Employee Exit Checklist

When a BC Public Service employee retires, moves to another ministry or leaves public service, several general administrative items require a supervisor's attention.

These lists are not exhaustive and it is up to each supervisor to customize a checklist that suits their ministry's specific needs.

Letter of Resignation or Termination

For employees who are retiring, a resignation letter is not required. The retiring employee should contact AskMyHR to request a Paid Absence Prior to Retirement (PAPR) form to be completed.

If an employee is leaving the public service, submit the resignation letter or termination information to AskMyHR.

Advances, Scholarships & Credit Cards

An employee may owe outstanding amounts for advances received. Under those circumstances, you must document the owed amount and the type of advance. Cancel any corporate credit and travel cards in the employee's name.


  • Temporary travel advance
  • Relocation assistance
  • Petty cash advance
  • Bank of Montreal corporate travel card
  • Bank of Montreal purchasing card
  • Bank of Montreal business transaction account
  • BC Ferries travel card
  • Pacific Leaders scholarship

Ministry property

An employee may have ministry-owned property; these items must be returned.


  • Annual bus pass - must be returned to the payroll office
  • Keys (to building, desk, bike, facilities)
  • Building access card
  • Ministry ID card
  • Taxi credit card/voucher book
  • Mobile communication device (such as a Blackberry, cell phone, pager)
  • Mobile IT device (for example, laptop, USB keys, iPad)
  • Library books
  • Parking pass
  • Tools
  • Office equipment at home (for example, modem, ministry provided phone line, computer, fax, printer, software)

Computer Systems

Identify systems the employee currently has access to and provide Shared Services BC (SSBC) with the user IDs and the user's access termination date.


  • Email
  • IDIR
  • CAS
  • Offsite records access (government intellectual property, client information)
  • MVS
  • PeopleSoft
  • Span Dial/VPN/DTS
  • Blackberry access
  • Ministry systems
  • SharePoint sites
  • Privileged accounts

Employee Self Service

Once an employee leaves the BC Public Service, they will no longer have access to Employee Self Service. Employees may wish to keep copies of the following documents:

  • Pay Advices
  • Electronic copies of T4 forms

If the employee requires a copy of these documents once you leave, their supervisor will need to submit a Freedom of Information (FOI) request on their behalf.