[Real Life HR] Summer Is Ending—Is Your Seasonal Employee Offboarding Process Ready?

As summer comes to a close, many employers are preparing to say goodbye to seasonal employees, interns and temporary staff. While these employees may have only been with your organization for a few months, their departures should be handled with the same care and consistency as any other employee separation.

A well-managed seasonal employee offboarding process can help protect your organization, support compliance and leave employees with a positive impression of your company. It can also help build your talent pipeline. After all, today's seasonal employee could become tomorrow's full-time employee—or return for another successful season.

Here are several HR best practices to keep in mind as summer employment comes to an end.

Plan the Separation

Start by confirming each seasonal employee's final work date and communicating expectations well in advance.

If business needs have changed and you would like to extend someone's employment, have that conversation early. Clear communication gives employees time to make plans and helps prevent confusion about their employment status or final day.

Follow a Consistent Offboarding Process

Seasonal employees should go through the same basic offboarding process as other employees. This may include:

• Collecting company-issued property, such as keys, badges, uniforms and equipment
• Disabling access to company systems, email and applications
• Reviewing any outstanding responsibilities
• Updating personnel records
• Confirming final payroll information
• Documenting the employee's separation

A standardized offboarding checklist can help HR and managers make sure important steps are completed every time.

Stay Compliant With Final Pay Requirements

Final paycheck requirements vary by state, including when an employee must receive their final wages and whether accrued paid time off must be included.

Before processing final payroll, employers should review applicable state requirements as well as their own policies and agreements. 

Employers should also review applicable federal wage-and-hour requirements from the U.S. Department of Labor's Wage and Hour Division when handling employee separations.

Document Performance

Seasonal employment can provide valuable insight into an employee's potential for future opportunities. Before the employee leaves, take time to document performance information, including:

• Attendance and reliability
• Customer service
• Teamwork
• Quality of work
• Ability to learn new responsibilities
• Overall performance

Keeping these notes can make next year's hiring process easier and give managers a better understanding of which seasonal employees may be worth inviting back.

Keep Great Seasonal Employees in Your Talent Pipeline

If a seasonal employee exceeded expectations, don't let the relationship end with their last shift. Consider maintaining a list of high-performing seasonal employees and reaching out when future seasonal or permanent opportunities become available. Encourage strong employees to stay connected and make it clear that they are welcome to apply for future positions. Rehiring proven employees can reduce recruiting time, shorten onboarding and give employers the benefit of bringing back someone who already understands the organization.

End on a Positive Note

The final interaction with an employee can influence how they remember your organization—and what they tell others about their experience.

A thoughtful offboarding experience can strengthen your employer brand and increase the likelihood that employees will return, recommend your organization to others or consider your company for future career opportunities.

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