Benefits and Entitlements Close-Out Checklist for Marketing & Digital Agencies
A checklist for closing out all team member benefits, entitlements, and membership programs when an team member departs the business.
Includes provisions for Australian Consumer Law (ACL), Privacy Act compliance for customer data, and ACMA spam regulations.
Complete Checklist
- 1Calculate and process any outstanding expense reimbursementsCritical
- 2Cancel or transfer corporate memberships and subscriptions held in the team member's name
- 3Close out the team member's salary sacrifice arrangements
- 4Notify the health insurance provider if the team member is on a corporate plan
- 5Process the final superannuation contribution and notify the fundCritical
- 6Cancel the team member's fuel card or toll account if applicable
- 7Remove the team member from the income protection or life insurance group policy
- 8Close the team member's corporate credit card accountCritical
- 9Settle any outstanding staff loans or advances
- 10Transfer or cancel the team member's parking allocation
- 11Remove the team member from the team member assistance program provider list
- 12Process any loyalty, bonus, or commission payments owedCritical
- 13Notify the team member of their options regarding portable benefits such as super or health cover
- 14Update the benefits administration records to reflect the departure
- 15Confirm all benefits have been closed out and document the completionCritical
Frequently Asked Questions
How should outstanding staff loans or salary advances be handled at departure?
Review the terms of the loan or advance agreement. Deductions from final pay generally require the team member's written agreement. If the team member agrees, deduct the outstanding balance from the final pay. If they do not agree, you will need to pursue recovery through other means. Establish clear repayment terms at the time the loan is granted to avoid disputes at departure.
Can we recover training costs from an team member who leaves early?
Only if there is a written training agreement signed before the training was undertaken that specifically allows for recovery of costs if the team member leaves within a defined period. The agreement must be reasonable and enforceable. Without such an agreement, you generally cannot recover training costs from final pay. Seek legal advice if you are considering implementing training cost recovery clauses.
What happens to an team member's superannuation when they leave?
The employer must make the final superannuation contribution for the team member's last period of employment by the next quarterly due date. The team member's super fund account remains theirs and they can choose to consolidate it with another fund, leave it where it is, or roll it into their new employer's fund. Provide the team member with their fund details and encourage them to check their balance.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.