Departure Checklist

Departure Checklist

1. Schedule a Departure Interview

Your experience working at St. Olaf matters to us.  Human Resources or our Provost will invite you to a meeting to discuss your time at the college.

2. Update your Contact Information

Human Resources needs your personal contact information so that we can send you notices required by government regulations.  Please review and update this data in Employee Self-Service prior to your departure.  You may also email us with your personal email, home address and phone number.  You will want to make sure that your address is updated for year end W-2 tax documents.

External & Internal Contacts – Notify contacts that you will be leaving and who they should contact in your absence.

Phone – You and your supervisor can decide if you’d like to forward your phone to the department’s Administrative Assistant or your supervisor.

3. Pay and Vacation Details

Paycheck – Payroll will mail out your last pay statement.  If you have direct deposit, your check will be deposited into your designated account.

Unused Vacation Time/PTO (Staff only) – Payroll will contact exempt employees and their supervisor to determine if any earned, unused vacation time is to be paid on the final paycheck.  Non-exempt employees will be paid their PTO balance on their final paycheck.

Ole Dollars – Please use this Google Form to select how remaining funds on your Ole Card will be distributed.  If you do nothing, the funds will automatically be refunded to you.  Visit this website to check your Ole Card balance.

Employee Self-Service – You have access to Employee Self-Service only while you are an employee of St. Olaf.  If you want copies of previous pay statements or W-2’s, please print them before your account is deactivated.

4. Benefits Coverage Details

Your elected benefits will end on the last day of the month in which you are leaving.  Please reach out to applicable benefit providers to update your email if you previously specified your St. Olaf email address.

COBRA Continuation of Coverage – Chard Snyder (an Ascensus Health and Benefits Company) will mail a packet to the address we have on file following loss of coverage.  The sender will appear as “Benefit Continuation Department” and may look like junk mail.

Questions? Contact Chard Snyder at benefitsupport@ascensus.com or 888-993-4646, Monday-Friday, 8 a.m. – 8 p.m. ET.

VEBA Emeriti Retiree Health Account – Funds in your Emeriti Retiree Health Account (VEBA) are accessible after employment ends.

Questions? Contact Emeriti at 866-EMERITI.

Enrolling in Medicare (AGE 65+) – If you will enroll in Medicare parts A & B and then in the HealthPartners Emeriti plan, call Emeriti for questions about your Medicare B supplemental plan coverage.

Questions? Contact Emeriti at 866-EMERITI.

Tuition Benefits – All rights to the tuition benefit for children shall end upon an employee’s resignation or termination from employment at St. Olaf.

In the event of an eligible employee’s retirement, the following provisions shall apply:

1. 1. An eligible retiree is a minimum of 55 years of age with at least five consecutive years of service at the College.
   2. If length of service is 5 – 10 years, currently enrolled children shall remain eligible for the tuition allowance.
   3. If length of service is 10+ years, children will be eligible for the tuition allowance regardless of whether or not they are enrolled in college at the time of the employee’s retirement.

In the event of an eligible employee’s death, the following provisions shall apply:

1. 1. If length of service is 3 – 10 years, currently enrolled children shall remain eligible for the tuition allowance.
   2. If length of service is 10+ years, children will be eligible for the tuition allowance regardless of whether or not they are enrolled in college at the time of the employee’s passing.

Questions? Contact tuitionbenefit@stolaf.edu

403(b) Retirement Rollovers – Work directly with TIAA and the company receiving the funds to complete a rollover.

Questions? Contact TIAA at 800-842-2776 or https://www.tiaa.org/

HSA/FSA/Dependent Care Reimbursement Balances – If you have any money left in your Flexible Spending Account, you have 90 days to use it unless you elect continuation of coverage.

Questions? Contact Further at https://www.hellofurther.com/ or 800-859-2144.  Our group number is 006883.

If your BENEFITS questions were not answered, please contact Travis Grant, Associate Director of Benefits and Compensation at 507-786-3689 or grant2@stolaf.edu.

5. Return College Property

Keys – Verify issued keys with locksmith or supervisor and return keys to Human Resources

IT Equipment – Leave laptop, additional monitor, mouse, charger, power cords, cell phone, iPad, etc. with your supervisor who will collaborate with IT to ensure the items are returned appropriately

Credit Card – Return your credit card and/or department charge card to Human Resources and reconcile your final credit card statement

Parking Permit – Return to Human Resources

Ole Card – Retiring employees may keep their Ole Card if they intend to make purchases on campus or use the athletic facilities.  All other departing employees must turn in their Ole Card to Human Resources.

6. Information Technology

Passwords – Give your supervisor a list of usernames and passwords for accounts/log in sites you use.

Email Access – Your account will be deactivated as outlined below. Please take the time to forward any personal emails or documents from your Google Drive to your personal account.

Departing Faculty:  Unless you have been granted Emeriti status by the Board of Regents, your St. Olaf email account will be deactivated according to the following schedule.

Departing Staff:  Your access to your email account will be deactivated at 4:59 p.m. on your last day.

Other email options to consider:

1. Delegated Access: Grant your supervisor access to your email inbox after your departure to allow them to manage work matters.
2. Auto-Forward: Speak to your supervisor, who will confirm which recipient or department should receive your forwarded emails.
3. Auto-Reply: Speak with your supervisor, who will let you know which people or department should be included as future contacts in your auto-reply.

Request options 1, 2, or 3 by sending an email to hrstaff@stolaf.edu with the details.

Retiree Email Alias – If you would like to be added to the stolaf-retirees@stolaf.edu email alias, please email stolaf-retirees-requests@stolaf.edu with your personal email address.  Retirees will be kept informed of St. Olaf happenings and are invited to celebrations, chapel, and events on campus.

Google Drive: Transferring Ownership of Files – All Google files that you are the owner of will disappear and are almost impossible to retrieve afterward your email account is deactivated!  If these are important to the College, please add a new owner to the document.  To transfer ownership of your Google drive to another St. Olaf user, please follow the steps at support.google.com/drive/answer/2494892

NOTE: Google Apps for Education will only allow you to reassign ownership of docs to other users in our domain. If you need to move files to a personal account, you will need to do a Google Migration. 

Google Groups – If you are the owner of any email aliases on campus, please transfer ownership to your supervisor via groups.google.com.  If you are the only owner and no one else is assigned, the group will be deleted when your email is deactivated.

Google Migration – You have several options including transferring your content, downloading your data, moving emails only, or a hybrid approach.  Read more and use the step-by-step instructions here.  Please note that transferring files with Google can take three to seven days based on the data size.

H-Drive – If you have anything on your H-Drive that is work related, please save it to the department’s S-Drive or G-Drive.  Forward any personal items from the H-drive to your personal email.

WordPress Site Administration – Make sure that your successor, co-worker, or supervisor is set up as an Administrator in your place. Contact the IT Helpdesk for assistance.

7. Library, Tostrud, and Theater Tickets

Library – You can still use the Library as a community member. Visit the Library with your drivers license or Ole Card and ask for a Community library card at the Circulation Desk. Reference the Library website for more information at https://www.stolaf.edu/library/libinfo/policy/guests.cfm.

Tostrud Athletic Facilities – Check your locker and remove any belongings.  Return Recreation ID (and/or Tostrud wristband) to Judy Tegtmeyer.  Retirees may utilize the Recreation facilities on campus upon completion of the annual waiver.

Theater Tickets – Retirees are eligible to continue to receive two free tickets to performances. Call 507-786-3240 to sign up.