Retirement checklist Please complete this checklist for anyone who’s retiring to make sure you’ve done everything you need to do. This form should be used in conjunction with the Manager’s guide and Policy which will give you more information on each point.
Leaver’s Information Name:
Position No.:
Employee No.:
Department / Branch No.: Job title:
Leave Date: Line Manager:
People Partner/ Manager:
Immediate actions
Please tick
Colleague notifies you of intention to retire, discuss with your People Partner / Manager and agree what action needs to be taken and who will do what Confirm they have spoken to Pensions Team, where appropriate Confirm they have spoken to the Shares Team, where appropriate Discuss reduction in hours if the colleague has over ten years service Receive retirement letter confirm retirement date
Show colleague where they can find the Leaver’s Policy for information on pay, benefits, P45’s etc. (Our Tesco>People Policies>Leaving Us). If they don’t have on-line access arrange to print a copy for them Arrange to meet with them to discuss any questions they may have. If colleague has more than 10 years’ service discuss the option to reduce hours by a fifth during the six months leading up to their retirement date. If the colleague chooses to take up this option send the Retirement – reduction in hours letter If colleague has more than 10 years’ service, arrange retirement award, confirm to colleague.
Send the Retirement Letter confirming leaving date and benefit information. If you don’t have access to this, ask your People Partner / Manager to send it for you
Within three months of retirement date Arrange for colleague to be processed as a leaver People Partner / Manager will file leaver’s form in personnel file Confirm to colleague if they’re eligible to join Retired Staff Association or Alumni Network
Ask your People Partner / Manager to check for outstanding loans and notify the colleague of any repayments/ deductions from final payment where necessary Ask your People Partner / Manager to check age and length of service to see if they can keep their privilegecard – see the privilegecard policy for more Internal, Retirement Checklist, Version 1, November 2015
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information Update any structure charts and/or information
If the role is to be replaced contact the resourcing team Send out communication or team announcement confirming retirement. Arrange for the colleague to be recognised for their contribution with their team, this could be during a team 5, huddle, team meeting, get together for a cup of tea etc.
Within one month of retirement date Arrange for colleague to be processed as a leaver People Advisor / Manager will file leaver’s form in personnel file Remove colleague from any training courses/ academy programs Make sure the colleague knows that they must return company on or before their last day
Director level and above – All actions below to be discussed with and confirmed by People Director or Group PM. Confirm they have spoken to the executive shares team Confirm if they would like to continue private health care – if so, e-mail
[email protected] Confirm if they are eligible for any bonus payments etc. Mileage logs must be completed and submitted by leaving date Consider who needs to be aware of retirement Consider group announcements
On their last day Arrange for swipe card to be de-activated, by contacting security on site For DC’s ensure gatehouse is contacted to de-activate card.
Ensure colleague has updated their out of office message and listed a new contact for any e-mails. If you need access to their e-mail after they have left contact IT Support on x59222 Collect company equipment e.g.:
Locker or pedestal key Uniform High visibility clothing Canteen card Clocking in and out card Swipe card Privilegecard (where appropriate) Laptop Mobile phone Company documentation / records Company credit card Fuel card Company car Internal, Retirement Checklist, Version 1, November 2015
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Ensure any relevant system access is removed by contacting system owner, including any access colleague has to the systems on their personal devices.
If colleague had a business mobile phone and they have not transferred it over to a customer account, arrange for this to be disconnected or re-allocated to their replacement/backfill. E-mail
[email protected]. Remove colleague from any rotas, Team 5s, attendance records, communications, trackers, distributions lists, etc.
Manager’s Name: ……………………….……………………..…….. (print)
Manager’s Signature: …………………………………………………..
People Partner’s/ Manager’s Name:…………………………………………. (print)
People Partner’s/ Manager’s Signature:…………………………………….
Date: …………………………
Please file a copy of this check list in the colleagues file.
Internal, Retirement Checklist, Version 1, November 2015
