Employee offboarding
Coordinate an employee's departure, end access at the right boundary and resolve outstanding work.
6 stages · 2 approvals
Roles and responsibilities
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Step 1Prepare separation
Change NumberEmployeeKindEffective DateRehire
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Step 2Approve separation
Change NumberEmployeeKindEffective DateRehire
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Step 3Prepare clearance
Checklist NumberEmployeeStart DateTarget Completion
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Step 4Apply separation
EmployeeEntityStart DateActual Start At
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Step 5Resolve tasks
Request NumberEmployeeOperational LabelStart Date
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Step 6Close
Checklist NumberEmployeeStart DateTarget Completion
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Prepare separation
HR Manager prepares the effective departure, supporting evidence and complete before-and-after proposal. Identify affected position and manager assignments, pending leave, policy obligations and required clearance tasks. Classify the separation under reviewed reporting rules. An intended departure remains a future change until approved; it cannot prematurely overwrite current employment or erase prior service.
Approve separation
An independent HR Manager reviews the exact revision and effective boundary, excluding the preparer, material editors and applicable subject conflict. Resolve the treatment of direct reports, future reservations and required evidence. Any planned provider work uses the approved departure identity, with separate technical review when required by configuration.
Prepare clearance
HR Specialist coordinates the offboarding checklist and named task assignees. Required work may cover equipment, account revocation, exit follow-up, document handling and notification to an external payroll provider. The assigned person sees only the task information they need. Requesting final-pay work does not calculate payroll or establish that payment has occurred.
Apply separation
HR Manager applies the current approved departure at the first nonemployed instant. End the employment and position intervals, record linked history and reconcile eligible future reservations. Current Core HR grants and approval authority end at this boundary. An unresolved external revocation cannot keep internal team or private-data access active.
Resolve tasks
HR Specialist follows actual task and provider outcomes. Follow the approved reassignment of pending decisions and reconciliation of leave, policy and direct-report obligations. An accepted request or transport acknowledgment does not complete account removal or equipment return. Uncertain outcomes retain their existing request identity for lookup and reconciliation, with an owner for every exception.
Close
An independent HR Manager reviews the exact checklist and required evidence before closure. Required tasks need completion or a separately recorded, explicitly eligible waiver. A checklist with no applicable tasks needs express clearance. Closure records the offboarding outcome without implying a final payroll payment, external filing or unverified account action.
2 approvals required in this process
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Approve separation
HR Manager signs · prepare clearance waits
ApprovalDecisions, HRChanges -
Close
HR Manager signs · closes the process
ApprovalDecisions, OnboardingChecklists, ChecklistTasks - Before the approved boundaryCurrent employment remains unchanged. After it, historical manager links cannot preserve current decision authority.
- A reviewed cancellation before departure reconciles scheduled effects and any provider preparation. Correction after departure preserves the separation and uses an approved restoration or rehire path.
- Rehire retains the validated person identityEarlier history, with a new employment spell and newly authorized access.
- Unused leave cancellationTaken-day corrections follow their own required approvals; offboarding coordination does not grant blanket balance-editing rights.
- Mandatory tasks cannot be cancelled solely to improve completion. Missing authoritative evidence remains an exception.
- Document handling follows configured retentionLegal holds. Deletion or anonymization needs its own independent decision and confirmed outcome.
- A repeated separation or provider response cannot create duplicate history, release the same capacity twice or send another final-pay request.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare separation | HRChangesEmploymentSpellsPositionAssignments | Prepare the dated departure and affected scope |
| 2 Approve separation | ApprovalDecisionsHRChanges | Decide the exact departure revision |
| 3 Prepare clearance | OnboardingChecklistsChecklistTemplatesChecklistTasks | Assign required offboarding work |
| 4 Apply separation | EmploymentSpellsPositionAssignmentsEmploymentHistoryPositionHistoryAccessGrants | End effective employment and current authority once |
| 5 Resolve tasks | ChecklistTasksIntegrationEventsLeaveRequestsPolicyAssignments | Reconcile outstanding tasks and actual provider outcomes |
| 6 Close | ApprovalDecisionsOnboardingChecklistsChecklistTasks | Review resolved evidence and close the checklist |
Process reports
All reportsTurnover Rate
Effective nonvoid separation episodes in a bounded interval, classified by reviewed SeparationClass, divided by time-weighted distinct employed headcount over that same interval times100. Rehire is another episode, not erasure of separation. Voluntary/involuntary/other populations and duplicate/corrected events reconcile; zero/incomplete denominator is unavailable. Regrettable is optional reviewed HR-only data, not inferred from leave or performance. Sensitive reasons and small-group slices require restricted purpose/thresholds.
Tenure Distribution
Current-spell tenure at cutoff for employed people in nonoverlapping bands [0,1), [1,3), [3,5), [5,10), [10,infinity) years, with median and historical organization dimensions. Breaks between spells are excluded; OriginalHireDate is a separate first-hire context, never silently substituted. Leap-day anniversaries follow the explicit entity rule.
Leave Utilization
Within a disclosed leave year/type/entity day-unit basis, reconcile posted earned and carry-in amounts, taken, unconsumed reservations, corrections, expiry and available/advance authority. Show actual used days separately from future commitments; never sum the same closed-year carryout and new-year carry-in as newly earned leave. No medical inference or universal statutory/sick-leave norm; any operational comparison policy is reviewed and privacy-limited.
Compliance Gaps
Current configured DocumentAssignments and PolicyAssignments missing/pending/expired/revoked/overdue evidence, with exact requirement/version, permitted owner and due date. Waived/superseded/no-longer-applicable obligations remain traceable and do not count as missing current evidence. This measures recordkeeping against configured rules; it is not a legal compliance finding, completed filing or right-to-work certification.
Agent support
The assistant may prepare a permitted proposal but cannot supply the independent human decision required for a hire, protected change, readiness, retention action or correction. A service identity cannot become the employee who acknowledged a policy or the person who confirmed a factual event.
Other processes
4 moreEmployee onboarding
Prepare a complete employee record, coordinate the work and confirm readiness before employment starts.
5 stages · 2 approvals
Employee change
Review promotions, transfers and employment changes with a clear effective date and complete history.
6 stages · 1 approval
Leave request to balance
Request time off, route the decision and reconcile reserved, taken and cancelled days.
7 stages · 3 approvals
Policy and document review
Assign the right obligations, verify evidence and record each employee's actual policy acknowledgment.
7 stages · 2 approvals