REMOTE WORK TERMINATION CHECKLIST

CHECKLIST OVERVIEW

Employee Name: ________________________________________
Employee ID: __________________________________________
Position: _____________________________________________
Department: ___________________________________________
Manager: ______________________________________________
Remote Work Location (State/Country): __________________
Termination Type: ☐ Voluntary ☐ Involuntary ☐ End of Remote Arrangement Only
Last Day of Work: _____________________________________
Checklist Initiated By: ________________________________
Date Initiated: ________________________________________

1. PRE-TERMINATION PREPARATION

1.1 Legal and HR Review

☐ Termination reviewed by HR
☐ Termination reviewed by Legal (if required)
☐ Documentation supporting termination compiled
☐ State-specific requirements identified:
- Employee's work state: [State]
- Final pay deadline: [Deadline per state law]
- Additional state requirements: [List any]

1.2 Coordination Meeting

☐ Meeting scheduled with key stakeholders:
- HR Representative: [Name]
- IT Representative: [Name]
- Manager: [Name]
- Payroll: [Name]
- Security (if applicable): [Name]

☐ Termination date and time confirmed
☐ Communication plan established
☐ Equipment return logistics planned
☐ Access revocation timeline confirmed

1.3 Final Pay Calculation

☐ Wages through termination date calculated
☐ Accrued but unused PTO/vacation calculated
☐ Bonus proration determined (if applicable)
☐ Commission calculations completed (if applicable)
☐ Expense reimbursements processed
☐ Deductions confirmed (legally permitted only)
☐ Final pay amount confirmed: $_______________
☐ Payment method confirmed: ☐ Direct deposit ☐ Check ☐ Other

State Final Pay Requirements:
| State | Voluntary Termination | Involuntary Termination |
|-------|----------------------|------------------------|
| California | 72 hours (or immediate if 72hr notice given) | Immediate |
| Colorado | Next regular payday | Immediate |
| Illinois | Next regular payday | Next regular payday |
| New York | Next regular payday | Next regular payday |
| [Employee's State] | [Deadline] | [Deadline] |

2. NOTIFICATION AND COMMUNICATION

2.1 Employee Notification

☐ Notification method determined: ☐ Video call ☐ Phone ☐ In-person
☐ Notification scheduled for: [Date/Time]
☐ Participants in notification meeting:
- [Name/Role]
- [Name/Role]
☐ Talking points prepared
☐ Termination letter prepared

2.2 Termination Meeting Conducted

☐ Employee notified of termination
☐ Effective date communicated
☐ Final pay information provided
☐ Benefits continuation (COBRA) information provided
☐ Equipment return instructions provided
☐ Questions addressed
☐ Meeting notes documented

2.3 Written Documentation

☐ Termination letter sent/provided
☐ Separation agreement sent (if applicable)
☐ COBRA notice sent
☐ Final pay stub provided
☐ State-required notices provided:
☐ [State-specific notice, e.g., CA WARN, UI notice]
☐ [State-specific notice]

2.4 Internal Notifications

☐ Direct team notified (timing: ____________)
☐ Broader organization notified (if appropriate)
☐ External contacts notified (clients, vendors - if appropriate)
☐ Out-of-office message set (with appropriate forwarding)
☐ Email signature updated (if access retained temporarily)

3. SYSTEM ACCESS REVOCATION

3.1 Access Termination Timing

☐ Access revocation time confirmed: [Date/Time]
☐ IT notified of termination
☐ Access termination request submitted (Ticket #: _______)

3.2 System Access Checklist

Core Systems:
☐ Active Directory / Identity Provider disabled
☐ Email access revoked
☐ VPN access revoked
☐ SSO (Single Sign-On) disabled
☐ Corporate network access terminated

Communication Tools:
☐ Slack/Teams access removed
☐ Video conferencing accounts deactivated
☐ Phone system/voicemail access terminated
☐ Calendar sharing removed

Business Applications:
☐ CRM system access removed
☐ ERP system access removed
☐ Project management tools removed
☐ HR systems access removed
☐ Financial systems access removed
☐ [Application-specific]: ____________________
☐ [Application-specific]: ____________________

Cloud Services:
☐ Google Workspace / Microsoft 365 access suspended
☐ Cloud storage access terminated (confirm data preserved)
☐ Third-party SaaS applications:
☐ [Application 1]
☐ [Application 2]
☐ [Application 3]

Security Systems:
☐ Badge/keycard deactivated (if any physical access)
☐ Building access codes changed (if applicable)
☐ Alarm codes changed (if applicable)
☐ Password manager account transferred/closed

3.3 Access Verification

☐ IT confirmed all access revoked
☐ Verification performed: [Date]
☐ Verification performed by: [Name]

4. EQUIPMENT RETURN

4.1 Equipment Inventory

Equipment Issued to Employee:
| Item | Asset Tag | Serial Number | Status |
|------|-----------|---------------|--------|
| Laptop | | | ☐ Returned ☐ Pending |
| Monitor | | | ☐ Returned ☐ Pending |
| Monitor (2nd) | | | ☐ Returned ☐ Pending |
| Keyboard | | | ☐ Returned ☐ Pending |
| Mouse | | | ☐ Returned ☐ Pending |
| Headset | | | ☐ Returned ☐ Pending |
| Webcam | | | ☐ Returned ☐ Pending |
| Mobile Phone | | | ☐ Returned ☐ Pending |
| Docking Station | | | ☐ Returned ☐ Pending |
| Other: _________ | | | ☐ Returned ☐ Pending |

4.2 Equipment Return Method

☐ Option A: Shipping
- Shipping materials sent to employee: [Date]
- Prepaid label provided: ☐ Yes
- Carrier: [FedEx/UPS/Other]
- Tracking number: ________________
- Expected return date: _____________

☐ Option B: Courier Pickup
- Pickup scheduled for: [Date/Time]
- Courier company: _________________
- Pickup confirmation: ☐ Yes ☐ No

☐ Option C: Drop-off
- Drop-off location: ________________
- Drop-off scheduled for: [Date/Time]

4.3 Equipment Return Tracking

☐ Return deadline communicated: [Date]
☐ Reminder sent (if not received by deadline)
☐ Equipment received: [Date]
☐ Equipment inspected by IT: [Date]
☐ Condition assessment:
☐ Good condition
☐ Normal wear and tear
☐ Damage noted: ____________________
☐ Equipment return form signed

4.4 Unreturned Equipment

If equipment not returned by deadline:
☐ Follow-up communication sent: [Date]
☐ Second reminder sent: [Date]
☐ Escalation to HR/Legal: [Date]
☐ Decision on further action:
☐ Deduction from final pay (where legally permitted)
☐ Invoice sent to employee
☐ Collections process initiated
☐ Reported as lost/stolen
☐ Other: _________________________

5. DATA AND INFORMATION SECURITY

5.1 Data Preservation

☐ Email mailbox preserved/archived
☐ Cloud storage data preserved
☐ Local files backed up (if accessible)
☐ Project files secured and transferred
☐ Customer/client data secured
☐ Litigation hold applied (if applicable)

5.2 Data Transfer and Handoff

☐ Knowledge transfer completed (if resignation)
☐ Project documentation transferred to: [Name]
☐ Customer accounts reassigned to: [Name]
☐ Pending work items identified and reassigned
☐ Passwords/credentials transferred (shared accounts)

5.3 Personal Data Removal

☐ Employee reminded to remove personal data before access termination
☐ Or: Personal data removal assistance offered
☐ Employee certified personal data removed: ☐ Yes ☐ No ☐ N/A

5.4 Device Data Handling

☐ Remote wipe capability confirmed
☐ Device wiped after return:
☐ Laptop wiped: [Date]
☐ Mobile phone wiped: [Date]
☐ Other devices: _______________________
☐ Wipe verification completed
☐ Data destruction certificate generated (if required)

5.5 BYOD Data Removal (if applicable)

☐ Company data remotely wiped from personal devices
☐ Employee instructed to remove Company apps
☐ MDM profile removed from personal devices
☐ Employee certification of data removal obtained

6. BENEFITS AND COMPENSATION

6.1 Final Compensation

☐ Final paycheck processed
☐ Final pay includes:
☐ Wages through [Last Day]
☐ Accrued PTO: [Amount]
☐ Pro-rated bonus: [Amount] (if applicable)
☐ Commissions: [Amount] (if applicable)
☐ Final pay delivered by: [Date]
☐ Method: ☐ Direct deposit ☐ Mailed check ☐ Hand-delivered

6.2 Benefits Termination

☐ Health insurance terminates: [Date]
☐ COBRA notice sent: [Date]
☐ COBRA election deadline: [Date]
☐ Dental/Vision coverage terminates: [Date]
☐ Life insurance conversion notice sent
☐ Disability insurance terminates: [Date]

6.3 Retirement Plans

☐ 401(k) / retirement plan notification sent
☐ Distribution options communicated
☐ Rollover instructions provided
☐ Vesting status confirmed: [X]% vested
☐ Loan repayment terms communicated (if applicable)

6.4 Stock/Equity (if applicable)

☐ Stock option status reviewed:
- Vested options: [Quantity]
- Unvested options (forfeited): [Quantity]
- Exercise deadline: [Date]
☐ RSU status reviewed:
- Vested shares: [Quantity]
- Unvested (forfeited): [Quantity]
☐ Written communication sent regarding equity

6.5 Expense Reimbursement

☐ Outstanding expense reports submitted
☐ Pending reimbursements processed: $____________
☐ Company credit card returned/cancelled
☐ Corporate card final charges reconciled

7. LEGAL AND COMPLIANCE

7.1 Separation Agreement (if applicable)

☐ Separation agreement drafted
☐ Agreement reviewed by Legal
☐ Agreement provided to employee: [Date]
☐ Review period: [X] days (21 days if over 40 / ADEA)
☐ Revocation period: [X] days (7 days / ADEA)
☐ Agreement signed: ☐ Yes ☐ No
☐ Signed agreement received: [Date]
☐ Separation payment processed: [Date]

7.2 Non-Compete / Restrictive Covenants

☐ Non-compete agreement on file: ☐ Yes ☐ No
☐ Non-compete reminder sent to employee
☐ Non-solicitation terms communicated
☐ Confidentiality obligations reminded
☐ Return of Confidential Information confirmed

7.3 Unemployment Insurance

☐ UI claim response process in place
☐ Documentation prepared for potential UI claim
☐ Reason for separation documented

7.4 Reference Policy

☐ Employee informed of reference policy
☐ Designated reference contact: [Name/Contact]

8. INTERNATIONAL CONSIDERATIONS (if applicable)

8.1 International Remote Employee

☐ This employee worked from: [Country]
☐ Local legal requirements reviewed
☐ Local counsel engaged (if required)
☐ Statutory notice period: [Duration]
☐ Statutory severance requirements: [Amount/Calculation]
☐ Local tax implications reviewed
☐ Social security contributions reconciled
☐ Work permit/visa implications addressed

8.2 Cross-Border Data Considerations

☐ Data protection requirements for termination met
☐ Required notifications made (if any)
☐ Data retention per local law confirmed

9. POST-TERMINATION TASKS

9.1 Immediate Follow-Up (Within 1 Week)

☐ Equipment receipt confirmed
☐ All access verified terminated
☐ Final pay delivered
☐ COBRA notice sent
☐ Termination processed in HRIS
☐ Personnel file updated

9.2 Short-Term Follow-Up (Within 30 Days)

☐ 401(k) plan notified
☐ Benefits carriers notified
☐ Equipment checked and redeployed/disposed
☐ Email forwarding established (if applicable)
☐ Customer/vendor transitions completed
☐ Project handoffs verified

9.3 Long-Term Follow-Up

☐ Reference requests handled per policy
☐ UI claims responded to
☐ Litigation hold maintained (if applicable)
☐ Record retention compliance confirmed
☐ Non-compete monitoring (if applicable)

10. DOCUMENTATION AND SIGN-OFF

10.1 Termination File Contents

☐ Termination letter
☐ Separation agreement (if applicable)
☐ Final pay documentation
☐ Equipment return acknowledgment
☐ Exit interview notes (if conducted)
☐ Access termination confirmation
☐ COBRA notices
☐ Benefits termination confirmations
☐ Non-compete/confidentiality acknowledgments
☐ Any other relevant documentation

10.2 Final Sign-Off

HR Representative:
☐ All HR tasks completed
Name: _________________________________
Signature: _____________________________
Date: _________________________________

IT Representative:
☐ All IT tasks completed
Name: _________________________________
Signature: _____________________________
Date: _________________________________

Manager:
☐ All operational tasks completed
Name: _________________________________
Signature: _____________________________
Date: _________________________________

Payroll:
☐ All payroll tasks completed
Name: _________________________________
Signature: _____________________________
Date: _________________________________

APPENDIX A: STATE FINAL PAY REQUIREMENTS REFERENCE

APPENDIX B: EQUIPMENT RETURN LETTER TEMPLATE

[Date]

[Employee Name]
[Address]

RE: Return of Company Property

Dear [Employee Name],

As discussed, your employment with [Company Name] ends on [Date]. Please return all Company property by [Return Deadline].

Equipment to Return:
[List all equipment items]

Return Instructions:
[Shipping instructions / pickup details / drop-off location]

Please package all items securely using the shipping materials provided. Affix the prepaid shipping label and drop off at any [Carrier] location. Retain the tracking receipt.

If any items are lost, damaged, or not returned, you may be responsible for replacement costs in accordance with your Equipment Agreement and applicable law.

Please contact [Contact Name] at [Email/Phone] if you have questions.

Sincerely,

[Name]
[Title]
[Company Name]

APPENDIX C: EXIT INTERVIEW QUESTIONS (OPTIONAL)

If conducting exit interview with departing remote employee:

1. What factors influenced your decision to leave?
2. How would you describe your experience working remotely?
3. Did you have the resources and support needed to be effective?
4. How was communication with your manager and team?
5. What could we have done differently to support remote employees?
6. Would you recommend [Company] as an employer? As a remote employer?
7. Do you have any suggestions for improving our remote work program?
8. Is there anything else you'd like to share?

Interview Conducted By: _________________ Date: _________
Notes:
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________

[END OF DOCUMENT]