Employee Offboarding Checklist

HR confirms whether the separation is voluntary, involuntary, or retirement. Involuntary separations change the access-revocation timeline — credentials rotate the same day rather than at end-of-day on the last day worked.

Look up the employee's NPN in NIPR and list every state where they hold a resident or non-resident license, plus carrier appointments. Licensed producers trigger a separate appointment-termination workflow downstream; unlicensed staff do not.

Disable the Microsoft 365 / Google Workspace account, revoke active sessions, and remove the user from the Okta / Azure AD directory. Forward inbound email to the manager for 30 days, then delete per the retention schedule.

Deactivate the user in Applied Epic, AMS360, EZLynx, HawkSoft, or NowCerts — whichever the agency runs. Reassign the user's queue and pending activities to the supervisor before deactivation, otherwise open tasks orphan.

Each appointed carrier's portal is a separate account — there is no central directory. Work the appointments list from step 3: log into each carrier portal and the rating engines (ITC TurboRater, EZLynx Rating, Vertafore PL Rating) to deactivate the user.

Applies to carrier and TPA staff with Guidewire access. Confirm any in-flight underwriting referrals or claim assignments are reassigned before the user is disabled, and pull the user's audit log for retention.

Required by NYDFS Part 500 §500.07 access-controls language and good practice generally. Rotate any shared logins the employee knew — OFAC screening tools, MVR providers, LexisNexis CLUE, premium-financing portals, document-destruction vendor accounts.

Bulk-reassign producer of record and account manager fields in Applied Epic / AMS360 to the receiving staff. Confirm commission splits update at the same time — leftover producer codes pay commission to a departed user and create reconciliation work later.

List every open ACORD 125 / 130 / 140 in flight, who the markets are, what supplementals are outstanding, and any indications received. Indications are non-binding — flag any that the receiving producer might mistake for quotes.

For adjusters and examiners: walk the receiving adjuster through reserve rationale, ROR letters issued, pending recorded statements, and subrogation deadlines. Texas Chapter 542 prompt-payment clocks don't pause for staff transitions.

Pull the renewal report from the AMS and assign each upcoming renewal to a covering account manager. Flag accounts inside state-specific non-renewal notice windows (NY 45–60 days, CA 45 days personal auto, FL 45–120 days) where missed action forces renewal at expiring terms.

State final-pay rules vary widely. CA requires immediate payment on involuntary termination; MA requires same-day for involuntary, next regular payday for voluntary. Include accrued PTO where state law or policy requires payout.

Plan administrator must send the COBRA election notice within 14 days of receiving notice of the qualifying event. For carriers offering group health, dental, vision, and FSA — the notice must cover each separately.

For producers paid on advanced commission, calculate the unearned portion against the agency's vesting and chargeback schedule in the producer agreement. Cancellation chargebacks for policies that fall off within the rescission period also reduce the final settlement.

Retrieve the laptop, ID badge, building fobs, corporate AmEx, fuel cards, and any printed claim files or underwriting binders. Photograph each item against the asset list and confirm the laptop disk-encryption status before reimaging.

File appointment terminations through NIPR for each appointed carrier in each state. Most states require the appointing entity to file within 30 days of the termination effective date; missing the filing leaves the agency on the hook for the producer's future actions on those appointments.

Several states (NY, CA, FL among them) require the appointing entity to disclose whether the termination was for cause when a producer is separated. Coordinate with HR on the documented reason — "for cause" filings can affect the producer's ability to be re-appointed elsewhere.

Walk the employee through their post-employment restrictions in writing. Producer non-solicits are heavily state-dependent — CA voids most non-competes outright; FL enforces reasonable book protection; NY enforces narrowly tailored restrictions. Document acknowledgement.

Pull the user's access logs from the AMS, claims system, and email and archive them per the WISP retention schedule (commonly 5–7 years; longer for workers comp files). Required reading for the next NYDFS or state-DOI cybersecurity exam.