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Offboarding Checklist

Step 1 - Notice of Separation

Your supervisor will submit the Notice of Separation Workflow.

Step 2 - Benefits

Set up an appointment with a Benefits Coordinator by email at benefits@kent.edu or phone at 330-672-3107 to discuss the following:

• KSU health and life insurance coverage end dates
• Medicare Verification of Coverage form (if needed)
• Supplemental Retirement Options 

Coverage Deadlines to Keep in Mind

• COBRA (for non-represented employees): Healthcare benefits such as medical, dental, vision and prescription, will terminate at the end of the month in which you leave the university. Your healthcare coverage may be continued in accordance with COBRA, which generally allows for coverage continuation for up to 18 months. You will receive to your home address on file, information from our COBRA plan administrator, Chard-Snyder. COBRA rates can be viewed at .
• COBRA for KSUFA Bargaining Unit members: For members of the KSUFA Bargaining Unit who terminate for reasons other than retirement, healthcare benefits will generally terminate August 31 of the academic year in which you are leaving employment. Medical, prescription, dental and vision coverage may be continued in accordance with COBRA, which generally allows for coverage continuation for up to 18 months. You will receive to your home address on file, information from our COBRA plan administrator, Chard-Snyder. Cobra rates can be viewed at . Please review the Chard Snyder website at  or contact directly at  (888) 993-4646.
• Life Insurance: Group Term Life Insurance ends at the end of the month in which you separate from Kent State. You will receive to your home address on file, information on your current life insurance policy(ies) and information on how you may convert to an individual policy through Securian Financial, Minnesota Life. For questions, you may contact Securian directly at (866) 365.2374 or by visiting  for details.
• Healthcare and Dependent Care Flexible Spending Accounts (FSA) Your account(s) will terminate as of the first of the month following your separation date. Your debit card will deactivate, but you are allotted 30 days following your separation date to incur expenses and submit claims via the web portal for reimbursement from PNC Bank. You may contact PNC at (844) 356-9993 for more information.
• Health Savings Account (HSA) Your HSA account through Kent State will terminate as of the first of the month following your separation date.  At that time, you will have 30 days to convert your HSA into an individually owned account. If you do not convert your HSA to another account of your choosing, the Kent State sponsored account will convert to an individual commercial HSA subject to the commercial rate charged by PNC Bank.  For information on how you may convert your HSA account in an individual account and other options available to you, please contact PNC at (844) 356-9993.
• Retirement: Contact OPERS, STRS, or your Alternative Retirement Plan vendor directly regarding your options under separation from employer. If you contributed to the supplemental retirement plans, contact the vendor if you wish to make any transaction regarding your account. The vendor contact list can be found in the Benefits Forms Library.
• Tuition Waiver: You will no longer be eligible for the tuition waiver after your date of separation. Employees must have active service of not less than 30 days in the semester of their termination or reduction of hours becomes effective to be eligible for tuition waiver for the complete semester. Any periods of active service less than 30 days may either constitute removal of the tuition waiver. 

Step 3 - Understanding Unused Leave

All accrued compensatory time will be paid to an eligible employee upon termination of employment at the employee’s regular rate of pay at termination. Any questions regarding leave payout may be directed to HR Records at hr-records@kent.edu for staff, or Academic Personnel at academic_personnel@kent.edu for faculty.

• Vacation leave payout
  • When you leave the university, eligible faculty and staff will be paid for any earned, but unused, vacation leave, up to the maximum amount of vacation which may be earned in a three-year period. Such payment for unused vacation leave will be made in a lump sum. The employee will not be carried on the payroll for the purpose of liquidation of the vacation balance. (Policy 3342-6-11.7)
• Sick leave payout
  • Unless you are retiring, you will not receive a sick leave payout. However, if you transfer from one public agency to another, are reappointed or reinstated, or if you transfer from one state department to another, you may transfer the unused balance of accumulated sick leave, provided the time between separation and reappointment does not exceed 10 years. If you choose to transfer your sick leave, contact your new employer first, as they may have specific procedures or requirements for accepting the transfer.

Step 4 - Prepare for Information Technology Changes

• Email accounts of employees who separate from Kent State University are deactivated. Exceptions include separating employees who are also students, alumni, or who hold Emeritus status.
• You should not have any personal accounts (banking, insurance, social media, etc.) linked to your kent.edu email. If so, please get all accounts transferred to a personal email account before your last day of work.
• You will retain access to FlashLine in order to access W2s, paystub information and tax documents. Be sure to remember your password for access later.

Complete information regarding information technology for separating employees is available here.

Step 5 - Tax Forms

Your W2 and the 1095C - Employer Provided Health Insurance Tax Form will remain available electronically via FlashLine after separation.  If you have not done so, you may consent to an electronic copy through FlashLine. Log in to and select:

• Employee
• Select “Top Employee Resources” and choose “Tax Forms”
• Choose “Electronic W-2 & 1095-C Consent”
• Check both boxes to elect to receive the W-2 and 1095-C electronically

Step 6 - Return University Property

Return of all university property (keys, credit cards, books, equipment, passwords, etc.) to your immediate supervisor.

Step 7 - Outstanding Balances

Clear any outstanding accounts on campus (i.e., parking and/or library fines, etc.).