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USA Operations Centers Retirement Procedure May 2017
As this policy is reviewed, please note the following State/area for which exceptions exist:
California
Specific details on each exception may be found within the General Information section of this text.
Employees can elect early retirement as early as age 55 or unreduced retirement as early as age 62. Employees should notify their management of their intent to retire and will initiate retirement online through the Joyner Benefits Resources website or by contacting Joyner Benefits Center. An associate must be within 90 days of their retirement date to initiate retirement online or through the Joyner Benefits Center. Employees should notify their supervisor of their intent to retire as soon as possible to allow time for recognition.
To prevent loss of other employee benefits (see Benefits at Retirement), the termination date must be the last day in the month immediately prior to the retirement date and the retiree must begin receiving retirement payments immediately.
If an employee elects to defer retirement, the record will be keyed as a termination and not a retirement. To understand the benefit eligibility for termination or retirement refer to (Benefits at Termination and Benefits at Retirement). Also refer to the Enterprise Incentive Plan information under Plan Administration Change in Employment Status.
An employee may retire in conjunction with a Qualifying Termination Date (QTD) if the employee is eligible to participate in the Voluntary Severance Payment Plan or Involuntary Severance Payment Plan and is a vested employee on the day immediately preceding the QTD. If the established QTD is not the last day of the month, the QTD date may be extended to the last day of that month for retirement election purposes. Additional information regarding the Transition Policy can be found under Policy Employee Transition.
An employee who is out on Short Term Disability (STD) and is considering retirement, should contact HR Employee Care to discuss the impacts of retiring while out on STD. If eligible for severance benefits see the Employee Transition policy or Short Term Disability policy for more detail.
This chapter discusses what should happen from the time of notification until the effective retirement date for an employee retiring from an active status.
NOTE: If a former Joyner employee contacts Joyner inquiring about beginning Retirement Plan benefits, the individual should be directed to the My Joyner Benefits Resources website or call the Joyner Benefits Center.
The following material only summarizes certain portions of the Joyner Retirement Plan for United States Employees. If this summary contains any statements that disagree with the actual Plan language, the actual Plan language shall control.
State Exceptions
California
Notice to Employee as to Change in Relationship California labor code requires a change in employment status be properly documented. California management needs to complete the Notice to Employee as to Change in Relationship form to document the change in status for leaves of absence.
California Only: Supervisor completes the Notice to Employee as to Change in Relationship and provides the For Your Benefit: California’s Programs for the Unemployed (DE232) notice to the employee. If the employee is out of the office, mail a completed copy to the address on file along with the Change in Relationship cover memo.
The form should be completed by an employee’s supervisor when:
an employee requests a leave of absence (i.e. personal leave, family leave, etc.), including intermittent leaves
an employee is placed on an unpaid administrative leave
an employee is out on military leave
HR Employee Care will complete the Notice to Employee as to Change in Relationship form to document the change in status for voluntary terminations, involuntary terminations and layoffs,
The form will be completed by the HR Employee Care when:
the employee voluntarily or involuntarily terminates from Joyner
an employee retires
an employee is laid off
Final Pay: Timing of your final pay, including PTO or any applicable bonus will be paid according to your current payment method and state specific law. Some states require all wages be paid immediately upon the last date of employment.
For more information about your specific state guidelines, contact the HR Employee Care Services.
Notify management of intent to retire as soon as you have selected a retirement date.
Initiate retirement on the My Joyner Benefits Resources website within 90 days of the effective retirement date. NOTE: employees cannot initiate retirement online or through the Joyner Benefits Center any sooner than 90 days prior to the retirement date.
If an employee contacts the HR Employee Care about initiating retirement the employee should be instructed to:
Notify their management of their plans to retire
Advise employee once they notify their management they can initiate retirement online through the My Joyner Benefits Resource website once they are within 90 days of their retirement date.
NOTE: if employee is an involuntary termination over 55 refer to the Discharge Policy – Performance Support Representative for completion of the Over 55 Involuntary Termination form.
Once an employee initiates retirement the HR Employee Care will receive notification of the retirement the following week and the HR Employee Care Services will:
Send an email to the retiring employee confirming they initiated retirement. The email will include a link to order a retirement gift.
Send an email to the retiring employee's supervisor with a link to the Congratulatory letter Retirement Acknowledgement - Supervisor Letter. This letter will need to be filled out and sent to the retiring employee with a carbon to the Department Head. This email will include additional action items such as:
Retirement Recognition
Last Day in the Office
Manager Self Service
Send a separate email to the supervisor Company Property Collection Checklist
California: Send the "Change in Relationship Cover Letter" along with two Notice to Employee As to Change in Relationship - California Only forms and a self-addressed envelope. The supervisor should sign and date each form.
If an employee wants to change the date of their retirement, they must first discuss this with their management. If the employee’s retirement date will change, the employee should be instructed to cancel retirement online through the My Joyner Benefits Resource website and initiate retirement with the new date.
Revokes Retirement
If an employee wants to revoke their retirement, they must first discuss this with their management. If the employee will not be retiring, the employee should be instructed to cancel their retirement online through the My Joyner Benefits Resource website.
If applicable submit an MSS correction.
401(k) Savings Plan Questions regarding the 401(k) Savings Plan and what to do to begin payments should be directed to the Joyner Benefits Center website or call the Joyner Benefits Center.
Health & Welfare Group Benefits Joyner will notify the Joyner Benefits Center of an employee’s retirement on the first business day after their effective date of retirement. At that time, the Joyner Benefits Center will send the retiree information regarding their eligibility and benefits as a retiree. Questions regarding group benefits as a retiree should be directed to the Joyner Benefits Center website or call the Joynrer Benefits Center.