Separating Staff

Remaining vacation hours will be paid out, normally on the next bi-weekly payroll after a final paycheck.  Vacation lump sum payments may be deferred to a Texas$aver or TDA plan.

With supervisor approval, an employee can use available leave time and remain on the payroll through the end of the month.  Use of leave time beyond the end of the month requires approval by the division vice president and the VP for Finance & Administration.  All leave requests must be submitted in Workday.

Vacation and Sick Leave are transferable to another state agency.

Sick leave hours cannot be paid out at the time of departure per state law.  

Sick leave balances can remain intact for 12 months.

Sick leave balances may be donated.

• Donate to a Specific Person (Tax Implications to Donator)
• Leave Contribution Form

It is recommended to use any remaining balance prior to the last physical working day. State compensatory hours cannot be paid out.  FLSA hours will be paid out.

Insurance coverage is effective until the last day of the month in which an employee works. COBRA insures the right to keep medical as well as vision and dental benefits at full premium costs plus a 2% administrative fee.

If you continue to contribute to your accounts via an after tax option, you may submit claims until the following December 31st for eligible expenses incurred through the end of the plan year. Otherwise you can only use the spending account for services incurred on or before separation date.

• OPTION 1:  Withdraw funds - taxes and penalties will be applied. This option requires the TRS 6 Form to be completed and signed in front of a notary.

• OPTION 2:  Roll funds over in to an eligible retirement plan.  Taxes will not be withdrawn if you choose this option. This option requires the TRS 6 Form to be completed and signed in front of a notary.

• OPTION 3:  Leave funds intact.  Individuals with five or more years of service can leave their funds intact until retirement age.  Individuals with less than five or more years of service must decide what they want to do with their funds within two years of termination.

Form: TRS 6 Form

According to current Texas law, you may be eligible for group insurance benefits in the future as a retiree of The Texas A&M University System if:

- you were employed in a benefits-eligible position with the A&M System on Aug. 31, 2003, and:

• you are at least age 55 and have at least 5 years of service credit, or your age plus years of service

• equal at least 80, or you have at least 30 years of service,

• you have three years of service with the A&M System,

• the A&M System is your last state employer,

• you have an intact TRS or ORP retirement account*, and

• if you are in TRS, you provide documentation that you are receiving or have applied to receive your TRS annuity payments, or

- you were employed by the A&M System in a benefits-eligible position after Aug. 31, 2003, and:

• you are at least age 65 and have at least 10 years of service credit, or your age plus years of service equal at least 80 and you have 10 years of service credit,

• you have 10 years of service with the A&M System,

• the A&M System is your last state employer,

• you have an intact TRS or ORP retirement account*, and

• if you are in TRS, you provide documentation that you are receiving or have applied to receive your TRS annuity payments.

* An intact TRS retirement account is one that has not been withdrawn. An intact ORP retirement account is a 403 (b) account containing funds that can be tied to your Texas ORP account. The 403(b) account must meet the vendor's minimum balance requirement. An Individual Retirement Account(IRA) is not a 403(b) account.

If you left employment with the A&M System prior to meeting the above criteria, you may apply for coverage within 60 days of meeting the eligibility criteria listed above or within 60 days of leaving a TRS-eligible position with another state employer after meeting the eligibility criteria. Your coverage may begin on the first of the month following the date the Human Resources office receives your application or on the first of the month following the 90th day after the date the Human Resources office receives your application, also known as your state contribution eligibility date. You will not receive the state contribution toward your health coverage until your state contribution eligibility date. If you do not enroll within the 60-day period, you may enroll during a later Annual Enrollment period. In that case, you can choose a coverage effective date of the next Sept. 1 or Dec. 1.

This eligibility is subject to change by Texas Legislature and is not a guarantee of future benefits. If you have questions or need further assistance, please contact your HR Rep.

Please complete and return the Exit Survey.

This document is completely confidential and is only used for reporting purposes. This document is then put into a report for the President. This document provides feedback as to how we are doing as an employer and any areas of improvement needed. 

Separation Checklist - For Employees

Managers will receive an automated email when submitted.

Separation Confirmation - For Managers

HR will receive an automated email when submitted.

INSTRUCTIONS (PDF)  

Employees must be using a campus computer or logged in to VPN to access these Laserfiche forms.  

When you click on a form link, select Windows Authentication, (no typing in any username or password).