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Employee Exit Checklist

 

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Employee Exit Checklist This Employee Exit checklist can be studied prior to the termination of any staff member, whether it is a matter of resignation, retirement, transfer, or official leave, because it explains a number of essential procedures applicable to any case. Also, this checklist can be considered as an effective tool for creating your own management process in your organization (disregarding of industry and scales of your business) as it guides you through a list of essential formalities. 


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Employee Exit Plan:

  • Formalities are necessary to terminate and finalize all attributes of employee’s engagement into the employer’s administrative and organizational structure & processes via canceling employee’s authorities, closing outstanding issues, returning all instruments and inventory that was provided to him before, etc;
  • Make sure that the employee has submitted appropriate letter of resignation to his supervisor, and received acceptance of letter of resignation;
  • Conduct face-to-face interview to clarify the reasons for workers leaving the organisation, and evaluate effectiveness of your HR policies and procedures in providing a good working environment (to discover trends in staff turnover, highlight any weak areas in your policies, etc);
  • Make sure that the employee has completed the survey that should be returned to HR for analysis (all issues should be considered in a confidential and objective manner);
  • Make sure of signing appropriate agreements that may include the following items:
    • Non-Disclosure Agreement stating that the employee commits to keep confidentiality of any business information obtained while he had been working in the company;
    • Non-Compete Agreement assuring that the employee agrees not to compete with his former employer in the open market;
  • Make sure that form (checklist) is completely filled, checked, signed, and all its critical points are answered properly (ensuring that all borrowed items are returned, checked and collected to company’s inventory, and all other outstanding issues are closed, etc);
  • Conduct Employee Evaluation to calculate appropriate wage, bonuses, retirement payments, etc;
  • Once the leaving date has been confirmed, do a company-wide announcement to notify all concerned staff members, so that they can finalize and close all outstanding matters of collaboration between them and departing employee beforehand, and also inform all concerned customers, partners, suppliers, etc. (everyone who had been maintaining business contacts with the departing employee during a long time inside and outside of the organization);
  • Define the need for an audit if applicable (financial, workplace, corporate property audit, etc);
  • Transferring the employee’s responsibilities and duties to another employee until this position is filled again, or handing his work over to a new employee;
  • Organize meeting to formally conclude his employment, acknowledge him for his service, contribution & achievements, say thanks and award him with gifts, etc; 
  • Make sure that all financial and legal interrelations with the employee are closed out properly (working contract is canceled, all remunerations and outstanding travel vouchers are paid out, any outstanding bills to the company are paid in, fiscal reimbursements performed, etc);
  • Compose final report embracing all the essential matters and summarizing the procedure, to be submitted by HR department, the company’s management, and addressed to government HR-controlling services as appropriate;

Matters of Employee Exit review:

  • Return & canceling of Staff Identification Card and other nominal corporate attributes (official seal, parking and security permits, etc);
  • Inspection & return of the corporate uniforms and tools;
  • Inspection & return of the company’s vehicle provided to employee;
  • Inspection & return of the company’s property provided to employee;
  • Return of the company’s cellular phones, portable computers, laptops & components, and any other borrowed devices;
  • Return of all equipments provided for use in the employee’s home or car;
  • Determine if computer access codes or passwords need to be changed;
  • Return of all keys including office, vehicles, inner cabinets, storages, etc;
  • Canceling all financial and administrative credentials of the departing employee;
  • Return of corporate procurement cards, telephone cards, credit cards, catering cards, corporate parking tag, etc;
  • Submitting and signing any...


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