Employee Offboarding/Responsibilities

Employee offboarding involves several roles. Each participant is responsible for specific activities to ensure that the employee's departure is handled smoothly and that work, information, access, and company property are appropriately managed.

Employee

The departing employee is responsible for:

• Completing the required handover of ongoing work and responsibilities.
• Providing relevant information and documentation needed by the team.
• Returning company-owned equipment, access cards, keys, and other company property.
• Submitting outstanding expenses and other required information to the appropriate department.
• Removing personal information from company equipment where appropriate, without deleting or modifying business information.
• Completing any required HR documentation or exit activities.
  

Employees should raise any questions or concerns about their departure with their manager or HR.

Manager

The manager is responsible for:

• Coordinating the transfer of the employee's ongoing responsibilities.
• Identifying important projects, tasks, deadlines, and contacts that need to be handed over.
• Ensuring that relevant business information and documentation are accessible to the appropriate team members.
• Informing the relevant team members about changes in responsibilities.
• Confirming that company property assigned to the employee has been returned.
• Working with HR and IT when additional arrangements are required.
  

The manager should ensure that important work can continue after the employee's departure.

HR

HR is responsible for coordinating the employee's departure from an employment and administrative perspective.
HR responsibilities include:

• Recording and maintaining the employee's departure information.
• Providing the employee and manager with relevant offboarding information.
• Coordinating required employment and HR documentation.
• Coordinating the exit interview where applicable.
• Working with the manager and IT to ensure that required offboarding activities are completed.
• Answering questions about employment-related matters and final administrative steps.
  

HR is the primary contact for questions concerning employment conditions, final employment documentation, and other HR-related matters.

IT

IT is responsible for managing the employee's company accounts, system access, and assigned IT equipment.
IT responsibilities include:

• Managing access to company systems and services when an employee leaves.
• Handling company-owned IT equipment assigned to the employee.
• Supporting the transfer or preservation of business information where required.
• Removing or changing access to shared resources when necessary.
• Assisting with technical questions related to the employee's departure.
  

Questions about accounts, system access, or company IT equipment should be directed to IT.

Shared responsibilities

Some offboarding activities require collaboration between several roles.
The employee and manager are jointly responsible for ensuring that important work and knowledge are handed over. The manager and IT coordinate when business information, shared resources, or equipment require attention. HR coordinates with the manager and IT when offboarding activities need to be aligned.
Each participant is responsible for completing their assigned activities and communicating any issues that could affect the employee's departure.