Employee Lifecycle

Employee Exit Checklist

Whether an employee resigns, is retrenched or is dismissed, use this checklist to make sure every payroll, compliance and admin step is covered.

Payroll & final pay

• Confirm last day worked and notice period status (worked, paid out, or waived)
• Calculate pro-rata salary for the final period
• Calculate unused annual leave payout
• Calculate any severance pay owed (retrenchment only)
• Process the final payslip with correct PAYE and UIF
• Deactivate the employee on payroll going forward, retaining historical records

Compliance documents

• Issue a UI-19 (or uFiling equivalent) for UIF claims
• Issue a certificate of service confirming role, dates and reason for leaving (a legal requirement under the BCEA)
• Provide the employee's IRP5/IT3(a) at the next annual reconciliation, or immediately if requested

Company assets & access

• Recover laptop, phone, keys, access cards and any other company property
• Revoke system, email and building access on the employee's last day
• Redirect email and reassign open work items

Internal admin

• Conduct an exit interview, if your process includes one
• Update department headcount and organisational charts
• Notify benefit providers (medical aid, retirement fund) of the termination date
• Archive the employee's personnel file — BCEA requires records be retained for at least 3 years

People Also Ask

What is a certificate of service?

A document confirming an employee's role, employment dates and reason for leaving — required under the BCEA regardless of why employment ended.

Do I need to issue a UI-19 for every leaver?

Yes — any employee who could potentially claim UIF benefits needs this documentation, regardless of whether they intend to claim.

How soon should system access be revoked?

On the employee's last working day, to reduce security risk.

Related Resources

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