LAS VEGAS FIRE & RESCUE

STANDARD OPERATING PROCEDURES

ADMINISTRATION / RETIREMENT OUT-PROCESSING
Reviewed Date: / 04/20/11
Effective Date: / 6/27/117/11/11
Supersedes: / 02/01/90 / SOP / 100.05 / Page 1 of 5
  1. INTRODUCTION
  1. Purpose: To provide a guideline for personnel to follow at the time of retirement out-processing.
  1. Scope: This information is presented to all personnel to use at time of retirement out-processing.
  1. Author: The Chief over Administrative Services shall be responsible for the content, revision and review of this information.
  1. RESPONSIBILITY
  1. It shall be the responsibility of all personnel to be familiar with and apply these guidelines when beginning retirement procedures.
  1. POLICY
  1. This guideline is established to assist the employee at the time of retirement. This procedure will make it easier for the employee to know what steps are necessary.
  1. PROCEDURE
  1. When a decision to retire is made, it is suggested, approximately two (2) months is needed to properly process the retirement package. Tell the Personnel Department of your planned retirement. The Personnel Department will assist you in preparation of your retirement packet request. You are required to send an email notifying your Battalion Chief, Deputy Chief, Fire Chief, and Fire Payroll a minimum of two weeks before your retirement.
  1. If you are a member of the deferred compensation program, you should try to contact the personnel department three months prior to retirement. If the decision to retire is made with less than three months prior to retirement contact personnel immediately for instructions in procedures to activate your deferred compensation.
  1. The retirement packet will be received by you at your home address approximately two to three weeks after your request is completed and mailed. As soon as you receive your retirement packet, contact the personnel office. Bring the packet with you and they will assist you in preparation and filing of your forms. The packet contains most of the forms that are of concern to the retiring employee. Look at examples below.
  1. Medical insurance transfer form
  1. Direct deposit forms
  1. Options selection forms
  1. Beneficiary forms
  1. All employees retiring under the firefighter’s retirement system will be required to have a physical exam within ninety (90) days prior to their retirement date or sign a waiver from future medical claims.
  1. Notify the Deputy Chief of the division for which you work a minimum of two weeks prior to your retirement date.
  1. Final clearance cannot occur until work period is completed. This means you cannot process out before your last day of work. Part of the clearance process is presentation of the completed and signed, final time card. This necessitates that all work be completed prior to out processing.
  1. Appendix I shows the Employee Separation Clearance form that must be completed prior to departure. The items listed on this form are as follows.
  1. Department. This means the Fire Department for all us. During this portion of the out-processing, department issued items must be returned to Support Services Chief or designee. Below are listed examples of these items.

a)Hat Piece

b)Breast Badge

c)Flat Badge

d)Billfold or Badge Holder

e)Helmet

f)Hood

g)Gloves

h)Turnout Coat

i)Turnout Pants

j)Boots

k)EMS Fanny Pack

l)SCBA face piece

  1. Human Resources. The employee must return City issued keys and gas cards.
  1. Traffic Engineering. The employee must return the City parking permit.
  1. Personnel & Employee Relations. The retirement refund form will be signed if applicable. I.D. card and Insurance card will be returned. Any Educational Assistance paid within the past two years will have to be reimbursed.
  1. Finance & Computer Services. A check is made to determine if the employee has discharged all financial obligations to the City. If the final paycheck does not cover liabilities, arrangements for repayment will be made. The final paycheck will be paid to the employee. See fire payroll for assistance with your final timecard. You will need the Deputy Chief signature on final timecard and separation clearance form.
  1. After completion of all out-processing, the Fire Department will present the retirement badge and plaque to the retiring employee. At this time the Fire Department will take a photograph.

APPENDIX I

EMPLOYEE TO COMPLETE
NAME (LAST) / (FIRST) / (MIDDLE)
EMPLOYEE ID# / CLASSIFICATION
DEPARTMENT / DIVISION
HAVE YOU APPLIED FOR PERS BENEFITS? YES NO / IF YES, PLEASE SPECIFY: DISABILITY OR REGULAR RETIREMENT
EMPLOYEE SIGNATURE / X DATE
DEPARTMENT TO COMPLETE
SEPARATION EFFECTIVE DATE
*PLEASE ATTACH LETTER OF RESIGNATION
DEPARTMENT ISSUED ITEMS RETURNED / MARK ALL THAT APPLY:
CELLULAR PHONE, PDA, ETC.
CREDIT CARD(S)
PHONE BILL PAID
TOOLS/EQUIPMENT
UNIFORM(S)
ELECTED OFFICIALS/ CMO ONLY – D&E FLAT BADGE
DEPARTMENT ISSUED ITEMS NOT RETURNED / ITEM / CHARGE ($)
DEPARTMENT AUTHORIZED SIGNATURE / X DATE
HUMAN RESOURCES TO COMPLETE
HUMAN RESOURCES CHECKLIST / EXIT INTERVIEW FORM COMPLETED
FINAL CHECK FORM COMPLETED
ID BADGE RETURNED (DEACTIVATION)
KEYS RETURNED (ATTACH SITEMASTER REPORT)
PARKING PERMIT/STICKER RETURNED
TIMECARD (SIGNED BY EMPLOYEE AND DEPARTMENT)
FAX TO PAYROLL
E-MAIL NOTIFICATION
RECORDS SECTION ONLY
CHECK SEVERANCE ELIGIBLITY (EX or LE) AS OF 2/8/09
CITY ISSUED ITEMS NOT RETURNED / ITEM / CHARGE ($)
HUMAN RESOURCES SIGNATURE / X DATE
INSURANCE SERVICES
INSURANCE SERVICES SIGNATURE / X DATE