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Manage employee transfers and departures

Last updated on May 10, 2026

When a BC Public Service employee retires, moves to another ministry, or leaves the public service, a supervisor is responsible for several administrative items as part of the offboarding process.

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Transferring employees

Access to systems

Employees should experience minimal disruption when transferring to new positions in the BC Public Service. They should seamlessly retain access to their:

Supervisors coordinate transferring employees between ministries. Review and complete the employee exit checklist section below and approve the employee's data and equipment transfer. After that, the employee's new supervisor can complete the incoming transfer requests.

Information management

Generally speaking, employees do not keep access to the government information related to their previous role. Learn more about employee and supervisor roles in managing information when an employee moves to another job.

Provide your employee with the link for information management and transferring employees to ensure they are aware of their obligations.

Position management

Supervisors can use the Position Management Form to update information for an established position. This includes edits to:

  • Department ID
  • Title
  • Reports To
  • Location
  • Union Leave

If you're making changes to position data in PeopleSoft, please submit a completed Position Management Form (IDIR restricted), which goes directly to the HR Payroll team.  

To use this form, you must have the authority to make these changes.

If you receive an error message indicating that you aren't authorized to access these forms, please contact your ministry representative (XLS, 54KB).

Employee resignation or termination

Resignation

If an employee is leaving the public service, submit the resignation letter to AskMyHR. Submit a service request using the category Myself (or) My Team/Organization > Leaving the Public Service > Resignation. 

For employees who are retiring or moving to another ministry, a resignation letter isn't required. The employee should review the retirement page to start the transition into retirement processes.

Termination

If you're supervising an employee who has been terminated, please submit a completed Termination Automated Form (IDIR restricted). The form will go directly to the HR Payroll team.

To use this form, you must have the authority to make changes to the employee's record.

If you receive an error message indicating that you aren't authorized to access these forms, please contact your ministry representative (XLS, 54KB).

Access to Employee Self Service

Once an employee leaves the BC Public Service, they will no longer have access to Employee Self Service. Remind employees to ensure their address is correct in Employee Self Service before their final day of work. Employees may wish to keep copies of the following documents:

  • Pay stubs
  • Electronic copies of T4 forms

If an employee requires a copy of these documents or other personnel records after leaving the BC Public Service, they will need to submit a Freedom of Information (FOI) request to request the documents.

Provide the FOI request page for information on how to submit a personal FOI request.

Employee exit checklist

Use the Employee Exit Checklist (XLSM, 68KB) to ensure all required administrative, financial and system-related tasks are completed when an employee leaves the public service or transfers to another ministry. The checklist is not exhaustive. Supervisors should add ministry-specific items as needed.

One you have reviewed and completed the applicable sections of the Employee Exit Checklist:

  • Submit the checklist to Connected Services BC (CSBC) through an iStore service request to My Service Centre (IDIR restricted)
  • Retain a copy of the checklist according to your ministry’s record-keeping practices
  • Coordinate with the employee’s new supervisor if the employee is transferring within the BC Public Service

When completing the checklist, you will be asked to review and action items in the following sections.

Advances, scholarships, and corporate 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. Examples include:

  • 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 funding

Ministry property and equipment

Ensure all ministry-owned property is returned, transferred, and accounted for before the employee’s last day. Examples include:

  • Annual bus pass (return to the payroll office)
  • Keys (to building, desk, bike, facilities, etc.)
  • Building access card
  • Ministry ID card
  • Taxi credit card/voucher book
  • Mobile devices (cellphones, tablets)
  • IT equipment (laptop, USB keys, iPad)
  • Parking pass
  • Tools or specialized equipment
  • Ministry-provided home office equipment

Computer systems

Identify the systems the employee currently has access to and provide Connected Services BC (CSBC) with the required details by submitting an iStore service request in My Service Centre (IDIR restricted). Include:

  • User IDs and IDIR
  • Access termination or transfer date

Examples of systems to review:

  • Email and Outlook mailbox
  • CAS
  • Offsite records access (government intellectual property, client information)
  • MVS
  • PeopleSoft
  • Span Dial/VPN/DTS
  • Ministry-specific systems
  • SharePoint sites
  • Privileged accounts