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VA’s Workforce Optimization Hub
Find answers to common questions about many topics, including FEDVIP, FEHB, FEGLI, FLTCIP, FSAFEDS and more.
This separation packet is a collection of documents that the Department of Veterans Affairs (VA) provides to an employee when they separate from the agency. Former employees can access copies of these forms here through an array of supporting web pages. Please note that some forms must be completed by the servicing HR office and provided directly to the separating employee to access continuation of certain benefits.
If you were demoted or separated because of a RIF, the notice you received described your specific appeal rights, how to file an appeal, and the timeframes for filing. It is important you pay close attention to the procedures for filing and the prescribed timeframes.
Depending on the circumstances of your employment, you may have multiple avenues of redress. You may be able to seek review of the RIF action through an appeal to the Merit Systems Protection Board (MSPB), even if you are a title 38 employee. You may be able to request corrective action before the Office of Special Counsel for prohibited personnel practices or pursue a discrimination complaint with Office of Resolution Management. If your position is in a bargaining unit, you may be able to file a grievance under the negotiated grievance procedure.
Pay close attention to the language in your specific notice since some types of appeal or review may prevent you from being able to file in other avenues. For example, if a bargaining unit employee elects to file an appeal under the negotiated grievance procedure, it will result in a waiver of the employee’s right to file an appeal with MSPB.
You may contact your servicing human resources office if you need additional information.
No. In accordance with 5 C.F.R. § 451.104(f), a time-off award cannot be converted to a cash payment under any circumstances. Therefore, the award is forfeited.
EAP and it’s services are available to you, free of charge, while you are still employed. You will not be eligible to use EAPs services upon separation.
EAP Assistance Provided During Transition:
The Employee Assistance Program (EAP) is a voluntary, free work based programs that provides confidential assessments, short-term counseling, referrals and connections for employees during difficult circumstances.
No. Under the Federal Employees Dental and Vision Insurance Program, there is no extension of coverage, temporary continuation of coverage, spouse equity coverage, or right to convert to an individual policy. There is no 31-day temporary extension of coverage and your coverage ends during the same pay period in which you separate. You should contact Benefeds to verify the exact date your dental and/or vision coverage will end. Find more information about this on OPM’s website.
You can contact BENEFEDS at 1-877-888-3337 or visit the BENEFEDS website.
Your servicing HR office will provide you with a SF 2819 (Notice of Conversion Privilege). The SF 2819 represents notice of your loss of group life insurance coverage and the right to convert. You can find instructions on applying for a conversion policy in the instructions section of the SF 2819 that you can download.
You may convert all or any part of your Basic and Optional insurance to an individual policy. However, if you assigned your insurance, only your assignee may apply for conversion. Also, you may not convert the family option if you no longer have eligible family members.
Yes, your request for conversion must be postmarked within 31-days after the date of your separation or within 31-days of receipt of the SF 2819, whichever is later. If you do not receive the SF 2819 on time or you are unable to request conversion on time due to reasons beyond your control, you can request a belated conversion by following the instructions on the SF2819.
You will have a 31-day extension of coverage during which coverage will continue at no cost to you. During the 31-day period you may apply for conversion to an individual policy.
Your employing office must complete an Agency Certification of Insurance Status (SF 2821) and a Notice of Conversion Privilege (SF 2819), the same as for any other termination action. Find information about this on OPM’s website.
The purchase of a policy is a private business transaction between you and the insurance company. The cost is determined by the insurance company and is based on your age and class of risk.
The OPM Website is a good source of additional information at FEGLI Handbook (opm.gov) and the FAQ page at Life (opm.gov).
Employees who are separated involuntarily due to no fault of their own are eligible for TCC, unless they are separated due to gross misconduct. Employees who have lost FEHB coverage after 12 months in a leave without pay (LWOP) status are also not eligible for TCC.
To enroll in TCC, you must complete Standard Form 2809, Employee Health Benefits Election Form and submit it to your servicing HR office within the time limit that was explained above. Additional information can be found on OPM website: Temporary Continuation of Coverage (opm.gov). The brochure contains a form called “Request for TCC” or SF 2809. This form is mandatory and must be completed and submitted by you back to the: vha106awmchrooworklifebenefits@va.gov within the required timeframe to enroll in TCC as part of the application process.
You must write to your health plan within 31 days of the termination of your health insurance coverage and request information on converting to a non-group contract. The plan will provide you with an application for conversion and information on benefits and costs. Additional information on the conversion process may be found in Part B on the reverse side of the SF 2810 (Notice of Change in Health Benefits). Your servicing HR office will provide you with a SF 2810. Some FEHB carriers do not offer conversion contracts.
No. By the time the conversion process is completed, the time limit for applying for TCC will expire.
You must apply for TCC within 60 days after loss of coverage or within 60 days from the date you are notified of your eligibility to elect TCC, whichever is later. Notification includes but is not limited to your receipt of SF 50 documenting your separation from employment. If you enroll in TCC and later cancel TCC coverage, you may not convert to a non-group contract, if available.
The benefits offered by the non-group contract will most likely be different in both the level of coverage and the cost. It is important that you closely review the benefits and cost data your health plan will provide.
Your FEHB coverage will terminate effective the last day of the pay period in which you separate. Your FEHB will continue, subject to a 31-day temporary extension of coverage, during which the insurance continues at no cost to you. During the 31-day period, you may apply to convert to a non-group contract, enroll in a Health Insurance Marketplace product, or apply for Temporary Continuation of Coverage (TCC). Find more information about this on OPM’s website.
When the VA HR office receives the completed SF 2809, it is submitted to the National Finance Center (NFC) for processing through the Direct Premium Remittance Web (DPRW). NFC will contact you via mail once they have processed the application and will explain premium payment options in their communications.
Temporary Continuation of Coverage (TCC) is the federal government’s version of COBRA insurance. TCC allows you to continue the same level of health benefits coverage enjoyed while employed. The TCC family enrollment covers the same family members as were covered under your plan while employed. Enrollment under TCC is limited to a maximum of 18 months and you will pay both the employee and government shares of the premium, plus an additional 2% administrative fee. TCC premiums can be found on the Office of Personnel Management (OPM) website here: Premiums (opm.gov). *Please see FFS – Fee-For-Service, then TCC.
Your enrollment is effective at the end of the 31-day temporary extension of coverage and may be retroactive depending on when you submit your enrollment SF 2809.
This will not affect your FLTCIP coverage. Your coverage will remain in effect as long as you continue to pay premiums. If you pay your premiums through payroll deduction, you will need to contact Long Term Care Partners at 1-800-LTCFEDS (1-800-582-3337) to make other billing arrangements. You may also complete the Billing Change Form which can be found on the FLTCIP website. Find information about this on OPM’s website.
You can contact the Long-Term Care partners at 1-800-LTC-FEDS (582-3337) or TTY at 1- 800-843-3557 or you may view the different ways to contact the FLTCIP per the website.
Your FSAFEDS coverage terminates when you separate. Find information about this on OPM’s website.
You can contact an FSA Benefits Counselor at 1-877-FSAFEDS (372-3337) or TTY: 1-866-353-8058 or by email at: fsafeds@shps.com or by logging into your account at FSAFEDS.com.
Yes. Since you served under a performance plan for at least 90 calendar days and you separated after the end of the performance appraisal period, your supervisor should complete a final rating of record. However, since you are separated from federal service, you will not be able to acknowledge receipt of the completed performance appraisal prior to it being filed in your electronic Official Personnel Record.
No. Since you left federal service prior to the end of the performance appraisal period, you will not receive a summary rating or an annual rating of record.
You may apply for a refund by completing the applicable retirement fund application. For employees who are covered under FERS, you would complete a SF 3106 (Application for Refund of Retirement Deductions). For employees covered under CSRS, you would complete a SF 2802 (Application for Refund of Retirement Deductions). If you are interested in the FERS Refund (SF 3106), please contact the RSSO for assistance. Please email the RSSO at: vharsso@va.gov or contact the RSSO via phone at: 1-866-330-7366.
If you have been separated from federal employment for more than 31 days, you should send the SF 3106/SF 2802 directly to OPM, if submitting your request 31 days after your separation date. Please mail the form directly to the OPM address listed on the retirement refund form (SF3106 or SF2802).
Generally, yes, if you are covered under CSRS or FERS in future federal employment, you may redeposit the refund with interest to OPM upon rehire to Federal Service in a position covered by retirement. Your new servicing HR office will determine your eligibility to make a deposit and work with you to submit the application.
You may leave the money in the retirement fund, or apply for a refund if you meet the following criteria; must be separated from Federal service for at least 31 consecutive days, must not be reemployed to a position subject to retirement deductions at the time of application, must not be eligible to receive an immediate retirement annuity within 31-days of separation, must not be prohibited from receiving a refund due to a court order, and must notify your current and/or former spouse of the refund request as applicable.
The CSRS SF2802 and FERS SF3106 refund forms can be found on OPM’s website.
Complete Form TSP 65 and submit to the TSP Service Office. Form TSP 65 may be obtained from the TSP website.
Yes. If you separate before the year in which you reach age 55 and withdraw your account balance in a single payment or series of equal payments, you will be subject to a 10% penalty as well as income tax on all amounts you receive before age 59 ½. However, if you separation during or after the year in which you reach age 55, you will only be subject to income tax and not the 10% penalty on the withdrawal. The IRS requires employees to receive payment from their account by April 1st of the year following the one in which they become age 70 ½.
Upon separation, you have several options for handling your TSP account:
You must repay the loan in full, including interest, on the outstanding balance. A delay in repaying your loan may affect the procession of your withdrawal. If you do not repay the loan within the required timeframe specified by TSP, a taxable distribution will be declared to the IRS in the amount of the unpaid loan balance and any unpaid interest. The distribution will be subject to income tax and 10% penalty as described above. You may obtain the TSP Withdrawal package on the TSP website.
Once you have officially separated, your TSP account must change from “Active” to “Inactive.” This can take up to three full pay periods after your action processes with DFAS in the DFAS pay system. You can check the status of your TSP account by logginto your TSP account online once your action has officially been processed by your service line. Please contact your supervisor if your separation has not been processed.
