Former Employees

As employees find new opportunities and leave William & Mary, University Human Resources will continue to support them with helpful guidance. When separating from the university, employees' benefits, tax statements, and contact information become even more critical.

Benefits Coverage 

Most benefits end on the last day of the month in which the resignation occurs. Example: a resignation date of October 11 results in coverage ending October 31. 

Retirement service credit ends in the month of resignation. Example: employees resigning October 11 receive service credit for the month of October. 

If resigning between the 1st and 9th, certain benefits deductions such as health insurance will be doubled for the final pay period to ensure coverage for the whole month. 

Leave Payout 

Leave payouts generally occur in the pay period following the final paycheck. During fiscal year end (June) or calendar year end (Nov/Dec), processing may be delayed due to other processing demands or compressed processing schedules. The Payroll Office (757-221-2848 or via the Workday Support Portal) can provide specific payment dates. Please be aware that your annual leave balance does not transfer to other state agencies and you will be paid out for appropriate leave balances. 

The following leave types are eligible for payout: 

• Annual leave 
• Overtime leave 
• Compensatory leave earned but unused in the past year 
• Unexpired recognition leave 

 For leave to be paid out, an employee’s supervisor or department administrator must terminate the employee in Workday and submit a clearance form. The clearance must be approved by the university stakeholders listed above before a final payment will be made.

Health Insurance and COBRA Coverage through PayFlex 

Cardinal is the Commonwealth of Virginia's system for managing health and dental insurance. Employees transferring to another Virginia state agency should submit a ticket through the Workday Support Portal to ensure a smooth benefits transfer. 

COBRA Coverage through PayFlex 

Upon separation, information is sent to the Commonwealth’s Office of Health Benefits. PayFlex is the company that administers COBRA coverage on behalf of the Commonwealth. PayFlex will send all documents for enrollment to the employee's mailing address. COBRA coverage is an extension of the current health coverage an employee has at the time of termination and can elect to be continued for 18 months (or in some situations, 36 months). The employee and dependents have 60 days from the loss of coverage to elect COBRA. Once elected, the coverage is retroactive to the first day on which the loss of coverage occurred. 

If employees choose to enroll in COBRA, all forms and noted payment due must be submitted directly to PayFlex. Payment amounts will vary dependent upon coverage options and levels. This will ensure that COBRA coverage is selected and continues as needed. 

Verification of Prior Insurance Coverage

If you need a letter verifying prior insurance coverage, submit a ticket through the Workday support portal with attention to Benefits, and a member of the Benefits team will provide the necessary documentation. 

Flexible Spending Account (FSA) 

The employees’ ability to use an FSA will stop at the end of the month in which they terminate. Expenses for services employees have after the plan termination date are not eligible for reimbursement. 

Healthcare FSAs are eligible for account continuation under COBRA. Employees have 3 months from the account termination date to submit reimbursement requests for eligible expenses incurred during the coverage period.   

Life Insurance 

If you have optional life insurance and have questions pertaining to the coverage, insured amount, or wish to cancel, contact Securian Financial directly for assistance at 1-800-441-2258. Employees may convert to an individual whole-life policy at non-group rates by submitting a  Conversion to Classic Life enrollment form to Securian Financial. 

The conversion must take place within 31 days of the last day of the month in which employee terminates employment. Members who are eligible to receive a retirement benefit upon termination may not convert to an individual policy.  

Paystubs and Tax Statements 

Tax statements are mailed to the current home address on record. Payroll does not email them for security reasons. In Workday, provide a forwarding address in before leaving. Access to Workday as well as other IT services is removed after the employee's last working day. 

Please visit Payroll for W-2 FAQs on how to get tax statements after your departure. Former employees can submit a Request for Duplicate Earnings and Tax Statements form to the Payroll Office, 757-221-2848. 

Retirement 

Retirement options vary based on the retirement plan membership. 

• Employees who are under a VRS plan and are moving to another VRS-participating employer are eligible to continue contributing to their retirement plan. The new employer's HR department will enroll you into your VRS retirement plan. 

• Employees who are under a VRS plan and are not moving to another VRS-participating employer should contact Virginia Retirement System at 1-888-827-3847 for further steps. 

• Employees who are under an ORP (Optional Retirement Plan) should contact TIAA-CREF at 1-800-842-2252 to inquire about their funds. 

Public Service Loan Forgiveness (PSLF) 

The PSLF Program forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. 

Verification of Employment through The Work Number 

Verification of employment may be needed when an employer, or a designated third party such as a background check company, validates a job candidate’s employment history with the university. When you authorize an organization to verify your income or employment, please direct them to www.theworknumber.com. The employer code is 22654 for William & Mary and VIMS. 

Returning to the University 

If a benefited employee wants to return to work in a non-benefited position, a  6-month break in service is required by the state and ACA. There is no break in service required for a benefited employee returning to a benefited position, or a non-benefited employee returning to a non-benefited position. 

IT Account Inactivation

Review IT's account inactivation webpage for details about what happens to your various accounts, including access to email. Account inactivation varies depending on your employee type.