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Ending employment

As a manager, you are responsible for ensuring a smooth and professional offboarding process. This includes, among other things, conducting exit interviews and to handle retirements and resignations.

Manager's role in offboarding – responsibilities and HR support

As the employee's direct manager, you have the overall responsibility to ensure that the employee has a good ending of their time at KTH when they leave. It's also the manager's responsibility to handle the handover of tasks, return of equipment, termination of accounts , and to conduct an exit interview with the employee. The employee has the right to request a certificate, including assessment of how work tasks have been performed, if the employment has lasted longer than 6 months. Certificates without such an assessment can be made by HR. Get support from HR to calculate how many vacation days the employee has left before termination and make sure to plan for time off before the employment ends.

Ending of fixed-term employment

When a fixed-term employment is to be ended, you need to provide a written notice to the employee at least one month before the employment ends. Contact HR for 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 can choose to resign at any time. The notice period depends on the employment period.

  • The notice period is 1 month if the employment has lasted less than 12 months.
  • The notice period is 2 months if the employment has lasted longer than 12 months.

What do you need to do as a manager?

Ask the employee who resigns voluntarily to fill out the form "Request to cease employment", which can be found in the form archive (blankettarkivet) . The employee needs to submit the form to you or HR. If the employee sends the form directly to HR, you will be informed by HR. If, however, you receive the form directly from the employee, it's important that you promptly forward it to HR. This ensures that the employment ends on time and correctly.

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's often helpful if the direct manager offers an exit interview, or alternatively, fills out an exit survey. The exit interview is an important part of the offboarding. It's an opportunity for the organization to create a positive conclusion for both parties, while also learning from the employee’s experiences.