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Layoff Information and Resources

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1 Layoff Information and Resources
Department of Enterprise Services Public Employees Benefits Board Employment Security Department Workforce Development Council Department of Retirement Systems Welcome & thank you for coming to the Layoff Information & Resources Session. My name is Rhonda Bell; I’m a Human Resource Consultant Supervisor at the Department of Enterprise Services. We’re here because we know going through a layoff is stressful – it’s can be similar to losing a family member and you can go thru the same stages of grief & sense of loss. We want to help alleviate some of that stress by providing you with support, resources & information today.

2 Welcome Washington State is facing tough economic times; if you’ve heard you will be directly impacted you may have questions and concerns. We hope the information and resources provided today can better prepare you for the layoff action you will be facing and decisions you will need to make. This session was put together in partnership and sponsored by: Department of Enterprise Services Public Employee Benefits Board/Health Care Authority Employment Security Department WorkSource and Unemployment Insurance Department of Retirement Systems Most of us at this point have been affected by the economy or know someone who has – a friend or family member maybe; when it comes to handling a layoff everyone is different. Some will be ready to start a new job search right away and others will want to wait awhile before they are ready to begin. That’s why we’ve put together these information packets and sessions so you will have the information when you’re ready. Participants today include: Department of Enterprise Services, including a representative from EAP- the Employee Assistance Program, Health Care Authority, Employment Security-including WorkSource & Unemployment Insurance, & Department of Retirement Systems. We’ve had similar sessions in the past when state layoffs were occurring – early 1992 & We have monthly sessions scheduled through the end of the year (and will in all likelyhood into the new year). These are posted on WA State’s Human Resources website home page - (formerly the Department of Personnel’s website-change the DOP to HR) along with many resources for those of us experiencing layoff.

3 Agenda Welcome What materials are in your packet
Department of Enterprise Services Public Employee Benefits Board/Health Care Authority Employment Security Department Workforce Development Council WorkSource Unemployment Insurance Employee Assistance Program Department of Retirement Systems and Deferred Compensation WA State Labor Council Here is the agenda for today, so you know what to expect Each participating agency has a representative here to talk about their specialty areas Please note we will take a short break just prior to Phil talking to us about Unemployment Insurance. Please note we will not be able to answer specific questions about layoffs or bump options within your agency In 2005 Civil Service Reform changed how we are able to respond to questions because there are so many more variables now than when we were all under the rules. Today several employees are covered by Collective Bargaining Agreements, others are non-represented & each agency has developed policies around the layoff process.

4 Welcome/Logistics Logistics Restrooms Emergency Exits
Overview of Materials in the Packet Power Point is not a handout, however it is available on-line Your Feedback is Important to Us Evaluation form Several such sessions Let’s go over some logistics: Rest rooms are located across the hall from the training room. In the event of an emergency, go out the door to the right and down the stairs and meet together by the street (we will have the sign-in list (are you all signed in?) to ensure we are all accounted for). The blue folder you’ve been provided, labeled ‘Layoff Information & Resources’, includes: Information from HCA regarding your health benefits Info card from EAP reminding us about stress management Unemployment FAQs & contact information 2 handouts from DES about layoff resources DRS Account info A short (green) evaluation form we’d like you to complete at the end of the session – we read all your comments, as they help us determine what to add or improve upon for future sessions. We have made modifications to the presentation based on our participants suggestions.

5 Department of Enterprise Services (DES)
General Layoff Information Layoff Lists General Government Transition Pool Resources and Services Visiting or Contacting Us Question/Answer Here is the list of information I will cover today: General Layoff Info Layoff Lists General Government Transition Pool (GGTP) Resources & Services Info regarding visiting and/or contacting us Q&A Questions are welcomed, I encourage you to ask questions as we go. The power-point is not included in the handout, but it is on the Human Resources website, I’ll share the link shortly.

6 General Layoff Information
Layoffs are governed by either WAC and agency/institution policies for non-represented employees, or the applicable Collective Bargaining Agreement for represented employees. Read slide

7 General Layoff Information
Differences in Process for Represented and Non-Represented Employees Represented Employees – If your position is covered by a collective bargaining agreement, be sure to review your collective bargaining agreement Contacts: Your local agency human resource office and your union representative Non-Represented Employees – If your position is not covered by a collective bargaining agreement, be sure to review civil service rules and agency policies Contacts: Your local agency human resource office and the Rules Office at the Office of the State HR Director: There’s differences in the layoff process for represented & non-represented employees: For the represented employees, layoffs are governed by your Collective Bargaining Agreement and your agency policies For non-represented employees, layoffs are governed by the Civil Service rules (Chapter 46) & your agency policies. I would suggest you review these rules, as well as checking out Chapter 19, the chapter on appointments. There are over 20 union contracts for state employees which is why we are not able to answer specific scenario questions. Most times there are employees from multiple agencies in these sessions; sometimes there can be employees in the same exact job class under two different contracts or there is a mix of represented and non-presented employees. I suggest you check with your agency HR office to find out about your agency layoff policy-typically posted on agencies’ internal websites. The Rules Office at is a great resource for rule interpretation for non-rep’d employees. Connie & Kristie are quick to respond.

8 General Layoff Information
While there are several reasons for a layoff, primary reasons include: Lack of funds Lack of work Organizational changes Examples of layoff actions due to lack of work may include, but are not limited to: Termination of a project; Availability of fewer positions than there are employees entitled to such positions There are several reasons for layoff, but the primary reasons are for lack of funds, lack of work & organizational changes. Lack of work examples include termination of projects-we’ve seen this happening alot since Sept 2008 or sometimes there’s fewer positions than employees entitled to these positions as is currently happening as the Governor has recommended abolishing many of the boards & commissions we have. Another example of fewer positions than employees is when permanent general government employees take exempt positions and exercise their return rights coming back to their previous employment. The state is also moving towards ‘Shared Services’, combining like types of work. It is a hot topic: many employers are discussing centralizing back office activities i.e. HR, accounting & IT

9 Internal Layoff Lists The Internal layoff list contains names of eligible employees who have been laid off from that specific agency or institution Check with your agency HR Office to see if they maintain their own internal layoff list or if Department of Enterprise Services (DES) maintains the list Eligibility - 2 years from layoff effective date Effective 9/16/09 a rule change now allows rights to layoff lists to job classes held if break in service Read slide

10 Statewide Layoff Lists
Statewide layoff list(s) contain the names of eligible employees from other agencies or institutions To get on the statewide layoff list, contact the Department of Enterprise Services DES maintains the statewide layoff lists and internal for some agencies Eligibility - 2 years from layoff effective date Effective 9/16/09 a rule change now allows rights to layoff lists to job classes held if break in service Read slide

11 General Government Transition Pool (GGTP)
The GGTP is a resource for general government employees at risk of, or who have been laid off. It is a skill based data base maintained by the Department of Enterprise Services. To learn if you are able to get in the GGTP contact your agency’s human resource office. Washington Management Service (WMS) employees may be eligible for the GGTP. Created in 1993 at the request of then Governor Lowery when state was facing large layoffs and wanted a way to get talented laid off employees back into the workforce. Layoff lists get employees back to the job class they are laid off from, the GGTP is to keep them employed. Candidates are referred by skill level, rather than job class so you can be referred to positions you might not have held permanent status in, but rather to those you meet the skill set for. Once your position is considered ‘at risk’ by your agency you can get in the GGTP-your HR rep provides you a form to complete, you return it to them for signature (this verifies your eligibility) and it is forwarded to DES for entry. (You will receive an from the Layoff Administrator acknowledging your placement in the GGTP). We also recommend you including a resume which will be provided to hiring managers when requests are made for your skill set. You are eligible to be in the GGTP for 2 years from your layoff effective date. It is optional for agencies to check the GGTP for candidates for represented positions, but the Governor does encourage all state agencies to consider GGTP candidates before going outside state government to fill positions. There are over 1600 different general government job classes-the GGTP is a great way to get referred to these. Feb 2009 rule change-your name can remain in the GGTP if hired into a position with a lower salary than what you were laid off from. Waives do not count, so if you are called and are not interested you may decline with no penalty. Higher Education & exempt employees are not eligible.

12 Department of Enterprise Services Resources and Services
DES Website Layoff and General Government Transition Pool Information Links to the Office of Financial Management Labor Relations Office (Collective bargaining agreements) Civil Service Rules Links to other resources and information you’ll hear about today Step-by-Step processes for applying in the centralized recruiting system Information Packet, including the Layoff Information and Resources for employees (“checklist”) Read slide Check your packet and pull out the ‘Layoff Information & Resources for Employees’ handout (stapled, 4 pages back to back) We call this the ‘Employee Layoff Checklist – it’s wise to keep this handy as you go through the process; it has contact information to multiple resources: It is divided into 4 different sections: What you can do once you are notified your position is at risk, but before receiving your official layoff letter: attend a layoff session, apply to the GGTP, attend the Job Hunter Workshops at your local WorkSource Center, & continue applying for state jobs in the online system at careers.wa.gov Once you receive your formal notice and before you are separated: apply to layoff list, take your personal holiday (you are not cashed out for this-so don’t forget to take that time), & update your address in Employee Self Service After leaving state service: apply for health benefits, keep your layoff and GGTP contact info updated through DES.

13 Department of Enterprise Services Resources and Services
Service Center and Layoff Information Center: Computers available Staff to answer questions regarding the process to get on the layoff list or General Government Transition Pool. Sample resumes, cover letters, interviewing tips Information on future Layoff Information Sessions such as this one (including dates and locations) State Employment Workshops For schedule and locations: Job Seeker Support – assist with the online recruiting system, sample resumes & interview questions, can help set up free accounts, job searh tips Employment Workshops – 1st Monday of each month – 9:00 to 10:30

14 Department of Enterprise Services Visiting or Contacting Us
General Inquiries or Layoff Questions or or toll free Hours: 8:00 a.m. to 5:00 p.m., Monday through Friday Located at: 1500 Jefferson, Olympia I-5, exit 105 (State Capitol) Layoff PowerPoint presentation  Link to the PowerPoint presentation. Please note we are here to help, check out our resources. And please take a moment to fill out the green evaluation form.

15 Public Employee Benefits Board (PEBB)/Health Care Authority
PEBB Benefits PEBB Continuation of Coverage Options Accessing PEBB Benefits What to Expect Alternative to PEBB Coverage – Washington Health Program Resources Question/Answer

16 PEBB Benefits… PEBB Benefits When they will end if you take no action
Medical and Dental Insurance The last day of the month in which employment ends Basic Life Insurance Supplemental Life Insurance The earlier of (1) the last day of the month in which employment ends, or (2) the last day of the month in which the employee is eligible for the employer contribution or employee premiums were paid, whichever is later Basic Long-Term Disability The date employment ends Optional Long-Term Disability The last day of the month in which employment ends or the last day in which a required premium contribution was made Flexible Spending Account (FSA) & Dependent Care Assistance Program (DCAP) Participation ends the date employment ends *Auto/Home and Long-Term Care may continue as before. If using payroll deduction for Auto/Home, contact Liberty Mutual to make other payment arrangements.

17 Options to continue coverage…
You have options to continue most of your coverage The options depend on your situation

18 Overview of Options… You may have an option to:
Continue employment through reversion, a reduction in hours, or transfer to another agency Access benefits as an eligible dependent on the account of a spouse, WA state registered/qualified domestic partner, or parent Continue coverage for yourself and your eligible dependents on a self-pay basis Access benefits for yourself and your eligible dependents through retiree coverage

19 Option: Continued Employment…
Layoff employees are eligible for the employer contribution with eight hours or more per month of pay status for up to 24 months Examples include: Revert to a previously held position or a different position Have current position hours reduced Transfer to another agency Layoff employee must notify the employing agency of potential eligibility as a laid off employee per WAC After the 24th month, the employee must re-establish eligibility per WAC

20 Option: Coverage as a Dependent
Medical/Dental Coverage: No later than 60 days after losing coverage your spouse, state-registered/qualified domestic partner, or parent must complete the: Employee Enrollment/Change form, and Submit dependent verification documents Life Insurance Coverage: Employment ending – within 31 days of losing coverage, your life insurance may be: Transferred to your spouse or state-registered/qualified domestic partner’s account, up to the plan maximums Layoff – you may continue life insurance on a self-pay basis.

21 Option: Self-Pay… Layoff
Eligible for PEBB “Leave Without Pay” coverage Continue medical, dental, and/or life insurance coverage for up to 29 months Employment Ending Eligible for COBRA coverage Continue medical and dental coverage for up to 18 months For state-registered/qualified domestic partners and their children not eligible for COBRA PEBB Extension of Coverage

22 Option: Retiree Coverage
Must be eligible to retire per your retirement plan May use continuation of coverage to bridge to retirement Continue medical and dental coverage May have option to enroll in retiree life insurance coverage

23 What to expect… A Continuation of Coverage Election Notice in the mail
You have 60 days from the postmark date to enroll in coverage You may enroll your eligible dependents Self-pay rates apply

24 Alternative to PEBB Coverage
Washington Health offers quality, low-cost health coverage to eligible people who live in Washington State Community Health Plan of Washington (CHPW) Two options: Health 75 – $75,000 of coverage each calendar year Health $100,000 of coverage each calendar year Available to anyone who lives in Washington and: Is not eligible for or enrolled in free or purchased Medicare Is not confined to an institution at the time of enrollment

25 Alternative to PEBB Coverage...
Is not eligible for coverage under the Washington State Health Insurance Pool (WSHIP) or qualifies to bypass the standard health questionnaire Is not receiving medical assistance (Medicaid) Is not enrolled in or receiving subsidized Basic Health benefits. There are no income limits for eligibility Monthly premium is based on age, county of residence, tobacco use, and whether you choose Health 75 or Health 100

26 Resources… PEBB Program Washington Health Program
PEBB program customer service: PEBB website: Washington Health Program Washington Health customer service: Washington Health Program website:

27 WorkSource A joint venture of organizations dedicated to addressing Washington State’s employment and training needs WorkSource provides all the information, technology and services businesses need to thrive and job seekers need to achieve successful careers Partners include state, local government and local community based organizations that provide a wide range of employment and training-related services There are over 35 WorkSource Centers at various locations across the state. To find an office nearest you, go to:

28

29 Services for Job Seekers
Free use of computers, copiers, phones, faxes and other career resources Internet access to post your resume and find jobs Job referrals and job search assistance Hiring events and career fairs Workshops on resume writing, interviewing, and job search strategies Information on the fastest growing jobs and wages

30 Services for Job Seekers
Referrals to training and other community services Some short term training like Microsoft E-Learning Information about Unemployment Insurance Translation services Auxiliary aids and services are available to people with disabilities upon request

31 WorkSource Programs WorkSource has programs for:
Youth Adults Laid-off workers Persons with disabilities Veterans Older Adults Displaced Homemakers For more information about programs visit and click on WorkSource Services

32 Dislocated Worker Program
Our first priority is to help you find a job We do this by: Providing 1-on-1 career counseling Teaching you effective job search strategies Comparing your transferable skills to the needs of today’s job market Referring you to job openings Referring you to workshops and other skill-building classes

33 Displaced Homemaker Is part of the Dislocated Worker Program
Someone who has been providing unpaid services to a family member in the home Dependent on the income of another family member but no longer supported by that income. Eligible for the same services and resources as the Dislocated Worker Program

34 What About Training? What if your skills are no longer up to industry standards or your occupation is declining? Your Dislocated Worker counselor will: Help you explore training options Research the labor market Help you leverage training resources Assist with career, education and financial planning (limited tuition and other financial support may be available)

35 The Sooner You Get Started the Better!
It’s a lot of work getting into training – timelines are critical Steps include: Identifying “demand” jobs of the future Finding the “right” training program Applying for financial aid Taking placement exams Registering for classes Completing Commissioner Approved Training and Training Benefits applications Developing a financial plan

36 Financial Aid Resources
Free Application for Federal Student Aid Other financial aid resources are often available Please pass your surveys forward Questions?

37 Unemployment Insurance
What is Unemployment Insurance? How much will I get? Where do I apply? How do I claim weekly benefits? How long am I entitled to benefits? Do I have to accept less money? Do I have to accept bump options? Frequently Asked Questions

38 What is Unemployment Insurance?
Designed to help workers unemployed through no fault of their own. 100% funded by employers.

39 How much will I get? Benefits based on earnings in a “base year”.
Weekly benefit amount - average of two high quarter earnings. Effective 7/1/2012 Minimum weekly amount $143 Maximum weekly amount $604

40 Where do I apply for benefits?
Online at 24 hours a day/7 days a week. Unemployment Claims Center 8:00 AM to 5:00 PM Monday – Friday

41 Can I still file a claim if I move out of Washington State?
You can file your application before moving. If your claim is based on only Washington wages, you will have a WA claim if you apply here and after you relocate. If you relocate after you apply in WA you can change your address online at If you worked in WA and another state in the past 2 years you will have to call the Claims Center to apply. If you relocate before you apply and you have wages in more than one state, you will have to contact one of the states you have your work and earnings with.

42 When will I get my first check?
Generally two to three weeks from when you file your application. Week for unemployment begins Sunday and ends Saturday midnight. You can’t claim a week until it’s over. First eligible week is “waiting week”. Must meet all eligibility requirements and be potentially eligible for at least $1.00 in benefits. Direct deposit.

43 How do I claim weekly benefits?
Online at By telephone at Choose the weekly claim option (#1) Create a personal identification number Your PIN is your electronic signature

44 How long can I get my benefits?
Benefit Year 52 weeks from the week you file your application. It’s the only WA claim you can have for that year. Maximum regular benefits available in a “benefit year”. 26 X the weekly benefit amount.

45 Are extensions available?
Maybe … Federal Extension Emergency Unemployment Compensation (EUC) is scheduled to end 12/29/2012 Federal/State extended benefits Extended Benefits program ended 4/21/2012

46 How does severance pay affect my benefits?
Severance pay is not deductible. Vacation and sick leave. Not deductible if a cash-out.

47 How does a pension affect my benefits?
Retirement Pension. PERS – Employer contribution percentage is deductible from UI benefit. PERS 1 58% PERS 2 60% PERS % Social Security. Not deductible.

48 Are Unemployment Insurance benefits taxable?
Yes You can choose to have 10% of your UI payment withheld. Sent immediately to the IRS – you can’t get it back. If you are later denied a week in which the 10% was withheld, the amount sent to the IRS is included in any “overpayment” amount.

49 Do I have to accept less money than I am used to making?
Must be immediately available for and actively seeking suitable work. Three job contacts Three approved in-person job search activities at WorkSource A combination of the above Suitable work is generally work you’ve done recently. Must be willing to accept prevailing wages, hours, and other working conditions.

50 Do I have to accept any bump option offered?
Were you: Unemployed through no fault of your own? Could you have remained working? If so, was the work suitable? Wages, hours, conditions of work comparable?

51 Can I go to school and still get UI benefits?
Commissioner Approved Training (CAT) Not required to look for work. Includes self-employment assistance programs. Training Benefits Additional unemployment benefits. Must apply within 90 days/be enrolled within 120 days.

52 What if I am denied benefits?
Adverse decisions are always in writing. Decision provides the right to appeal. Hearings conducted by the independent state Office of Administrative Hearings (OAH). OAH can affirm, modify, or overturn our decision.

53 More information See our website at for more unemployment information or to apply for benefits.

54 Employee Assistance Program - Orientation
Employee Assistance Program (EAP) Goals Confidentiality Services for You and Your Family Three Phases of Transition Resilience – Professional and Personal EAP Contact Information Question/Answer

55 EAP Goals Help employee and/or family member identify, problem-solve and develop a plan to resolve problems and concerns. Assist employee with internal and external resources and develop coping strategies for personal and/or job related concerns. Consult with and support supervisors, managers and HR with job and employee situations.

56 Confidentiality Exceptions by Policy or Law:
Imminent risk: danger to self or others Abuse or neglect: children, elderly or disabled Damage or destruction to state property Court-ordered assessment or subpoena Release of Information form Formal Referral by referring agent – supervisor, manager, HR

57 Are You or Your Family… Experiencing challenges or problems?
Worried about being laid off? Know you are being laid off? Surviving a layoff? Experiencing signs of stress or distress? In need of problem-solving, direction, resources?

58 Three Phases of Transition:
Ending: How will I survive? What will I do? Where will I go? Exploration: What do I do now? Who am I? New Beginning: Is that light at the end of the tunnel?

59 Transition: Phase 1 – Ending
Anger and over-reaction Betrayal and resentment Fear and anxiety Sadness and depression Loss and grief

60 Transition: Phase 2 - Exploration
Temporary state between old and new Lagging productivity Confusion and chaos Uncertainty and unpredictability Professional and personal challenges

61 Transition: Phase 3 – New Beginning
Fear and anxiety Action and creativity New opportunities New things to learn Acceptance of a new reality

62 Resilience - Professional and Personal
Five Key Attributes: Positive Focused Flexible Organized Proactive

63 Washington State Employee Assistance Program
Pro-Health, Pro-Job and Pro-Performance Consider contacting us for help developing an action plan of next steps, personal and/or professional How to Contact Us Toll Free: Seattle: Olympia:

64 How Transitions Affect Your
Department of Retirement Systems Career Transitions How Transitions Affect Your Retirement Accounts

65 What Happens When You . . . Leave your job Transition to a new job
Can you retire? (vested / eligible) What about your contributions? Retirement DCP What if you come back to work? Transition to a new job

66 Vesting and Retirement Eligibility
Are you vested? System Plan 1 Plan 2 Plan 3 PERS 5 SCY 5 or 10 SCY SCY = Service Credit Years Plan 3 = 10 SCY or 5 SCY if 12 months SC earned after age 44 or if vested in Plan 2 before transfer to Plan 3

67 Vesting and Retirement Eligibility
When can you retire? System Plan 1 Plan 2 Plan 3 PERS Age 60 & 5 SCY Age 55 & 25 SCY Any Age & 30 SCY === === === === === === === === === Age 65 & 5 SCY * Age 60 & 5 SCY Retirement as Active or Inactive * Age 55 & 20 SCY Retirement as Active or Inactive Age 65 & 10 or 5 SCY * Age 55 & 10 SCY * Benefit reduced for early retirement (actuarial or percentage)

68 Your Retirement Benefit
Defined Benefit – Guaranteed lifetime benefit IRS Tax Code 401(a) Survivorship options Calculation based on: A designated percentage Service Credit Years (SCY) Average Final Compensation (AFC) 1% or 2% x SCY x AFC = Benefit

69 Plans 2 & 3 Early Retirement Percentages
Age at Retirement Minimum SCY but less than 30 SCY 30 or more SCY member chooses % % 97% or 100% % 91% or 100% % 85% or 95% % 70% or 80% Plans 2 & 3 Early Retirement Percentages

70 You Leave Work But Don’t Retire
Plan 1 or Plan 2: Leave contributions in your account Guaranteed benefit when eligible Withdraw contributions & benefit is forfeited Lump sum payment & applicable taxes or rollover Plan 3: Access to Defined Contribution account Manage online or on telephone Four distribution options & applicable taxes Defined Benefit guaranteed if vested 3% indexing if 20 Service Credit Years

71 You Leave Work or Retire
Deferred Compensation Program (DCP): Access to your account Manage account online or on phone Transfer money to different funds No transaction fees Five distribution options & applicable taxes You can change your options in the future

72 You Return To Work At a Later Date
Are you returning to the same or a different retirement system? Did you withdraw your Defined Benefit contributions?

73 Your Beneficiary Designations
Different forms for Retirement and DCP – verify they are current. Still Working or Separated but not Retired Beneficiary form can be updated at any time Survivor benefit or cash distribution Use DB Access to view DB beneficiary and account information Form on-line (print and mail)

74 Department of Retirement Systems Recap
Defined Benefit (DB) is guaranteed to eligible members. When you leave your job, withdrawal of retirement or DCP contributions is optional. Plan membership is required if eligible employment continues or resumes.

75 Department of Retirement Systems Resources available – www.drs.wa.gov

76 Thank you… Your feedback is important to us
Please complete the session evaluation form


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