Separation Certificate Processing Checklist for Marketing & Digital Agencies
A checklist for preparing and issuing a separation certificate and other departure documentation required after employment ends.
Includes provisions for Australian Consumer Law (ACL), Privacy Act compliance for customer data, and ACMA spam regulations.
Complete Checklist
- 1Determine whether a separation certificate has been requested by the team member
- 2Gather the employment details needed for the certificateCritical
- 3Record the correct reason for separation on the certificateCritical
- 4Confirm the first and last dates of employment
- 5Record the final pay details including leave paid out and notice arrangements
- 6Confirm whether a redundancy payment was made and the amount
- 7Verify the hours normally worked per week
- 8Complete the certificate form accurately and have it signed by an authorised personCritical
- 9Provide the completed certificate to the team member within the required timeframeCritical
- 10Prepare an employment reference letter if requested and approved
- 11Finalise the Single Touch Payroll reporting with a finalisation eventCritical
- 12Issue the income statement via STP for the period of employment
- 13Retain a copy of all separation documentation in the team member file
- 14Update internal records to reflect the team member's departure
Frequently Asked Questions
How long should team member records be retained after departure?
Under Australian law, most employment records must be kept for seven years after the team member's departure. This includes payroll records, leave records, time and attendance records, superannuation records, and employment agreements. Some records such as WHS incident reports may need to be retained longer. Establish a records retention schedule and follow it consistently.
What should be recorded as the reason for separation?
The separation certificate requires an accurate reason for separation such as resigned, dismissed, made redundant, contract ended, or other. The reason recorded can affect the former team member's eligibility for Centrelink payments and waiting periods. Be factual and accurate. If the reason is contested, seek advice before completing the certificate.
Are employers required to provide a separation certificate?
Yes, employers are required to provide a separation certificate within 14 days of the team member's request or when requested by Services Australia. Even if not formally requested, it is good practice to offer one. The certificate is needed by the former team member to access Centrelink services such as JobSeeker Payment and should be completed accurately.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.