Leaving the University

There are many reasons one may leave employment at Miami. It is the goal of Human Resources to make the transition from Miami as smooth and stress-free as possible.

Retirement

The decision to retire is one of the biggest made in a lifetime. The timing may rely on age, years of service, and the plan from which you are retiring. Read more about the steps to take to retire on Planning to Retire.

Resignation

  • Begin the process by completing the voluntary resignation notice.
  • Once notice is received in Human Resources, you will receive the following information:
  • Return any university property to your supervisor (including your Miami ID and parking tag) on or before your last day worked.

Vacation, Comp Time, and Sick Leave Payout

Unused sick leave is not paid out unless retiring. See the Policy Library for the unclassified staff and classified staff policies.

If you are hired within 10 years of leaving Miami into a position of public employment with the State of Ohio, you may request transfer of your unused sick leave.

  1. Contact your new employer's human resources department to make the request.
  2. Your new employer must contact Miami's Human Resources, or fax to 513-529-4223, to request the transfer.

Unclassified Vacation 

Upon retirement, termination, or death, the administrative staff member or his or her estate shall be compensated at the final rate of pay for unused vacation to a maximum of forty (40) days. Days are rounded to the nearest half or whole day. Compensation shall be paid within ninety (90) days of retirement, termination, or death. Vacation time may not be used to extend University benefits coverage. See the Policy Library.

Classified Vacation and Compensatory Time

Upon separation from the university, an employee with a minimum of one year of unbroken university service shall be entitled to compensation at the employee’s current rate of pay for all lawfully accrued and unused vacation leave to the employee’s credit at the time of separation up to three years. In case of death of an employee with a minimum of one year of university service, such unused vacation leave shall be paid in accordance with section 2113.04 of the Revised Code, or to the employee’s estate.

Upon the termination of employment, any employee with accrued but unused compensatory time shall be paid for that time at a rate that is the greater of the employee’s final regular rate of pay or the employee’s average regular rate of pay during the employee’s last three years of employment with the state. See the Policy Library

Exit Interview

You are invited to schedule an in-person exit interview with a Human Resources staff member to address any employment questions or concerns you may have regarding your employment at Miami. Contact information will be found in the confirmation email received after completing the resignation notice.

Reductions in Force (Layoffs)

When necessary, the University shall determine the classifications in which the reductions in force will occur and the number of employees to be laid off within each classification.

Your University Benefits

University benefits are effective through the end of the month in which your last day of employment falls. These include health, dental, vision insurance, life insurance, flexible spending accounts, and tuition fee waiver.

When health benefits are terminated, the Consolidated Omnibus Budget Reconciliation Act (COBRA) gives you and your family the right to choose to continue group health, dental, vision, and FSA benefits provided by Miami. Qualified individuals are required to pay the premium for coverage listed below. Miami's administrator, Chard Snyder, will mail the information to your home address on file with Miami.

Monthly COBRA Health Premiums

Single $646.01

Employee Plus $1,292.02

Family $1,722.69

Monthly COBRA Dental Premiums

Basic Single $27.90

Basic Family $83.36

Enhanced Single $35.27

Enhanced Family $102.22

Monthly COBRA Vision Premiums

Single $8.13

Family $22.48

You will receive the information and application for the following life insurance options at the time of your termination. You will be eligible to apply within 31 days of your termination of benefits.

Conversion

You may convert your coverage to an "individual whole life" insurance policy without medical evidence. You may also convert any voluntary coverage you have for a spouse. You pay the premiums. Contact Lincoln Financial at 1-888-287-8494, prompt 3 with questions.

Portability

You may also be eligible to keep your, your spouse's, and your children's coverage as a "group term life" policy and pay the premium. This conversion is less costly compared to the conversion to whole life, but includes several more stipulations. Contact Lincoln Financial at 1-888-786-2688 with questions.

Contact Chard Snyder to find out the requirements of your FSA. You may submit claims for expenses from before the date your Miami position ended.

OPERS participants can request a withdrawal of funds by contacting OPERS at 1-800-222-7377 to obtain the applicable refund application. STRS Ohio participants can request a withdrawal of funds by contacting STRS at 1-888-227-7877 to obtain the applicable withdrawal application. Complete the employee portions of the form and forward to Payroll Services, Miami University, 2 Roudebush Hall, Oxford, OH 45056. Please contact Gary Kraft at 513-529-3648 for more information.

Alternative Retirement Plan (ARP) participants can request a withdrawal of funds by contacting the ARP vendor for the applicable forms. If the withdrawal forms require a “plan administrator” signature, please contact Eileen Mitroi at 513-529-3120 or mitroiem@MiamiOH.edu to request a severance of employment letter.

403(b) participants can request a withdrawal of funds by contacting the annuity vendor for the applicable forms. A Severance of Employment Certificate will be required. To obtain the certificate:

  1. Go to the Retirement Manager website
  2. Click on I’m a New User to set up access to the system if you have not already done so.
  3. In the My Savings Manager tab, click on Request a Withdrawal.
  4. Follow the on-screen instructions to request and print a Severance of Employment Certificate.

If the vendor is not listed in the Retirement Manager system (no longer an approved vendor) or you have any questions or problems, please contact Eileen Mitroi at 513-529-3120 or mitroiem@miamioh.edu.

Ohio Deferred Compensation (ODC) 457 Plan participants can request of withdrawal of funds by contacting ODC at 877-644-6457 to obtain the withdrawal forms.

Eligibility for the fee waiver terminates on the last day of the month in which you leave. If you or a dependent are enrolled in classes at that time, the fee waiver will continue for the remainder of the current term.

Health, Dental, Vision

When health benefits are terminated, the Consolidated Omnibus Budget Reconciliation Act (COBRA) gives you and your family the right to choose to continue group health, dental, vision, and FSA benefits provided by Miami. Qualified individuals are required to pay the premium for coverage listed below. Miami's administrator, Chard Snyder, will mail the information to your home address on file with Miami.

Monthly COBRA Health Premiums

Single $646.01

Employee Plus $1,292.02

Family $1,722.69

Monthly COBRA Dental Premiums

Basic Single $27.90

Basic Family $83.36

Enhanced Single $35.27

Enhanced Family $102.22

Monthly COBRA Vision Premiums

Single $8.13

Family $22.48

Life Insurance

You will receive the information and application for the following life insurance options at the time of your termination. You will be eligible to apply within 31 days of your termination of benefits.

Conversion

You may convert your coverage to an "individual whole life" insurance policy without medical evidence. You may also convert any voluntary coverage you have for a spouse. You pay the premiums. Contact Lincoln Financial at 1-888-287-8494, prompt 3 with questions.

Portability

You may also be eligible to keep your, your spouse's, and your children's coverage as a "group term life" policy and pay the premium. This conversion is less costly compared to the conversion to whole life, but includes several more stipulations. Contact Lincoln Financial at 1-888-786-2688 with questions.

Flexible Spending Accounts

Contact Chard Snyder to find out the requirements of your FSA. You may submit claims for expenses from before the date your Miami position ended.

Retirement Funds

OPERS participants can request a withdrawal of funds by contacting OPERS at 1-800-222-7377 to obtain the applicable refund application. STRS Ohio participants can request a withdrawal of funds by contacting STRS at 1-888-227-7877 to obtain the applicable withdrawal application. Complete the employee portions of the form and forward to Payroll Services, Miami University, 2 Roudebush Hall, Oxford, OH 45056. Please contact Gary Kraft at 513-529-3648 for more information.

Alternative Retirement Plan (ARP) participants can request a withdrawal of funds by contacting the ARP vendor for the applicable forms. If the withdrawal forms require a “plan administrator” signature, please contact Eileen Mitroi at 513-529-3120 or mitroiem@MiamiOH.edu to request a severance of employment letter.

403(b) participants can request a withdrawal of funds by contacting the annuity vendor for the applicable forms. A Severance of Employment Certificate will be required. To obtain the certificate:

  1. Go to the Retirement Manager website
  2. Click on I’m a New User to set up access to the system if you have not already done so.
  3. In the My Savings Manager tab, click on Request a Withdrawal.
  4. Follow the on-screen instructions to request and print a Severance of Employment Certificate.

If the vendor is not listed in the Retirement Manager system (no longer an approved vendor) or you have any questions or problems, please contact Eileen Mitroi at 513-529-3120 or mitroiem@miamioh.edu.

Ohio Deferred Compensation (ODC) 457 Plan participants can request of withdrawal of funds by contacting ODC at 877-644-6457 to obtain the withdrawal forms.

Tuition Fee Waiver

Eligibility for the fee waiver terminates on the last day of the month in which you leave. If you or a dependent are enrolled in classes at that time, the fee waiver will continue for the remainder of the current term.