Leaving the University

This is a resource to help Administrative and Classified Staff transition from Bowling Green State University. The following tabs review important information about pay and benefits, insurance enrollment and continuation options (if available) and retirement participation. In the event of a conflict between the information in this resource and the applicable plan or BGSU policy, the plan or the policy will control.

Things To Do Now

  • Provide reasonable notice and indicate your intent to resign/retire in writing to your immediate supervisor indicating your separation/termination date.
  • Submit a copy of the notice to Human Resources, 1851 N. Research Drive— ohr@bgsu.edu.
  • Schedule an exit interview with Human Resources by calling 419-372-8421.
  • Review the information in this resource prior to your Exit Interview appointment.
  • Print and complete the Employee Exit Checklist and return to HR on or before your last day.

Important Information About Pay and Benefits

Your final check will be directly deposited into your bank account.

Administrative staff will be paid their final regular pay on the 20th of the month in which they separate from BGSU. Classified staff will be paid their final regular pay according to the classified staff pay schedule.

The University will not provide the Form W-2 electronically to an individual who has terminated employment with BGSU. These individuals will receive paper copies via U.S. mail. If you have any questions, please contact the Payroll Department at 419-372-2201.

If you plan to relocate, you should notify the University of your new mailing address by changing your home address in MyBGSU using the Update Personal Info tool prior to leaving the University. This will ensure timely delivery of your W-2 form and any COBRA package that you may be eligible for. Please contact the Payroll Department if you are not able to make the change in MyBGSU.

Leave Balances

If you have been employed for more than one year, upon separation from BGSU, you will be receiving payment for unused vacation time according to the University policy. Payment will be deposited on the 20th of the month following your final regular pay. Payment is based upon the staff’s hourly rate of pay at time of separation.

Administrative staff are eligible for payment of unused vacation not to exceed the maximum accruals unless stated otherwise in your contract/offer letter. Maximum accrual rates are listed in the Administrative Staff Handbook.

At the time of separation from BGSU, all permanent 12-month, part-time and full-time classified staff who have completed at least 2,081 hours of service to the University are eligible to receive payment of accrued unused vacation time not to exceed the maximum accrual. Maximum accrual rates are determined by length of service and are listed in the Classified Staff Handbook. Payment will be deposited two weeks after their final regular pay. Payment is based upon the staff’s hourly rate of pay at time of separation.

At the time of separation from BGSU, all part-time and full-time classified staff are eligible to receive payment of accrued unused compensatory time not to exceed the maximum accrual. Maximum accrual rates are listed in the Classified Staff Handbook. Payment will be included with the final regular pay. Payment is based upon the staff’s hourly rate of pay at time of separation.



Failure to use all personal leave balances during the calendar year in which they are received will result in forfeiture of the unused personal leave. At the time of separation from the University, employees are not eligible for payment of unused personal leave balances.

Sick leave is not paid out to staff members who resign or are terminated for any reason other than retirement. The balance of sick leave will stay on account with BGSU for 10 years. You may transfer your sick leave balance to another state of Ohio agency, provided reemployment takes place within 10 years of resignation. After 10 years, any balance will be eliminated.

At the time of retirement from BGSU with 10 or more years of total public service (in the state of Ohio), an employee may elect to receive a payout for one fourth of their accrued but unused sick leave balance not to exceed a maximum of 240 hours. In order to be eligible, the employee must meet the age and service requirements defined by their elected retirement plan. If they decide on this option, payment will be based on the rate of pay earned at the time of the retirement date.

Note: Under current Ohio law, retirement from the state of Ohio can only occur once. Therefore, if an employee retires from a state institution and does not elect a sick leave payout, they will forfeit any future sick leave payout. However, they may transfer their unused sick leave balance to another state institution within a 10-year period for future use but no future payout can occur.

In the event of an employee death while in service to Bowling Green State University, and with ten or more years of total public service in the state of Ohio, the beneficiary or estate of the employee is eligible to receive payment for one fourth of the employee’s accrued but unused sick leave balance not to exceed the same maximum number of 240 hours.

If you are eligible to receive a sick and/or vacation payout, you can defer any portion of your payout into a 403(b) and/or 457 up to the IRS annual limit. To facilitate the deferral of your leave payout into a 403b, please login to Retirement@Work and enter the amount of your payout for the pay period in which you will receive it. This information can be obtained from the BGSU Payroll Department. The changes must be made before the required cut-off date that corresponds with the final pay date. This cut-off date is located within the Retirement@Work system for each pay period.

To facilitate the deferral of your leave payout into the 457, please contact Ohio Deferred Compensation for direct assistance.

Please note:  It is important to make sure you complete all necessary steps prior to the required deadline (generally 3 weeks before the date of your last paycheck) in order to facilitate the deferral.  If the deadline is missed, your leave bank payout will be processed by payroll without the deferral, making the entire amount taxable income.  Retroactive deferral elections cannot be made.

Insurance

Your coverage (if enrolled) will end on the last day of the month in which you separate from BGSU. You and/or your covered dependents may continue the medical, dental and/or vision coverage you are enrolled for through the Consolidated Omnibus Budget Reconciliation Act (COBRA) for up to 18 months on a month by month basis.

If you participate in the employee health care plans, you will be offered the opportunity to continue your health care coverage under COBRA (Consolidated Omnibus Budget Reconciliation Act of 1986). You will receive a letter from Chard Snyder – Ascensus explaining eligibility for continuation of coverage, premium rates and when payments will be due. You will then have 60 days from the date on the letter to elect COBRA continuation coverage. You have an additional 45 days from the date of election to make your first premium payment. COBRA continuation coverage will be effective the first of the month following the date your coverage ends. If you have questions about your COBRA coverage, please contact Chard Snyder – Ascensus customer service at 1-888-993-4646, 8 a.m. to 8 p.m.

Your participation in the Health Savings Account (if enrolled) will end on the last day of the month in which you separate from BGSU. After leaving the University, you will be responsible to pay the monthly HSA service fee as long as the account remains open. The money contributed to your Health Saving Account is yours to keep. The rules still apply to using these monies for approved expenses only. If you have any questions about your HSA account, please contact PNC bank at 1-844-356-9993.

Your participation in the Health Care Flexible Spending Account (if enrolled) will end on the last day of the month in which you separate from BGSU. Only eligible expenses incurred through the last day of the month in which you separate from BGSU may be submitted for reimbursement. FlexSave must receive your claims for eligible expenses (expenses incurred from January 1 of the current plan year through the last day of the month in which you separate from BGSU) within 90 days of you losing coverage. Please be aware that you will forfeit any funds left in your account after the filing deadline. If you have questions regarding your FSA, please contact FlexSave at 1-800-525-9252.

Your participation in the Dependent Care Flexible Spending Account (if enrolled) will end on the last day of the month in which you separate from BGSU. Only eligible expenses incurred through your last day of the month in which you separate from BGSU may be submitted for reimbursement. FlexSave must receive your claims for qualifying dependent care expenses (expenses incurred from January 1 of the current plan year through the last day of the month in which you separate from BGSU) within 90 days of you losing coverage. Please be aware that you will forfeit any funds left in your account after the filing deadline. If you have questions regarding your FSA, please contact FlexSave at 1-800-525-9252.

Your participation will end on your separation date (if enrolled). There is no conversion privilege for this benefit.

Your life insurance coverage will end on your separation date. You may elect to convert your policy into a private policy within 30 days of your separation date. Contact Minnesota Life at 1-866-293-6047.

Retirement

Your participation in OPERS (if enrolled) will end on your separation date. Contributions made by BGSU to your OPERS account and your contributions will cease with your final paycheck. Please contact OPERS at 1-800-222-7377 or visit the OPERS website to discuss options. Your vesting schedule is determined by the plan in which you are enrolled. Please contact OPERS to confirm your plan and vesting schedule.

Your participation in the ARP (If enrolled) will end on your separation date. Contributions made by BGSU to your ARP account and your contributions will cease with your final paycheck. Retirement age under the ARP is 65, however options for withdrawal or rollover may be available earlier. Please contact your ARP vendor to discuss your options.

ARP Vesting Schedule: Employee and employer contributions are immediately vested.

Your contributions to your account(s) will cease with your final paycheck. Please contact your Supplemental Retirement vendor to discuss your options.

Employee contributions are immediately vested.

Other Important Information

An employee, spouse or dependent who is eligible for the tuition fee waiver on the first day of classes of an academic term remains eligible for that academic term even if the employee separates from services during the period of the term.

An employee who has retired with 10 years of continuous full-time service from the University is able to receive the same fee waiver benefits as an active full-time employee. For a part-time employee who has retired with 10 years of full-time service (20,800 service hours) from the University, the fee waiver is prorated to fifty percent of the in-state instructional and general fees.

The retiree must be in a degree program at the time of retirement to be eligible for this benefit. For more details and benefits of the retiree fee waiver, visit the Tuition Fee Waiver website.

For staff separating by reasons other than retirement, your email account and MyBGSU access will remain open for no more than three days after your separation date. If you are a BGSU alumnus, please contact ITS at 419-372-0999 to get permission for your email to stay active.

Email and MyBGSU accounts will remain active for retiring staff.

Retention points will be deleted 30 days after resignation or retirement and reset to zero.

Once you have notified your department of your departure, please contact Human Resources to schedule an exit interview. An online exit survey will be sent to you for completion prior to your exit interview. The exit interview will be conducted with a Human Resources Representative to review information found in this resource. An Employment/ Employee Relations Specialist will review and discuss the completed online exit survey with you. Please call Human Resources at 419- 372-8421 to schedule your appointment.

Updated: 09/29/2022 10:29AM