Tips for Handling Employees Separating in June

Each year we have a large number of employees who separate due to retirements from UCSF at the end of June. When an employee terminates all University employment, HR and Payroll staff must process the separation in a timely manner to ensure that the employee is paid accurately. You can help us achieve a smooth transition for employees by doing the following:

  1. Complete the separation Management Action as early as possible.
    1. Represented employees will be paid their final earnings on June 29, 2020.
    2. Non-represented employees will receive their final earnings on their regularly scheduled on-cycle payday.
    • Monthly employees will be paid final earnings through June 29 and any terminal vacation/PTO on the July 1, 2020 payday.
    • Biweekly employees will be paid final earnings through June 29 and any terminal vacation/PTO on the July 22, 2020 payday.
  2. Include the correct separation date on the Management Action to HR.
    1. Retirees are counseled by the UC Retirement Administration Service Center (RASC) on the most beneficial separation date. Employees retiring effective July 1, 2020 are encouraged to use a June 29 separation date in order to have a one day break in service before they begin receiving retirement benefits.
    2. Managers should confirm with the retiree what separation date to use on the separation Management Action in PeopleConnect. This is especially true for employees retiring effective July 1 who have communicated a separation date other than June 29.
  3. Approve timesheets as early as possible, no later than the end-of-day June 19, 2020 for represented employees.
    1. Payroll must know what hours the employee worked and what leave they took in the days leading up to their separation.
    2. Managers should work with their separating employees to do a best estimate of the time they will work through the end of their last pay period.
  4. Remind employees to visit Fidelity to make any changes to their UC Retirement Savings Program before the change date.
    1. Employees wishing to defer income from their “vacation payout” to a tax-deferred retirement savings plan may elect to start, change, or increase their voluntary contributions to a UC Retirement Savings Program.
    2. Contribution elections are subject to payroll deadlines and maximum allowable contributions (MAC).