Leaving Employment with FCPS
How Your Benefit Programs will be Impacted When You Resign from FCPS
When You Leave Employment with FCPS
This document provides an overview of the impact on your FCPS benefit programs upon termination of employment. It is not a comprehensive reference and should be reviewed in conjunction with FCPS benefit materials and the plan documents of your respective retirement system(s). In the event of any conflict between official benefit plan documents, benefit contracts, retirement plans, and this document, official information will govern. Benefit terms and conditions are subject to change. The HR-2 form should be used as an official resignation or retirement notice when you are leaving FCPS employment.
To ensure you receive communications related to your employment conclusion—including your final pay advice and W-2 Wage and Tax statement—please report address changes to the FCPS Office of Payroll Management prior to your departure when possible. While employed, address changes may be made online in UConnect. For post-employment address changes contact the Office of Payroll Management at firstname.lastname@example.org.
Important Note: After you leave employment, you should report address changes to the Payroll Office until you receive your W-2 Wage and Tax statement. You should also notify the retirement system(s), which hold the contributions accumulated during your FCPS employment. If you do not know your retirement plan, contact HR Client Services.
When Health Benefits End
If you paid all required premiums for your medical and dental coverage, your plan enrollment will continue according to the following schedule:
- Through August 31, if you terminate employment in June, July, or August.
- Through the last day of the month in which you leave FCPS, if it’s any month other than June, July, or August.
If you were on a leave of absence and have not paid all required premiums, your coverage will typically end as of the last day of the month for which the full premium payment was received and applied.
After your coverage terminates, you may be eligible to elect COBRA continuation coverage. Your COBRA election notice and form will be mailed separately to your home address.
Consolidated Omnibus Budget Reconciliation Act (COBRA)
You, your eligible spouse, and/or children covered under an FCPS health plan on the date your employment ends may be entitled to continue coverage through a provision known as COBRA. If eligible, you will receive a COBRA notice and election form via separate mailing.
In most cases, the maximum period you can continue coverage through COBRA is 18 months.
To continue health care coverage through COBRA, you must complete and return the election form within 60 days of your benefit termination date (or COBRA notice date, whichever is later). You must also pay the required premiums within 45 days from the date you submit your COBRA election form; coverage is not effective until the premium is paid. If you elect COBRA continuation coverage, you are responsible for the full COBRA premium (employee + employer share), premium plus a 2 percent administrative fee.
Your Flexible Spending Accounts (FSAs)
Your FSA benefits terminate on the same schedule described above for health benefits, provided that contributions were made for the entire period. You have 90 days from the end of the calendar year to submit claims. If not claimed, any money remaining in your account(s) is forfeited and cannot be returned to you.
Claims must be incurred (i.e. services received) during your period of enrollment and prior to the termination date of the benefit. Please note: the $500 carryover provision for the medical spending account does not apply to employees who have terminated employment.
VRS/ERFC Retirement Plan Members
Full-time, monthly paid educational, administrative, and support employees are covered by the Virginia Retirement System (VRS) AND the Educational Employees’ Supplementary Retirement System of Fairfax County (ERFC).
Retirement Contributions: If you are terminating employment without retiring, ERFC will post an electronic separation letter to your ERFCDirect account with information about your retirement account options; members will receive an email notification when the letter is available. If you have not already done so, it is important that you register for ERFCDirect so that you can access your electronic letter when it is sent. Go to the ERFCDirect home page and click on “First-Time User? Register Now” to create your account using your personal email address. If you have already established an ERFCDirect account with your FCPS email address, make sure that you change your ERFCDirect account to use your personal email address. (Note that you cannot access ERFCDirect if you are using VPN.)
More information on retirement account options is available in Chapter 7 of your applicable ERFC Member Handbook. More information on your VRS retirement account options is available in Chapter 10 of your applicable VRS Handbook for Members (Plan 1 and Plan 2) and Chapter 4 (Hybrid Plan). You can also contact VRS directly at 1-888-827-3847.
Life Insurance: If you are a VRS/ERFC member not eligible for retirement, you may convert your VRS group and/or optional life insurance coverage to an individual plan. Contact the Virginia Retirement System to obtain the Conversion of Group Life Insurance Enrollment (VRS 35E) form (also available at www.varetire.org). You must submit this form and the first premium payment within 31 days of your employment termination date. Your form should be mailed to: Minnesota Life, Richmond Branch Office, P.O. Box 1193, Richmond, VA 23218-1193.
Please note: certain terminating employees with more than 15 years of service are eligible to retain group life coverage under VRS. Contact VRS to determine your eligibility.
Conversion of Group Life Insurance Enrollment form
If you are a VRS/ERFC member not eligible for retirement, you may convert your VRS group and/or optional life insurance coverage to an individual plan. You must submit this form and the first premium payment within 31 days of your employment termination date.
FCERS Retirement Plan Members
Maintenance, custodial, food services, transportation, and less-than-full-time educational, administrative, and support employees are covered by the Fairfax County Employees’ Retirement System (FCERS).
Retirement Contributions: If you are terminating employment without retiring, contact FCERS at 703-279-8200 to determine your options regarding your accumulated contributions. More information on retirement account options is available in your FCERS Retirement Handbook for Active Employees.
Life Insurance: If you are an FCERS member not eligible for retirement, you may convert your group and/or optional life insurance coverage to an individual plan. Upon your request, the FCPS Office of Benefit Services will provide a Conversion of Group Life Insurance Enrollment form (also available on the FCPS Benefits Forms webpage. Within 31 days of your termination of employment, you must complete and submit this form, along with your first premium payment to: Minnesota Life, Group Conversions, 400 Robert Street North, Saint Paul, MN 55101-2098.
FCERS Conversion of Group Life Insurance Enrollment form
If you are an FCERS member not eligible for retirement, you may request to convert your group and/or optional life insurance coverage to an individual plan. You must submit this form within 31 days of your termination of employment with FCPS.
FCERS Retirement Handbook for Active Employees
This handbook contains additional information on FCERS retirement account options.
Employees in 12-month positions will be paid for accumulated annual leave at the rate of pay in effect at the time of termination. Employees hired on or after July 1, 1998, will not be paid for any annual leave in excess of the applicable maximum. Annual leave in excess of the cap is converted to sick leave. The annual leave payout will be processed as a separate payment following the last regular 12-month payment.
FCPS employees who transfer, with no break in service, to the Fairfax County Government (FCG), may request to have annual leave transferred in lieu of payment. The FCPS Office of Payroll Management must receive the request for transfer of accumulated annual leave in writing from the employee (or FCG agency representative) within one month of termination. The choice of payment or transfer of accumulated leave is a one-time irrevocable election.
Unused Sick Leave
If you are fully vested for retirement, meaning you have at least five years of credited service under either FCERS or the ERFC legacy plan (members hired prior to 7/1/2001), your accumulated unused sick leave will be automatically converted into retirement service credit at the time of your FCPS employment termination unless you indicate otherwise prior to your departure. If you wish to transfer your unused sick leave in lieu of having it converted into retirement service credit, you must complete and return FCPS Form (FS 73-06) to the Office of Payroll Management no later than your effective termination date.
Request to Transfer Unused Sick Leave from FCPS form (FS 73-06)
Request to Transfer Unused Sick Leave From Fairfax County Public Schools
Employees covered for retirement under the ERFC 2001 plan (members hired on or after 7/1/2001)—are ineligible to convert accumulated unused sick leave into retirement service credit. If accumulated unused sick leave is not transferred to another Virginia school division or to the Fairfax County Government, it will be forfeited. If you return to active FCPS employment within one year of termination, and you did not previously request a sick leave balance transfer, your prior sick leave balance will be reinstated.
Retirement Savings Accounts: 403(b) and 457(b)
Contributions to your Tax-Deferred Account-403(b) and/or Deferred Compensation-457(b) end when you leave FCPS.
If you are a 12-month employee and receive an annual leave payout, your tax-deferred contribution(s) will continue to be deducted from that payment unless you stop your contribution(s) prior to that payout. Contact your investment provider(s) for advice.
Participants may leave funds in their 403(b) and 457(b) accounts; however, you generally have to start taking withdrawals from your retirement savings accounts when you reach age 70½. Contact your investment provider to determine your IRS required minimum distribution (RMD), the minimum amount you must withdraw each year from your account upon reaching age 70½. All 403(b) distribution requests can be initiated by contacting TSA Consulting Group (TSACG), FCPS’ third-party administrator responsible for approving distribution and withdrawal transactions (including cash withdrawals, rollovers, loans, and hardship withdrawals). You may request distributions by completing the necessary forms obtained from your investment provider, attaching them to a Transaction Routing Request form, and submitting all completed documents to TSACG for evaluation and approval. Look under List of Forms to find the Transaction Routing Request: www.tsacg.com/employee_site/districts/virginia/fairfax.htm.
Participants in the 457(b) Plan should contact Empower Retirement for distribution information.
Please Note: If you are considering re-employment with FCPS ( including temporary hourly employment or substitute teaching), please be aware that while employed, you may not be eligible to initiate a distribution, such as a rollover or cash withdrawal, from your FCPS 403(b) or 457(b) deferred compensation plan. Because you are in an active status, various tax laws prohibit distributions from these plans, except when certain criteria are met.
Temporary, hourly employees are eligible to contribute to the 403(b) plan through payroll deduction. This is not an option for the 457(b) plan.