Employee Termination Checklist
When an employee quits or is fired, the rules change instantly. Generate a custom offboarding checklist based on your state's specific requirements.
What This Tool Provides
- • State-specific final paycheck deadlines with penalty information
- • Timeline-organized checklist (immediate, 24 hours, 1 week, etc.)
- • Required pamphlets and notices for your state (e.g., EDD "For Your Benefit" in California)
- • PTO/vacation payout requirements
- • COBRA and health insurance continuation information
- • Printable checklist for employee records
Employee Offboarding
What You'll Get
- • State-specific final paycheck deadlines and penalties
- • Complete checklist organized by timeline (immediate, 24 hours, etc.)
- • Required pamphlets and notices for your state
- • PTO/vacation payout requirements
- • COBRA and health insurance continuation info
- • Printable PDF checklist for your records
Frequently Asked Questions
When do I need to provide the final paycheck?
Final paycheck timing varies by state and separation type. California requires immediate payment upon termination. Texas allows 6 days. Some states require payment on the next regular payday. Use our tool to get the specific deadline for your state and situation.
Do I have to pay out unused vacation/PTO?
It depends on your state. California, Colorado, Illinois, Massachusetts, and several other states require payout of all accrued vacation. Other states only require payout if your written policy promises it. Our checklist will tell you the rule for your state.
What pamphlets do I need to provide at termination?
Required pamphlets vary by state. California requires the EDD 'For Your Benefit' pamphlet (DE 2320) and SDI information. New York requires separation notices and PFL/DBL information. Our checklist includes all required pamphlets for your state.
How long do I have to provide COBRA notice?
Employers must notify the group health plan administrator within 14 days of the qualifying event (termination). The plan then has 30 days to send the COBRA election notice to the employee. Some states have mini-COBRA laws that extend coverage for smaller employers.
What happens if I miss the final paycheck deadline?
Penalties vary by state and can be severe. California charges waiting time penalties of one day's wages for each day late, up to 30 days. Massachusetts allows treble damages (3x wages). Colorado adds 50% of wages owed plus daily penalties. Use our tool to understand your state's penalties.
Why a Termination Checklist Matters
Employee separations are among the highest-risk moments for payroll compliance. Each state has different requirements for when final paychecks must be issued, whether accrued vacation must be paid out, and what documents must be provided. Missing these requirements can result in significant penalties.
For example, in California, an employer who fails to provide a final paycheck immediately upon termination can be liable for "waiting time penalties" of one day's wages for each day late, up to 30 days. For a $100,000/year employee, that's potentially over $8,000 in penalties for a single compliance failure.
This checklist helps ensure you don't miss critical steps during the offboarding process, protecting both your company and providing the departing employee with all required information about unemployment benefits, COBRA coverage, and their final compensation.
States with Strictest Termination Requirements
- California: Immediate payment upon termination; waiting time penalties up to 30 days wages
- Colorado: Immediate if possible; 50% penalty plus daily wages for each day late
- Massachusetts: Same day of discharge; treble damages (3x wages)
- Montana: Immediate; up to 110% of wages owed
- Arizona: 7 days or next payday; treble damages possible