FINAL Transition Exit Information Packet

GOVERNMENT OF THE DISTRICT OF COLUMBIA
D.C. Department of Human Resources

Transition Exit
Information Packet
Executive & Excepted Services Employees
Brender L. Gregory
Director

Adrian M. Fenty Brender L. Gregory

Mayor Director
Transition Exit Orientation Session

Executive and Excepted Services Employee Benefits Information
Separation Pay
A. Executive Service
Executive Service employees may be paid separation pay upon separation, at the discretion of the Mayor.
Separation pay will not be paid if an Executive Service employee separates before December 17, 2010. If
separation pay is authorized, you will receive a lump sum payment in accordance with your employment
agreement, unless you are eligible to receive an annuity under a retirement program for District government
employees.
B. Excepted Service
Excepted Service employees are eligible for separation pay upon separation. Separation pay will not be paid if an
Excepted Service employee separates before December 17, 2010. Separation pay will be disbursed through a
mailed check or direct deposit (whichever method is currently used to pay your salary). Your separation payment
should be received within 3 to 6 weeks after the date of your separation.
Note: By law, separation pay for Excepted or Executive Service employees who have been employed by the
District government for less than 1 year shall not exceed 4 weeks of the employees’ basic pay. Separation pay for
other Excepted and Executive Service shall not exceed 12 weeks of the employees’ basic pay.
Note: Excepted or Executive Services employees who are reemployed by the District government after the
separation date but before the period covered by the separation pay is completed are required to refund the
portion of separation pay for the period he/she is working in the new District government position.
Note: Separation pay is not payable to any Excepted or Executive Services employee who accepts an
appointment to another position in the District government without a break in service; or an employee who, at the
time of separation, is eligible to receive an annuity under a District government retirement program.
Annual or Universal Leave Lump-Sum Payments
Individuals who are separated from District government service (via, retirement, termination, resignation, etc.) are
entitled to receive a lump-sum payment (in a separate check) for unused annual or universal leave. It normally
takes approximately 3 to 6 weeks from the date of separation to receive the lump-sum leave check.
Sick Leave
Sick leave hours have no monetary value. Thus, there is no payment for unused sick leave upon separation.
Unused sick leave at the time of your separation (termination, resignation, etc.) will be credited if you are
reemployed by the District government within 3 years of your separation date. For employees covered by the Civil
Service Retirement System (CSRS) who are eligible for retirement, all unused sick leave is added to the number
of years and months of service for annuity computation purposes.
2


Health Benefits
Your health benefits enrollment under the District of Columbia Employee Health Benefits Program (DCEHB) or
Federal Employees Health Benefits (FEHB) terminates on the last day of the pay period in which you separate
from District government service. However, while your enrollment terminates on this date, your health benefits
coverage will extend for 31-days after the enrollment termination date at no cost to you.
You can continue your coverage beyond the 31-day extension period in 2 ways: (1) you can convert to a non-
group contract at your expense, which usually has a higher premium cost than your current premium; or (2) you
have the right to temporarily continue your health benefits coverage for up to 18 months after your separation
under the Temporary Continuation of Coverage (TCC) plan. If you elect TCC, you must pay the full amount of the
premium (there is no District contribution) plus a 2% administrative charge. For example: The cost of the current
Aetna HMO Self Only policy is $109.13 monthly – under the TCC, this policy would cost $445.23 per month. The
current Aetna HMO Self and Family policy is $283.72 monthly – under the TCC, this policy would cost $1,157.60
per month. Please note that rates are subject to change with the new plan year that begins January 3, 2011.
You may contact our Benefits and Retirement Administration at (202) 442-7627, for assistance in enrolling in
TCC. Your registration form must be received within 60 days of your date of separation. However, whenever you
enroll, you are responsible for all premiums from the 1st day after the end of the 31-day “extension” period
described above.
Dental, Vision, and Flexible Spending Benefits

Your dental, vision, and flexible spending (health, dependent care, commuter) benefits end the day of your
separation. Employees can submit claims for services that were rendered on or before the date employment
terminates. For additional information regarding your dental, vision, and flexible spending accounts, you may
contact our Benefits and Retirement Administration at (202) 442-7627.
Short-Term and Long-Term Disability

Short-term and long-term disability coverage ends the day an employee is terminated. There is no portability of
disability coverage under the District’s contract.
Indemnity Insurance
If you have an indemnity insurance policy through AFLAC, the policy can be continued following your separation
from District government service.
Life Insurance Benefits

If you have life insurance coverage through the Federal Employees’ Group Life Insurance Program (FEGLI) or the
D.C. Employees’ Group Life Insurance Program (DCEGLI), your coverage will end the last day of the pay period
in which you are separated. You may convert your FEGLI or DCEGLI coverage to an individual policy. The
conversion coverage is effective on the day following the last day of the pay period of separation and the
applicable premiums must be paid in order to convert to an individual policy. If you are interested in converting
your life insurance policy, please contact our Benefits and Retirement Administration at (202) 442-7627.
3


Retirement Benefits- D.C. Defined Contribution Plan
Employees first hired on or after October 1, 1987 are covered by the Defined Contribution Pension Plan (401(a)
Plan). The contribution that the District government makes to the retirement program is placed into an account on
your behalf. Participants vest incrementally based on the following schedule:
Years of Creditable Service Vested Percentage
Less than 2 years 0%

2 years of service 20%
5 years or more 100%
If you are vested in the 401(a) Plan, you have several choices regarding the money in your plan account upon
separation:
-Keep the money in the plan

-Receive a lump sum payment
-Receive a payment in installments
-Convert to an annuity
You can get additional information by contacting an ING representative at (202) 442-9749.
Retirement Benefits – Civil Service Retirement System (CSRS)

You may apply for CSRS retirement if you are eligible to retire on or before December 31, 2010 under either the
Optional or Voluntary Early retirement provisions of the CSRS. To exercise the optional retirement option, you
must submit your application for retirement prior to notification of termination.
Optional Retirement Voluntary Early Retirement
Age 55 and 30 years of service Age 50 and 20 years of service*

Age 60 and 20 years of service Any age and 25 years of service*
Age 62 and 5 years of service Age 62 and 5 years of service
a n *Please note that your retirement annuity will be reduced
by 2% for each year you are under 55
Early
If you have received a notice of separation from your position you may be entitled to an immediate annuity under
the discontinued service provisions of the CSRS.
To determine your retirement eligibility, please contact our Benefits and Retirement Administration at (202) 442-
7627.
4


D.C. Deferred Compensation Program
If you are a participant in the 457(b) Deferred Compensation Program (457(b) Plan) for the District government,
you may elect 1 of the following options:
- Keep the money in the plan

-Receive a lump sum payment
-Receive payments in installments
-Convert to an annuity
-Rollover the money into another eligible plan
For additional information on the 457(b) Plan, please contact the ING Plan Administrator at (202) 442-9749 or
(800) 584-6001.
Unemployment Compensation
An employee who resigns at the request of his or her employer, through no fault of the employee (for example,
due to a change in the Administration), is considered to have been involuntarily separated from the employer. An
employee involuntarily separating from an employer is entitled to unemployment insurance compensation once
unemployed. However, please note that you cannot receive separation pay and unemployment compensation at
the same time.
As soon as you separate from District government employment, you may apply for unemployment benefits. The
District of Columbia offers 2 ways to file for unemployment compensation – Internet (www.jobs.dc.gov) and via
telephone. The Department of Employment Services (DOES) strongly recommends that individuals seeking
unemployment benefits do so online for quicker service. Additional information on applying for unemployment
benefits is included in the FAQ section of this Packet.
Return of District Government Property

As an employee separating from the District government, you must return all District government property in your
possession, including cell phones, personal digital assistants, and parking space placards. Your agency's Human
Resources (HR) Advisor should provide you with a list of the government property that must be returned. If an
employee fails to return any District government property, the value of the property will be deducted from the
employee’s final paycheck.
After your termination date, all of your user names and passwords for District government technology systems,
including your network log-in and PeopleSoft access will be deleted immediately.
Payroll
Final regular payroll checks will be issued during the normal pay cycle, as follows:
Final Pay Period Worked Final Paycheck – Pay Group 1 Final Paycheck – Pay Group 2
11/21/10 – 12/4/10 Tuesday, 12/14/10 Friday, 12/17/10
12/5/10 – 12/18/10 Tuesday, 12/28/10 Friday, 12/30/10
12/19/10 – 1/1/11 Tuesday, 1/11/11 Friday, 1/14/11
5


Employees with outstanding debts, including but not limited to outstanding insurance payments, the use of
unearned vacation and/or sick time, and failure to return all District government property will have the appropriate
amount deducted from this final check. If the check amount does not cover this debt, you will be billed for the
remaining amount. To ensure proper disbursal of paychecks, please discuss all above matters with your agency's
HR Advisor prior to your termination date. Separation pay checks will be dispersed through the mail or direct
deposit.
Your final paycheck will be disbursed through a mailed check or direct deposit (whichever method is currently used to pay
your salary).
Post-Employment Conflict of Interest

There are statutory post-employment conflict-of-interest restrictions that apply to certain Excepted and Executive
Services employees. These restrictions include both permanent and time-limited restrictions on post-employment
representation on counseling on particular matters with which the employee was associated during his or her
District government employment.
For information or advice concerning potential post-employment conflicts of interest, please contact Thorn Pozen,
D.C. Ethics Counselor, at (202) 727-0872.
6


Frequently Asked Questions
Payroll
Question: When will I get paid for any unused annual leave?
Answer: An employee separating from District government will be paid for any unused annual leave in a lump-sum
payment within 3 to 6 weeks from the date of separation. The payment will be made through a mailed check or
direct deposit (whichever method is currently used to pay your salary).
Question: How will my payments be taxed?
Answer: Regular wages and separation payments are taxed in accordance with your W4 withholdings. Annual and
universal leave payments are taxed at a federal tax rate of 25% of the gross amount and state taxes are
calculated at 15% of the federal tax withholding amount. However, large separation payments normally result in
large tax withholding greater than your regular biweekly tax deductions.
Question: How do I request a refund of my retirement contributions?
Answer: An employee covered by the Civil Service Retirement System (CSRS) should contact the U.S. Office of
Personnel Management at (202) 606-0500; however, you must wait at least 30 days after termination. An
employee covered by the DC Defined Contribution Plan (401(a) Plan) should contact the Benefits and Retirement
Administration at 442-7627.
Benefits
Question: Will there be any sessions to discuss topics such as:
• Transitioning 457 Deferred Compensation Plan (DCPLUS); and
• Transitioning 401(a) Retirement Plan
Answer: Yes, there will be sessions with ING, and DCHR Benefits Specialists will also be present to answer
questions, as some separating employees may not be vested, or may have other benefits questions that the ING
staff cannot answer. The following dates, times, and locations for the sessions are tentative, and will need to be
confirmed by the DCHR:
• Wednesday, November 3, 2010, 1p.m. at the John A. Wilson Building

• Thursday, November 4, 2010, 1 p.m. at OJS
Question: If an employee resigns as a result of the mayoral transition (change in administration), will
he/she still be eligible for Temporary Continuation of Coverage (TCC) and other termination-related health
benefits?
Answer: An employee who resigns can still participate in TCC for a period of 18 months; however, the employee must elect to
do so within 60 days of his or her separation. (For more information, see the Health Benefits section above)
Question: What is the distinction between being terminated versus resigning from my District government
position in terms of benefits and future employment with the District government?
7


Answer: Employees are submitting resignation letters at the request of the Mayor. If the resignation is accepted, the
employee will receive a 15-day notice of separation (if the employee does not submit a letter of resignation, he or she will
also receive a 15-day notice of separation). Because the employee is receiving a 15-day notice of separation, he or she will
be eligible to extend his/her health and life insurance as specified in this Packet, as well as receive unemployment benefits.
Additionally, the employee will be eligible for separation pay as explained herein. If the employee resigns before the
resignation is accepted by the Mayor, the employee may not be eligible for separation pay or unemployment benefits.
Unemployment Compensation Benefits

1. Question: What information do I need to have available in order to apply for unemployment benefits?
Answer: To begin the process to file for your unemployment benefits, you will need to have the following information
readily available:
• Your most recent employer’s name, address, and telephone number

• Your dates of employment;
• Your social security number;
• Your Alien Registration Number, if you are not a US Citizen;
• Your DD214, if you were a member of the military during the prior 24 months;
• Your Standard Form 8 or Standard Form 50, if you were employed by the federal government during the prior 24 months; and
• Severance pay information (only applicable if you did or will receive severance pay).
2. Question: Will I be eligible for unemployment benefits if I resign as part of the transition?
Answer: If you are otherwise eligible for unemployment and your resignation is being tendered at the request of
your employer (the Mayor, the Mayor’s designee, or your agency director/supervisor), then your separation is
considered involuntary, and you are eligible for unemployment benefits. However, if you resign independent of
your employer’s request this is considered a voluntary quit, and you may not be eligible for unemployment benefits.
In order to determine eligibility, you must apply for unemployment benefits at which time your case will be
assessed.
3. Question: When is the earliest that I can file my initial claim for unemployment compensation benefits?
Answer: You can file your claim immediately following the last working day for which you were employed. For
example, if you tendered your resignation on November 3, 2010 but your last day of employment is January 1,
2011 you can file effective January 2, 2011.
4. Question: Can I receive unemployment insurance if I am also receiving separation/ severance pay?
Answer: Severance pay is considered earnings for unemployment purposes and must be reported as such. You cannot
receive unemployment insurance benefits for any week that a severance payment is intended by the employer to cover. For
example, assume an employee’s last day of employment is December 31, 2010, and on that day he/she receives a lump sum
severance payment intended to cover 6 weeks of employment. This individual may apply for unemployment benefits
effective January 3, 2011; however, he/she will not qualify for unemployment benefits payments until the 6 weeks of
severance have been exhausted and his/her one week waiting period has been served.
5. Question: How do I file my initial claim for benefits?
Answer: You can file your initial claim for benefits over the Internet at www.jobs.dc.gov. Click on red tab “Claim
Unemployment Benefits” in the upper area of your screen. If you are unable to file your claim online, you can file over the
telephone by calling (202) 478-5937.
8


6. Question: When I file my claim, what is the correct answer on the unemployment application regarding why I am
no longer working?
Answer: If you leave your employment after the employer requests your resignation, the separation is considered “laid
off/lack of work” and should be noted as such on your application. If you have any questions about the process and need to
speak to someone about your claim, please call (202) 478-5937. If you leave your employment prior to or without your
employer requesting your resignation, your separation is considered a voluntary quit (VQ) and must be noted on your
application as such.
7. Question: How much can I collect on unemployment?
Answer: Based on your salary you will be entitled to between $50 per week and $359 per week; $359 is currently the highest
weekly benefit amount that the District pays. The maximum amount that you may collect is twenty six times this weekly
benefit amount.
8. Question: After filing my initial claim, how do I get paid?
Answer: You must file for benefits every week. You may file for benefits online at www.jobs.dc.gov (click on "Claim
Unemployment Benefits”). You may also file your weekly claim for benefits by telephone at (202) 478-5937. In order for your
certification to be considered timely, you must certify within 21 days after the first week ending date on the claim form.
9. Question: When can I expect my first payment?
Answer: If otherwise eligible, you should receive your first unemployment insurance benefit payment within 21 days after you
file your claim. Note: Under District law the first full week of certified eligibility is a non-payable waiting period. Therefore you
will not receive your first benefit payment until after you certify for your second week of benefits.
10. Question: Can I request my unemployment checks be directly deposited into my bank?
Answer: Yes. You will be given the option to request direct deposit when you file your claim online. If you do not request
direct deposit when you file online, after you receive your password (which will be sent to you about a week after your file the
claim) you can log back into www.jobs.dc.gov, click on "Claim Unemployment Benefits,” enter your social security number
and password, and then click on “direct deposit.” Signing up for direct deposit is quick and easy and lessens the chance of
checks getting lost in the mail, and your benefits will generally be deposited in your account on the second business day after
you file your weekly claim (depending on your bank).
11. Question: How will benefits be paid?
Answer: Benefits will be paid either by check or, if you choose, by direct deposit to your designated financial institution. Direct
deposit is the safest and most reliable method of payment. If you choose direct deposit, benefits will generally be deposited in
your account on the second business day after you file your weekly claim (depending on your bank).
12. Question: Are unemployment compensation benefits taxable?
Answer: Yes. Unemployment insurance benefits are taxable. If you wish, you can request the District to withhold the taxes
from your unemployment insurance benefit payments. One of the questions on your initial claim application will be whether
you wish to have taxes withheld from you unemployment benefits. If you elect to have taxes withheld, 10% of your weekly
benefit amount will be withheld for federal income taxes and 5% for District income taxes.
13. Question: If I receive a lump sum annual leave payment after filing for benefits, must I report this payment?
Answer: No. A lump sum annual leave payment is not considered earnings under DC law.
9


General
Question: To whom will I physically submit my letter of resignation?
Answer: You are to submit your letter of resignation to the Mayor’s Chief of Staff, with a copy to the Director of the D.C.
Department of Human Resources.
Question: Will I have to repay the separation pay received if I am re-hired by a private employer or the federal government
after my separation date but before the period covered by my separation pay is completed? Can I keep my separation
pay?
Answer: The requirement to repay the separation pay under the circumstances described in your question is limited to
reemployment with the District government.
Question: What, if any, are the restrictions around an Excepted Service employee applying for a Career Service
position within the District government?
Answer: There are no restrictions on Excepted Service employees applying for Career Service positions within the
District government. However, during the 6-month period prior to a general election, Excepted Service employees
cannot be appointed non-competitively to Career Service positions.
Question: What happens if an Excepted Service employee does not resign?
Answer: He or she will receive a 15-day notice of separation on or before December 15, 2010.
Question: What will be the effective date of letters of resignation submitted by Executive Service employees?
Answer: Friday, December 31, 2010.
Question: Are Capital City Fellows exempt from the “Excepted Service” requirement?
Answer: Individuals appointed to Capital City Fellows positions are appointed into the Excepted Service, but under
a different authority (D.C. Official Code § 1-609.04(6) – Special Excepted Service appointments) than the personal
staff of the Mayor and appointees to Excepted Service policy positions, both of which are appointed under D.C.
Official Code § 1-609.03(a)(1) and (2). For that reason, Capital City Fellows are not impacted by the transition.
Important Phone Numbers

DCHR, Benefits and Retirement Office 202- 442-7627
ING Plan Administrator 202-442-9749
One-Stop Career Center-1500 Franklin Street., N.W. 202- 576-3092
One-Stop Career Center- 2626 Naylor Road., S.E. 202- 645-3413
Office of Pay and Retirement Services 202- 741-8600
US Office of Personnel Management 202-606-0500
DOES Unemployment Office 202-724-7000
10


SAMPLE LETTER OF RESIGNATION
Department Letterhead

Date
The Honorable Adrian M. Fenty

Mayor of the District of Columbia
1350 Pennsylvania Avenue, N.W.
Suite 316
Washington, D.C. 20004
Dear Mayor Fenty:
Pursuant to your request of __________________, 2010, I am submitting my resignation from my

position in the Executive Service (or Excepted Service), to be effective upon acceptance.
When I accepted this Executive Service (or Excepted Service) appointment I understood that I would
serve at the pleasure of the appointing authority, and that if still serving in this capacity during a
transition in administrations I would be asked to submit my resignation as a courtesy to the new
Mayor.
It has been an honor to serve in your administration and to contribute to the transformation of the
District of Columbia government.
I offer my continued service to the new Administration, but I understand there are a number of reasons
why the incoming Administration may decide not to retain me as an Executive Service (or Excepted
Service) employee.
If you have specific questions concerning this letter of resignation, please contact me directly at
________________.
Sincerely,
Name
Position Title
11


SAMPLE TRANSMITTAL MEMO
GOVERNMENT OF THE DISTRICT OF COLUMBIA

Department of Human Resources

Office of the Director
MEMORANDUM
TO: Mayor’s Cabinet
FROM: Brender L. Gregory

Director
DATE:
SUBJECT: Excepted and Executive Service Employees

Attached is a list of Excepted and Executive Service employees for your agency. These individuals
should be notified of the transition process for the Fenty Administration.
All Excepted and Executive Services employees must tender their resignations to the Mayor’s office on
November 19, 2010, with a copy to the Director of the D.C. Department of Human Resources.
To facilitate this process, the DCHR will provide each Agency’s director with sample resignation letters
by Friday, November 5, 2010. Any Excepted or Executive Service employees that will be retained by
the incoming administration will be notified of this decision approximately by Wednesday,
December 15, 2010.
Please acknowledge receipt of the list of your agency’s Excepted and Executive Service employees
affected by the transition process by signing this Memorandum and return to my office by close of
business on _____________, _____________, 2010.
If you have any questions, please contact me at (202) 442-9600.
___________________________ ___________________
Signature Date
___________________________
Name (Print)
cc:
12


441 4th Street, NW, Suite 330S, Washington, D.C., 20001
NOTES
13

FINAL Transition Exit Information Packet

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

FINAL Transition Exit Information Packet

Uploaded by

Copyright:

Available Formats

Adrian M. Fenty Brender L. Gregory

Executive and Excepted Services Employee Benefits Information

Annual or Universal Leave Lump-Sum Payments

Dental, Vision, and Flexible Spending Benefits

Short-Term and Long-Term Disability

Life Insurance Benefits

Years of Creditable Service Vested Percentage

Less than 2 years 0%

-Keep the money in the plan

Retirement Benefits – Civil Service Retirement System (CSRS)

Optional Retirement Voluntary Early Retirement

Age 55 and 30 years of service Age 50 and 20 years of service*

- Keep the money in the plan

Return of District Government Property

Post-Employment Conflict of Interest

Question: How will my payments be taxed?

Question: How do I request a refund of my retirement contributions?

• Wednesday, November 3, 2010, 1p.m. at the John A. Wilson Building

Unemployment Compensation Benefits

• Your most recent employer’s name, address, and telephone number

5. Question: How do I file my initial claim for benefits?

7. Question: How much can I collect on unemployment?

8. Question: After filing my initial claim, how do I get paid?

9. Question: When can I expect my first payment?

11. Question: How will benefits be paid?

12. Question: Are unemployment compensation benefits taxable?

Question: What happens if an Excepted Service employee does not resign?

Answer: Friday, December 31, 2010.

Important Phone Numbers

SAMPLE LETTER OF RESIGNATION

The Honorable Adrian M. Fenty

Dear Mayor Fenty:

Pursuant to your request of __________________, 2010, I am submitting my resignation from my

SAMPLE TRANSMITTAL MEMO

GOVERNMENT OF THE DISTRICT OF COLUMBIA

TO: Mayor’s Cabinet

FROM: Brender L. Gregory

SUBJECT: Excepted and Executive Service Employees

If you have any questions, please contact me at (202) 442-9600.

You might also like