peter.kohn@tiaa.org www.tiaa-cref.org/unc NC Total Retirement 401k & 457 – Prudential Retirement Rob Sipprell, Agent 919.583.2677/robert.sipprell@prudential.com |
Contributions stop after leave payout. Contact provider for options. |
| Type | Information |
| Bonus Leave |
|
| Community Service Leave |
|
| Sick Leave |
|
| Vacation Leave |
|
Information for individuals transferring employment: Contact the Benefits Office for details 704-687-8134
| Type | Contact | Information |
| State Employee Credit Union (SECU) | State Employee Credit Union: (University/Hwy 49 Branch) 1-704-549-5822 |
Deductions stop the last pay-period after separation Contact the credit union to make any needed arrangements for loan/other expense payments |
| State Employees Association of North Carolina (SEANC) | State Employees Association of North Carolina (SEANC) 1-800-222-2758 |
Contact SEANC for continuation/cancellation of any deductions. |
Exit Interview
UNC Charlotte is committed to providing a positive work experience for all of our employees. The Exit Interview Questionnaire provides a valuable source of information to assist us in identifying opportunities to improve the work environment at UNC Charlotte.
Data from these questionnaires will be used to determine factors that contribute to turnover and will be shared with university management/supervisors. If the information received suggests a violation of university policy or similar critical concern, a representative from Human Resources will follow up with the appropriate department.
All permanent employees (faculty and staff) are invited to complete an exit interview.
The questionnaire may be completed and submitted online or you can print out a hard copy and mail the completed form to:
Employee Relations
UNC Charlotte
9201 University City Blvd.
Charlotte, NC 28223
Please contact the Employee Relations Department at 704‑687‑0662 to schedule a face-to-face or telephonic Exit Interview. Exiting employees are also encouraged to contact The Benefits Office at 704-687-8134 or Benefits@charlotte.edu to ensure a smooth transition from University employment.
Employee Relations Department, 704‑687‑0662 Cindy Edwards, ckedward@charlotte.edu Benefits Office, (704) 687-8134 9201 University City Boulevard, Charlotte, NC 28223-0001 Email: benefits@charlotte.edu Website: www.hr.charlotte.edu
Partial Separation
Employee Actions Needed
- Consult with your supervisor for instruction.
- Do not use Employee Separation Form.
Supervisor Actions Needed
- Consult the business officer/departmental support associate for instruction.
- If the separating employee is an SHRA employee. complete the Notice of Partial Termination for SHRA Employees
| Position Type | Additional Action Needed |
| Faculty | Academic Affairs will complete the PD-7 UNC Charlotte Academic Personnel Action and submit to Human Resources. More information can be found in the Academic Personnel Procedures Handbook. |
| Staff Exempt from Human Resources (EHRA) | Business Officer/Department Administrator will complete the PD-7 UNC Charlotte Academic Personnel Action and submit to Human Resources. |
| Staff Subject to the Human Resources Act (SHRA) | Instruct the supervisor to complete the Notice of Partial Termination for SHRA Employees |
Other Separations
Retirements
Review the Retirement Planning website for more information.
Changing Positions within UNC Charlotte
Contact Benefits@charlotte.edu.
Separating from Student Positions
Contact your department's administrator.
Additional Resources
Former Employee (Faculty, Staff, Temporary) Address Change Request
Questions?
- Login assistance: IT Services 704-687-5500
- Payroll matters: PayrollDept@charlotte.edu / 704-687-1919
- Benefits matters: benefits@charlotte.edu / 704/687-8134