Employee Offboarding Checklist

Log the final shift date in the workforce-management system (Homebase, Deputy, 7shifts, UKG Ready) so it stops auto-scheduling the associate. Note whether this is voluntary, involuntary, or end-of-seasonal so downstream steps route correctly.

Involuntary terminations require manager + HR present at the conversation and same-day final pay in CA, MA, CO, and several other states. Voluntary resignations follow standard pay-cycle rules. Confirm with HR before scheduling the offboarding conversation.

Book a 30-minute slot in the back office or on Zoom for remote roles. Use the standard exit-interview form covering reason for leaving, manager feedback, schedule and pay satisfaction, and rehire eligibility.

Pull accrual balance from payroll (ADP, Paychex, Gusto). CA, CO, MA, NE, IL, and others require payout of unused vacation at separation regardless of policy; sick time rules vary. Confirm the state rule before zeroing balances.

CA requires final wages at time of involuntary termination; failure triggers waiting-time penalties up to 30 days of wages. Cut a manual check or run an off-cycle payroll — do not wait for the next regular pay date.

Include regular hours, overtime, commissions, PTO payout, and any owed bonuses. Itemized wage statement is required by most state wage-and-hour laws. Deduct only items with signed written authorization.

Federal COBRA applies to employers with 20+ employees; many states have mini-COBRA for smaller employers. Plan administrator must send the election notice within 44 days of qualifying event. Document the mailing date in the personnel file.

Remove the associate's cashier ID from Lightspeed, Shopify POS, Clover, or Square before their final shift ends — leaving a live login is a PCI DSS finding and a refund-fraud risk. Also revoke access to the e-commerce admin, OMS, and any vendor portals.

Suspend Google Workspace or Microsoft 365 account, set an auto-reply pointing to the manager, and forward incoming mail for 30 days. Deactivate Slack/Teams and remove from any shared channels with vendor or customer contact.

Required for any departing key holder, ASM, or store manager. Update the alarm panel user list, rotate the safe combination, and notify the monitoring company of the personnel change. Document the new code distribution in the closing log.

Rotate any shared credentials the associate knew — back-office Wi-Fi, time-clock manager override PIN, CCTV viewer (Verkada, Solink, Sensormatic), receiving-dock door code.

Collect front-door, back-door, stockroom, safe, and display-case keys. Cross-check against the key log. Missing keys for high-value display cases (jewelry, electronics) trigger a rekey — schedule the locksmith same day.

Branded apparel, lanyards, and name tags walk out the door easily and show up on resale sites. Mark uniforms for laundering or disposal per condition; return reusable name tags to the supply bin.

Handheld scanners, mobile POS sleds (Lightspeed Tap, Shopify Tap & Chip), tablets used for BOPIS picking, store iPhone, laptop. Wipe each device via MDM (Jamf, Intune, Kandji) before reassigning. Log serial numbers in the asset register.

Use the approved locksmith vendor; do not let the departing associate or a related party perform the rekey. Update the key log with new key numbers and reissue to current key holders.

Pull the associate's open BOPIS queue, special-order tickets, customer holds, and layaway accounts. Reassign to the shift lead so nothing ages out unattended after the last day.

Department managers often have direct relationships with rep agencies and consignment vendors. Document the contact list, current open POs, and any verbal commitments. Hand off to the incoming department lead in writing — not via email forward alone.

Cover reason for leaving, schedule and pay satisfaction, training adequacy, manager feedback, and rehire eligibility. Voluntary departures are the cleanest source of honest feedback on schedule predictability, fitting-room coverage, and shrink — capture verbatim quotes.

Brief the team in the next pre-shift huddle with neutral language — date of departure, who is covering open shifts, and where to route customer questions. Do not share the reason for involuntary terminations.

Remove the associate from the next four weeks of the schedule and the skill matrix (opener, closer, key holder, age-restricted sales certified). Flag coverage gaps so the schedule build doesn't post with an empty opener slot or no carded cashier.

Archive the I-9 separately for the longer of 3 years after hire or 1 year after termination per USCIS rules. Retain payroll records for 3 years (FLSA) and tax records for 4 years (IRS). Move the file to the terminated-employees section of the HRIS.