Leaving the University?
Employees, supervisors, and business officers/department administrators all have a role to play in the separation or off-boarding 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 separating from UNC Charlotte positions. (Please note if you are retiring, changing positions within UNC Charlotte, or ending student assignments(s), 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 updated because it is used for your Form W-2 and 1095 C forms (ACA verification of coverage).
- If needed, reference the following FAQs:
- Reference the Benefits Off-Boarding Summary for coverage end dates and vendor contact information.
- Complete the Exit Interview Questionnaire 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)
- Please submit a request to return your parking permit through MyPark portal.
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) | No additional form is needed. |
| 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.
Insurance Benefits
For more information, review this NCFlex resource: Continuing Your Benefits After Separation
| Type | Contact | Coverage End Date |
| Health | State Health Plan http://www.shpnc.org Itedium (Direct Bill & COBRA Administrator): 877-679-6272 8 a.m. – 5 p.m., Monday – Friday Aetna (Third- Party Administrator): 883-809-1037, TTY: 711 (#833-690-1037 8 a.m. – 6 p.m., Monday – Friday | If separating before the 16th: – Last day of the month of separation. If separating the 16th or later: – Last day of following month after separation. *COBRA: Contact iTedium at 877-679-6272 |
| Accident | Voya: 1-877-464-5111 9 a.m. – 6 p.m. (EST), Monday – Friday ncflex@lifehelp.com | 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 vendor |
| 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 mybenefits.metlife.com Empyrean COBRA Administration/ University of North Carolina Benefits Service Center Tel. 833-862-1490 | 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). Empyrean COBRA Administration/ University of North Carolina Benefits Service Center Tel. 833-862-1490 |
| Flexible Spending Accounts (Health Care and Dependent Day Care) | 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- 916-3475 |
| 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 | 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). Empyrean COBRA Administration/ University of North Carolina Benefits Service Center Tel. 833-862-1490 |
| UNC System Life Insurance | Securian Voluntary Accidental Death and Dismemberment (AD&D) | 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 Lincoln Financial 1-800-291-0112 ORP participants The Standard 1-800-331-3397 | Date of separation |
Retirement Benefits
| 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. Options: – Leave funds on file – Request a refund (reference www.myncretirement.com/refunds) – Apply for retirement (subject to eligibility) |
| Optional Retirement Program (ORP) TIAA: Peter Kohn, Agent 704-988-1580/Peter.kohn@tiaa.org www.tiaa-cref.org/unc | Contributions stop after eligible earnings and leave payout. Required form: under forms select ORP-3, complete and return to UNC Charlotte Benefits Office at: UNC Charlotte Human Resources-Benefits Office, King 207 9201 University City Blvd. Charlotte, NC 28223 Options: – Leave funds on file – Withdrawn employee contributions (includes employer contributions, if vested, or if enrolled in a timely manner in a like retirement plan) – Apply for retirement (subject to eligibility) |
| Supplemental Retirement 403b, 401k, 457 UNC System 403b & 457 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. |
Leave Benefits
| Type | Information |
| Bonus Leave | Eligible bonus leave (BONREG) in the time keeping and leave system will be paid in a lump sum (within three pay periods following the last regular paycheck), if the employee leaves state government, or the appointment type changes to a non-leave earning status (i.e. exempt, part-time, etc.). The special bonus leave (BONSPL), and Special Annual Leave Bonus (BONSAL) in the timekeeping and leave system do not have cash value and are therefore not paid out at separation. |
| Community Service Leave | Will not be paid out upon separation. |
| Sick Leave | Will not be paid out upon separation – balance held and can be reclaimed if returning to active service with any UNC constituent institution or State agency within five years. |
| Vacation Leave | Annual Leave (vacation) – Shall be paid in a lump sum (within three pay periods following the last regular paycheck), not to exceed 240 hours (pro-rated for part-time employees) if applicable. May be exhausted if the employee elects to do so and is retiring (service or early). Personal Leave is forfeited and has no cash value. Reference the Vacation Leave for specifics regarding transfers. |
Information for individuals transferring employment: Contact the Benefits Office for details 704-687-8134
Other Benefits/Deductions
| 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.
How will the information be used?
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.
Who should complete the interview?
All permanent employees (faculty and staff) are invited to complete an exit interview.
How do I complete the Exit Interview Questionnaire?
The questionnaire may be completed and submitted online or you can print out a hard copy and mail the completed form to:
Employee Engagement & Retention
C/O Human Resources
UNC Charlotte
9201 University City Blvd.
Charlotte, NC 28223
Can I speak to someone face to face or by telephone?
Please contact the Employee Engagement & Retention at 704‑687‑8002 to arrange an in-person or phone 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.
Who can I contact if I have questions?
Employee Engagement & Retention
Phone: 704-687-8002
Email: hrengagement@charlotte.edu
Benefits Office
9201 University City Boulevard,
Charlotte, NC 28223-0001
Phone: 704 687-8134
Email: benefits@charlotte.edu
Partial Separation
(Separating from some but not all university positions)
Employee Actions Needed
- Complete the Employee Separation Form and other actions as noted on the Separations webpage.
- Consult with the supervisor of any supplemental assignment(s) for which you wish to maintain employment.
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 | The Employee Separation Form is required. Once completed, the form will automatically route to Academic Affairs. More information can be found in the Academic Personnel Procedures Handbook. |
| Staff Exempt from Human Resources (EHRA) | No additional form is needed. |
| Staff Subject to the Human Resources Act (SHRA) | No additional form is needed. |
Other Separations
Retirements
Do not complete the online separation form. Review the Retirement Planning website for more information.
Changing Positions within UNC Charlotte
Do not complete the online separation form.
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