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Hand over, compensation and benefits

Employee Information

Collect employee details (name, position, department, employee ID)

Verify employee's last working day

Obtain contact information (email, phone number) for future correspondence

Confirm if the employee is eligible for any benefits or compensation

Compensation

Calculate and finalize employee's final salary based on last working day

Determine any pending salary payments (overtime, bonuses, commissions)

Review any outstanding loans or advances and deduct from final salary

Coordinate with payroll department for timely processing of final payment

Benefits

Identify employee benefits entitlements (health insurance, retirement plans, stock options, etc.)

Inform employee about the continuation or termination of benefits after employment

Provide necessary paperwork for employee to claim any remaining benefits (e.g., reimbursement claims)

Coordinate with benefits administration team to ensure smooth transition and accurate record-keeping

Exit Interviews and Clearance

Schedule an exit interview to gather feedback and insights from the departing employee

Conduct knowledge transfer sessions if necessary to ensure seamless transition for the successor

Collect company assets (laptop, access cards, etc.) and ensure the return of any borrowed items

Facilitate the completion of clearance procedures (e.g., returning borrowed funds, settling outstanding dues)

Documentation and Record-keeping

Create a separation checklist to document all completed tasks and ensure nothing is missed

Update employee records in HR systems to reflect the termination of employment

Retain all necessary documents and forms in compliance with legal and company requirements

Store employee's personnel file securely and archive as per retention policies

Communication

Notify relevant stakeholders (IT, Facilities, Security, etc.) about the employee's departure

Inform the employee about any post-employment support services or assistance available

Communicate with the employee regarding any post-employment obligations or non-disclosure agreements

Post-Departure Follow-up

Conduct post-departure surveys or interviews to gather feedback on the employee's experience

Address any outstanding concerns or questions raised by the employee

Maintain a positive relationship with the departed employee and provide references if required

Remember, this checklist should be customized to fit the specific needs and policies of your organization.

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