Retirement

Encourage employees who are planning to retire to talk to the Payroll office and the Department of Retirement Services (DRS) well in advance of their retirement date. This allows them to make the best decisions for their own circumstances.

When the employee is ready to retire, ask them to complete the Employee Resignation/Retirement Form and submit it to the HR department at least two weeks before their ending date.

 

Resignation

Ask employees who are resigning to give at least two weeks notice if at all possible. Early notice provides the opportunity to seek a qualified replacement to ensure the least impact to ESD services.

The employee should complete the Employee Resignation/Retirement Form and submit it to the HR department.

Termination or Layoff

Contact the HR department if you need to lay off an employee due to lack of available funding or changes in the needs of your department. They will guide you through the process.

If you are considering terminating an employee, it is critical that you work closely with the HR department and follow all of the steps that they will lay out for you. The possibility of termination is confidential, and should only be discussed with HR.

Exit Process

Exit Survey

When the HR department receives the two-week notice, the employee will be sent a link to an exit interview survey.

Turn in items

Note: Before the employee leaves, talk to the facilities department to get a list of keys assigned to them.

It is the supervisor’s responsibility to get the following from the employee:

  • Keys
  • Technology
  • Materials (books, etc) purchased by the ESD

The facilities department disables the badges, so you do not need to turn them in.

Offboarding Checklists

Resignation

Communicate

  • Receive resignation letter
  • Write a resignation acknowledgement letter
  • Work with Payroll to debrief employee on remaining benefits such as:
    • COBRA
    • Retirement plans
    • Paid time off balances
  • Determine where/when last paycheck will be sent
  • Notify managers and team members, preferably in person
  • Notify necessary customers if applicable

Transition the Work

  • Onboard the replacement or, in the meantime, determine who assumes the resigning employees’ responsibilities
  • Have employee write up outstanding job details and duties
    • Ongoing tasks
    • Current and upcoming projects and deadlines
    • Necessary contact information

Exit Interview

  • Inform employee that exit interview is optional
  • An email will be sent to employees as a part of their exit process.

Manage Logistics

  • Return electronics
    • Computer and charger
    • Company phone
  • Return office keys
  • Return ID card, if necessary terminate access
  • Remove and/or transfer administrative capabilities
  • Change account passwords
  • Disconnect systems (email, phone lines, etc.)

Termination or Layoff

Prepare

  • Gather any needed evidence for termination including performance reviews, employer agreements, etc. (For terminated employees only)

Notify the Employee

  • Write a termination letter (consult with HR)
  • Debrief employee on remaining benefits such as:
    • Unemployment insurance (Only for laid-off employees)
    • COBRA
    • Retirement plans
    • Paid time off balances
  • Determine where/when last paycheck will be sent
  • Notify managers and team members, preferably in person
  • Notify necessary customers if applicable

Transition the Work

  • Determine who assumes the terminated employees’ responsibilities
  • Onboard new replacement

Manage Logistics

  • Return electronics
  • Computer and charger Company phone
  • Return office keys
  • Return ID card, if necessary
  • Remove and/or transfer administrative capabilities
  • Change account passwords
  • Disconnect systems (email, phone lines, etc.)