Research Request:Process for Employee Exiting

PROGRAMS AND PROJECTS | May 8, 2019

As part of your membership benefits, the Alliance staff provide research services for local government member submitted requests. Topics can range from pressing issues to emerging trends. This benefit is made possible through our partnership with Arizona State University Marvins Andrews Fellowship

Request Prompt:

“We are currently creating a process and procedure for employee exiting, including retirement, resignation, position changes. We would like any articles regarding offboarding procedures, such as checklists, exit interviews, document management for personal and company retention and destruction, and security measures. Thank you for your time!” 

Summary of Findings: 

Toolkits, Resources, and Possible Funding Pathways: 

Offboarding Best Practices: 

https://blog.careerminds.com/offboarding-best-practices 

Exit interviews and termination of employment surveys are extremely useful in the overall employee offboarding process to gain valuable insight, such as: 

  • Identifying problem areas 

  • Increasing employee retention rates 

  • Establishing reasons for termination of employment 

  • Improving work culture 

  • Identifying development opportunities 

  • Ensuring compliance 

  • Managing turnover costs 

Records Detention and Destruction: 

https://www.eeoc.gov/employers/recordkeeping.cfm 

Recordkeeping Requirements 

EEOC Regulations require that employers keep all personnel or employment records for one year. If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination. 

Under ADEA recordkeeping requirements, employers must also keep all payroll records for three years. Additionally, employers must keep on file any employee benefit plan (such as pension and insurance plans) and any written seniority or merit system for the full period the plan or system is in effect and for at least one year after its termination. 

GSA Checklist: 

SUBJECT:  Pre-Exit Clearance Procedures for Employees Voluntarily Separating from or Reassigned within GSA 

1.  Purpose.  This Instructional Letter (IL) issues and transmits the process for Federal employees who are voluntarily separating or transferring from service with GSA to ensure accountability of personal property, proper access to computer systems and adjudication of any financial obligations to minimize the risk to the Agency.  This IL designates responsibilities and prescribes the processes for the return of personal property and termination of access to GSA computer systems, buildings, and other accesses granted an employee during the course of his or her employment.   

https://www.gsa.gov/forms-library/pre-exit-clearance-checklist 

https://www.gsa.gov/directives-library/preexit-clearance-procedures-for-employees-voluntarily-separating-from-or-reassigned-within-gsa-il1801-hrm 

 

University of Santa Cruz Employee Exit Procedure: 

https://shr.ucsc.edu/policy/off-boarding.html 

“new off-boarding procedure designed to provide clear instructions to ensure accountability for resolution of outstanding items upon the separation staff employees. The off-boarding procedure includes the steps to complete prior to the separation an employee.” 

Off-Boarding Procedures: 

https://shr.ucsc.edu/procedures/sep-off-boarding/index.html 

  • Security of property and information 

  • <