Employee Separation & Offboarding Checklist
The two things that go wrong at separation are final pay timing and uncollected keys. This checklist closes both, plus the access credentials everyone forgets.
Built for PPO owners and office managers processing a voluntary or involuntary separation. · Updated 2026-08-01
PPO #122730How to use it
- 1.Confirm the final pay deadline that applies to the type of separation before the last day — California timing rules are strict.
- 2.Recover equipment and keys item by item against the signed issue form.
- 3.Deactivate every access credential the same day, including client systems and shared accounts.
- 4.Notify affected clients that the officer is no longer assigned, without sharing personnel details.
- 5.File the completed checklist with the personnel record.
Separation details
Employee name, position, posts assigned
Type of separation and effective date
Last day worked
Final pay date and method
Recovery and deactivation
- Uniforms, badge, and company ID returned
- Radio, flashlight, tour device, and body camera returned with serial numbers verified
- All site keys returned and reconciled against the issue form
- Access cards, fobs, and gate codes deactivated at every site
- Client system logins and shared accounts disabled
- Company email, scheduling app, and phone access removed
- Vehicle, fuel card, and vehicle keys returned
- Any client property returned
Administrative close-out
- Final timesheet approved, including all unpaid hours
- Final pay issued within the required timeframe
- Required separation notices provided
- Outstanding expense reimbursements processed
- Schedule updated and posts reassigned
- Affected clients notified that the officer is no longer assigned
- Personnel file completed and secured per retention policy
- Exit conversation notes recorded if applicable
Important notice
This is a working template, not legal advice, and it is not endorsed by BSIS, the Department of Consumer Affairs, or any other agency. Laws and regulations change — verify current requirements with the relevant agency and have your own counsel review any agreement before you sign or issue it.
Free resource from Summit Force Security Group, PPO #122730. This document is general information, not legal, insurance, or compliance advice, and it is not endorsed by any government agency. Requirements change: confirm current rules with your insurer, association counsel, or the relevant agency before you rely on it.
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