2.17: Terminating an Employee Checklist
- Page ID
- 40978
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\(\newcommand{\avec}{\mathbf a}\) \(\newcommand{\bvec}{\mathbf b}\) \(\newcommand{\cvec}{\mathbf c}\) \(\newcommand{\dvec}{\mathbf d}\) \(\newcommand{\dtil}{\widetilde{\mathbf d}}\) \(\newcommand{\evec}{\mathbf e}\) \(\newcommand{\fvec}{\mathbf f}\) \(\newcommand{\nvec}{\mathbf n}\) \(\newcommand{\pvec}{\mathbf p}\) \(\newcommand{\qvec}{\mathbf q}\) \(\newcommand{\svec}{\mathbf s}\) \(\newcommand{\tvec}{\mathbf t}\) \(\newcommand{\uvec}{\mathbf u}\) \(\newcommand{\vvec}{\mathbf v}\) \(\newcommand{\wvec}{\mathbf w}\) \(\newcommand{\xvec}{\mathbf x}\) \(\newcommand{\yvec}{\mathbf y}\) \(\newcommand{\zvec}{\mathbf z}\) \(\newcommand{\rvec}{\mathbf r}\) \(\newcommand{\mvec}{\mathbf m}\) \(\newcommand{\zerovec}{\mathbf 0}\) \(\newcommand{\onevec}{\mathbf 1}\) \(\newcommand{\real}{\mathbb R}\) \(\newcommand{\twovec}[2]{\left[\begin{array}{r}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\ctwovec}[2]{\left[\begin{array}{c}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\threevec}[3]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\cthreevec}[3]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\fourvec}[4]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\cfourvec}[4]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\fivevec}[5]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\cfivevec}[5]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\mattwo}[4]{\left[\begin{array}{rr}#1 \amp #2 \\ #3 \amp #4 \\ \end{array}\right]}\) \(\newcommand{\laspan}[1]{\text{Span}\{#1\}}\) \(\newcommand{\bcal}{\cal B}\) \(\newcommand{\ccal}{\cal C}\) \(\newcommand{\scal}{\cal S}\) \(\newcommand{\wcal}{\cal W}\) \(\newcommand{\ecal}{\cal E}\) \(\newcommand{\coords}[2]{\left\{#1\right\}_{#2}}\) \(\newcommand{\gray}[1]{\color{gray}{#1}}\) \(\newcommand{\lgray}[1]{\color{lightgray}{#1}}\) \(\newcommand{\rank}{\operatorname{rank}}\) \(\newcommand{\row}{\text{Row}}\) \(\newcommand{\col}{\text{Col}}\) \(\renewcommand{\row}{\text{Row}}\) \(\newcommand{\nul}{\text{Nul}}\) \(\newcommand{\var}{\text{Var}}\) \(\newcommand{\corr}{\text{corr}}\) \(\newcommand{\len}[1]{\left|#1\right|}\) \(\newcommand{\bbar}{\overline{\bvec}}\) \(\newcommand{\bhat}{\widehat{\bvec}}\) \(\newcommand{\bperp}{\bvec^\perp}\) \(\newcommand{\xhat}{\widehat{\xvec}}\) \(\newcommand{\vhat}{\widehat{\vvec}}\) \(\newcommand{\uhat}{\widehat{\uvec}}\) \(\newcommand{\what}{\widehat{\wvec}}\) \(\newcommand{\Sighat}{\widehat{\Sigma}}\) \(\newcommand{\lt}{<}\) \(\newcommand{\gt}{>}\) \(\newcommand{\amp}{&}\) \(\definecolor{fillinmathshade}{gray}{0.9}\)Employee Termination Checklist
1. Pre-Termination Preparation
- ☐ Review the employee’s performance records, disciplinary history, and any relevant documentation.
- ☐ Confirm that all policies and legal guidelines have been followed.
- ☐ Ensure that the termination complies with employment laws and organizational policies.
- ☐ Obtain necessary approvals from human resources, legal, and management.
- ☐ Schedule the termination meeting, and prepare a private space.
2. Conduct the Termination Meeting
- ☐ Hold the meeting in a private setting with a human resources representative or manager present.
- ☐ Communicate the decision to terminate employment professionally. (Depending on advice from human resources and legal departments, you may choose not to disclose a specific reason, particularly in at-will employment situations.)
- ☐ Discuss final compensation, including any accrued vacation, bonuses, or unpaid wages.
- ☐ Explain next steps for benefits, such as COBRA (if applicable), and address any questions.
- ☐ Retrieve any company property (e.g., keys, ID badges, company devices) during the meeting.
3. Finalize Payroll and Benefits
- ☐ Calculate and issue final paycheck in accordance with state laws.
- ☐ Process any remaining PTO/vacation payouts and unused benefits.
- ☐ Cancel employee benefits, such as health insurance, and provide COBRA information if applicable.
- ☐ Close out retirement accounts or transfer funds as per employee instructions.
4. Secure Company Assets and Access
- ☐ Collect all company property, such as computers, phones, credit cards, tools, etc.
- ☐ Remove access to company systems, email, and software applications.
- ☐ Change passwords and deactivate security access for building and network entry.
- ☐ Inform relevant departments (e.g., IT, security) of the termination to secure all assets.
5. Conduct an Exit Interview (Optional)
- ☐ Schedule an exit interview to gather feedback about the employee’s experience.
- ☐ Ask about the reasons for leaving, if applicable, and discuss any workplace concerns.
- ☐ Document responses to improve retention and address potential workplace issues.
- ☐ Maintain a professional tone, focusing on constructive feedback.
6. Complete Documentation
- ☐ Document the reason for termination (if provided), key points from the termination meeting, and any employee responses.
- ☐ Ensure that all paperwork, including the termination letter and exit interview notes, is signed and filed.
- ☐ Update payroll, human resources, and benefits systems to reflect the termination date.
- ☐ Confirm that all documentation is complete, accurate, and securely stored.
7. Notify Team and Update Records
- ☐ Inform the terminated employee’s team members professionally, focusing on operational continuity.
- ☐ Update organizational charts, directories, and access lists to reflect the employee’s departure.
- ☐ Communicate the termination as needed to other departments affected by the change.
- ☐ Adjust roles and responsibilities as needed to cover the former employee’s duties.
8. Conduct Follow-Up Review (Optional)
- ☐ Schedule a follow-up review within a few weeks to assess the transition and address any arising issues.
- ☐ Evaluate any feedback received from the exit interview and implement changes if appropriate.
- ☐ Ensure all termination-related tasks are fully completed and documented.