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Human Resources

Leaving Employment

Date: June 2013

Policy: The College requests that non-exempt support staff give at least two (2) weeks’ notice to their supervisors before leaving employment. Administrative (exempt) employees are expected to notify supervisors at least four (4) weeks’ in advance of their last scheduled day of work.

The termination date is the last date on which an employee worked. If the employee is on a leave of absence, the termination date is the date that the leave expires.

Pay for unused accrued vacation will be paid with the employee’s final paycheck. To assure that the payment for unused accrued vacation time will be included in the employee’s final paycheck, a termination form should be processed and forwarded to Human Resources ten (10) days prior to the termination date.

All College property needs to be returned to the department supervisor prior to termination including:
Keys 
Safety equipment excluding safety shoes, prescription items, etc. 
Uniforms 
ID Card 
Athletic Passes 
Computer/Pager/Cellular Telephone Equipment 
Credit Cards 
Outstanding materials from any of the College Libraries
Telephone personal security codes and voice mail should be cancelled

The College supports those who use Bowdoin email accounts, however, once an employee leaves the College, his/her privileges are terminated. The IT help desk will assist employees in setting up a new email account (e.g., gmail, hotmail, etc), migrating messages to the new account and setting up a forwarding message for 30 days.  Employees retiring with emeritus/a status may retain their Bowdoin email accounts.

College provided benefits will continue until the last day of the month in which an employee terminates. Continuation of benefits (COBRA) information will be forwarded to the employee’s home address on file at the time of termination, and will include the costs associated with continuation of health and dental coverage for up to 18 months if desired.

If you were a participant in the College retirement plan, or contributed to your own (403) b supplemental retirement plan, you have the following options available to you upon termination:

·Employees can leave their money in the Bowdoin College plan and continue to accrue tax-deferred earnings.
·Employees may elect a tax-deferred rollover to an IRA at another institution.
·Employees may elect to withdraw part or all of the funds (depending on the investment fund that was elected). There may be tax consequences and penalties associated with this option.

If you have questions about your retirement selections, please make an appointment with a member of the Benefits staff to discuss your options.

Your year-end W-2 tax form will be mailed to your address on file, at the time of termination, according to IRS schedules, in January. Please keep the College’s Human Resources department apprised of any address change, to ensure timely receipt of tax documents.