Offboarding and Employee Transfers

Any questions regarding rehire eligibility should be directed to your supervisor, Human Resources representative or the HR Service Center at hrservicecenter@vt.edu or 540-231-9331

University health insurance benefits are active through the end of the month that you separate from Virginia Tech. Following your separation, COBRA paperwork will be mailed to your home address of record in Hokie Spa. For additional information contact the HR Service Center at hrservicecenter@vt.edu or 540-231-9331 for questions regarding benefits, including health insurance.

There are several options to help employees in the event their job is eliminated or terminated by the university:

• Virginia Tech
  • If you are interested in staying at the university, check out the current list of jobs at www.jobs.vt.edu or apply for Notifications of Future Positions. For help on updating a resume and interview tips, check out these resources. If you need additional help or have questions about other roles within the university contact recruiting@vt.edu.
• Employee Assistance Program (EAP)
  •  As long as an employee is covered by a university health care plan, they are eligible to receive services from the Employee Assistance Program (EAP). EAP counselors can assist in dealing with stress and anxiety, career transition issues, family issues, financial concerns, and much more.
  • For more about EAP benefits, visit the site or contact Hokie Wellness at hokiewellness@vt.edu or 540-231-8878.
• Virginia Employment Commission (VEC)
  • The Virginia Employment Commission has a number of valuable resources available to job seekers. Employees who are seeking other employment, who would like to speak to a career counselor, or need resume or job training assistance, are encouraged to take advantage of these resources. Virginia residents may file a claim at www.vec.virginia.gov/unemployed or call 1-866-832-2363. 
    • West Virginia residents should contact Workforce West Virginia at www.workforcewv.org or call 1-800-252-5627. 
    • Washington DC residents should contact DC Gov at www.does.dc.gov/service/unemployment-compensation or call 202-724-7000. 
    • Maryland residents should contact the Division of Unemployment Insurance at www.dllr.state.md.us/employment/officenum.shtml or call 667-207-6520.

Employees leaving their current department for a new role in another department at the university should use the Employee Transfer Checklist for offboarding details. Supervisors managing those employees should use the Supervisor Transfer Checklist  to complete the necessary steps on their end. (In Process)

There is not a required notice period.  When an employee decides to resign, the amount of notice should be negotiated between the employee and their supervisor to allow a smooth transition. 

Notify your immediate supervisor and/or your Human Resource Representative.

As an AY employee, you have the choice to end your appointment on May 9 or Aug. 9. If you select May 9, you will receive a lump sum payment of your deferred salary on May 16 and health benefits will end May 31. If you select Aug. 9, you will receive regular semi-monthly payments through Aug. 16 and health benefits will end Aug. 31.

A member of the Payroll team will reach out to you regarding repayment. The options for repayment are a deduction from your final paycheck/leave payment. If we are unable to obtain the repayment via a payroll deduction, you will be contacted to make the repayment via a personal payment.

The process is a simple, straightforward Google Form that only takes 5-10 minutes to complete. You will be asked about your reasons for leaving, positives and negatives of your experience, and final thoughts/recommendations looking ahead. 

• Acc/Dept: List your department within Virginia Tech. 
• Separating Employee’s Name: Provide your first and last name. 
• Email Address: Provide the best email address to reach you. Personal emails are preferred over vt.edu. 
• Division/Department Area: List your specific area within your department. 
• Proposed Effective Last Day at Virginia Tech: Provide the last day you will be working for Virginia Tech. 
• Known Reason for Leaving: Provide a general statement of why you are separating from your position. 

Your feedback is appreciated and valued!  Employee Relations will respond within 24 hours, through the email provided, with a personal invitation and link to complete the exit questionnaire. Once submitted, your responses will remain anonymous and confidential. Your responses will be analyzed to identify themes to be used to improve the Virginia Tech employee experience.

HR Benefits needs to be notified as they have specific protocols to follow. Please notify them of the deceased employee by contacting the HR Service Center at hrservicecenter@vt.edu. HR Benefits will notify Payroll and Hokie Wellness. Hokie Wellness will reach out to the department about the Employee Assistance Program (EAP) resources may be needed to help you and other employees

Please contact your college or department Human Resources representative or your Human Resources Generalist and Employee Relations in the Division of Human Resources when conducting terminations due to disciplinary actions.