Resource Center for Departing Employees
Checklist for Employees
Help ensure a smooth transition during your departure by using this condensed checklist as a guide, tailoring it to the specific circumstances of your situation.
Final Paycheck
Your final pay will be processed on your last day of employment, in the form of a manual check that will be mailed to the most recent address on file with Human Resources. Your final check will include all wages earned but not yet paid plus your unused vacation, when applicable, up to the maximum payout of 240 hours.
Insurance Benefits
Insurance benefits under the active employee group coverage plans end at the end of the month in which you separate from employment (i.e. If you separate from employment effective March 8, your coverage under the LCC plans will end on March 31.).
Exception: For those contracted faculty members who have resigned from employment at the end of an academic year, insurance benefits under the active employee group coverage plans extend through September 30.
On/around the end of the month you will receive more information on your continuation options for medical, dental and vision under COBRA from Benefit Help Solutions. Additionally, you will receive information from a member of the Human Resources team on continuation options for any Section 125, life, AD&D and long term care (voluntary insurance benefits).
Retirement
It's crucial to adhere to the specific deadlines and procedures outlined by PERS (Public Employees Retirement System) when retiring with them. Submitting your retirement application in a timely manner ensures a smooth transition and avoids any delays or complications in processing your retirement benefits.
Retirement applications must be received by PERS prior to your effective date of retirement (i.e. April 1 for a May 1 effective retirement date) and accepts them up to 90 days prior to your effective retirement date, providing you with a reasonable window to prepare and submit the necessary documentation. Remember to carefully review all the information provided on their website, including any eligibility requirements, forms, and instructions for completion.
Additionally, make sure to double-check the accuracy and completeness of your application before submitting it to PERS. Any errors or missing information could potentially cause delays in processing your retirement benefits.
If you have any questions or concerns about the retirement process or the forms required, don't hesitate to reach out to PERS directly or consult with a retirement advisor for assistance.
Retirement - Contracted Faculty Article 41 Benefits
Contracted faculty members who are at least 55 years of age, retiring from PERS at the time of employment separation and have been employed by the college for at least 10 years since the most recent date of hire are eligible for early retirement benefits which include:
Monthly Stipend
If you are at least 58 years of age, a monthly stipend of $175.00* ($87.50 per pay period) is provided until the month in which you reach age 62. If you are between the ages of 55 and 58, the monthly stipend is prorated based on the actual number of months until you reach age 62.
*The monthly stipend is prorated for those employees who have not been full-time for at least 5 of the last 10 years prior to retirement. In such a case, the stipend amount is based on the average FTE during the last 10 years.
Insurance Contribution
If you are at least 58 years of age, a monthly contribution from the college is made toward the continuation of health insurance benefits under the college plans, for you and your spouse/partner, until each of you become Medicare eligible (generally age 65) or obtain other comparable coverage. If you are between the ages of 55 and 58, the monthly contribution is prorated based on the actual number of months until you reach age 65.
The maximum monthly contribution from the college is the equivalent of the employer contribution for “employee + spouse/partner” at the time of retirement. If the total premium of the plans you are enrolled in exceeds the employer contribution, the difference must be paid by you to ensure continuation of coverage.
LCC Email
You can request continued access to your LCC email account for up to 10 years after retirement. You should submit your initial request to IT prior to retirement and then you must request it annually thereafter.
Technology Access
All access to campus technology will be deactivated upon your departure. This includes your @lanecc.edu email address.
Exception: In accordance with Article 41 of the LCCEA Main Agreement, upon request retiring contracted faculty members may retain their LCC email accounts for up to ten (10) years after retirement. Initial requests must be submitted to IT prior to retirement and then annually thereafter.
Information for Managers
Checklist for Managers
Ensuring a smooth transition during an employee’s departure is crucial for both the organization and the departing employee. By using this condensed checklist as a guide, you can ensure essential tasks are addressed smoothly, efficiently and professionally during the employee's departure, tailoring the process to the specific circumstances of each situation, leaving a positive impression on the departing employee and maintaining smooth operations within the organization.
Final Paycheck Rules and Regulations
The law is very clear regarding payment of final wages. Therefore, it is imperative that Human Resources be notified immediately when an employee has terminated.
For final paycheck purposes, the Bureau of Labor and Industries defines "business day" as Monday through Friday, excluding state holidays, during the hours business operations of the employer are conducted. OAR 839-001-410
A general summary of wage and hour laws as they relate to final paychecks is categorized below.
Employee Quits Without Notice
The final paycheck is due within five (5) days, excluding Saturdays, Sundays and holidays. Exception: If a regular payday occurs within the five (5) day period, the employee must receive all wages at that time. ORS 652.140(2)
Employee Has Given Notice
When at least 48 hours of notice is given, excluding Saturdays, Sundays and holidays, the paycheck is due on the final day worked. If the final day worked falls on a Saturday, Sunday or holiday, the paycheck is due on the final day worked. If the final day worked falls on a Saturday, Sunday or holiday, the paycheck is due not later than the end of the next business day. ORS 652.140(2)(3)
Employer Terminates Employee, or if Termination Is by Mutual Agreement
The final paycheck must be paid not later than the end of the first business day after the termination. ORS 652.140(1)
Layoff
If an employee is laid off and will return at a later date, the final paycheck may be paid on the next regular payday. If there is no reasonable expectation that an employee will return to work, the layoff is a termination. If the employee is laid off and the employee returns to work within 35 days, the layoff is not a termination. OAR 839-001-430
Final Payment
The final payment must be without condition. If a dispute arises over the amount of final wages due an employee, the employer is to pay all the money the employer agrees is due, and to pay that sum without setting any conditions upon the payment. The employee retains the right to claim any balance the employee alleges is due through union grievance procedures (if applicable), or by filing an action with the court or a claim with the Bureau of Labor and Industries. ORS 652.160
Penalty
Penalty wages for withholding a final paycheck can be assessed. Any employer who willfully withholds any portion of an employee's final wages is liable for additional wages for every day the employee remains unpaid up to a maximum of 30 days. The penalty for each day is calculated at eight (8) times the employee's hourly rate. ORS 652.150
Vacancy and the Recruitment Process
Upon receiving notice of retirement or separation, the following steps will help you complete the vacancy and recruitment process:
- Obtain cabinet approval to fill the position.
- If the vacancy is a classified position, assess the essential functions of the position. If they have changed by more than 51% as compared to the previous incumbent(s), a Job Description Questionnaire (“JDQ”) and Classification Review Form will be required to be assessed by recruitment. This is a necessary step to evaluate the changes in essential functions and ensure that the position is appropriately classified.
- Once the assessment of the JDQ and Classification Review Form is complete (if applicable), the recruitment process can proceed.
By following these steps, you can effectively manage the transition, ensuring that the vacant position is filled appropriately and in compliance with relevant processes and procedures.
To reach specific HR teams, visit our HR Directory.