Departing Employee Resources

• Your final paycheck will be paid according to the payroll calendar’s pay date for the pay period that includes your last day worked.
• Once available, your W2 will be mailed to the home address we have on file. If you move after your departure from Macalester, please email HR@macalester.edu with your new address to ensure your W2 gets to the appropriate place.

Benefit-eligible employees accruing vacation time and that have been employed by the College for more than six months will receive a vacation pay out on their final paycheck. You may be paid out up to one year’s worth of accruals prorated by your FTE.

• Benefit elections for benefit-eligible employees will continue through the end of the month in which your employment at the College ends.
• If you have a dependent care or medical flexible spending account (FSA), your last contribution will occur on your final paycheck. You must submit claims for reimbursement within 90 days after your date of termination. Reimbursable expenses must be for services dated between the 1st of the year and your termination date. Expenses incurred after your termination date do not qualify for reimbursement.
• If you are looking for information and guidance on Planning for Medicare, please contact our resource at the Breitenfeldt Group. Click here to learn more.
• If you are currently enrolled in the Legal Plan and wish to continue coverage at your own cost, follow the Portability Procedure to continue coverage after separation with Macalester.

What is COBRA?

COBRA is a federal law that allows you to continue your employer-sponsored benefits at your own cost for up to 18 months after departing from Macalester.

Benefits eligible under COBRA

Under COBRA, you can continue your Health, Dental, and Vision coverage, as well as your Life Insurance, and Flexible Spending Accounts just as you had while employed. If you opt into Health, you will continue to have access to Nice Healthcare. If you opt into any continuation, you will continue to have access to the Employee Assistance Program.

You are only able to be offered continuation with the benefits you were enrolled in as of your last day of employment.

Enrollment Process

Benefit-eligible employees will receive enrollment information from our COBRA administrator, ChardSnyder, a WEX Company, to their home address after the last date of employment or notice that employment has ended. If you are wanting to enroll, you must elect COBRA coverage within 60 days of receiving your notice of eligibility. To enroll, follow the instructions on the notice and if you have any questions you will need to reach out to ChardSnyder, a WEX Company by phone at 888-993-4646 or by email at healthbenefitsupport@wexinc.com

Cost of COBRA

Under COBRA, you will be responsible for the full premium, which includes both the portion you paid while employed and the employer’s contribution as well as a standard 2% admin fee.

2025 COBRA Rates

You will receive a notice from TIAA and you must take action by contacting TIAA prior to the deadline listed in your individual notice and let them know which option you would like to take.

• If your account balance is less than $1,000, it can be rolled over into another existing qualified retirement account or an IRA. However, if you do not respond by the due date, your account balance will be cashed out (minus all applicable taxes) and mailed to your address on file.
• If your account balance is greater than $1,000 but less than $7,000, it will be rolled over to an IRA with Inspira Financial Trust Company if no action is taken prior to the due date. You are also able to roll these funds into another existing qualified retirement account, if you choose.
• If your account balance is more than $7,000, it may remain “as is” until you are ready to move it someplace else.

Please follow the instructions received from TIAA following your departure by the deadlines listed to ensure your retirement funds are handled as you prefer.

You will no longer have access to your Macalester email account after your last day of employment. Please take steps to secure your personal files, contacts, communications, etc. prior to your last day.

ITS has a very helpful guide for both the departing employee and the supervisor. Please follow this link to review the Technology Checklist: Exiting Employee & Supervisor

• You are required to work on your last day of employment.
• All vacation time over the vacation pay out limit, all sick time, and unused floating holiday will be forfeited at the time of separation from the College.
• You will no longer have access to 1600grand after your last day with Macalester. If needed, print out any paystubs or W2’s before your last day.
• Fees for any items not returned may be withheld from your final paycheck.
• Make sure that all keys, P-cards, books, materials, and technology are returned to the appropriate departments.
• If interested, exit interviews with Human Resources can be set up by emailing HR@macalester.edu.

• Employee Departure from Macalester Checklist

Visit the Manager’s Toolkit for Departing Employees webpage for Manager responsibilities.