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ASAP Checklist -- before losing access to HPI or HPE internal systems
...and in the following few weeks.

The HPAA is operated by former employees who volunteer their time. It is not endorsed or supported by HP Inc or Hewlett Packard Enterprise.

Members recommend spending most of your time searching outside the company -- you are a stronger candidate while still employed. Very few members report finding an internal job during the "redeployment period." Many report losing critical time and wasting valuable energy on discussions about internal jobs that ended abruptly without explanation.

Formal and informal restrictions on returning as a direct employee, as a contractor, or through an agency.

Issues specific to: DXC  EDS

Urgent action items before you lose internal access -- advice from HPAA members:   (Updated June 26, 2017)

  1. For mutual help, join the HPAA once you have a defined retirement or termination date from Hewlett Packard Enterprise or HP Inc. Join our private Benefits, JobPost, and Finance forums. (No charge, thanks to HPAA members.) Join HPAA  (If difficulty: email us.)

  2. Documents. Print out anything provided by the company via web or email regarding the terms of your termination, retirement, or severance program. Study and mark them up. You may need to reference this later. Keep the key documents with your permanent documents -- in case of a future legal action, divorce settlement, etc.

  3. Be sure to use the very helpful official "leaving" site -- which is accessible outside the firewalls:
    "Leaving/Retiring from HP" http://www.hp.com/leaving_hp   login=leaving  password=HP (both case-sensitive)
    "Leaving Hewlett Packard Enterprise" http://www.leavinghpe.com   login=leaving  password=HPE (both case-sensitive)

  4. Unused vacation time and Floating Holiday.
    - Unless your "primary work location" is in CA, IL, MA, MT, or NE, all unused vacation/PTO will be forfeited -- per an HP document from May 2014. Check the current list of states in the materials you get from the company. (One member who temporarily moved in with in-laws -- and changed his address with the company -- discovered that his unused-FTO situation changed.)
    - In some states, you should let the unused vacation flow to your final paycheck. In other states, the company has decided that they don't need you any more -- so use up your vacation time!
    - Non-exempt employees must download a paper timecard and fax it to the company to not delay processing for PTO.
    - Take your annual Floating Holiday, if you have not already done so.

  5. Tax withholding on final checks. Prepare for cash flow impact due to the unpredictability of your last few paychecks and any checks sent after your last day. (Some members report receiving a "mop-up" check several weeks later.) Nearly impossible to predict the amount and timing of the last checks. Some factors: possible unused vacation payout, possible stock option exercise, high 401(k) contribution... and other surprises.
    - The withholding will be high -- the Federal tax rate alone will be at least 25%. It is calculated per IRS formula as though you make that much on every check throughout the year. You will get credit for this when you do your taxes -- but the excess withholding hits your cash flow at a critical time.
    - File a revised W-4 online with the company as soon as you know you are leaving -- well before your last day. (Note that you cannot change your W-4 after your last day.) Use the Official IRS Withholding Calculator -- you no longer have to pretend that you have 14 kids. One who didn't adjust his withholding had a grand total of 46% withheld for federal and state income tax, Social Security, and Medicare.

  6. 401(k) issues.
    - If you won't have a 401(k) plan after termination, consider immediately increasing your 401(k) contribution setting to reduce taxes and -- if your last day is after the next quarterly match payout (Feb 28/29, May 31, Aug 31, Nov 30) -- to get a bigger match from the company.
    - If your new employer has a more generous 401(k) match, consider dropping your HP 401(k) setting to 0%.
    - The 401(k) contribution deducted from your final paycheck will be a percentage of the total gross on that paycheck, which is hard to predict.
    - If you have a loan against your 401(k), you may be required to pay off the loan to avoid a penalty. Check your documents.

  7. Stock options or other incentives.
    - You need to determine immediately if you have unexercised options that will expire upon termination. Read that section in your WFR or Retirement document, print out your stock option history, and refer to the stock-related sections on the official "Leaving HP" or "Leaving HPE" site (item 3 above.) On that site, there is a link to a Merrill Lynch brochure on "Equity Awards," disclosing the transaction cost to sell your shares. Since the company eventually stops paying ML to administer your account, the brochure also discloses annual "inactive account" and "low balance" fees.
    - You need to get your options report twice -- before your termination date and again after your termination date. The report you get before you leave doesn't tell you what will happen to your options after you leave -- for example, the expiration date may be pulled forward.
    - The key: Options are not compensation that you have earned – they are designed to retain you as an employee. Once you leave, unexercised options are only relevant to the company as a potential expense.
    - If transitioned to DXC or Micro Focus, stock and options issues: http://www.hpalumni.org/stock

  8. Earnings statements and future W-2s. Log into your account at the company's payroll service, ADP. Print out the most recent earnings statements and any other online-only statements you want to keep. Set up password recovery questions and check that the email address on the account will reach you in the future -- otherwise, you will not be able to recover account access for future W-2s such as a severance or retirement payment, stock incentives, or the inevitable miscellaneous cleanup payment. Instead of online statements, you may wish to change your account to paper statements. Advice from members: http://www.hpalumni.org/W-2-rev3

  9. Flexible Spending Account. Check on the amount you have available and the rules for using it. You many have to use up the balance before your last day.

  10. Credit card. Move out any company credit card points before your card is cancelled.

  11. Share Ownership Plan. If you participate in the Share Ownership Plan, study and print information you'll need later for selling shares and doing taxes.

  12. Email and phone: (Member advice: Moving your personal business off the company's systems)
    - If you have personal calls coming to a company landline number, notify your contacts to change the number they have for you.
    - If you have a company-paid cell phone account, you need to either set up a new cell phone account (with a new number) and notify your callers -- or use the form on the company site to have the cell phone number reassigned to your personal cell phone account. Your company cell phone number may vanish quickly.
    - If you have personal email directed to your company address (such as amazon.com), notify your senders to change the address they have for you.
    - If you have any personal data in an online address book or similar, copy it out.
    - Your company email account, email autoreply, and phone number will vanish on or before your last day. Emails get this ominous reply: "Recipient address rejected: User unknown in virtual alias table" -- which may not be passed on to the sender (and may be interpreted unfavorably if it is passed on.)
    - You can get a free or low-cost personal email account in a few minutes (Member advice: How to set up a professional email account.) 
    - Ensure that the company has your current mailing address: HP change-of-address

  13. Company-owned computer. Start early -- this can take considerable time. Your computer may be collected before your last day -- or possibly wiped remotely while still in your possession. Be sure to find the company's instructions in your WFR or other termination documents. Member advice: Moving your personal business.
    Wired
    article: How to digitally erase all your stuff when you quit your job.

  14. Patents. Look up your patent incentives status. Email contacts:
    HPI -- ip.incentives@hp.com  
    HPE -- hpe.ip.incentives@hpe.com

  15. Recognition Rewards or eAwards. Check any company incentive or reward account you may have. Spend the accrued points before your last day. One member discovered enough points to get a new TV. Another member simply chose a debit card.

  16. Long Term Care insurance. Retirees, consider whether to sign up for Long Term Care Insurance. Supposedly you can elect to take that coverage after retirement, but it might be safer to elect it now and cancel it later if you change your mind.

  17. HPShopping. Change your email address at hpshopping.com to a non-HP email address. Difficult and slow to change after you lose access. (You may need to buy a new system to replace your company-owned equipment.)

  18. Evaluations. Print out copies of your performance evaluations. Many report that their performance rating suddenly and inexplicably dropped just before they left. How to obtain your personnel file.

  19. Training and certifications.
    - Print out the list of courses that you have taken through the company – including courses taken through third parties such as SkillSoft – for your files and to help with your resume.
    - Use the company's online training facilities to complete courses and renew certifications -- for example, clocking training hours to renew your PMP certification.

  20. Corporate travel sites. If you have an account on a corporate travel site -- such as Carlson Wagonlit -- remove your personal membership information -- i.e. frequent flyer numbers, hotel loyalty account, driver's license, etc.

  21. Read "What do you wish you had known before you left?" -- comments from members: Wish I Had Known.

Additional action items before your last day

While it's still convenient to do so, members recommend that you consider taking these actions before your last day:

  1. Credit. You may want to take a loan, refinance your house, get a cash-back rewards credit card, or set up a home equity line of credit while still employed.

  2. Share Ownership Plan. Consider dropping out of the Share Ownership Plan early to quickly receive a refund of contributions that won't be used to buy shares.

  3. Retirement Plan. Print the statements for your applicable retirement plans.

  4. Retirement Medical Savings Account. Print the account statement. Note that if you are retiring before age 55, check your eligibility to retain the accumulated employer matching contributions.

  5. Reimbursements. Check the status of your reimbursement accounts while you're still on the payroll.

  6. Life Insurance. Pay for continuing life insurance before the grace period expires.

  7. Arrange for your Retirement Gift with your manager or department admin.

  8. Health coverage. Call the appropriate Benefits Center to go over your specific situation in detail -- which may include COBRA, reimbursement accounts, Medicare, coverage for dependents, etc. Phone numbers and member advice: http://www.hpalumni.org/contacts#Medical

  9. Medical/dental/vision. Depending on your situation, it may make financial sense to pull forward some pending medical, dental, or vision work.

  10. Prescriptions. Work with your doctor and pharmacist to order ahead during any transition in prescription coverage. While transitions usually work, members have reported harrowing experiences that required emergency intervention by the Benefits Center.

Urgent tasks if you are not leaving the workforce

While in the company, you may not have even needed a résumé or a LinkedIn profile. Now you do...

  1. Update and strengthen your LinkedIn profile. Recruiters use LinkedIn to find candidates. Many HPAA members report that LinkedIn helped them find a new job. Use HPAA's LinkedIn Tips: Check your profile for changes that the company may have made. HP-focused video -- "Building and Leveraging Your LinkedIn Profile." Improve your chances of being found on LinkedIn.

  2. Modernize the format and update the content of your résumé. Because résumés are now optically scanned into systems -- and automatically searched for key words -- older résumés must be not only be updated in content but also updated in format. Pick up a modern book on résumés.

Your last week

Tips from HPAA members on how to handle your last week:

  1. Don't wait until the last day to straighten up your personal computer files and pack your stuff – this takes time. Don't be out of town your last week. Members report that possessions, books, and personal email address files easily get lost as the company prepares to move on without you. Don't forget your plaques and certificates.

  2. Have your new email address set up to give to people. Your company email account, autoreply, phone number, and cell number will vanish quickly – perhaps before your last day.

  3. Take the time to talk to people and say goodbye (they won't fire you, for goodness sake!) If you can't reach someone, send an individual, personalized email.

  4. If you send a farewell email – don't spam the entire business unit. Remember that these are people who may become your employers, co-workers, or business partners in the future. .

  5. Do your own simple lunch the week after even if there is an official lunch. You can even invite people who are already gone. A bona fide celebration is an important part of the emotional transition process. Leaving a job – even if eagerly and happily – has an impact of almost the same magnitude as a death in the family. Don't skip this part of working through the emotional steps.

  6. Take full advantage of any career transition workshops and program – even if you are not sure that you will be looking for a job. Find out how soon you must start the program after your last day at the company -- there are expiration dates.

  7. This is a beginning as well as an end.

Following weeks

Tips from HPAA members on issues in the following weeks:

  1. Waiver and Release.
    - The US Equal Employment Opportunity Commission explains the Waiver: http://www.eeoc.gov/policy/docs/qanda_severance-agreements.html
    - Check the information you received from the company when you were notified of your WFR for current details on the timing.
    - You cannot sign and return the Waiver until after your last day as an employee -- the company will not accept it before then. 
    - Even though the Waiver form asks for your personal email address for confirmation of receipt, members recommend that you send the form to the company in a way that you get fast, direct confirmation of receipt with a signature. The most secure US Mail method is to fill out the forms in a post office lobby, then go to a window and get "Certified Mail" combined with "Return Receipt."  Details on US Postal Service website: https://www.usps.com/ship/insurance-extra-services.htm  Be sure that the person at the post office window stamps your copy of the mailing forms with the mailing date.
    - You have something like 60 days to sign and return it in order to get your severance payment. Check details in your WFR materials.
    - There is a legally-required seven-day "rescission period" during which you can revoke the agreement.
    - If you provided a personal email address on the Waiver form, members report that you receive a confirmation email at some point after the seven-day rescission period expires.

  2. Severance.
    Severance policies vary between HPI, HPE, DXC, and Micro Focus. DXC severance policy
    Getting your severance payment is a slow process:
    - After the company receives the Waiver and seven days have passed, the payment goes out on a subsequent regular payroll cycle.
    - You will get several payments -- the number depends on your situation and the laws of the state you live in. One California member reported receiving five small payments between their last day and the actual severance payment.
    - Watch both your postal mail and your bank account. Some who had direct deposit discovered a paper check in the flood of postal mail from the company.
    - In the past, some have reported that check amounts were visible through the envelope windows.

  3. Payout amount. Check that you actually received the gross (pre-tax-withholding) severance payment or PRP bonus that you are supposed to get. Check or dispute payout.

  4. Health insurance and other benefits. Your benefits terminate at midnight on your last day.
    You may have been charged via payroll deduction for the entire month of benefits. Contact the Benefits Center to prorate the premiums and get reimbursement.
    If you are continuing health coverage via COBRA or retirement benefits:
    - You may have been charged double for the remainder of your last month. Contact the Benefits Center
    - It can take three weeks to update the system. "They couldn't do the surgery because his insurance had been terminated. It took a very long three-way phone call with the Benefits Center and UHC to get his new coverage entered into the system."

  5. Transition services. Be sure to take advantage of any transition services provided by the company. Members consistently report that the Lee Hecht Harrison classes are excellent. Typical comment: "LHH was crucial in coaching me in how to find a job in today's market."  LHH is helpful even if actually retiring from the workforce: "Some really interesting self-reflection sessions about what to do in retirement." Be sure to note expiration dates for the different services.

  6. More in the "What I wish I had known before I left" section of this site.

Additional reference information

Links to reference information on this site:

  1. Advice from HPAA members: Job Searching and Career.

  2. For reference, the HPAA has old copies of Health Plan documents. Wherever possible, you should use copies you received directly from the company.

  3. Flexible Spending Account "Your Spending Account" -- including the Dependent Care Claim Form and the Health Care Claim Form.

  4. Employment and salary verification.

  5. Stock and options. Where are my stock records? Company employee stock purchase cost basis. Investor purchase cost basis. Stock of predecessor and spinoff companies.

Please help us keep this checklist up to date -- email: operations@hpalumni.org 

 

The Hewlett-Packard Alumni Association is operated by former employees who volunteer their time. It is not endorsed or supported by HP Inc or Hewlett Packard Enterprise.

 

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