Separation Information for Departing Employees City and County of Denver Career Service System

2020

Note: This summary of information is intended to give you an overview of the effects of separating employment from the City and County of Denver. Please note that this is a summary and does not constitute a policy. Detailed provisions are contained in each provider’s plan document, regulation, city policy and/or rule. If there is a discrepancy between what is presented here and the official plan, regulation, city policy and/or rule documents, the official plan, regulation, policy and/or, rule will govern.

For specific questions related to the topics in this guide, contact the entity listed under the specific topic. This document can be found online at www.denvergov.org/humanresources.

City and County of Denver Office of Human Resources 201 W. Colfax Ave., Dept. 412 Denver, CO 80202 720.337.4357 www.denvergov.org/humanresources

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Introduction

This guide provides a brief description of the effect employment separation has on your elected benefits and your options for continuation of coverage. This guide is not intended to be a complete source of information on the benefit plans or city policies.

Table of Contents Introduction .......................................................................................................................................... 2

Employment Separation ....................................................................................................................... 3

General Benefits Information ............................................................................................................... 4

COBRA Benefits Continuation Options ................................................................................................. 5

Affordable Care Act (ACA) Health Insurance Enrollment Options ........................................................ 7

Health Savings Account (HSA) ............................................................................................................... 8

Flexible Spending Accounts (FSA) ......................................................................................................... 9

Denver Employee’s Retirement Plan (DERP) ...................................................................................... 10

Deferred Compensation ...................................................................................................................... 12

Life Insurance Continuation ................................................................................................................ 13

RTD Passes ........................................................................................................................................... 14

Employee Parking Contract Cancellation ............................................................................................ 15

Employee Assistance Program ............................................................................................................ 16

ARAG Legal Services ............................................................................................................................ 17

Sick and Vacation Leave – Accrued Hours Pay-Out ............................................................................ 18

Paid Time Off – Accrued Hours Pay-Out ............................................................................................. 19

Personal Holiday and Administrative Leave–Accrued Hours .............................................................. 20

Final Paycheck and Pay-Out Check ..................................................................................................... 21

2020 Payroll Schedule ......................................................................................................................... 22

W-2, Contact and Past Employment Verification Information ........................................................... 23

Unemployment Benefits Information ................................................................................................. 24

Confidentiality Information ................................................................................................................. 25

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Employment Separation

Below is information on voluntary and involuntary employment separation.

Resignation and Retirement

Resignation is the voluntary separation of an employee from the Career Service system. An employee in the Career Service system may designate their resignation as a retirement when they meet the eligibility requirements of the Denver Employees Retirement Plan (DERP).

It is your responsibility to resign in good standing from the Career Service system to provide written notice to your immediate supervisor at least 10 calendar days prior to your last day as a city employee. The appointing authority may waive this time requirement for good and sufficient reasons. The Office of Human Resources agency Human Resource service team shall be notified of the resignation for the separation to be processed.

For more information about voluntary separation effective dates, refer to the Career Service Rules.

Involuntary Separation

For involuntary separations (dismissal, disqualification, lay-off, unsuccessful completion of employment probation or death), the effective date of separation shall be determined by the department/agency. You, the Office of Human Resources, Records Unit and Payroll shall be notified of the involuntary separation effective date in writing by the department/agency and/or the Office of Human Resources so the separation may be processed. If an employee dies, the effective date of separation is their date of death, and no written notification will be provided from the city.

For more information about involuntary separation effective dates, refer to the Career Service Rules.

Contacts

Office of Human Resources Web: www.denvergov.org/humanresources Phone: 720.337.4357 Address: Office of Human Resources

201 W. Colfax Ave., 4th Floor Denver, CO 80202

Controller’s Office, Payroll Division Web: www.denvergov.org/payroll Email: Phone:

PayrollDivision@denvergov.org 720.913.5186

Address: Controller’s Office, Payroll Division 201 W. Colfax Ave., 4th Floor Denver, CO 80202

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General Benefits Information

The chart below indicates when your active benefit coverage will end and if you have the option for continuation of coverage after your separation from the City and County of Denver. You are only eligible to submit claims for costs incurred before your coverage ends (last day of the month in which your separation from the City and County of Denver occurs). For flexible spending accounts, claims can be submitted to 24HourFlex for reimbursement from March 30 of the following year.

Plan Coverage Ends Continuation Available? Medical Last day of the month in which your

employment ends* YES (COBRA eligible or you can purchase a policy through the Health Insurance Marketplace)

Dental Last day of the month in which your employment ends*

YES (COBRA eligible or you can purchase a policy through the Health Insurance Marketplace)

Vision Last day of the month in which your employment ends*

YES (COBRA eligible or you can purchase a policy through the Health Insurance Marketplace)

Life Insurance Date employment ends YES (Conversion or portability of the Life Insurance Policy within 30 days)

Accidental Death and Dismemberment (AD&D) Insurance

Date employment ends YES (Conversion or Portability of the Life Insurance Policy within 30 days)

Short Term Disability (STD) Date employment ends NO (Unless you are currently approved for an open STD claim and are receiving STD benefit payments)

Long Term Disability (LTD) Date employment ends NO (Unless you are currently approved for an open LTD claim and are receiving LTD benefit payments)

Health Savings Account (HSA) Payroll deduction contributions end with last paycheck

YES (Your HSA belongs to you for your lifetime)

Health Care Flex Spending (FSA) Account

Date employment ends YES (COBRA eligible if contributions exceed expenses claimed)

Dependent Care Flex Spending Account (FSA)

Date employment ends NO

Parking Flex Spending Account (FSA)

Date employment ends NO

GuidanceResources Services 90 calendar days from the date your employment ends*

NO

ARAG Legal Services Last day of the month in which your employment ends*

NO

Wellness Center Membership Date employment ends NO RTD EcoPass Date employment ends NO

*If your last day of work is the last day of the month, your benefits will end on that day.

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COBRA Benefits Continuation Options

Below is information on benefits continuation under the Consolidated Omnibus Budget Reconciliation Act (COBRA). Following your separation from the City and County of Denver, the city’s COBRA administrator (24HourFlex) will send information on COBRA to your address on record.

COBRA Coverage Details

COBRA is a federal law that allows separated employees to continue certain insurance benefits at their own cost. If you are currently participating in the City and County of Denver medical, dental, vision and/or health care flexible spending account (FSA) plans, you will be eligible to enroll to continue coverage for yourself and any covered dependents through COBRA for up to 18 months (sometimes longer in certain instances) following your separation date.

The following benefits are eligible to be continued through COBRA if you were enrolled in that benefit on your last day of work: medical, dental, vision and health care FSA.

COBRA Premiums

You will be responsible for the entire cost of your elected benefit coverage, plus an additional two percent administration fee. The monthly COBRA premium costs shown in the chart below includes the two percent administrative fee. Refer to the chart below for 2020 COBRA monthly premiums:

Benefit Provider Employee Only

Employee + Spouse

Employee + Child(ren) Family

Med

ical

Denver Health Medical Plan HDHP $606.30 $1,333.85 $1,212.60 $1,940.15

Denver Health Medical Plan

DHMO $810.02 $1,782.05 $1,620.05 $2,592.08

Kaiser Permanente HDHP $501.24 $1,102.71 $1,002.47 $1,603.70

Kaiser Permanente DHMO $620.70 $1,365.54 $1,241.40 $1,986.24

United Healthcare HDHP $736.70 $1,620.74 $1,473.40 $2,357.40

United Healthcare CDP $701.19 $1,542.64 $1,402.42 $2,244.21

Dent

al

Delta Dental EPO $31.90 $70.81 $63.79 $113.55

Delta Dental PPO, Low Option $30.28 $67.22 $60.56 $107.79

Delta Dental PPO, High Option $40.37 $89.63 $80.74 $143.73

Vision Service Plan (VSP) $5.83 $11.87 $10.94 $20.00

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COBRA for Health Care Spending Account

You have until your last day of employment to incur costs to be reimbursed from your health care flexible spending account (FSA). If you have not incurred enough costs to be reimbursed by the amount you have contributed, you may elect to continue your health care FSA through COBRA. Under COBRA coverage, you will be able to incur expenses to access the money already in your account.

If you elect to continue your health care FSA through COBRA, you will contribute the same amount you did as an active employee, plus an additional two percent administration fee (after-tax). You are only eligible to continue the health care FSA through COBRA through the end of the calendar year.

COBRA Disability Coverage

If you are medically disabled, you may be eligible to extend COBRA beyond 18 months for an additional 11 months. After 18 months, the cost increases to 150 percent of the premium cost.

Electing COBRA

Please review the process for electing COBRA coverage: 1. You will receive a letter listing your enrollment options for COBRA, which will be

mailed to your home address on record following your separation. 2. To continue your benefits coverage through COBRA, you must enroll by returning the

COBRA election form by the later of: a. 60 calendar days from the date of the COBRA notice; or, b. 60 calendar days from the date that your coverage ceases

3. Upon receipt of your first payment, your coverage will be reinstated effective the first day of the month following your last day of employment.

COBRA Premium Payments

If you elect COBRA coverage, you will receive a monthly bill for your COBRA premiums. Keep in mind that you are responsible for payment of your monthly premiums. Failure to pay your premiums will result in termination of your coverage.

COBRA Reinstatement

It is important to remember that the process to reinstate benefits takes time. Generally, the carriers can reinstate benefits within 10 business days after receiving your election and payment. Should you require benefit services before your benefits are reinstated, you may have to pay for those services out-of-pocket and submit a claim for reimbursement.

Contacts 24HourFlex Web: Email: Phone:

www.24HourFlex.com cobra@24HourFlex.com 303.369.7886 or 800.651.4855

Fax: 303.369.0003 or 800.837.4817 Office of Human Resources, Benefits

Web: www.denvergov.org/benefits Email: Phone:

OHRBenefits@denvergov.org 720.913.5697

Address: Office of Human Resources, Benefits 201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Affordable Care Act (ACA) Health Insurance Enrollment Options

Below is information on health insurance options under the Affordable Care Act (ACA).

ACA Health Insurance Marketplace Coverage Option Details

In accordance with the Federal Affordable Care Act (ACA), you may choose to purchase health insurance through the Health Insurance Marketplace (HIM) if your loss of health insurance coverage is related to your employment separation (including resignation, lay-off or involuntary employment separation). Loss of health insurance coverage related to employment separation is considered a “life event,” which qualifies for a special enrollment period outside of the HIM annual open enrollment period.

Purchasing Insurance from the Health Insurance Marketplace

If you would like to purchase insurance from the HIM as related to your employment separation from the City and County of Denver, you must enroll either:

• 60 calendar days in advance of the date your benefits coverage will end (to avoid a lapse in coverage); or,

• 60 calendar days from the date that your benefits coverage ceases.

Contacts For coverage options within Colorado—Connect for Health Colorado Web: Phone:

www.connectforhealthco.com 855.752.6749

For coverage options outside Colorado—US Dept. of Health and Human Services Web: Phone:

www.healthcare.gov/get-coverage-outside-open-enrollment/special-enrollment-period/ 800.318.2596

Office of Human Resources, Benefits Web: Email: Phone:

www.denvergov.org/benefits OHRBenefits@denvergov.org 720.913.5697

Address: Office of Human Resources, Benefits 201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Health Savings Account (HSA)

Below is information on the Health Savings Account (HSA) following employment separation.

Health Savings Account

Your HSA belongs to you for your lifetime. Payroll contributions for the HSA will discontinue upon employment separation. However, any unspent contributions that have been deposited into your HSA will remain in your account at the time of your employment separation, and you can continue to use those funds for qualified out-of-pocket medical, dental and vision expenses. If your new employer has a high deductible health plan (HDHP), you can transfer your Optum Bank® account balance to your new HSA vendor or you can leave your money on deposit with Optum Bank®.

Applying Separation Payout to HSA

You have the option to elect to have an eligible portion of final separation pay that may include payment of accrued vacation leave, sick leave, paid time off and/or compensatory time hours to be sent to your HSA. Electing this option will defer some taxes on the lump-sum payment (Medicare and Social Security taxes still apply).

Should you choose to have any eligible hours from vacation leave, sick leave, paid time off (PTO) and/or compensatory time to be applied to your HSA, you must complete the Separation Payout to Health Savings Account form. The complete form must be sent to Payroll as soon as possible, prior to your last day of employment.

Contacts Optum Bank® Web: Phone:

www.optumbank.com 866.234.8913

Office of Human Resources, Benefits Web: Email: Phone:

www.denvergov.org/benefits OHRBenefits@denvergov.org 720.913.5697

Address: Office of Human Resources, Benefits 201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Flexible Spending Accounts (FSA)

Below is information on Flexible Spending Account (FSA) plans (pre-tax dollars set aside for certain qualified expenses).

Health Care (Medical, Dental and Vision) FSA

You are only eligible to submit claims for costs incurred before your coverage ends (last day of employment with the City and County of Denver) for the health care FSA. If you have not incurred enough costs to be reimbursed by the amount you have contributed, you may elect to continue your health care FSA through COBRA. If you elect this coverage under COBRA, you will be able to incur expenses and access the money already in your account.

If you continue your health care FSA through COBRA, you will contribute the same amount you did as an active employee plus an additional two percent administration fee (after-tax). You are only eligible to continue the account through the end of the calendar year from the date of your separation from the City and County of Denver.

Claims can be submitted to 24HourFlex for reimbursement from the health care FSA until March 30 of the following year.

Dependent Care FSA

You are only eligible to submit claims for costs incurred before your coverage ends (last day of employment with the City and County of Denver) for the dependent care FSA. Claims can be submitted to 24HourFlex for reimbursement from the dependent care FSA until March 30 of the following year.

Parking FSA You are only eligible to submit claims for costs incurred before your coverage ends (last day of employment with the City and County of Denver) for the qualified parking FSA. Claims can be submitted to 24HourFlex for reimbursement from the qualified parking FSA until March 30 of the following year.

Contacts 24HourFlex Web: Email: Phone:

www.24HourFlex.com info@24HourFlex.com 303.369.7886 or 800.651.4855

Fax: 303.369.0003 or 800.837.4817 Address: PO Box 3789

Littleton, CO 80161 Office of Human Resources, Benefits

Web: Email: Phone:

www.denvergov.org/benefits OHRBenefits@denvergov.org 720.913.5697

Address: Office of Human Resources, Benefits 201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Denver Employee’s Retirement Plan (DERP)

Below is information on Denver Employee’s Retirement Plan.

DERP Eligibility

All City and County of Denver Career Service Unlimited and Limited Term employees are automatically enrolled in Denver Employees Retirement Plan. DERP is a defined benefit pension plan, which provides a lifetime monthly retirement benefit for all vested City and County of Denver employees. Employees contribute a percentage of their total gross salary to DERP on a pre-tax basis through payroll deductions. Additionally, the City and County of Denver also contributes a percentage of the employee’s total gross salary to DERP on the employee’s behalf. Employees become vested after having attained five years of credited service.

Unvested Contributions

If you separate from employment before becoming vested in DERP (less than five years of credited service), your personal contributions, plus the interest, can be refunded in a lump-sum. However, there is a mandatory 20 percent federal withholding if the contributions are taken in a lump-sum, and there may also be a penalty for early withdrawal. These unvested contributions and interest may be rolled over to a qualified retirement account. When you accept a refund from DERP, all credited service is forfeited and you will not be eligible for any future retirement benefits from DERP. However, if you return to employment with the City and County of Denver, you may reinstate the credited service that was forfeited if the refunded amount, plus interest, is repaid to the trust-fund within 24 months of re-employment.

For any unvested contributions made to DERP, you must complete the DERP Employee Contribution Refund form and return it to DERP for processing.

Vested Contributions

If you separate from employment and are vested in DERP (five or more years of credited service), the contributions are nonrefundable. These contributions will remain in DERP and will be used to fund your future lifetime monthly retirement benefit.

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Previous Furlough Days and the Impact to DERP Benefits

The DERP retirement benefit calculation formula uses the average of:

• The highest 36 consecutive months of salary for those hired prior to July 1, 2011; • The highest 60 consecutive months of salary for those hired on or after July 1, 2011.

Therefore, employees who experienced an unpaid furlough day that falls within their highest 36 or 60 consecutive months of salary, will have a somewhat lesser retirement benefit than if the furloughs had not taken place*. You have the option to negate the impact of the furlough days by paying DERP the payroll contribution, plus interest, for those furlough days that impact your retirement benefit. The payment for the furlough days must be received by DERP no later than your last day of work. If you are interested in paying for your previous furlough days, contact DERP directly.

Previous City and County of Denver Unpaid Furlough Days 2008 2009 2010 2011 2012

11/28/2008* 3/27/2009 4/2/2010 2/18/2011 2/17/2012

12/26/2008 5/22/2009 5/28/2010 4/1/2011 3/23/2012 10/23/2009 9/3/2010 7/1/2011 5/25/2012 11/27/2009 10/15/2010 9/2/2011 8/31/2012 11/26/2010 11/25/2011 11/23/2012

*All dates listed were mandatory furlough days except 11/28/2008 which was voluntary.

Retirement Notification and Actions

If you are eligible and would like to proceed with retirement from the City and County of Denver, begin collecting your retirement benefits from DERP:

1. Schedule an appointment with DERP to discuss your retirement benefit options. 2. Provide your supervisor, the Office of Human Resources and DERP a copy of your

“intent to retire” letter, which specifically states your last day of employment. 3. Login to your DERP MSS Portal account, complete the online Retirement Application

and submit. 4. After DERP has received your letter of intent to retire and your online retirement

application, the DERP Membership Services staff will contact you regarding the final documents needed to process your retirement.

Contacts Denver Employees Retirement Plan (DERP) Web: www.derp.org Email: Phone:

mbrsvs@derp.org 303.839.5419

Fax: 303.839.9525 Address: Denver Employees Retirement Plan

777 Pearl St. Denver, CO 80203-3717

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Deferred Compensation

Below is information on the deferred compensation plan 457(b) – the Summit Savings Plan.

Deferred Compensation

The City and County of Denver offers a voluntary deferred compensation plan 457(b) to city employees from Nationwide. The deferred compensation plan is a savings vehicle available for city employees to assist in long-term retirement needs. Participants can choose to elect either pre-tax or after-tax (Roth) contributions in an array of investment choices from Nationwide.

While you will no longer be able to contribute to your City and County of Denver deferred compensation plan 457(b), your current balances will stay invested with no interruptions. Once retired or separated from service you can keep the account open to continue to grow, take periodic payments or take a lump sum distribution. By keeping your money in the deferred compensation plan 457(b), you benefit from institutionally priced fees which are typically lower than retail investments. You can access personalized advice from a Nationwide financial consultant at no additional cost to you.

Note: Distributions must begin no later than April 1 of the year following the year age 70.5 is attained.

Applying Separation Payout to Deferred Compensation

If you are currently enrolled in the vacation and sick leave plan or the paid time off leave plan (PTO), you have the option to elect to have an eligible portion of final separation pay that may include payment of accrued vacation leave, sick leave, PTO and/or compensatory time hours to be sent to your deferred compensation account. Electing in this option will defer some taxes on this lump-sum payment (Medicare and Social Security taxes still apply).

Should you choose to elect to have any eligible hours from vacation leave, sick leave, PTO and/or compensatory time to be applied to your deferred compensation account, you must complete the Separation Payout to Deferred Compensation form. The complete form must be sent to Payroll as soon as possible, prior to your last day of employment.

Contacts Nationwide Web: Phone:

www.denver457.com 833.268.7079

Controller’s Office, Payroll Division Web: www.denvergov.org/payroll Email: Phone:

PayrollDivision@denvergov.org 720.913.5186

Address: Controller’s Office, Payroll Division 201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Life Insurance Continuation

There are two possible options for coverage continuation upon separation from the City and County of Denver. The following will give an overview of each option.

Conversion Conversion is available for basic life insurance and supplemental life insurance. Conversion takes your current life policy and converts it to an individual whole-life policy. The whole-life policy can build cash value over time and is used as an investment vehicle. The premiums are more expensive than your current rates. There is no evidence of insurability required for conversion. Contact Standard Insurance Co. for a life insurance conversion premium quote.

Portability Portability is available for basic life insurance, supplemental life insurance and accidental death and dismemberment (AD&D) insurance. Upon your separation from the City and County of Denver, you may have the option to buy portable group insurance coverage, subject to the conditions listed below. Both the employer-paid and employee-paid portion of your life insurance is portable. Portability changes your group term policy to an individual term life policy. It functions similarly to your current coverage under the group term life policy. It will pay a benefit if you die, but will not build cash value over time. The premiums are less expensive than conversion premiums, and there is no evidence of insurability required for portability. Contact Standard Insurance Co. for a life insurance portability life premium quote. Limits to the amount of coverage apply.

Electing Life Insurance Conversion or Portability

You have 30 calendar days from your last day of work to convert or port your life insurance. Contact OHR Benefits to request the conversion or portability application information. There are two forms on the application that need to be completed: one the separating employee completes, and one OHR Benefits completes. Once you have completed the separated employee’s portion of the application, submit it to OHR Benefits for completion of the employer’s portion of the form and submission to Standard Insurance Co.

Life Insurance Portability Requirements

To be eligible, you must meet the following requirements on the date your employment ends: 1. You must have been continuously insured under the City and County of Denver’s group life

insurance plan for at least 12 consecutive months prior to the date that your employment ends. 2. You must be able to perform with reasonable continuity the material duties of at least one

gainful occupation for which you are reasonably fitted by education, training and experience on the date your employment ends.

3. You must be under the age 65 on the date your employment ends. 4. If you do not purchase life insurance for yourself, you may not purchase any other coverage

(e.g. for dependents).

Contacts Office of Human Resources, Benefits Web: www.denvergov.org/benefits Email: OHRBenefits@denvergov.org Phone: 720.913.5697 Address: Office of Human Resources, Benefits

201 W. Colfax Ave., 4th Floor Denver, CO 80202

Standard Insurance Co. (for general information and premium quotes) Web: Phone:

www.standard.com 800.378.4668 ext. 6785

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RTD Passes

Below is information on the City and County of Denver RTD EcoPass program upon employment separation from the City and County of Denver.

RTD EcoPass If you are enrolled in the City and County of Denver RTD EcoPass program, your EcoPass smart card will be deactivated upon your separation from the City and County of Denver.

Contacts Office of Human Resources, Benefits Web: www.denvergov.org/benefits Email: OHRBenefits@denvergov.org Phone: 720.913.5697 Address: Office of Human Resources, Benefits

201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Employee Parking Contract Cancellation

Below is information on canceling your parking contract upon employment separation from the City and County of Denver.

Parking Cancellation for facilities managed by PW Parking Ops

To cancel your employee monthly parking contract for a City and County of Denver Public Works Transportation Operations, Curbside and Parking managed parking facility, complete the Parking Cancellation Form and return it to Public Works, Curbside & Parking, as soon as possible prior to your last day of parking at the facility. Curbside & Parking will then process the form and submit it to the Controller’s Office, Payroll Division to stop payroll deductions. There are no pro-rated payments or refunds, so if you cancel your parking any time after the first day of any month, you must pay for the entire month of parking. All issued parking access device(s) must be returned to Curbside & Parking on your last scheduled parking day. Unreturned access devices are subject to additional parking fees.

DHS/Castro Building Parking Cancellation

If you have a parking contract with DHS, your parking will be canceled automatically upon your separation from the City and County of Denver. If you are moving to another building or department/agency within the City and County of Denver, you must cancel your parking or you will continue to be charged. There are no pro-rated payments or refunds, so if you cancel your parking any time after the first day of any month, you must pay for the entire month of parking. All issued parking access devices and /or parking hang-tags must be returned to Liz Ochs or the Castro Building security desk prior to your last scheduled parking day to avoid additional parking fees.

Contacts For Facilities Managed by Public Works Parking Operations Web: Email:

www.denvergov.org/content/denvergov/en/employee-parking-and-transportation/employee-parking.html Parking.Operations@denvergov.org

For DHS Email: liz.ochs@denvergov.org Phone: 720.944.6494

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Employee Assistance Program

Below is information on the Employee Assistance Program following employment separation from the City and County of Denver.

Services The GuidanceResources® Employee Assistance Program offers City and County of Denver employees and their families free confidential support in the following areas:

• Confidential consultation on personal issues • Legal information and resources • Information, referrals and resources for work-life needs • Financial information, resources and tools • Online information, resources and tools

GuidanceResources® services are available 24 hours a day, seven days a week online and by telephone; and counselors can arrange for in-person services to be provided as needed.

Service Continuation Eligibility

GuidanceResources® services are available to employees and their families 90 days following the employee’s last day of employment with the City and County of Denver.

Contacts GuidanceResources® Employee Assistance Program Web: Phone:

www.guidanceresources.com (enter Denver web ID: DENVEREAP) 877.327.3854

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ARAG Legal Services

Below is information on the ARAG Legal Services following employment separation from the City and County of Denver.

Services UltimateAdvisor® Legal insurance from ARAG offers you affordable reliable counsel when something in life turns into a legal issue, like a dispute with a contractor, a traffic ticket or the need for estate planning, including preparation of a trust.

Service Continuation Eligibility

For employees enrolled in ARAG UltimateAdvisor® legal services plan, these are available to departing employees through the last day of the month in which they are employed with the City and County of Denver.

Contacts ARAG Legal Center Web: Phone:

www.ARAGLegalCenter.com (enter Denver web ID: 18168ccd) 800.247.4184

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Sick and Vacation Leave – Accrued Hours Pay-Out

Below is information on the accrued hours pay-out for sick and vacation leave upon employment separation from the City and County of Denver.

Unused Accrued Vacation Leave Hours

If you separate employment with the City and County of Denver, you shall receive payment for all accrued vacation and compensatory time for which you are eligible according to the provisions of Career Service Rule 9 PAY ADMINISTRATION and Career Service Rule 10 PAID LEAVE. If you accrue sick and vacation leave (must have been employed prior to January 1, 2010) upon separation from the City and County of Denver, you will be paid for the unused portion of accumulated vacation leave.

Unused Accrued Sick Leave Hours

The following table applies to the pay-out of sick leave upon separation for any reason other than death or retirement (the sick payout is equal to your current sick leave balance MINUS the value listed below):

Years of Service Subtract from balance

<5 No pay out 5 (5 X 40 hours) or 200 hours 6 (6 X 40 hours) or 240 hours 7 (7 X 40 hours) or 280 hours 8 (8 X 40 hours) or 320 hours 9 (9 X 40 hours) or 360 hours

>10 (10 X 40 hours) or 400 hours For employment separation due to retirement or death, you shall be paid at your regular rate of pay for one-half of all accumulated sick leave credits existing on the effective date of separation or death, or in accordance with the method described above (whichever is higher), but not to exceed 560 paid hours.

Sick and Vacation Leave Accrual Calculations for Last Month Worked

Employees eligible to earn sick and vacation leave, who separate employment before the last day of a month, shall earn sick and vacation in that month according to the following proration schedule:

Hours worked (including

paid leave) in the last month

Vacation hours earned Years of Service

Sick hours earned

0 < 5 5 < 10 10 < 15 >15 N/A

0-39 0 0 0 0 0 40-79 2 2.5 3 3.5 2

80-119 4 5 6 7 4 120-139 6 7.5 9 10.5 6 ≥140 8 10 12 14 8

For more information about leave payouts, refer to Career Service Rule 10 PAID LEAVE.

Contacts

Controller’s Office, Payroll Division Web: www.denvergov.org/payroll Email: Phone:

PayrollDivision@denvergov.org 720.913.5186

Address: 201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Paid Time Off – Accrued Hours Pay-Out

Below is information on the accrued hours pay-out for paid time off upon employment separation from the City and County of Denver.

Unused Accrued PTO Hours

If you separate employment with the City and County of Denver, you shall receive payment for all accrued paid time off (PTO) and compensatory time for which you are eligible according to the provisions of Career Service Rule 9 PAY ADMINISTRATION and Career Service Rule 10 PAID LEAVE. If you accrue PTO (and are employed on or after January 1, 2010, or elected to enroll in the PTO plan January 2010) upon separation from the City and County of Denver, you will be paid for the accrued unused portion of accumulated PTO and the special bank PTO hours (if applicable).

PTO Leave Accrual Calculation for Last Month Worked

If you are enrolled in the PTO benefit plan and separate employment before the last day of a month, you shall earn PTO in that month according to the following proration schedule:

Hours worked (including

paid leave) in the last month

PTO hours earned Years of Service

0 < 5 5 < 10 10 < 15 >15 0-39 0 0 0 0

40-79 2.5 3 4.5 4.75 80-119 5 6 9 9.5

120-139 7.5 9 13.5 14.25 ≥140 10 12 18 19

For more information about leave payouts, refer to Career Service Rule 10 PAID LEAVE.

Contacts Office of Human Resources, Career Service Rules Web: www.denvergov.org/content/denvergov/en/office-

of-human-resources/employee-resources/rules-and-policies.html

Phone: 720.337.4357 Controller’s Office, Payroll Division:

Web: www.denvergov.org/payroll Phone: 720.913.5186 Email: PayrollDivision@denvergov.org Address: 201 W. Colfax Ave., 4th Floor

Denver, CO 80202

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Personal Holiday and Administrative Leave–Accrued Hours

Below is information on the accrued hours of personal holiday and administrative leave upon employment separation from the City and County of Denver.

Personal Holiday Hours

Full-time status employees are allotted eight personal holiday hours to be used on an agreed upon date by the employee and the city to be used within the calendar year. Unused personal holiday hours are not paid-out after the employee separates employment from the City and County of Denver.

For more information about holidays, refer to Career Service Rule 10 PAID LEAVE.

Administrative Leave Hours

Unused administrative leave hours (including exemplary performance administrative leave) are not paid-out after an employee separates employment from the City and County of Denver. For more information about leave payouts, refer to

Career Service Rule 10 PAID LEAVE.

Contacts Office of Human Resources, Career Service Rules Web: www.denvergov.org/content/denvergov/en/office-

of-human-resources/employee-resources/rules-and-policies.html

Phone: 720.337.4357 Controller’s Office, Payroll Division

Web: www.denvergov.org/payroll Phone: 720.913.5186 Email: PayrollDivision@denvergov.org Address: Controller’s Office, Payroll Division

201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Final Paycheck and Pay-Out Check

Below is information on your final paycheck and pay-out check upon employment separation from the City and County of Denver.

Distribution of Final Paycheck

Your final paycheck for hours worked will be paid in accordance with the payroll schedule (see below). If you receive your paycheck via direct deposit, this check will be direct deposited. If you receive your paycheck hard-copy via U.S. mail, it will be sent to your address on record.

Final Pay-Out Check

Your final separation pay-out check is a separate check that will include any accrued sick leave, vacation leave, paid time off and compensatory time eligible for pay-out and owed. The separation pay-out check will be mailed to your address on record within 60 days of your separation date. It is imperative that your current mailing address is updated in the Workday system before you depart from the City and County of Denver to prevent any delay in the receipt of your final separation pay-out check. You can update your contact information, W-4 elections, beneficiary information, etc. directly in Workday.

If you have established any voluntary deductions that are automatically debited from your paycheck, these will continue through your last regular paycheck. Should you desire to stop any voluntary deductions prior to your last regular paycheck, email payroll. Payroll will assist in getting those deductions stopped for you in advance of your leaving the city.

Please refer to the voluntary deduction examples below.

Description Pay Period of the Month

First Second Third Bicycle Locker Rental N Y N Castro Parking Pre-Tax N Y N DPL Bannock Lot Parking Y Y N Fitness Center DEN N Y N Fitness Center – Webb Building N Y N Parking Before-Tax N Y N Qualified Parking Y N N Recreation Card N Y N RTD EcoPass Pre-Tax N Y N Teamsters Local 17 Y Y N

(Continued page 22)

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2020 Payroll Schedule

Below you will find the payroll schedule for 2020

Pay Period Pay Period Begin Date Pay Period End Date Paycheck Date 1 12/22/2019 1/4/2020 1/10/2020 2 1/5/2020 1/18/2020 1/24/2020 3 1/19/2020 2/1/2020 2/7/2020 4 2/2/2020 2/15/2020 2/21/2020 5 2/16/2020 2/29/2020 3/6/2020 6 3/1/2020 3/14/2020 3/20/2020 7 3/15/2020 3/28/2020 4/3/2020 8 3/29/2020 4/11/2020 4/17/2020 9 4/12/2020 4/25/2020 5/1/2020

10 4/26/2020 5/9/2020 5/15/2020 11 5/10/2020 5/23/2020 5/29/2020 12 5/24/2020 6/6/2020 6/12/2020 13 6/7/2020 6/20/2020 6/26/2020 14 6/21/2020 7/4/2020 7/10/2020 15 7/5/2020 7/18/2020 7/24/2020 16 7/19/2020 8/1/2020 8/7/2020 17 8/2/2020 8/15/2020 8/21/2020 18 8/16/2020 8/29/2020 9/4/2020 19 8/30/2020 9/12/2020 9/18/2020 20 9/13/2020 9/26/2020 10/2/2020 21 9/27/2020 10/10/2020 10/16/2020 22 10/11/2020 10/24/2020 10/30/2020 23 10/25/2020 11/7/2020 11/13/2020 24 11/8/2020 11/21/2020 11/27/2020 25 11/22/2020 12/5/2020 12/11/2020 26 12/6/2020 12/19/2020 12/24/2020

Contacts Controller’s Office, Payroll Division Web: Email: Phone:

www.denvergov.org/payroll PayrollDivision@denvergov.org 720.913.5186

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W-2, Contact and Past Employment Verification Information

Below is information on W-2 tax forms, updating contact information, and verification of past employment upon separation from the City and County of Denver.

W-2 Tax Forms

Your W-2 tax form for this year will be mailed to your address on record at the beginning of the following year. If you previously elected to receive your W-2 online but have separated from employment with the City and County of Denver, your W-2 tax form will be mailed to your address on record at the beginning of the following year. If your mailing address changes, contact the Office of Human Resources with your updated information by December 31 of the same year in which you anticipate receiving your W-2 tax form for wages paid to you by the City and County of Denver.

Contact Information Updates

If you have the City and County of Denver listed as your employer on social media sites and/or business-related organizations to which you have professional memberships, please ensure to update your contact information with those organizations (mailing address, phone number, email, your new employer’s name, etc.).

Verification of Past Employment

If you need a wage/income verification of past employment from the City and County of Denver, you may give the entity requesting the verification the Controller's Office, Payroll Division email or phone number, 720.913.5612. The City and County of Denver representative providing wage/income information requires the requestor to provide the former employee’s last four digits of their Social Security number and the name of the organization for which they are requesting the information. Verbal verifications are to verify the information the caller has with yes or no answers related to: employment status (active or inactive), job title(s), base pay, and dates of employment.

Requests for salary verification require a signed authorization from the former employee. In order to complete written verification, the employee’s authorization is required.

Contacts Controller’s Office, Payroll Division Web: www.denvergov.org/payroll Email: Phone:

PayrollDivision@denvergov.org 720.913.5186

Address: 201 W. Colfax Ave., 4th Floor Denver, CO 80202

City and County of Denver, Employment Verifications Web: Email: Phone:

www.denvergov.org/content/denvergov/en/office-of-human-resources/employee-resources/pay-and-classification/employment-verification.html PayrollDivision@denvergov.org 720.913.5612

Fax: 720.913.5249

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Unemployment Benefits Information

Unemployment benefits are temporary benefit payments paid by the Colorado Department of Labor and Employment (CDLE) to individuals who are unemployed through no fault of their own.

Unemployment Benefits Eligibility

To qualify for unemployment benefits, you must meet all eligibility guidelines established by the CDLE. Please review the CDLE Unemployment Guide for more information.

Applying for Unemployment Benefits

You may file an unemployment claim with the CDLE in-person, over the phone or online. It can take four to five weeks to complete the processing of your claim for unemployment insurance benefits.

Contacts Colorado Department of Labor and Employment Web: Phone:

www.colorado.gov./CDLE 303.318.9000 (within Denver-metro area) 1.800.388.5515 (outside Denver-metro area)

Office of Human Resources Web: www.denvergov.org/humanresources Phone: Address:

720.337.4357 Office of Human Resources 201 W. Colfax Ave., 4th Floor Denver, CO 80202

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Confidentiality Information

Below is information regarding any on-going requirements that may exist after your separation from the City and County of Denver.

Code of Ethics Questions related to any on-going requirements that may exist after your separation from the City and County of Denver under the department/agency’s confidentiality agreement or the Denver Code of Ethics, contact the Office of Human Resources and/or the Denver Board of Ethics.

Contacts Board of Ethics

Web: www.denvergov.org/ethics

Email: lori.weiser@denvergov.org

Phone: 720.865.8412

Address: Webb Municipal Building 201 W. Colfax Ave., Dept. 703 Denver, CO 80202

Office of Human Resources

Web: www.denvergov.org/humanresources

Phone:

Address:

720.337.4357 Office of Human Resources 201 W. Colfax Ave., 4th Floor Denver, CO 80202