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Supervisors and employees have key responsibilities during the separation process. Separation can be voluntary or involuntary and includes transferring to another position within the university or transferring to another University System of Maryland (USM) institution or State of Maryland agency.

For voluntary separation (i.e. resignation), Nonexempt Employees should provide at least fourteen (14) calendar days written notice of the intent to separate from the university. At least thirty (30) days’ notice of resignation is preferred for exempt employees separating from service.

Departments must file an Employment Separation form (available in the ) with the Office of Human Resources (OHR) for any regular and contingent employee separating from the university. The completed form should be submitted to the OHR a minimum of two weeks prior to the employee's last day of work.

The department/supervisor must consult with the appropriate HR Partner before proceeding with involuntary separation from employment, to include the following:

• Termination for cause
• Termination with notice (exempt staff only)
• Rejection on initial probation
• Rejection on status change probation
• Layoff/reduction in force

Consultation serves to ensure that involuntary separation from university service is done in accordance with the provisions of the following USM and university policies, as applicable:

• University Policy 07-01.22, Separation of Regular Exempt Staff Employees

The Department’s assigned HR Partner typically facilitates employment separation and works to provide a uniform and secure process.  University Police is also advised as to all involuntary employment separation actions to provide additional oversight/monitoring as a standard operating procedure in all cases.

Utilization of the checklists below also provide helpful guidance to ensure a smooth transition.

• Employee Checklist - Staff Transfer within TU
• Supervisor Checklist - Staff Separation
• Employee Checklist - Staff Separation

Upon processing the separation, the OHR issues an email invitation to schedule an exit interview. The email includes a link to complete a if the employee prefers, in lieu of an exit interview.

Employees who are enrolled in direct deposit will receive their final paycheck within two pay periods of the last day worked. The last paystub can be accessed through the Payroll Online Service Center. Employees who are not enrolled in direct deposit will receive their final paycheck mailed to the address on file with the Central Payroll Bureau.

The Payroll Office provides instructions for completing the final timesheet. Leave should not be used during the final pay period. In the event of extenuating circumstances which may necessitate use of leave, the supervisor and the HR Partner should be consulted.

Employees must complete the Parking Permit Return/Exchange Form to cancel the parking permit if applicable. For more information, contact the Office of Parking and Transportation Services at x4-7275 (PARK).

If an employee is transferring within the USM/State of Maryland, they must state this with the separation notice to process the transfer appropriately.

• When requested, the HR Leave Benefits unit will report service time to the new agency.
• The HR Leave Benefits unit will submit the eligible leave balances (annual, sick, personal, and holiday) to the new agency when requested and after the final paycheck is issued. For questions about leave balances, contact leavebenefits@towson.edu.
• The new agency will record the information to continue leave benefits through that agency. Please contact the leave unit at the new agency for more information.

If an employee is taking a position outside the USM/State of Maryland

• The employee may review the estimated leave balances by accessing the online timesheet and selecting the Leave Balance tab at the top of the page. Payout of accrued but unused annual leave and holiday leave is subject to final auditing and is paid by university policy; the final leave payout may differ from the estimated balances in the online leave statement. For questions about leave balances, please contact leavebenefits AT_TOWSON. For questions about the leave payout, please contact Payroll at x4-6022.

Employees who are enrolled in the State Employee and Retiree Health and Welfare Benefits Program will be covered until the last day of the month in which they work. If the final paycheck does not include the last deduction for the last month of coverage, the Employee Benefits Division may issue a bill for the remainder of the month covered.

Employees who are transferring within the USM/State of Maryland

• Benefits should continue once the University, and the new agency process the change. Please contact the benefits unit at the new agency for guidance on the continuation of benefits coverage.

Employees who are taking a position outside the USM/State of Maryland

• If enrolled in health benefits at the time of separation, coverage will remain in place through the last day of the month in which separation occurs. After that, an individual has the right to continue coverage under the Consolidated Omnibus Budget Reconciliation Act (COBRA). After the separation is processed, the State of Maryland Employee Benefits Division will send a COBRA packet to the address on file. The individual will have 63 days from loss of coverage to elect to continue benefits coverage through COBRA. For more information on COBRA, please review the or contact the State of Maryland Employee Benefits Division at 410-767-4775 or ebdmail@maryland.gov.

Employees who are retiring from the university must consult with the HR Benefits unit for eligibility and options for retiree health benefits.

Regular faculty and staff transferring within the USM/State of Maryland must notify the HR Benefits unit at each location to avoid disrupting retirement membership.

Regular faculty and staff who are retiring from university service must contact the HR Benefits unit for an initial consultation at least six months before the desired retirement date. Retirement documents must be completed and submitted to the HR Benefits unit at least two months before the retirement date.

Regular faculty and staff enrolled in the Maryland State Retirement and Pension System who are not vested in the plan and do not intend to return to USM/State of Maryland service may transfer accumulated employee contributions to another qualifying plan or withdraw accumulated employee contributions. The Withdrawal/Transfer of Accumulated Contributions Package can be downloaded from the  website.

Vested members of the Maryland State Retirement and Pension System can defer their retirement benefits to a later date. For more information, they must contact the Maryland State Retirement and Pension System at 410-625-5555.

Members of the Optional Retirement Program (ORP) must contact their plan directly for options when separating service:

• Fidelity Investments - 1-800-343-0860
• TIAA -1-800-842-2252

To be eligible for the tuition remission benefit, an individual must be in active employment status prior to the beginning of the semester. If separation from the University occurs prior to the beginning of the semester, the tuition remission benefit will be rescinded.

If applicable, requests for information related to an employee’s separation for Unemployment Insurance claim purposes are received and processed by the OHR.  However, the University does not administer unemployment nor make any related decisions. The determines individual eligibility for unemployment insurance benefits. This office should be contacted, at 667-207-6520, with any questions related to benefits determination or claim status.