Offboarding checklist: [Employee name]
| Position | [Position] |
|---|---|
| Reason for leaving | Resignation |
| Last day | [last day] |
| Final pay by (most awards) | [enter the last day] |
Notice, pay and records
- ☐ When they resign: Confirm the resignation and last day in writing, and the notice the award, agreement or contract requires them to give. If you don’t need them to work the notice, check whether you must pay it.
- ☐ Final pay: Pay wages to the last day, overtime, allowances and any bonus or commission owing, plus unused annual leave and leave loading if it would have been paid (s 90(2)). Personal leave isn’t paid out. Most awards require final pay within 7 days of the last day: check yours.
- ☐ Final pay: Check long service leave under your state or territory law: some require pro-rata leave to be paid out after a minimum period of service.
- ☐ Final pay: Pay super on the final pay’s ordinary time earnings, including any payment in lieu of notice. Unused leave paid on termination doesn’t attract super. Under Payday Super it must reach the fund within 7 business days of the payday.
- ☐ Final pay: Withhold tax using the ATO rules for unused leave and termination payments, and report the final pay through Single Touch Payroll on or before the payday. You can finalise their STP data straight away; it must be done by 14 July.
- ☐ Last day: Collect keys, access cards, uniforms, cards and documents. Confirm in writing anything they may keep.
- ☐ On request: Give an Employment Separation Certificate within 14 days if they or Services Australia ask for one.
- ☐ Last week: Offer an exit conversation or survey, and record handover of their work.
- ☐ After they leave: Keep their employment, time and wages records for 7 years (s 535). Remind them of any confidentiality obligations that continue.
Systems and access
- ☐ By the end of the last day: Disable sign-in to email, single sign-on and every business system; don’t delete the account yet.
- ☐ By the end of the last day: End active sessions on all devices and remove their multi-factor authentication methods.
- ☐ By the end of the last day: Revoke building access, alarm codes and shared logins they knew; change those passwords.
- ☐ By the end of the last day: Recover company laptops and phones, and remotely lock or wipe any that aren’t returned.
- ☐ Last day: Remove access to any app they used on their own phone, and work data on personal devices.
- ☐ First week after they leave: Forward or delegate their mailbox and move shared files to their manager before the account is removed.
- ☐ Within a month: Cancel their paid software licences once mail and files are moved, and remove them from distribution lists, contact pages and suppliers.