Please refer to the following instructions when preparing for a faculty member's retirement:

Regular (not civil service) Faculty Retirement

Civil Service Faculty Retirement

Phased Retirement

Faculty Post Retirement Appointments

Comparison of Phased Retirement and Post Retirement Appointments

Faculty Emeriti

  

Non-civil service

  1. The faculty member should inform his or her chair or unit director, in writing, of the faculty member’s intent to retire, and the effective date of the retirement. The faculty member should inform the chair of intent to retire at least six months ahead of the retirement date, though it should be noted that a recommendation for retirement form and Board of Trustees action will not be created until the period of preparation for the Board of Trustees meeting closest to the retirement date.
  2. The faculty member should discuss their retirement with a retirement officer in the UK Employee Benefits office. 
  3.  The chair or unit director forwards the retirement letter to the Assistant Dean for Academic Administration, who shares the letter with the Dean, the CAFE Business Office, UK Human Resources, and the Provost.
  4.  Prior to the Board of Trustees meeting closest to the faculty member’s retirement date, a retirement officer in UK Employee Benefits creates a recommendation for retirement form and sends it to the faculty member’s department. The form must be signed by the department chair and the Assistant Dean for Academic Administration, on behalf of the Dean, before being returned to UK Employee Benefits.
  5.  The Assistant Dean for Academic Administration creates a Board of Trustees action in the faculty database for the retirement and sends this action to the Provost for approval.
  6.  The UK Employee Benefits office informs the Provost’s Office of retirements ahead of each Board of Trustees meeting, so that they may be placed on the Board of Trustees’ agenda for review.
  7.  A few weeks prior to retirement, the department’s HR Administrator should ensure that leave entry is up to date, verify the faculty member’s forwarding address, and recommend that the last pay stub/W2 be printed for record keeping.
  8.  After last accruals hit SAP, the department HR Administrator should enter any applicable leave pay outs.
  9.  Prior to the payroll deadline, the department HR Administrator should review the remuneration statement to ensure everything looks correct.
  10. The department should complete an Employee Exit Checklist
  11. All faculty members who retire after receiving tenure at the University of Kentucky are automatically considered Faculty Emeriti upon retirement. More information about emeritus status is available on the Faculty Emeriti web page

 

 

Civil Service Faculty Retirements

  1. The faculty member should inform his or her chair or unit director, in writing, of the faculty member’s intent to retire and the effective date of the retirement. The faculty member should inform his or her of intent to retire at least six months ahead of the retirement date. In most cases, the effective date for a Civil Service retirement should fall on the last day of a month.
  2. The faculty member should discuss his or her retirement with Le Anne Herzog in the CAFE Business Center.
  3. The chair forwards the retirement letter to the Assistant Dean for Academic Administration who shares the letter with the Dean, UK Human Resources, and the Provost.
  4. The Assistant Dean for Academic Administration creates a Board of Trustees action in the Faculty Database, noting the Civil Service status of the faculty member in the E01 comments box, and forwards this action to the Provost for approval.
  5. Approval of the retirement ends at the Provost’s level, and no recommendation for retirement form is created for civil service retirements.
  6. A few weeks prior to the retirement date, the department HR Administrator should ensure that leave entry is up to date, verify the faculty member’s forwarding address, and recommend that the last pay stub/W2 be printed for record keeping.
  7. Prior to the last ZPAR deadline, the department HR Administrator will prepare a Separation Sheet, obtain the necessary signatures, and forward it to the Ag Business Center. Please make sure any terminal leave amounts are listed and enter “Federal Retiree” in the comments section of the form.
  8. After the last leave accruals hit SAP, the Ag Business Center will enter any applicable leave amounts.
  9. Prior to the payroll deadline, the department HR Administrator should review the remuneration statement and ensure that everything looks correct.
  10. The department should complete the Employee Exit Checklist.
  11. All faculty members who retire after receiving tenure at the University of Kentucky are automatically considered Faculty Emeriti upon retirement. More information about emeritus status is available on the Faculty Emeriti web page