Home State and Local State Departments Human Resources Personnel Administration Lump Sum Separation Toolkit About the Lump Sum Separation Toolkit

About the Lump Sum Separation Toolkit

Using the information and tools in the Lump Sum Separation Toolkit helps ensure that lump sum separation PAR packages are accurately and timely processed and meet the mandated requirements. Each document and tool in the toolkit is described below. 

Checklist for Personnel Specialists 

• Separation Checklist for Personnel Specialists

The Separation Checklist for Personnel Specialists provides the steps for documenting and processing an employee separation, and covers SCO separation requirements for personnel specialists. Use the checklist to compliment your department’s separation documentation and processing procedures. 

Guides and Information for Personnel Specialists 

• Lump Sum Separation FAQ 

The Lump Sum Separation FAQ addresses common questions and concerns received by SCO, and it has been updated for the 2023 peak season. 

• A Guide for Avoiding Common Errors: Lump Sum Documentation and Processing 

A Guide for Avoiding Common Errors: Lump Sum Documentation and Processing covers steps for avoiding common errors when preparing lump sum separations. Using it will help decrease the time it takes to document and process a lump sum separation, in part by targeting those common errors and increasing the accuracy of what is submitted to SCO. Because it is limited in scope, it should be used along with the relevant manuals and training documents. 

• 1st Tax Year Lump Sum Separation PAR Package Sample  

• 2nd Tax Year Lump Sum Separation PAR Package Sample  

Tools for Personnel Specialists 

• Coversheet for a Lump Sum Separation PAR Package 

The Coversheet for a Lump Sum Separation PAR Package is a fillable PDF form, and is a required part of the lump sum separation PAR package. 

• Lump Sum Worksheet 

The Lump Sum Worksheet assists departmental personnel specialists with determining an employee’s accrued leave (days and hours) to enter into PAR Items 620 and 625, and into the Lump Sum Pre-Tax Calculator. 

• Lump Sum Pre-Tax Calculator 

The Lump Sum Pre-Tax Calculator assists departmental personnel specialists with: 

• Using the accrued leave balances in PAR Items 620 and 625 to determine the total pre-tax amount available to the employee; 
• Projecting the time and dollar amounts across pay periods for a one-tax-year separation pay and contribution; 
• Projecting the 1st and 2nd tax year time and dollar amounts across pay periods for a two-tax-year separation pay and contribution; 
• Taking into account important deductions such as Social Security, Medicare, and the projection buffer when determining an employee’s lump sum across pay periods. 

Separation Planning and Training for Departmental Human Resources Offices 

• eLearning Series for Lump Sum Separations 

The Lump Sum Separation Process eLearning Series covers the steps for documenting and processing lump sum separations. Over eight easy-to-follow modules, the personnel specialist will learn the lump sum separation process. Modules 3 and 4 support the use of the Lump Sum Worksheet and Lump Sum Pre-Tax Calculator. Module 6 covers a one-tax-year pay and contribution for the current tax year, while module 7 covers deferrals into the next tax year. The eLearning should be used along with the relevant manuals and classroom training documents, and is intended as a refresher or introductory course. 

• Talking Points and Activities for a Lump Sum Peak Workload Kickoff Meeting 

The Talking Points and Activities for a Lump Sum Peak Workload Kickoff Meeting is provided to the departmental human resources office to aid in planning a kickoff meeting for staff in preparation for the lump sum peak workload season. 

Separation Information for Employees  

• Civil Service State Employee Guide to Retirement  

The Civil Service State Employee Guide to Retirement is prepared by SCO to assist California civil service employees who are preparing for retirement. This guide is designed to complement, and does not replace, information provided by CalHR, CalPERS, or Savings Plus. 

• Savings Plus Lump Sum Separation Pay Contribution Election Form  

The Savings Plus Lump Sum Separation Pay Contribution Election Form must be completed by each separating California civil service employee who intends to contribute all or part of their lump sum to a Savings Plus account. The employee must submit the form to their personnel specialist at least 5 workdays (Monday through Friday, excluding Saturdays, Sundays and legal holidays) prior to the separation effective date.