Off-Boarding Checklist for Managers
Resignation Notice / Obtain a written resignation letter from the employee. Make a copy for department file. Ascertain if the employee has or willhave a job within the Partners system (See "Jobs within Partners" below) / Notify HR Business Partner of employee resignation and forward original written notice to Human Resources. /
PeopleSoft / Complete PeopleSoft termination transactionPeoplesoft Term Instructions /
Employee Offboarding Toolkit / Provide the employee with the BWH Employee Off Boarding Toolkit (Employee Off Boarding Checklist, Knowledge Transfer Form, Resource List)
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Knowledge Transfer Form / Review the Knowledge Transfer Form with the employee and set appropriate deadline(s) for completion. /
Performance Evaluation / Ensure Employee’s performance review and merit increase is current on PeopleSoft. /
Timekeeping / Notify timekeeper of the last day of employment to ensure accurate and timely processing of final paycheck and cashout of accrued time off. /
If the employee is a timekeeper or approver, notify back-up timekeeper to ensure coverage during departure. If needed, obtain new timekeeper assignment and / or Kronos access by contacting Kronos Team /
Reconcile Accounts / Paid time off -Confirm that employee has not used more PTO hours than has been accrued. Consult with HR Business Partner if the PTO balance is in the negative. /
Expenses - Approve any outstanding travel expenses/business expenses through the department. /
Hospital and Personal Property / Obtain all computers, USB drives, keys, ID badge(s), procurement cards, parking/permit cards and/or stickers and any other company assets back from the employee/POI. /
Verify removal of Employee’s personal items from workspace. /
Communication Plan / Outline appropriate communication plan with Employee (consider internal and external customers and colleagues). /
Ensure that Employee resets phone password and changes voicemail greeting. /
Ensure that Employee activates appropriate out-of-office email message with replacement contact information. /
PAS Access Control / PAS - All Partners Authorization System (PAS) controlled systems will be automatically disabled via PeopleSoft termination on the day following the last day worked.
For High-Risk terminations (e.g. involuntary termination) consult with HRBP to determine if access should be disabled sooner as circumstances warrant. /
Non-PAS / High Risk Access Control / Non PAS - Review the employee’s access to remove all non-PAS controlled systems. Priority should be given to removal of access to applications which present the highest risk if inappropriately accessed (clinical, compliance, financial, reputational) to the organization. /
High risk systems vary by department and may include: Departmental, site or enterprise applications/services; Department/external websites, applications/databases; Shared File Areas/databases; Third party systems, etc. /
Contact personnel who provide access to such systems for your new hires to remove access for terminating employees. If you do not know how to remove systems access, submit a ticket to the IS Service Department. /
Jobs within Partners / If the employee has another job or is moving to a new job within the Partners system, consult with your HR Business Partner for guidelines on the following:
- PeopleSoft transaction for terminating at BWH/rehiring at Partners Affiliate.
- PAS controlled system access that will not be automatically disabled as described above.
1 | PageSept 2016