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Employee Termination Checklist

The Employee Termination Checklist outlines the procedures for both voluntary and involuntary employee separations to ensure a smooth offboarding process. Key steps include notifying HR and Finance, creating a transition plan, recovering company equipment, conducting exit interviews for feedback, and revoking access to company systems. This structured approach aims to prevent negative repercussions for both the departing employee and the organization.

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22 views3 pages

Employee Termination Checklist

The Employee Termination Checklist outlines the procedures for both voluntary and involuntary employee separations to ensure a smooth offboarding process. Key steps include notifying HR and Finance, creating a transition plan, recovering company equipment, conducting exit interviews for feedback, and revoking access to company systems. This structured approach aims to prevent negative repercussions for both the departing employee and the organization.

Uploaded by

MaheenFatima
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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EMPLOYEE TERMINATION CHECKLIST

OBJECTIVE: The objective of this checklist is to ensure that employee termination is


executed correctly, and there are no damaging repercussions for the employee or
the workplace, in general.

POLICY: Separation from employment can be both voluntary and involuntary.


Whether the employee has chosen to willingly resign or is being involuntarily
terminated, this procedure should be followed in order to execute the offboarding
process in an efficient, compliant, and considerate manner.

PROCEDURE:

1. Supervisor must immediately inform HR and Finance Team


The HR and Finance team must be notified immediately so they can start the
offboarding process and collect relevant document such as

● Signed resignation or termination letters


● Signed non disclosure or non compete forms
● Any benefit availed by the employee
● Final Settlement Paycheck

Should any paperwork needs to be mailed to the departing employee in the future,
the HR must have their most recent contact information on file.

All documents must be uploaded in the termination form (link attached below):

Employee Termination Form

2. Create a Transition Plan


The manager needs to ensure that everyone needs to be on board when someone
leaves the office. Create an employee exit group with the relevant supervisors and
team members via g-chat or zoom. Determine which tasks should be redistributed,
which emails should be rerouted, and which data needs to be transferred, and what
security precautions should be taken to prevent a data leak should an employee be
fired.

The manager should also get in touch with any clients or vendors that were working
with your ex-employee. Update them about the status of your ex-employee and
whom they should get in touch with once he/she leaves. Maintaining consistency is
essential in avoiding productivity lapses and supporting the operations of Ephlux.

3. Recover Company Equipment


The manager or the finance lead should ensure that they retrieve any equipment
and belongings that were issued by the company to an employee. This covers
computers, mobile phone, sim, keys, credit cards and any additional equipment
issued by the company. The finance lead should make a list of the things that must
be returned and inform the employee in advance of the due date for returning
corporate property. Before an employee leaves (or "signs off" if they are remote) on
their last day, all items should be given back. The finance lead may hold the final
settlement paycheck until all items have been returned.

The manager should ensure that the departing employee has met the IT
administrator to erase work data off personal devices, whether it's a personal laptop,
smartphone, or tablet. This also means that any access to any software licenses and
programmes that the employee has from the company is removed. If any employee
is a part of customer or internal groups, he should be removed from those e.g. g-
chat, zoom groups.

4. Getting Feedback
An exit interview with a departing employee who leaves on good terms could give
Ephlux valuable information on what areas need improvement. Receiving criticism
can be difficult for managers or HR, but understanding the perspective of a
departing employee can help us enhance employee retention in the future.

The HR department should schedule an exit interview with the employee during
their last week of employment. They should also be asked to fill out an exit interview
form where HR can collect feedback in writing, and this can be subsequently used to
enhance employee experience of existing employees.

Employee Exit Interview Form

5. Reset & Revoke Access to Systems


After the offboarding procedure is finished, the IT administrator should ensure
access to the company's email system and other systems is terminated. This is
crucial to ensure that former workers may no longer access confidential information
and to minimize the risk of data theft. Should any unauthorized login occur after the
employee's last date, it must be reported and resolved immediately.

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