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Congratulations on the completion of your educational objectives at the Virginia Commonwealth University Health System.
As you prepare to leave your Virginia Commonwealth University Health System training program, you are required to complete an Exit Procedure. (This applies to everyone, including Housestaff members who will become faculty.)
Please read this information carefully – it will save you time. If you have received this information and you are not leaving, or if you have any questions about this information, please call the GME Office at 828-9783.
General Instructions and Requirements for Exit
Clearance Forms
Forwarding Address Form
Exit Survey
Release of Information Form
Payroll and Benefits
Last Paycheck
Medical and Dental Insurance
Life Insurance and Disability Plans
Flexible Spending Accounts
Retirement Plan
Other Information You May Need
Proof of Malpractice Insurance
Immunization/PPD Records
Verification of Training
Verification of Licensure
If You Are Becoming A VCU Faculty Member
General Instructions and Requirements for Exit
All housestaff members who are completing training at VCUHS, including those who will become VCU faculty members, are required to complete the exit procedure prior to the end of their training on 6/30/2008 or their off-cycle completion date.
- Please print the appropriate Clearance Form below (based upon your termination date). This form must be presented to and signed by each area listed to confirm that you have no outstanding obligations. The completed form must be returned to the GME Office, West Hospital, 6th Floor South.
Clearance Form for Housestaff Leaving June 1 – July 15
Clearance Form for Housestaff Leaving before June 1 or after July 15
- Please complete the on-line Forwarding Address Form This will provide us with information related to your activities following completion of your training at VCUHS. Your forwarding address is necessary in the event we need to contact you in the future and for mailing your W-2 at the end of the year. Please fill out the form and click "Finish" when done.
In addition, if you would like to retain your VCUHS email after you leave, please check the box at the bottom of the form. We will insure that your current email account is not closed.
- Please complete the on-line Exit Survey to provide us with an evaluation of your training experience at VCUHS. Your responses are anonymous and will be combined with those of other housestaff completing training. Please fill out the form and click "Finish" when done.
- Please complete the Release of Information form. This form will be used to request information from your future training programs and/or employers. The information collected will be used to determine the success of VCUHS training programs in producing practitioners who are competent to practice independently, to provide feedback to programs, and to facilitate quality improvement. If we are aware of them, we can enhance the strengths of and resolve the weaknesses in the quality of training we are providing. The data collected will be used in aggregate, not individually.
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Payroll and Benefit Information
The following information is primarily for Housestaff whose termination date is 6/30/2008. The basic information applies to those leaving after 6/30/2008 but dates noted may be different.
- Last Paycheck– The last paychecks for the month of June will be issued on Friday, July 11th, for the pay period 6/15/2008 – 6/28/2008 (a full two-week paycheck) and on Friday, July 25th, which will cover pay for June 29th and June 30th. If you are leaving after 6/30/2008, see the VCUHS Bi-Weekly Payday Schedule – 2008 for appropriate pay dates. You may:
- Have this check directly deposited into your current bank account (no action necessary),
- Have this check directly deposited into a new account (Direct Deposit Authorization required), or
- Cancel your current direct deposit (Direct Deposit Authorization required) and have this check mailed to your home or office.
NOTE: Paperwork to cancel or change to your current direct deposit must be completed by June 10th to insure the change is made. If you cancel your direct deposit, your check will be mailed to the address on record. While we will be submitting the address you provide on the Forwarding Address Form to Human Resources, it will not be before the June 10th deadline. Therefore, if you are having your paycheck(s) mailed, you should check, and make corrections to your address, in Employee Self Serve. DO NOT ASSUME THAT YOUR CHECK WILL BE SENT AUTOMATICALLY TO YOUR FORWARDING ADDRESS. THIS IS NOT POSSIBLE WITHOUT THE APPROPRIATE PAPERWORK.
- Medical and Dental Insurance – If you were enrolled in any VCUHS medical or dental plans, they will continue until the last day of the month in which you terminate employment. If enrolled in the medical or dental plans, you and your covered dependents will be offered the opportunity to continue your current coverage under the Consolidated Omnibus Budget Reconciliation Act (COBRA). You and your eligible dependents will receive a COBRA packet at your home address with more information about continuing your coverage. You should receive this by the end of June. The COBRA company is Cobrasev/Ceridian. If you have any questions concerning your COBRA, please contact Cathy Kercheval at 628-3724.
- Life Insurance and Disability Plans – Your life insurance and disability plans terminate on your last day worked.
Your Life Insurance that was provided by VCUHS along with any supplemental life that you may have enrolled in may be converted to a personal policy. MetLife will send you information on your life conversion options shortly.
Your Short Term Disability policy, if enrolled, ends on last day worked and is not eligible for conversion.
Your Long Term Disability policy that was provided by VCUHS is eligible to convert to a personal policy. Please call Cathy Kercheval at 628-3724 to obtain an application to continue this policy.
In certain states, it is difficult, if not impossible, for practicing physicians to obtain disability insurance. You should check with your future employer to determine whether this will be a problem.
- Flexible Spending Accounts – If you are enrolled in the Health and/or Dependent Care Flexible Spending Accounts (FSA), your participation in these accounts ends when you terminate your employment with VCUHS. Claims incurred prior to your termination date may be submitted for reimbursement no later than 90 days from your termination date.
- Retirement Plan – If you were enrolled in the VCUHS Savings Plan (457b), you are 100% vested. You may leave your account with your current vendor or take a cash distribution or possibly roll it over to another retirement plan. Call your retirement vendor directly for any distribution forms.
Fidelity 1-800-343-0860 VALIC 1-800-448-2542 TIAA-CREF 1-800-842-2776
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Other Information You May Need
- National Provider Identifier: The Administrative Simplification provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) mandated the adoption of a standard unique identifier for health care providers. The National Plan and Provider Enumeration System (NPPES) collects identifying information on health care providers and assigns each a unique National Provider Identifier (NPI). You will need your NPI if you are going into practice or into another training program. If you did not already have one, the GME Office obtained an NPI for you last year. The number, user ID, and password was forwarded to your residency coordinator. Please contact that person to secure this information before you leave. With this information, you can access your NPI record on-line at: https://nppes.cms.hhs.gov/NPPES/Welcome.do, click on National Provider Identifier (NPI).
- Immunization/PPD Records are not maintained in the GME Office. You may need these for credentialing at other institutions. You can obtain your records by contacting Employee Health, West Hospital, 1st Floor, (804) 828-1356. Such records should be requested within 6 weeks of your termination date. After that time period, a cost of $30.00 - $45.00 will be assessed to obtain them.
- Requests for Verification of Training, needed for credentialing at other institutions, should be sent directly to the office of your training program director. When completing forms for credentialing, give your director’s correct address, including Medical Center box number.
- Requests for Verification of Licensure, needed for credentialing at other institutions, can be obtained using the Virginia Department of Health Professions on-line License Lookup system.
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If You Are Becoming a Faculty Member Here at VCU
Payroll & Benefits – The Medical Center (under which you are currently employed) and the University (under which you will be employed as faculty) are for this purpose considered two independent entities. Therefore, you should contact your department administrator as soon as possible to determine the process for enrolling in the faculty benefits plans and to insure a smooth transition. You will be required to attend an orientation which will address these issues. However, please be aware that:
- Although the health insurance provider will continue to be Anthem, it is a different plan. You will need to re-enroll within 31 days of your employment as a new faculty member.
- Faculty payroll is processed on a bi-monthly cycle, with paydays usually on the first (pay period 25th – 9th) and the sixteenth (pay period 10th – 24th) of each month. As a faculty member with a starting date of July 1st, you will receive your first paycheck on July 16th. (Your last two-week Housestaff paycheck will be July 11th.)
- In addition, you will need to re-establish your direct deposit as this will not transfer from Medical Center to University payroll.
- Your Housestaff parking privileges will end on the last day of your training. To secure parking as a faculty member, either in your current lot or in another lot, you will need to contact the VCU Parking Office on-line or at 828-0501.
- If you will remain at VCUHS as a faculty member, you must return your Housestaff pager and have your department assign you a new pager.
If you have any questions regarding the above, please call the GME Office
at (804) 828-9783. We will do our best to make your departure as easy as possible.
Thank you.
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