Information for Employees Exiting

Voluntary benefits

If you leave the university, cease to be a benefit eligible employee, or retire; your voluntary benefit coverage will end on the beginning of the pay period following your last day of employment in a benefit eligible job. You may have the option to continue benefit coverage under some plans.

Faculty not returning the next fall

Benefit eligibility during your off-contact period is based on expected employment in a regular benefit eligible position for the next contract period or academic year. If are not returning to NAU in the fall your benefit eligibility ends with your contact.

• If you are paid over your contract period and pre-pay for benefits any pre-collected premiums will be refunded.
• If you opted to be paid over 12 months there will be no refund of premiums but you will receive a lump sum payout of your contract on the final pay of the academic year.

Review Health Care End Dates to determine when your coverage will end.

Health care

You can continue your medical, dental and vision coverage through COBRA at the full cost plus a 2% administrative fee.  COBRA enrollment information will be mailed to your home shortly after you leave the university.

• Campus Health Services: Only active employees and non-Medicare retirees can be seen at Campus Health Services.
• Employee Assistance and Wellness (EAW): Active employees, Cobra participants and all NAU retirees can utilize Employee Assistance and Wellness.

Visit the COBRA webpage to learn more about monthly costs, information and to access the COBRA enrollment form.

Flexible spending accounts

If you are enrolled in a health care flexible spending account, you may be able to continue your coverage through COBRA at your full contribution amount plus a 2% administrative fee. ASI, the flexible spending account administrator, will determine if you are eligible to enroll in COBRA and, if you are eligible, will mail COBRA enrollment information to your home shortly after you leave the university.

If you are enrolled in a dependent day care flexible spending account, you do not have the option to continue coverage under COBRA.

Submitting claims: Claims must be submitted to ASI no later than April 30th following the end of the calendar year in which claims were incurred.  If you did not use all the funds in your account prior to your last day of coverage, you will only be reimbursed for qualified claims incurred prior to the last day of your coverage up to

Life and Disability

• Employee life – You may continue your basic and any supplemental employee life insurance through your provider by converting or porting your coverage within 31 days of the last day of coverage.
  • The Hartford (Policy# 476687 & Group # 320471) call 800-523-5065
  • Securian (Policy # 34681) contact Benefits Options at  866-712-3443
• Dependent life – You do not have the option of continuing your dependent life coverage.
• Disability – You do not have the option of continuing your short term disability or  long term disability coverage. If you are currently receiving disability benefits they will continue while approved by the provider.

Retirement Plans

If you participate in a primary or supplemental retirement plan and are leaving the university but not retiring, you may be eligible to:

• request a refund or distributions of your employee contributions, vested employer contributions if any, and interest earned on these amounts;
• roll over your retirement funds to an IRA or other qualified retirement plan; or
• leave your contributions on deposit for a future benefit.

Contact your retirement plan or investment manager to review your options or to request a refund or distribution.

Distributions taken before age 59½ that are not rolled over to an IRA or other qualified retirement plan may be subject to taxes and penalties. 

Agency Transfer:  You may still be a participant in your retirement plan and not eligible to request a refund or distribution if you transfer to a non-benefit-eligible position (graduate assistant or temporary employee) at NAU, or to another ASRS or Arizona University System (ABOR) employer such as the State of AZ,  Arizona University System including: Arizona Board of Regents, Arizona University or University of Arizona.

Retiree Health Care: If you leave the university, leave your funds on account with your primary retirement vendor, and draw retirement at a later date, you may be eligible for retiree health care benefits through ASRS or the ADOA Benefits Option Program. Contact ASRS or ADOA Benefit Options for information within 31 days of your retirement date to determine eligibility for these benefits. Learn about your benefits at retirement

Educational Assistance

You must be an active benefit eligible employee on the first day of classes for the semester in order to use the educational assistance benefit. If you have been approved for educational assistance for a semester that begins after you leave the university you will not be eligible for educational assistance for that semester.

Agency transfer

If you are hired by another Arizona University System (AUS) or Arizona Department of Administration (ADOA) state agency employer within 31 days of leaving the university, you may be eligible to transfer your sick leave balance and benefit service to your new employer. Contact the Human Resources department at your new employer to see if you are eligible for an agency transfer.

FAQs Specific to Faculty Contract Periods

I am on a one-year limited faculty appointment that is ending but I am being considered for another position at NAU…

I am on a one-year limited faculty appointment that is ending but I am being considered for another position at NAU. What happens to my benefits?

Contact the HR Benefits team at NAUHRBenefits@nau.edu to discuss your unique situation.

What if I submit my resignation after the end of my contract period but prior to the beginning of the next academic year?

Your eligibility for benefits during your off-contract period is based on your employment in your regular benefit eligible position for the next academic year. If you resign your regular benefit eligible employment after the end of the academic year but prior to the beginning of your new contract for the next academic year your eligibility for benefits will end and all remaining “pre-payments” will be refunded to you.

I am a faculty member who is on a full fiscal year contract and will not be returning for next fiscal year…

I am a faculty member who is on a full fiscal year contract and will not be returning for FY24. When is my final paycheck and what happens to my accrued vacation?

Fiscal year faculty not returning will be paid through June 30th. The final paycheck will be the Friday after the end of the pay period containing June 30th and will include any accrued vacation up to the maximum payout amount (one year’s worth of accrual at your current accrual rate).

I am leaving NAU and am paid over my academic year contract period. When is my last pay check?

Pay over contract faculty not returning will receive their final pay check the Friday after the end of the pay period containing the end of the semester. Please note that if the semester ends partway through a pay period, your last paycheck will be prorated for one week.

I am leaving NAU and I am paid over 12 months. When is my last paycheck?

Tenured faculty members can choose any last day between the end of the semester and June 30th. Non-tenured faculty must use the end of the semester as their last day, except under extenuating circumstances. In the event you give your department delayed notice about your departure, the date you give notice will be considered your last day. In each case, your final paycheck will be the Friday after the end of the pay period containing your last day. This paycheck will include any outstanding payments from your last day through June 30th to ensure the entirety of your contract is paid out. Please note that all payment from July 1st forward is a prepayment for the fall semester. If you begin receiving this pay but resign before the end of the fall semester, you will need to repay the overpayment to NAU.

How do I get paid out the remainder of my contract?

Any money owed from between your last day and June 30th will be paid out on your final paycheck. You do not need to complete any special paperwork, but make sure you have notified your department of your last day and have them submit a termination ePAR.

I am leaving NAU and pre-paid for my benefits. When when will I receive a refund or my pre-paid benefit premiums?

Any pre-paid premiums will be refunded to you in the pay period following your term date.

What happens to my benefits if my employment ends?

Your active employee benefits continue through the end of the pay period containing your last day on payroll.

Review Health Care End Dates to determine when your coverage will end.

My regular benefit eligible position is ending but I am continuing work as a part-time temp/part-time faculty. Will my benefits continue in my temporary role?

Your active employee benefits continue through the end of the pay period containing your last day worked. The only benefits that may continue are medical and retirement.

Medical: You may qualify for medical coverage through the ACA 29 hour-work rule due to time worked in your previous position. If eligible, you will receive an email with further information and an enrollment form.

For eligibility questions, contact Amy Ulibarri at Amy.Ulibarri@nau.edu  or call  928-523-0002

Retirement:

• If you are an ASRS member and you are not retiring you will continue ASRS on your temporary position until the end of the fiscal year.
• If you are an Optional Retirement Plan (ORP) member your contributions will not continue.

Although my employment at the university is ending, my spouse will continue to be a regular benefit eligible employee at the university. Can I move onto spouse’s health care coverage?

Yes, your spouse can submit a Qualified Life Event (QLE) within 31 days of your last day of coverage to add you onto their benefits. More information about QLEs can be found on the Benefit Enrollment web page.

Can I continue my health care coverage?

You can elect to continue your health care coverage (medical, dental and vision) through COBRA. If you opt to enroll in COBRA the coverage effective date is the first day of the pay period following when your active benefits ended. More information about COBRA can be found on the COBRA web page.

I recently left the university can I still use Campus Health Services?

Only active employees and non-Medicare retirees can be seen at Campus Health Services.

Can I continue my life insurance?

You may continue your basic and any supplemental employee life insurance through your provider by converting or porting your coverage to another vendor within 31 days of the last day of coverage. You can find a vendor contact list here.

• Dependent life cannot be ported or converted.

What happens to my short-term or long-term disability coverage?

You do not have the option of continuing your short-term disability or long-term disability coverage. If you are currently receiving disability benefits, they will continue while approved by the provider. Contact your disability provider if you have questions about your benefit. Contact information for your Short-Term Disability can be found on the Vendor Contact web page.

What happens to my retirement account when I leave NAU?

If you participate in a primary or supplemental retirement plan and are leaving the university but not retiring, you may be eligible to:

• request a refund or distributions of your employee contributions, vested employer contributions if any, and interest earned on these amounts;
• roll over your retirement funds to an IRA or other qualified retirement plan; or,
• leave your contributions on deposit for a future benefit.

Contact your retirement plan or investment manager to review your options or to request a refund or distribution. Contact information for your retirement providers can be found on the Vendor Contact web page.

Important: you cannot request and refund or distribution unless you are not employed in any position with the university including a part-time temporary position.

 I am leaving NAU and participate in a healthcare flexible spending account (FSA). When is the last day I can submit FSA claims?

FSA claims can be submitted through your last day of benefits coverage. If you have not utilized your full annual pledge and want access to the remainder of those funds you can enroll in FSA Cobra directly with ASI, NAU’s FSA vendor. ASI’s contact information can be found on the Vendor Contact web page.

I am leaving NAU, how long will I have access to LOUIE or my NAU email account?

Faculty typically are allowed to keep their email account for 6 months after their separation date. Staff typically can keep the email account for two weeks.

My employment is ending, can I apply for unemployment?

Employees may apply for unemployment any time they believe they may be eligible. However, NAU does not determine eligibility for receiving unemployment or the amount awarded. This is determined by the Arizona Department of Economic Security and that’s where employees would apply.

Arizona Department of Economic Security Website

Career services, advising and resources:

NAU Career Development is available to you to assist with career advising, resume review, interviewing skills and other career support. For more information or to schedule an appointment and please contact:

NAU Career Development

Career@nau.edu

925-523-1087