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Termination/Separation Checklist
Cassie Brown • Apr 30, 2020
Termination Checklist Example
Review important dates and overall process with exiting employee
- Written and signed resignation letter, if applicable. If an employee resigns, always ask for a written resignation letter and put this in their HR file.
- If involuntary termination, provide written letter with the reason why to the employee (required in some states, but not all). If part of a reduction in force (RIF) or individual separation agreement, provide severance documents, which may include:
- Severance plan, release agreement draft, benefit exit information, outplacement services information, EAP brochure, any financial planning benefit information
- If a large-scale RIF, there is a whole separate process/review needed before decisions/implementation.
- I recommend a separate benefit exit document that outlines each relevant benefit program, provider and contact information. This would also include what happens to unused PTO/vacation time and final pay, etc. and be given to all exiting employees.
- Last day in office (may not be in the office until separation date, so could be different).
- Last day of employment.
- Last day of medical benefits.
- When to turn in company-owned equipment/records/etc.
- Complete final expense report and turn in company-issued credit card if no longer needed.
- If voluntary exit, schedule exit interview, or send link to electronic exit interview questionnaire. I recommend doing both, each with a different set of questions.
- Some states require you provide specific documents/information to exiting employees. For example, in CA you are required to provide several documents, additionally, if terminating an employee in CA, you are required to pay them all wages earned and due (hours worked, overtime, double-time, earned and unused vacation/PTO, commission, bonuses, etc.) on their last day of employment.
- Thank them for their service to the company and all of the valuable contributions they have made while with you.
- Always be respectful and kind when accepting or delivering employee exit information.
Termination of system access (ASAP, if applicable)
- Enter termination into HR system.
- If able, enter the termination in the system ASAP so it’s done (only if you know that the date will not change).
- If a lot of terminations at once, maybe for a RIF, find out if you can submit a spreadsheet for upload rather that entering one at a time.
- Enter correct termination reason, I cannot stress this enough. Your data and analytics depend on good data.
Processing exit
- Collect exiting employee’s personal email address, address and phone number (ensure updated in HR systems).
- Contact security leader if badge access needs to be removed immediately.
- Contact IT/systems leader if access to systems/tech/email need to be removed immediately.
- Confirm with the manager if exiting employee’s laptop/PC should be wiped or saved/access transferred.
- Prior to doing this check for any legal/litigation holds in place for exiting employee.
- Collect laptop and any accessories (mouse, charger, laptop bag, etc.).
- I recommend you have a process in place on what to do with exiting employees laptops/equipment, including retention policies and full list of assigned assets, by person.
- Collect any wireless cards/MiFi’s, etc.
- Confirm termination of any internal or external systems of technology with manager and/or IT.
- This may also include a conversation with the manager for any external systems or passwords. Think about any vendors online systems that exiting employee may have access to, either personally or a shared login/password that will need to be opened.
- Update outgoing voicemail message and out of office email message if mailbox remains active for any period of time.
- I recommend you keep this simple, something like:
- You have reached an unmonitored phone number/email account at ________, please contact __________ at __________ with any questions.
- Collect company-issued badge, parking permit, office/desk keys, etc.
Employee final reminders (usually needed if exit is several weeks out from notification)
- Record all used PTO/vacation/sick time, floating holidays, etc. in time keeping system.
- Confirm personal information on file in HR system.
- Submit any incomplete expense reports.
- Cancel any pending travel.
- Do not close bank account if final/future payments will continue to be made via direct deposit.
- Especially important reminder if employee has resigned due to a relocation.
- Cancel any direct/separate payments made by the company
- Gym memberships, etc.
- Return all company-owned equipment, documents, media, etc.
- Delete any company files, records, documents, emails, etc. from personal computer, cell phone, at home office, etc.
- Ensure exiting employee knows who to reach out to for any questions specific to benefits, payroll, annual tax documents, updating personal information, COBRA questions, etc.
Thankful. In this year filled with so many unknowns and changes to the way we have to “be” with one another, it is perplexing to some to think about the things we are thankful for this year. I, however, didn’t seem to have any issue coming up with things I am thankful for in 2020. For the first time since my children were very young, (a time in our lives when everything was chaos most of the time with school, homework, after school activities, etc.), we sat around a table with each other and enjoyed dinner and “adult” conversation. My two college-aged sons came home for Spring Break in March and didn’t leave, moving to 100% remote learning and 100% in our refrigerator and pantry. We played games, had movie nights, worked on puzzles, told stories, found old home movies from when they were babies, and gained new appreciation for each other. I am thankful for this time with them. My husband and I both expanded our businesses, and while I became an expert on all things COVID, he became PMP certified. I worked on expanding my network, continuous learning, learning new industries, and mentoring others in the HR community. I am thankful that we are both working, supporting each other and supporting local businesses. We had powerful conversations with each other, with family and friends, with those who think like us and those who do not, with people we love, as our world stood divided over politics and racism. I am thankful for those who engage in respectful dialogue on these topics, who seek to understand, learn and share. We miss our friends and family we don’t get to see, and the “normal” we had been accustomed to all these years. I am thankful for the work we do to keep all of us safe, knowing that we will see one another soon, that this too shall pass. We are flexible and resilient, hopeful and compassionate, and most of all, thankful for the ability to choose how we show up every day. This week I choose to be thankful.
Don't tell me what you think/believe, show me.
As employers consider if they will need to furlough employees, lay them off, or are contemplating a reduction in force, here are some things to consider for planning purposes.
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Thankful. In this year filled with so many unknowns and changes to the way we have to “be” with one another, it is perplexing to some to think about the things we are thankful for this year. I, however, didn’t seem to have any issue coming up with things I am thankful for in 2020. For the first time since my children were very young, (a time in our lives when everything was chaos most of the time with school, homework, after school activities, etc.), we sat around a table with each other and enjoyed dinner and “adult” conversation. My two college-aged sons came home for Spring Break in March and didn’t leave, moving to 100% remote learning and 100% in our refrigerator and pantry. We played games, had movie nights, worked on puzzles, told stories, found old home movies from when they were babies, and gained new appreciation for each other. I am thankful for this time with them. My husband and I both expanded our businesses, and while I became an expert on all things COVID, he became PMP certified. I worked on expanding my network, continuous learning, learning new industries, and mentoring others in the HR community. I am thankful that we are both working, supporting each other and supporting local businesses. We had powerful conversations with each other, with family and friends, with those who think like us and those who do not, with people we love, as our world stood divided over politics and racism. I am thankful for those who engage in respectful dialogue on these topics, who seek to understand, learn and share. We miss our friends and family we don’t get to see, and the “normal” we had been accustomed to all these years. I am thankful for the work we do to keep all of us safe, knowing that we will see one another soon, that this too shall pass. We are flexible and resilient, hopeful and compassionate, and most of all, thankful for the ability to choose how we show up every day. This week I choose to be thankful.
Don't tell me what you think/believe, show me.