When employees leave an organization, there are things that need to be wrapped up, materials collected, forms signed and internet access disconnected on the terminating employee.
An effective way for a Human Resources management system to ensure all termination issues are addressed and followed-up on is to create a termination checklist.
A checklist serves as a reminder to follow-up on all termination issues and can be referred to when conducting an exit interview to ensure that all topics are covered and all possessions of the business are collected before the employee walks out the door.
6 Things to Include in an Employee Termination Checklist
1. Exit Interview
When employees leave employment it is important to conduct an exit interview so you can gain helpful information from the employee who is leaving.
You want to learn about their experience as an employee but more importantly, you want to find new ways to improve employee retention and to create a healthy workplace where employees are engaged and personally fulfilled.
2. Collect Employer Property
Most employees use employer property as part of their job.
Think about those things that might be in an employee’s possession and make sure you collect them before they walk out the door.
3. Access Cancellation
One of the first things you should be doing is canceling any access the employee might have to computer files and buildings.
Make sure your IT person cancels passwords to any company digital files so you can secure your company’s electronic data.
4. Benefits
When an employee terminates make sure you cancel any associated benefits.
If they decide to take advantage of COBRA, make sure you walk them through the process of signing up and informing them of their responsibility to pay their premiums to maintain that coverage.
5. Final Pay
Make sure your payroll department calculates final hours worked as well as any unpaid vacation or PTO hours.
Let the employee know when they can receive those payments.
6. Farewell Party
It is important to show your appreciation for the departing employee by hosting a farewell party.
If budget allows, purchase a small gift to share as a token of your gratefulness for their contribution to the organization.
This effort is also important for those remaining employees because they need to see the organization recognize employees for their contributions.
Every organization does things differently but these are a few sample items that could be put on an employee termination checklist.
To access an editable copy of this form, click here.
Lastly, conducting an exit interview can provide valuable feedback for an employer, and using a termination checklist can ensure all termination issues are taken care of in a timely manner.
Does anyone have items to add to this checklist?
