EHM Academy
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Acme Manufacturing

Sam Whitfield

Closing is blocked until final pay is settled: Issue final pay, Pay out earned, unused vacation or PTO.

Client Admin ▸ HR ▸ Separations

Final pay

Due 2027-03-19

Due on the last day worked — the employee gave at least 72 hours' notice, so their final wages are payable when they finish.

Labor Code 202

Late final pay carries a waiting-time penalty of up to THIRTY DAYS' wages under Labor Code 203. The penalty runs per day until the wages are paid, so a packet that is not ready on the day costs real money.

Type

Resignation

Effective

2027-03-20

Last day worked

2027-03-19

Worksite

Fresno Distribution Center · CA

DraftSend the packet to the employee

Employer actions — deadlines with money attached — final pay first

Issue final payHRGating

To do

due 2027-03-19

All wages earned and unpaid, by the deadline Labor Code 201-203 sets for this kind of separation. LATE PAYMENT RUNS A WAITING-TIME PENALTY of up to 30 days' wages, per day until paid. Gating: a separation cannot be closed with wages outstanding.

Record this with the "Final pay issued" action above — it stamps the date the wages actually went out.

Pay out earned, unused vacation or PTOHRGating

To do

due 2027-03-19

Accrued vacation is wages in California and is paid at the final rate with the final cheque (Labor Code 227.3). Unused sick leave is not paid out unless your policy says so.

Settle outstanding expense reimbursementsHR

To do

due 2027-03-20

Necessary business expenses the employee has not yet been reimbursed for (Labor Code 2802), settled with the final pay.

Notify the health plan or COBRA administratorHR

To do

due 2027-04-19

The plan or its administrator must be told of the qualifying event within 30 days so the election notice can go out on time.

Recover company propertyHR

To do

due 2027-03-20

Laptop, phone, keys, fob, vehicle, tools and PPE. Note: withholding pay for unreturned property is tightly limited in California and generally needs written authorisation — recover the property, do not deduct for it.

Revoke system, building and jobsite accessIT

To do

due 2027-03-20

Accounts, email, single sign-on, building badge, gate codes and any general-contractor site credentials. Done on the effective date, not afterwards.

Retain the personnel recordHR

To do

No dated deadline

California requires the personnel record, including this separation packet, to be kept for at least three years after separation. Nothing in this module is deleted; the retention date is stamped when the separation closes.

Tracked, not automated. Nothing here pays anybody, settles an expense or notifies a COBRA administrator — marking one done records that a person did it.

Separation documents — 0/10 done

"For Your Benefit" — California's Programs for the Unemployed (DE 2320)

Not done

due 2027-03-20

CA — EDD · CUIC §1089

Final Pay Summary & Acknowledgment

Not done

due 2027-03-20

EHM template · Labor Code §§201-203

Return of Company Property — Receipt

Not done

due 2027-03-20

EHM template

Exit InterviewOptional

Not done

due 2027-03-20

EHM template

Reference & Verification Release AuthorizationOptional

Not done

due 2027-03-20

EHM template

COBRA / Cal-COBRA Election Form

Not done

due 2027-05-19

FED — plan administrator / carrier · COBRA (29 U.S.C. §1161 et seq.)

Notice to Employee as to Change in Relationship

Not done

due 2027-03-20

CA — EDD (sample) · CUIC §1089 / 22 CCR 1089-1

Final Itemized Wage Statement

Not done

due 2027-03-20

Employer payroll · Labor Code §226

Federal COBRA Model Election Notice

Not done

due 2027-04-03

FED — DOL / EBSA · 29 CFR §2590.606-4

HIPP "Notice to Terminating Employees" (DHCS 9061)

Not done

due 2027-03-20

CA — DHCS · DHCS 9061

This workflow computes dates, assembles documents and tracks what was done. It does not decide whether a layoff is covered by Cal-WARN, draft a release, or calculate wages, and it is not legal advice. Back to HR