Ending employment
As a manager, you have the overall responsibility to ensure a smooth and professional offboarding when someone leaves.
A good ending for the employee – manager’s tasks and HR support
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Plan the handover of work tasks.
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Conduct an exit interview or exit survey.
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Always inform HR when an employee ends their employment in connection with the end of employment form being signed.
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Get support from HR to calculate how many vacation days the employee has before the end of employment, and make sure to plan time off before the employment ends.
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Ensure that IT-related measures are carried out, including deactivation of the KTH account, termination of mobile subscriptions, termination of licences, and return of equipment.
Types of employment endings
Fixed-term employment
When a fixed-term employment is to be ended, you need to provide a written notice to the employee no later than one month before the employment ends. Contact HR, who will provide the correct form.
Ending of permanent employment
In case of the end of a permanent employment, contact HR for support.
Resignation at the employee’s request
An employee may resign at any time. The notice period is:
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The notice period is 1 month if the employment has lasted less than 12 months.
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The notice period is 2 months if the employment has lasted longer than 12 months.
You as the manager and the employee complete the form “Request to cease employment (Begäran om att anställningen ska upphöra)” and send it to HR.
Forms for personnel, payroll and employment matters (information in Swedish)
Retirement
As of 1 January 2023, employees have the right to remain in their position until the age of 69. When the employee reaches retirement age, a mutual one-month notice period applies. The last day of employment will be the last day of the month in which the employee turns 69.
Routine for retiring employees
Exit interview
When an employee is leaving, it is often beneficial if the immediate manager offers an exit interview, or alternatively completes an exit survey. The exit interview is an important part of the offboarding process. It is an opportunity for the organization to create a good ending for both parties, while also learning from the employee’s experiences during their employment.
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A checklist for ending employment is available from your nearest HR contact.
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A template for the exit interview (Mall för avslutssamtal) is available in the form archive (blankettarkivet).
Certificates and references when ending employment
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If the employment has lasted longer than 6 months, the employee has the right to request a certificate or reference.
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The certificate/reference must state how the employee has performed their work tasks.
IT and telephony
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The KTH account must be deactivated immediately after the last day of employment. In special cases, deactivation may take place no later than 3 months after the last day of employment.
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Also ensure that mobile subscriptions and licences are terminated. For full information, see IT offboarding .
Checklist when ending employment
Joint responsibility of manager and employee
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Go through the checklist together and ensure that all items are completed.
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Plan the use of remaining vacation days/flex time.
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Plan the handover of work tasks.
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Offer an exit interview or complete an exit survey in accordance with local routines.
Manager’s responsibility
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Agree with the employee on how information about the ending of employment should be communicated to the group.
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If applicable, write a certificate or reference (if the employment has lasted more than 6 months).
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Plan the farewell of the employee.
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Ensure that IT-related measures are carried out , including:
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Deactivation of the KTH account immediately after the last day of employment. In special cases, deactivation may take place no later than 3 months after the last day of employment.
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Termination of licences.
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Return of equipment.
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Termination of mobile subscriptions.
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Approve expense claims and other matters affecting the final salary.
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Notify W3D3 support that access rights are to be removed (information in Swedish).
Employee’s responsibility
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Cancel and return any payment cards.
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In case of relocation abroad: notify the Swedish Tax Agency and the Swedish Social Insurance Agency, and contact your bank.
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Export data in coordination with your manager to ensure that it is not lost when the employment ends. Consider the home directory, OneDrive and local files on the computer.
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Transfer ownership of Slack channels if you are a channel owner.
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Remove the connection between MFA and your mobile phone. Perform a factory reset and sign out from the phone (Apple ID/Google account).
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Return workplace equipment.
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Close open cases in W3D3 (information in Swedish) . If a case is ongoing, notify registrator@kth.se who will take over responsibility for the case.
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Review physical and digital records regarding what should be disposed of, preserved or registered, in accordance with KTH’s information management plan (information in Swedish).