Before Last Day #
HR, IT, or the manager completes these items once notice of departure is received and before the employee’s final day. In all cases, the lead-time for processing should be the maximum possible; there are lots of steps and the earlier we have notice the better.
HR & Administration #
| Item | Completed By |
|---|---|
| - [ ] Departure date confirmed and recorded | HR / Manager |
| - [ ] Resignation letter or termination documentation retained | HR |
| - [ ] Final paycheck date and method confirmed with Insperity | HR |
| - [ ] Benefits termination date communicated to employee | HR |
| - [ ] COBRA / benefits continuation information prepared for employee | HR |
| - [ ] Remote.com offboarding initiated (if applicable) | HR |
| - [ ] FTO balance calculated and payout confirmed per policy | HR |
IT & Access Preparation #
The IT Director should be notified as early as possible once a departure is confirmed. The notification from the manager must include the confirmed final date, a list of any systems or shared accounts the employee manages, equipment return logistics (remote ship-back or in-person), and any knowledge transfer requirements involving IT-managed systems.
| Item | Completed By |
|---|---|
| - [ ] Manager notifies IT Director of departure with final date | Manager |
| - [ ] Manager provides list of systems/shared accounts the employee owns or administers | Manager |
| - [ ] Equipment return method confirmed (shipping label sent or in-person return scheduled) | Dustin / IT |
| - [ ] IT prepares account deactivation schedule aligned to last day | Dustin / IT |
| - [ ] IT confirms full list of accounts to deactivate against the Role-Based Provisioning Matrix | Dustin / IT |
| - [ ] Employee notified of data retention policy and personal data removal deadline | Dustin / IT |
| - [ ] Employee reminded to remove any personal files, browser profiles, or credentials from company device before return | Dustin / IT |
**Note:** Employees should be given a minimum of 5 business days' notice to remove personal data from company devices. IT will not recover personal data after device wipe.
Knowledge Transfer #
For employees who hold administrative access to any IT-managed system, a structured handover is required to ensure continuity. This includes shared credentials, service accounts, vendor contacts, and any undocumented configuration knowledge.
| Item | Completed By |
|---|---|
| - [ ] Knowledge transfer plan agreed with manager | Manager / Employee |
| - [ ] Handover documentation drafted or assigned | Employee |
| - [ ] Open project responsibilities reassigned | Manager |
| - [ ] Identify all shared/service account credentials the employee manages | Manager / IT |
| - [ ] Rotate or transfer shared credentials and service account passwords | Dustin / IT |
| - [ ] Document any undocumented system configurations or vendor relationships | Employee / IT |
| - [ ] Transfer ownership of Google Drive files, Shared Drives, or Groups to designated successor | Dustin / IT |
| - [ ] Reassign any IT vendor relationships or open support tickets | Dustin / IT |