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What is phased retirement?

See HOP 2-2420: Modified Service and Phased Retirement for Faculty.

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Phased Retirees will always be in an active job profile and have an active, unexpired contract in Workday until the end of their phased retirement contract, at which time they should be terminated in Workday using reason "End of assignment".

Important considerations for faculty considering phased retirement

• Entering into a contract for Phased Retirement includes voluntarily waiving any rights, claims, or causes of action that may have been held through the effective date of the contract under the Age Discrimination in Employment Act of 1967 (ADEA) and its 1990 amendments effected by the Older Workers Benefits Protection Act (OWBPA).

• The retiring faculty member has 21 days to consider the contract after it is drawn up by their department and reviewed by the Department Chair and the Budget Council or Executive Committee.

• The retiring faculty member has seven days after execution of the contract during which they may revoke the contract, in writing. Absent such revocation, the contract will go into effect on the eighth day following its execution by all parties.

• At the end of the contract, the faculty member will have resigned from the University and entered into full retirement.

Process

A. Submitting a request for a Phased Retirement Agreement

Initiate and obtain approvals for a Phased Retirement Agreement letter according to the steps below:

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11. Dean's Office Faculty Affairs saves a copy of the approved agreement to the Dean's Office faculty personnel files.

B. After Phased Retirement Agreement is approved

1. Process Termination business process in Workday according to the Termination - Academic W.I.G. Use reason "Retirement" and the Effective Date of their last day of employment under their regular faculty position. Attach a copy of the final-approved Phased Retirement Agreement to the business process.

   1. Reminder: For TRS retirees, a service break of at least month is required before adding a new job. For ORP retirees, no service break is necessary.

   2. Before the retirement can be processed in Workday, faculty member must have turned in all retirement paperwork to central HR. Once HR has processed the retirement paperwork, they will make the "Retirement" code available for use for that faculty member in Workday.

   3. See COE: Retirement - Faculty for additional information and guidance on faculty retirement.
      

2. Academic Personnel Services (APS) will process the professional track Additional Job in Workday for the period described in the Phased Retirement Agreement, based on existing costing allocations. This Phased Retirement position will be at the same rank in which the faculty member retired, but will be without tenure.
   

3. After the professional track Phased Retirement position has been final-approved, the home unit Cost Center Manager should make any needed changes to costing, such as moving the appointment to a Non-Tenure Track subaccount. The home unit is also responsible for processing any required Background Check associated with the new professional track position.

C. When the Phased Retirement Agreement period is ending

Once the service period described in the Phase Retirement Agreement has been completed, the home unit should end the professional track job according to the termination business process.

• Use Primary Reason "End Assignment," and Secondary Reason of either eligible or ineligible for Reemployment."

• Upload a copy of the Phased Retirement Agreement to the BP.

D. If the faculty member has been nominated for emeritus status

If the faculty member has been nominated for emeritus status, APS will process an interim emeritus appointment for them while emeritus approval is pending, after the Phased Retirement non-tenure track position has been ended.

Amending a Phased Retirement Agreement

If the faculty member chooses to amend the Phased Retirement Agreement:

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4. In Workday:

   1. Use business process Job Change > Transfer, Promote, or Change Job

   2. Change Effective Date

   3. Why are you making this change? Change Job Details > Administrative > Revise FTE or End Employment Date

   4. Change Organization Assignments - make any needed updates

   5. Propose Compensation Change > Salary > Additional Details > Revise Actual End Date

   6. Assign Costing Allocation for Change Job > Costing Allocation Level - select as appropriate

   7. Maintain Employee Contract > Contract End Date > Revised Contract End Date

5. Process Update Academic Appointment business process to update end date.

   1. Search for faculty member. Go to "Academic" tab in left-hand blue bar.

   2. Review current information on "Current Appointments" tab.

   3. Click magnifying glass icon in "Appointment" column on the row to be updated, to go to "View Academic Appointment" page.

   4. On top line of View Academic Appointment page, "Academic Appointee", click three-dot "twinkie" to the right of the faculty member's name, and go to Academic Faculty > Update Academic Appointment.

   5. On the first page of the Update Academic Appointment business process, "Start Date" is the effective date of the change, and should be either:

      1. the date the amendment memo was approved by APS, if prior to the new contract end date, or

      2. if the amendment memo was approved after the new contract end date, retroactively, use a Start Date prior to the end of the new contract end date. Example: new contract end date is 8/15/2025, APS approved amendment memo 9/2/2025, use a start date prior to 8/15 such as 8/1/2025.

   6. Note that "Track Date" is the effective date of the faculty member's current track, i.e., the date their original Phased Retirement Agreement started. (See more info on Tracks.) This date will default in to the business process.

   7. Reason: Update Academic Appointment > Administrative Change

   8. End Date: new contract end date

   9. Additional Data section - Phased Retirement Data: Add new contract end date (same as "End Date" above)

6. Process Termination business process with reason "End of Assignment". Upload the approved amendment memo as documentation. DO NOT skip the "Maintain Employee Contract" step.

Contracts

Contracts are required for retired faculty who are rehired as Non-Tenure (Professional) Track positions through a Phased Retirement Agreement. Use contract type “Faculty Phased Retirement." For more information, refer to the Maintain Non-Tenure Track Faculty Contracts - Workday Instructional Guide (WIG) and Manage Non-Tenure Track Faculty - Workday Process Overview (WPO). 

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