Information for Exiting Employees

Resignation

Employees who resign from the University should provide reasonable notice and indicate their resignation in writing to their immediate supervisor.  Employees may submit a general letter indicating their last day worked or an email to their immediate supervisor.  Employees are encouraged to schedule an exit interview with HR, Employee Benefits by contacting them at 529-3926 or 529-3120.

Retirement

It is recommended that employees who are retiring begin the process at least 90 days prior to their intended retirement date.  Ohio Public Employees Retirement System (OPERS) and the State Teachers Retirement System of Ohio (STRS) offer many pre-retirement services, including counseling and seminars, to assist you in the process. 

OPERS
Employees may speak to a retirement counselor by contacting OPERS at 800-222-7377 or make an appointment to visit their office in Columbus. The OPERS website at www.opers.org contains additional information and forms.

STRS
Employees may speak to a retirement counselor by contacting STRS at 888-227-7877 or make an appointment to visit their office in Columbus.  The STRS website at www.strsoh.org contains additional information and forms.

Societies of Miami Emeriti (SOME) and Retirees (SOMR)

In keeping with the goal of retirement, the SOME and SOMR organizations are not intended to be a working or business group, but rather one which provides opportunities to gather a few times a year for more social occasions. To that end, the Division of University Advancement provides support to the group to facilitate interaction and activities.

Membership in these societies provides on-going benefits. To help facilitate receipt of some of the benefits, you will need to acquire a new Miami ID through the Office of Housing, Options, Meals & Events (529-5000) in the Shriver Center. Phone numbers are provided should you have a question about a specific benefit.

Current benefits of SOME and SOMR membership:

• Continuation of Miami email account (529-7900)
• Discounted membership at the Recreational Sports Center (529-6868)
• Continued eligibility in Employee Wellness Programs (529-3492)
• Member may receive a parking permit at no cost (529-8535)
• 10% Discount at Shriver Bookstore (529-2600)
• Services at University libraries (529-2800)
• Hosted social activities--typically in the spring, fall, and around the holidays
• Course registration (529-8744, Option 8)
Note: Members may enroll for any course on an audit basis without a fee, with the exception of participation courses--e.g. horseback riding. If credit is desired, the general fee and facility fee will be charged. The instruction fee will be waived in most instances for members, spouses, and widows and widowers depending on the State of Ohio statutes and regulations in effect at the time the fee waiver is requested. Please contact Sherry Schilling, Benefits & Wellness (529-2148) for information and eligibility.

Additional benefits of SOME membership:

• Research and grant information from the Office for the Advancement of Research and Scholarship (513-529-
3600 and oars@miamioh.edu)
• Participation in academic processions

Society membership questions:

Senior Director of Development, Gift Planning (529-5223)
Kim Shann, Administrative Assistant, Gift Planning (529-1286)

Vacation, Sick Leave and Compensatory Time Payout

Upon termination or retirement, if eligible, the employee will be paid out for unused vacation and comp time according to the applicable University policy.  Payout will be paid within ninety (90) days of termination.

Upon termination other than retirement, an employee may transfer his/her sick leave balance to another agency of the State of Ohio, provided reemployment takes place within ten (10) years of termination. 

Employees who retire from Miami University with at least ten (10) years of Ohio public service are paid for one-fourth (1/4) of the value of earned, but unused, sick leave up to a maximum of thirty (30) days.  Payout will be paid within ninety (90) days of the retirement date.

Vacation, comp time and sick leave payouts are taxed as ordinary income.  An employee may wish to defer (PDF 16KB) some or the entire amount from taxes through a 403(b) or 457 plan. 

COBRA Benefit Continuation

Persons enrolled in medical, dental and/or vision coverage through the University at the time of termination may be eligible to arrange for continuance of this same coverage for a maximum period of 18 months.  Eligible employees will receive a letter from Chard-Snyder and Employee Benefits explaining eligibility for continuation of coverage, premium rates and when payments will be due.

COBRA Details

Tuition Fee Waiver Benefit

Upon termination other than retirement and reduction in force, the tuition fee waiver benefit for the employee, spouse and eligible dependent children will cease at the end of the current academic term. 

Full-time employees who retire from Miami University with at least ten (10) years of continuous full-time service and employees who experience a reduction in force are eligible for the tuition fee waiver benefit based upon section 4.10 (PDF 1.1MB) in the Miami University Policy and Information Manual (MUPIM). Contact Sherry Schilling at 513-529-2148 or schillsl@miamioh.edu for the retiree request form.

Accessing your retirement funds after separation

Ohio Public Employees Retirement System (OPERS) participants can request a withdrawal of their funds by contacting OPERS at 1-800-222-7377 or visiting their website at www.opers.org to obtain the applicable refund application.   A representative of Miami is required to complete and sign a portion of the refund application.  Complete the employee portions of the form & forward to Payroll Services, Miami University, 2 Roudebush Hall, Oxford, OH  45056.  Please contact Gary Kraft at 513-529-3648 or Sherry Schilling at 513-529-2148 for more information.

State Teachers Retirement System of Ohio (STRS Ohio) participants can request a withdrawal of their funds by contacting STRS at 1-888-227-7877 or visiting their website at www.strsoh.org to obtain the applicable withdrawal application.  A representative of Miami is required to complete and sign a portion of the refund application.  Complete the employee portions of the form & 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 their funds by contacting the vendor for the applicable forms.  Click here for a list of vendor contacts.  If the withdrawal forms require a “plan administrator” signature, please contact Sherry Schilling at 513-529-2148 or schillsl@miamioh.edu to request a severance of employment letter.

403(b) participants can request a withdrawal of their funds by contacting the vendor (PDF 251KB) for the applicable forms.  A Severance of Employment Certificate is also attached to the withdrawal application.  To obtain the Certificate, go to www.myretirementmanager.com.  Click on I’m a New User to set up access to the system.  In the My Savings Manager tab, click on Request a Withdrawal.  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 Sherry Schilling at 513-529-2148 or schillsl@miamioh.edu.

Ohio Deferred Compensation 457 Plan participants can request of withdrawal of their funds by contacting ODC at 1-877-644-6457 to obtain the withdrawal forms.