RESIGNATION

Thank you for your service to Pitkin County and our community!

Information on this page will help with your off-boarding to ensure you get everything buttoned up before your departure.

RESIGNATION & OFF-BOARDING PROCESS:

If you are leaving employment with Pitkin County, please follow these steps to ensure both a smooth transition for your department and the continuation of any benefits you may be entitled to and want. Questions concerning exit procedures can be addressed to your Human Resources Business Partner.


  1. Notice of Resignation

An employee who desires to voluntarily resign from Pitkin County must submit a written notice to their supervisor generally at least two weeks in advance of the intended resignation date. A written resignation is a formal notice that you are ending your employment relationship with Pitkin County. This letter should specify your last day of work. Your department will forward a copy to the Human Resources Department for placement in your personnel file.


  1. Voluntary Resignation Form for Human Resources.

You must complete this Voluntary Resignation Form at least two weeks in advance of your departure date. Only Human Resources will receive your completed form.

A temporary, seasonal, on-call, term-limited, contract or intern employee that completes the full length of their employment as stated in their offer letter does not need to complete the Voluntary Resignation Form.


  1. Off-Boarding Meeting with your Manager.

Your manager will schedule a meeting with you to close tasks and collect equipment (including: computer, iPhone, iPad, badges, uniforms, bus pass, ski pass, etc.). All Pitkin County property must be turned in by your last day of employment. This also serves the purpose of reviewing the status of your projects and tasks for a smooth transition . If you worked with third party vendors, be prepared to pass on contacts, or any portal login information that your team may need.


  1. Off-Boarding Meeting with HR.

Your Human Resources Business Partner will set up a time during your last week to meet with you one-on-one. This conversation allows you an opportunity to discuss last pay, benefits and your reasons for leaving Pitkin County, your opinions of work conditions, and your relationships with supervisors.

You can also schedule a time with them directly as well.

Jeff Hembury: Schedule time to meet

Amy Scher: Schedule time to meet


  1. Address for W-2 & 1095-C Forms

All exiting employees are responsible for providing Pitkin County with a current address so that the W-2 & 1095-C forms can be mailed out to the correct address. Current employees can update their own address through Munis Employee Self Service Portal and if no longer employed at Pitkin County, please email hrandpayroll@pitkincounty.com


  1. Complete Off-Boarding Survey.

We truly value your feedback and would love to hear what your employment experience was like. Please complete the Off-Boarding Survey to allow us to use this information to improve our processes, programs and procedures.


Compensation & Benefits Information

Final Paycheck

Your final paycheck will be issued on the next regularly scheduled pay date of the pay period following your termination date. It will be distributed as usual, i.e., direct deposit.


Vacation Leave Balance

Any unused Paid Time Off (PTO) or Comp Time will be paid to you on your final paycheck.

Other Paid Time-Off Balances

  • Any unused Major sick leave balance will be forfeited at the end of employment

  • Unused holidays will not be paid out upon termination of employment. Unused Holiday must be used prior to the last day of work or prior the end of the second period of October, whichever is first.

  • Unused Public Health Recognition Leave will not be paid out upon termination of employment.

Leave Balances cannot be used to code your last days of employment.


Your benefits coverage end date

  • Medical / Dental / Vision : Coverage ends on the last day of the month in which employment terminates

  • Health Savings Account: Account stays with the employee after termination. Employer relationship ends on day after termination. Employee is responsible for monthly admin fee of HSA Bank $2.5 and/or Allegiance $3.95 depending on what account(s) you have.

  • Limited Purpose Health FSA: Account funds cannot longer be used from the employee termination date. Employee can request reimbursement for expenses incurred prior to termination, submit claims within 90 days of termination. You may be eligible to elect FSA COBRA

  • Dependent Care FSA: Account funds cannot longer be used from the employee termination date. Employee can request reimbursement for expenses incurred the remainder of the plan year and submit claims within 90 days of end of plan year

  • Parking FSA: Accounts funds cannot longer be used from the employee termination date. Employee can submit claims within 90 days of termination

  • Basic and Voluntary Life / STD / LTD / Voluntary Accident: Coverage ends on the employee termination date

  • Basic and Voluntary AD&D: Coverage ends 0n the payroll period end date when the termination date happens


COBRA

You will receive a COBRA packet in the mail from Allegiance COBRA Services with enrollment options if you would like to continue your medical, dental, and vision benefits. 2022 COBRA rates can be found on page 5 of the Employee Benefit Guide.


Retirement Plans

Retirement Savings Plans Information and Forms can be found in your membership portal for Colorado Retirement Association

Active Loans: Employees must call the Participant Services Team at 800-352-0313 if, upon termination, their 401a loan has not been fully repaid. All unpaid 401a loan balances become taxable distributions subject to income tax and other potential tax penalties and it's necessary to formally declare a distributable event - or pay the loan back privately - to avoid putting the outstanding loan into default and being permanently disqualified from the Empower Retirement Services loan program. You may complete a 401a Loan Offset form, another way of avoiding default is to roll your account over to a new provider.


Life Insurance

You may Transfer your Life Insurance. Review Life Insurance Portability


Retiring from Pitkin County?

If you are planning on retiring and enrolling in Medicare you will have to stop making contributions to your HSA 6 months prior your Medicare coverage. You will have to turn it off via Munis ESS.


TRIAD EAP

You are eligible to use TRIAD services for an additional 30 days after you separate employment from Pitkin County.


Health Savings Account - HSA Bank & Allegiance HSA

Upon leaving employment, Pitkin County will cease to make the biweekly contributions into your HSA account. During your employment, Pitkin County paid administration fees on your behalf. You will be responsible for account administration fees following your last check. HSA Bank charge is $2.50 per month (For employees that left their HSA funds with HSA Bank), and Allegiance HSA is $3.95 per month.

Some employees may be in the situation of having an HSA with Allegiance AND an HSA with HSA Bank:

  1. You can move your money from Allegiance to HSA Bank using this form.

  2. You can move your money from HSA Bank to Allegiance using this form.

If you elect to close your HSA account, please contact customer service with HSA Bank or Allegiance and follow their directions. For more information on Health Savings Accounts, click here


Employment Verification

If you need an employment verification during or after employment, please contact:

The Work Number: 800-367-5690 or Website

Pitkin County's Employer Code is 20272