ROCHESTER INSTITUTE OF TECHNOLOGY Retirement …

ROCHESTER INSTITUTE OF TECHNOLOGY

Retirement Transition Procedures

It is important that the following steps are taken for the Retirement Transition process.

APPLICATION AND APPROVAL PROCESS

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Description

Responsibility

Employee contacts benefits representative to confirm employee is

eligible for retirement and has the required full-time years of service to

1 be eligible for Retirement Transition. Refer to the Retirement section

Employee

of the benefits website (rit.edu/benefits) for retirement eligibility

details and Policy E.35 for Retirement Transition details.

2

Employee should discuss the plan of work and schedule with supervisor.

Employee and Supervisor

Supervisor contacts their Human Resources (HR) Manager to review

the plan of work and schedule as well as plans to accommodate the

request within the department's workload. If exempt staff, review

3 whether reduced pay will be below the FLSA/NYS salary threshold Supervisor and HR Manager

such that the employee will need to be paid hourly. HR Manager

should also review pay treatment based on anticipated start date of

employee's transition*.

After HR Manager and supervisor agree that the plan of work and

schedule are appropriate (i.e., meets the half-time requirement, all

work will get done, etc.), supervisor works with employee to complete

4 Retirement Transition Application/Change Form. Supervisor informs Supervisor and Employee

employee if they will change from salaried to hourly due to the

FLSA/NYS pay threshold as well as any pay treatment based on the

anticipated start date of the employee's transition*.

5

The supervisor and Dean/VP need to approve the application and send to the Senior Benefits Specialist for final review.

Supervisor and Dean/VP

Senior Benefits Specialist reviews form and signs based on eligibility

for the program and sends email with scanned copy of approved form

to employee and supervisor (with a copy to the HR Manager and HR

Assistant) to confirm that the Retirement Transition

6 Application/Change Form has been approved and cannot be

Sr. Benefits Specialist/HRA

rescinded at this point. Reminds supervisor that a completed

Employee Action Form (EAF) needs to be submitted to Human

Resources (if not already submitted). Gives approved form to HR

Assistant to hold until EAF is received.

7

Department submits Employee Action Form (EAF) to Human Resources (hreaf@rit.edu).

Supervisor

CHANGE IN WORK SCHEDULE AFTER RETIREMENT TRANSITION BEGINS

If the employee or the supervisor would like to change the work

schedule (percent of load for faculty; weekly hours and/or

months/weeks per year for staff) after approval, they should have a

8 conversation to come to a mutual agreement. Supervisor works with Employee and Supervisor

employee to complete Retirement Transition Application/Change

Form. The Dean/VP does not need to sign a change form.

Supervisor submits form to Sr. Benefits Specialist. (Note: a change

form is not needed for an adjustment in the plan of work if there is no

change in the scheduled load or annual hours).

Senior Benefits Specialist reviews form and approves that the

employee is scheduled to work at least half-time and sends email with

scanned copy of updated approved form to employee and supervisor

(with a copy to the HR Manager and HR Assistant) to confirm that the

9 Retirement Transition Application/Change Form has been approved. Senior Benefits Specialist

Reminds supervisor that a completed Employee Action Form (EAF)

needs to be submitted to Human Resources (if not already

submitted). Gives approved form to HR Assistant to hold until EAF is

received.

10

Department submits Employee Action Form (EAF) to Human Resources (hreaf@rit.edu).

Supervisor

RETIREMENT PROCESS

If employee decides to retire before the end of the documented

11 transition period, employee should contact Benefits Assistant four

Employee

months beforehand, if possible, to discuss retirement benefits.

12

Benefits Assistant contacts employee four months prior to retirement date to discuss retirement benefits.

Benefits Assistant

13

Department completes retirement EAF to change the employee to a retiree and submits to Human Resources (hreaf@rit.edu).

Supervisor

14 Employee completes all required forms for retirement.

Employee

Rev 12/11/2019

* NOTE: For faculty on appointment periods of less than 12 months or for interpreters on pay continuance, if the

transition starts at the beginning of the academic year, the pay should be changed July 1. If the transition starts

mid-year, the employee may be in an overpaid situation. Refer to the Repayment of Pre-Paid Salary.

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