Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Samia Thompson
Reviewed date: 2025-09-05
Next review date: 2026-09-04
This SOP applies to all managerial staff involved in the offboarding of employees at Easyterms.
The purpose of this Standard Operating Procedure (SOP) is to provide a detailed guide for managerial staff to use when offboarding employees at Easyterms. This SOP outlines the key steps and responsibilities for the employee separation and offboarding processes, ensuring a smooth, professional, and compliant transition for departing employees while protecting organizational assets and information.
This SOP applies to all managerial staff involved in the offboarding of employees at Easyterms. This includes, but is not limited to:
CEO
Operations Manager
Accountant
Or as directed by the CEO
The processes and procedures outlined in this SOP cover the following areas:
Employee resignation or termination processing
Collection of company property (keys, access cards, devices, etc.)
Notification to the security company for access deactivation
Deactivation of all employee access and accounts (IT systems, software)
Final payroll and benefits processing
Conducting exit interviews
This SOP does not cover the following areas, which are addressed in separate SOPs or policies:
Performance management
Employee grievances and disciplinary action
Severance pay guidelines
Key steps to consider
Return of Company Property: All employees are required to return all company property (keys, access cards, devices, etc.) upon termination or resignation.
Security Notification: The security company must be notified of the employee's departure to ensure the deactivation of access and security measures.
Account Deactivation: All employee accounts and access privileges must be deactivated promptly upon their last day of employment.
Final Payroll & Benefits: Final payroll and benefits processing must be completed within the required legal timeframes.
Exit Interview Encouragement: Employees are encouraged to participate in an exit interview to provide feedback on their experience.
HR and/or Head of Department: Receives notice of resignation/termination, initiates the offboarding process, schedules property return, and conducts the exit interview.
Management Team (CEO, Operations Manager, Accountant, or as directed): Oversees the offboarding process, ensures compliance, and provides final approvals.
IT Department/Network Maintenance Provider: Responsible for deactivating all employee accounts, access privileges, and ensuring data security.
Security Company: Deactivates physical access and security measures as notified.
Finance/Payroll Department: Responsible for completing final payroll and benefits processing.
Departing Employee: Responsible for returning all company property and participating in the exit interview.
5.1.1 Receive formal notice of resignation from the employee or initiate termination procedures from the Direct Report.
5.1.2 Document the date of notice and the effective last day of employment.
5.2.1 Immediately notify the designated security company of the employee's departure.
5.2.2 Request the security company to deactivate all physical access (e.g., building access cards, alarm codes) and security measures associated with the departing employee.
5.3.1 Schedule a specific time and date for the employee to return all company property. This should ideally occur on or before their last day of employment.
5.3.2 Collect all company property, including but not limited to:
Keys (office, cabinet, etc.)
Access cards/badges
Devices (laptops, company-issued phones, tablets, external hard drives, etc.)
Company documents or files (physical and digital copies)
Company credit cards
5.3.3 Obtain a signed acknowledgment from the employee confirming the return of all company property.
5.4.1 On the employee's last day of employment (or immediately upon notification for terminations requiring immediate access revocation), deactivate all employee accounts and access privileges. This includes, but is not limited to:
Email accounts (O365, Gmail, etc.)
Accounting Software (Xero)
Communication platforms (Slack)
CRM systems (SugarCRM)
Knowledge management platforms (Nuclino)
Any other relevant software, systems, or internal applications (e.g., Easy Payday Portal, Easyterms Portal, social media accounts like Facebook, Instagram, YouTube, Upwork, Storyblocks, Wisestamp, Shutterstock).
5.4.2 Ensure all data associated with the employee's accounts is secured and, if necessary, transferred to appropriate personnel or archived as per data retention policies.
5.5.1 Complete final payroll processing for the departing employee, including any outstanding salary, accrued but untaken vacation pay, and other entitlements.
5.5.2 Ensure compliance with all applicable labor laws and regulations regarding final paychecks and benefits.
5.5.3 Process any final benefits adjustments (e.g., health insurance termination, pension fund updates).
5.5.4 Issue a final pay statement and any required tax documents.
5.6.1 The Direct Report (or designated HR personnel) will conduct an exit interview with the departing employee.
5.6.2 The purpose of the exit interview is to gather feedback on their experience with the company, identify areas for improvement, and understand reasons for departure (if applicable).
5.6.3 Document key feedback points from the exit interview for internal review and analysis.
5.7.1 Ensure all documentation and records related to the offboarding process are properly completed, including:
Resignation letter/Termination notice
Property return checklist/acknowledgment
Account deactivation confirmations
Final payroll calculations
Exit interview notes
5.7.2 All offboarding documentation must be securely stored and archived in the employee's personnel file, adhering to the company's data retention policies.
Resignation Letter / Termination Notice
Company Property Return Checklist
Account Deactivation Checklist
Final Paycheck Calculation Summary
Exit Interview Notes
Employee Personnel File Checklist
All managerial staff involved in the offboarding process will receive mandatory training on this SOP and related HR, IT, and Finance policies annually or upon significant revisions. Training will emphasize sensitivity, legal compliance, and security protocols during employee separations.
This SOP will be reviewed annually by the Human Resources Department and Senior Management to ensure its continued effectiveness, compliance with labor laws, and alignment with organizational security and talent management strategies. Feedback from offboarding processes will be actively sought for continuous improvement.