Termination Action Checklist

Standard Procedure for All Employees

• Distribute Discipline Policy (through Handbook or otherwise) at the time of employment.  Make rules available online or elsewhere so all employees have notice.
• Consistently follow whatever policies are promulgated.  Treat employees fairly and consistently.
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Disciplinary Procedure

• Inform employee of infraction and maintain records in the supervisor’s file and/or personnel file.
• Obtain signed acknowledgments from employee that the employee has received a warning or other admonition.
• Provide employee opportunity to improve—treat discipline as a constructive process, not just as punishment.
• Act expeditiously on allegations of harassment or other serious misconduct.
• Establish employee complaint system and grievance program.
• Perform investigation if appropriate.
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Determining Penalties

• Consider employee’s overall performance, value and risk to the business.
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Executing the Termination

• Complete termination report.
• Draft termination letter, with management and assistance of counsel if necessary.
• Inform human resources and payroll.
• Inform administrators of benefit plan(s), i.e. medical and retirement.
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Employee Meeting

• Include supervisor, HR rep.
• Discuss severance, if applicable.
• Inform departing employee of COBRA, state-mandated or employer-provided continuing health coverage.
• Review retirement plan options, i.e. 401(k) rollover.
• Notify terminated employee of any outplacement services.
• Establish contact for other outstanding HR issues.
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Closing Matters

• Request return of company equipment, data, or other property.
• Confidential information.
• Client lists.
• Final paycheck (comply with state timing requirements)
• Exit Interview.
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