Employee turnover is often difficult, particularly for a church. Regardless of the reason for an employee leaving, there are several things that need to be done. A tool that can help you is a termination checklist.
If you read this site much, you know that we are all about using checklists to help manage churches because these tools can help us stay focused and get everything that is required done.
Employees who leave employment often have access to sensitive information, church facilities, and business software. It is your job to ensure that all passwords are changed, all keys are collected, and all pertinent information is shared with the departing employee.
Termination Checklist Template
1. Termination Details
Whether the termination is the result of an employee retiring, leaving to accept a position elsewhere or the result of letting an employee go, there is information that needs to be kept in the employee file.
You want to have written documentation supporting the termination – a letter of resignation or progressive discipline document.
You also need to make sure you have contact information so you can forward information and begin the process of replacing the position by completing an open position requisition.
2. Return of Church Property
Most employees have some sort of church property in their possession.
Whether it is a church credit card, laptop, or office keys, you want to make sure you recover those items before the employee walks out the door.
Collecting church property after the fact is always difficult so make sure you collect these items on the last day of employment.
3. Cancel Access
Employees have all sorts of digital access, so make a list of those accounts employees use and make sure you cancel access as soon as the employee walks out the door.
This list can be long so make a list of things like building alarm code, computer login, staff email, time-clock systems, social accounts, or ministry computer software.
4. Cancel Benefits
Forgetting to cancel an employee’s health benefits can be costly. Even if the employee chooses to stay on a health plan through Cobra, make sure you note the important dates and have a way to remind yourself when to take them off of the plan.
This goes for health, dental, life, retirement, or any other paid benefit you provide.
5. Final Pay
Depending on the circumstance surrounding a termination, you may need to calculate final pay outside of a typical pay cycle.
Make note of final days/hours worked as well as any vacation or PTO pay that the employee is entitled to.
Let the employee know when they can expect these payments when you meet with them at their exit interview.
6. Farewell
Most employees leave and warrant a celebration. Use the termination checklist to remind you to order that gift and plan a sendoff party and a reminder to support the employee as they leave employment.
Regardless of the situation, it is difficult when employees leave. Make your job easier by using this termination checklist template so you don’t inadvertently forget to do something that may cause you problems down the road!
You can access an editable copy of this checklist here, or if you are already a member, you can log in here to access the document.
