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Download the Termination Checklist Template that has been created to assist HR personnel during the termination process of an employee. Often, depending upon the depth of the employment, the employee must return several items of property to the company prior to leaving. This list would contain most of those items to check off at termination. It will also remind the employer of signatures needed on important documents of a legal nature.

How To Write

Step 1 – Section 1 – Terminated Employee Information –

  • Complete the following:
  • Employee Name
  • Job Title
  • Department
  • Last Day Worked
  • Reason for Termination (check appropriate box(es) -If the boxes are not appropriate to the reason for termination check “other” and write in the reason for termination

Step 2 – Section 2 – Items to be returned

  • Generally employees receive items at hire, that will make their jobs and communications easier. Upon termination, these items must be returned, usually prior to the final paycheck being issued. Collect the items, check them off of the list.  Some of these items are:
  • ID Badge
  • Building Keys/Access Card
  • Desk/File Keys
  • Computer or Laptop
  • Cell
  • Palm Pilot
  • Credit Cards
  • Tools
  • Uniforms
  • Safety Equipment
  • Customer Lists
  • Price Lists
  • Calling Cards
  • Sensitive Company Information such as:
  • Company Financial Information
  • Company Files
  • Company Manuals
  • Designs, Formulas etc
  • Company Vehicle

Step 3 – Section 3 – Information to be Reviewed With Exiting Employee

  • Any Agreements i.e.;
  • Employment Agreement
  • Non-Compete/Non-Solicitation Agreement
  • Intellectual Property Agreement
  • Confidentiality Agreement

Pay and Benefits – Will the employee retain benefits for a certain amount of time after termination?

  • COBRA
  • Life Ins. Continuation and/or conversion
  • Pension/401K – 401K Loans
  • Outplacement (if it applies)
  • Unemployment Ins (if applicable)
  • HSA/HSRA
  • Health/Flexible Spending Acct. Bal
  • Vacation/PTO Balance
  • Sick Time Balance
  • Severance Pay (if applicable)
  • Expense/Reimbursement Acct Bal
  • Miscellaneous Unpaid Balance
  • Other

Step 4 – Section 4 – Persons To Notify –

  • Receptionist
  • Payroll
  • Security
  • Information Systems
  • Professional Associations
  • Union
  • Credit Union (if applicable)
  • Cell Phone Provider
  • Credit Card Provider

Step 5 – Section 5 – Things To Do –

  • Obtain Signed Termination Notice
  • Pull All Employee Files & Update HRIS Record
  • Pull I-9
  • Schedule Exit Interview
  • Check Company Reports – Employee Participaion
  • Prepare Cobra, HIPPA Notices, Insurance Poviders etc
  • Request Final Checks for wages, vacatio and any other legally required compensation
  • Assemble 401K Termination Forms
  • Check for Outstanding Loans
  • Other

Step 6 – Once the checklist is complete, HR Representative must provide signature and a date in which all tasks have been completed mm/dd/yyyy

 

 

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