Offboarding and Exit Process

Offboarding and Exit Process

When an employee leaves Global Bank, whether through resignation, retirement, redundancy, or end of contract, a structured offboarding process must be followed. This ensures a smooth transition, protects the bank's assets and information, and provides a positive departure experience.

Resignation Procedure

1. The employee submits a formal resignation letter to their line manager and copies HR Services at hr.services@globalbank.com.
2. The line manager acknowledges receipt within 2 business days and confirms the last working day based on the contractual notice period.
3. HR Services records the resignation in Workday and triggers the offboarding workflow.

Notice Periods

The bank may, at its discretion, place employees on garden leave during all or part of the notice period. Payment in lieu of notice (PILON) may also be applied.

Line Manager Responsibilities

• Initiate the Knowledge Transfer Procedure (see separate article) within 5 business days of receiving the resignation.
• Submit an IT Access Revocation request via ServiceNow to ensure system access is removed on the last working day.
• Arrange handover meetings with the departing employee and their successor or interim cover.
• Complete the Offboarding Checklist in Workday by the employee's last day.

HR Services Responsibilities

• Schedule an exit interview (conducted by an HR Business Partner or via an online survey).
• Process the final salary payment, including any outstanding leave balance, pro-rated bonus (if applicable), and expense reimbursements.
• Issue the P45 (or local tax equivalent) within 14 days of the last working day.
• Provide information on pension options, continuation of benefits, and references.

Employee Responsibilities

• Complete all outstanding work and hand over ongoing projects as directed by the line manager.
• Return all company property on or before the last working day:
  • Laptop, monitors, and peripherals
  • Mobile phone (if company-issued)
  • Building access badge and any office keys
  • Company credit card (cut and returned to Finance)
  • Any confidential documents or files (physical and digital)
• Remove all personal data from company devices.
• Complete the exit survey distributed by HR Services.

Final Pay

The final salary is processed in the next scheduled payroll cycle after the last working day. It includes:

• Salary up to and including the last working day.
• Payment for accrued but untaken annual leave (calculated on a pro-rata basis).
• Any outstanding expense claims (must be submitted via Concur before the last day).
• Deductions for any unearned leave taken in excess of the pro-rata entitlement.

Post-Departure

• Access to all IT systems, including email and VPN, is revoked at 18:00 on the last working day.
• The employee's Workday profile is moved to "Terminated" status.
• Employment reference requests should be directed to hr.references@globalbank.com. Only factual references (dates of employment, job title) are provided as standard.

For questions about the offboarding process, contact HR Services at hr.services@globalbank.com or extension 4400.