Termination & Offboarding Process

Policy Statement

This card outlines the offboarding process when an employee separates from Spartan Plumbing, whether voluntarily (resignation) or involuntarily (termination). A consistent offboarding process protects Spartan and the departing employee. ## Who This Applies To

Operations Manager and Josh Ferguson for all separations. Also relevant for all employees to understand their obligations upon separation. ## Voluntary Resignation

### Employee Responsibilities

- Provide notice per the terms of the offer letter (typically 2 weeks)

- Submit resignation in writing to Josh (email is acceptable)

- Return all company property on or before the last day

### Spartan Responsibilities

- Acknowledge the resignation in writing

- Confirm final paycheck timing per Ohio law (next regular payday)

- Process COBRA notification through Paylocity/benefits carrier

- Remove access to all systems on or after the last day

## Involuntary Termination

### Before Terminating

- Josh makes all termination decisions

- Operations Manager documents the performance or conduct issues that led to the decision

- If PIP was in place, confirm process was followed

- Consult with the Operations Manager or Spartan's legal counsel for any termination that carries elevated risk (e. g. , following a protected leave, medical leave, complaint filing)

### Termination Meeting

- Conducted by Josh (and Operations Manager if appropriate)

- Brief, respectful, and private

- Provide termination letter on the day of separation (see Aaron Schulte termination letter as reference)

- Collect keys, access cards, company phone, and any other company property immediately

- Escort the employee from the premises after the meeting if circumstances warrant

### System Access

Operations Manager or the Operations Manager disables access on the day of termination:

- [ ] ServiceTitan login disabled

- [ ] Paylocity access updated

- [ ] Company email disabled

- [ ] Slack removed from workspace

- [ ] Company vehicle returned and keys collected

- [ ] Enterprise gas card deactivated

### Final Paycheck

Ohio law requires the final paycheck to be issued by the next regular payday. The Operations Manager processes through Paylocity. ## Documentation

All terminations are documented in the employee file:

- Termination letter

- Summary of reasons

- Return of property checklist

- Final paycheck record

## Related SOPs

- Performance Improvement Plan (PIP) Process

- Code of Conduct

- Non-Compete & Confidentiality (Phase 1)