--- title: "Know Before They Go: How to Ease the Pain of Employee Departures" description: When an employee exits your business morale, productivity, and company culture can be effected. We provide guidance on how to handle employee departures. image: https://blog.axcethr.com/hubfs/Stock%20images/Businessman%20moving%20into%20a%20new%20office%20holding%20a%20box.jpeg --- - [Client Portal](https://www.axcethr.com/client-services/) - [Employee Login](https://www.axcethr.com/client-services/) [![AxcetHR Solutions Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png)](https://www.axcethr.com/) - [About Us](https://www.axcethr.com/about-us/) - [Corporate Philantropy](https://www.axcethr.com/about-us/corporate-philanthropy/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Values and Culture](https://www.axcethr.com/about-us/values-and-culture/) - [Kansas PEO](https://www.axcethr.com/about-us/kansas-peo/) - [Missouri PEO](https://www.axcethr.com/about-us/missouri-peo/) - [Careers](https://axcethrsolutions.prismhr-hire.com/) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [Why Choose Axcet?](https://www.axcethr.com/why-axcet/) - 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[Employee Safety & Risk Management](https://blog.axcethr.com/topic/employee-safety-risk-management) - [Employee Benefits](https://blog.axcethr.com/topic/employee-benefits) - [All about COVID-19 in the Workplace](https://blog.axcethr.com/topic/covid19) - [Kansas & Missouri HR News](https://blog.axcethr.com/topic/kansas-and-missouri-hr-news) - [Kansas City Interest News](https://blog.axcethr.com/topic/kansas-city-interest-news) - [PEO/HRO](https://blog.axcethr.com/topic/peo) - Choose Topic: - [Human Resources](https://blog.axcethr.com/topic/human-resources) - Payroll Administrations - [Employee Safety & Risk Management](https://blog.axcethr.com/topic/employee-safety-risk-management) - [Employee Benefits](https://blog.axcethr.com/topic/employee-benefits) - [PEO](https://blog.axcethr.com/topic/peo) # Know Before They Go: How to Ease the Pain of Employee Departures By [Jeanette Coleman, SPHR & SHRM-SCP](https://blog.axcethr.com/author/jeanette-coleman) on [Apr 02, 2019](https://blog.axcethr.com/know-before-they-go-how-to-ease-the-pain-of-employee-departures) 3 min read [0 comment(s)](https://blog.axcethr.com/know-before-they-go-how-to-ease-the-pain-of-employee-departures#comments-listing) Share this: - - - - [whatsapp://send?text=https://blog.axcethr.com/know-before-they-go-how-to-ease-the-pain-of-employee-departures](whatsapp://send?text=https://blog.axcethr.com/know-before-they-go-how-to-ease-the-pain-of-employee-departures) - [mailto:?subject=Know%20Before%20They%20Go:%20How%20to%20Ease%20the%20Pain%20of%20Employee%20Departures&body=https://blog.axcethr.com/know-before-they-go-how-to-ease-the-pain-of-employee-departures](mailto:?subject=Know%20Before%20They%20Go:%20How%20to%20Ease%20the%20Pain%20of%20Employee%20Departures&body=https://blog.axcethr.com/know-before-they-go-how-to-ease-the-pain-of-employee-departures) ![Know Before They Go: How to Ease the Pain of Employee Departures](https://blog.axcethr.com/hs-fs/hubfs/Stock%20images/Businessman%20moving%20into%20a%20new%20office%20holding%20a%20box.jpeg?width=1000&name=Businessman%20moving%20into%20a%20new%20office%20holding%20a%20box.jpeg) Employees are your company’s most important asset. When one of them leaves – whether by their choice or yours – morale, productivity and sometimes even your company culture can be affected. Some employee turnover is inevitable when you own a business. Knowing how to handle it effectively will minimize the effect on your remaining employees and reduce the risk of legal action against your organization. ## Employee Terminations In Kansas, Missouri and other at-will employment states, employers may fire employees for any reason at any time. But that doesn’t necessarily mean they should. To minimize the potential for wrongful termination claims, follow predetermined, written procedures when you tell an employee to leave your company. Generally speaking, you should: - Document employee infractions and performance issues over a period of time before asking the employee to leave; - Treat employees consistently in day-to-day interactions and in terminations; - Provide warnings to employees you are considering letting go so the termination doesn’t come as a surprise; - Explain the grounds for termination clearly and courteously; - Ensure two people – including, if possible, one person with human resources experience – are present at the termination; - Avoid firing anyone for federally protected activities like requests for time off under the Family and Medical Leave Act; and - Comply with federal and state anti-discrimination laws that prohibit employment decisions based on race, color, national origin, sex, religion, and disability. For example, there are specific factors to consider before [firing a woman who is pregnant](https://blog.axcethr.com/ask-the-hr-expert-is-it-legal-to-fire-a-pregnant-employee), or, in legal terms, “temporarily disabled.” [![is it legal to fire a pregnant woman](https://no-cache.hubspot.com/cta/default/2652187/5e18245e-809b-4851-82b8-a96d8a9d6e29.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/5e18245e-809b-4851-82b8-a96d8a9d6e29) While firing someone is never a pleasant experience for anyone, [other best practices](https://blog.axcethr.com/15-expert-tips-for-firing-employees) will help make the termination as easy as possible. Preparing what you will say, while remaining unemotional yet sensitive and respectful, will yield the best result. ## IRS Rules Employers should be familiar with Internal Revenue Service (IRS) codes that regulate the health benefits of departing employees. COBRA health insurance, for example, must be offered to employees – and in some cases, to their spouses – who experience “qualifying events” such as terminations. Some of these events cause a dependent’s “involuntary loss of eligibility” for COBRA coverage. A termination also affects the use of any money left over in the former employee’s health flexible spending account (HFSA). The IRS does not permit HFSA disbursements, transfers or rollovers after employees are terminated – unless they are covered by COBRA. [![How to Minimize the Impact When an Employee Quits Without Notice](https://no-cache.hubspot.com/cta/default/2652187/12bc302e-e5ce-4c7c-b608-faf8568b0484.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/12bc302e-e5ce-4c7c-b608-faf8568b0484) ## Unexpected Departures Although it’s fairly rare, employees may legally and sometimes do quit their jobs without any notice. Sudden and unexpected partings cause workplace anxiety and raise questions about how critical tasks will get done and who will have immediate responsibility for the departed employee’s work. To mitigate the disruption, quickly: - Reassure employees, especially those who are directly affected; - Conduct an exit interview, if possible, to gain insights that could reduce the likelihood of future resignations without notice; and - Implement a succession plan. Read more [on Axcet HR Solutions' blog post](https://blog.axcethr.com/what-to-do-when-an-employee-quits-without-notice) about what to do when an employee resigns without giving notice.   ## “Offboarding” Employees Employers almost always take a systematic approach to integrating new employees but often are less strategic about how they handle staff departures. Given the fact that millennials spend only an average of 1.3 years in any position and 10,000 baby boomers retire each day, “offboarding” policies are as important as onboarding new hires in this era of increasing turnover. A [consistent offboarding process](https://blog.axcethr.com/10-steps-for-a-successful-employee-offboarding-experience) also serves your company by providing a checklist to ensure you’ve taken care of business necessities, such as getting company-provided devices back from the employee and gaining valuable feedback through an exit interview. Employee departures, whether at the company’s volition or the employee’s, are almost always jarring. Handling them effectively will help you and your organization get through the upheaval and recognize that these departures also provide an opportunity to examine and realign staff resources if needed and find the right new employee to take your business to the next level. ## **[![Unemployment claims management support from Axcet HR Solutions for small businesses](https://no-cache.hubspot.com/cta/default/2652187/interactive-189244092484.png)](https://blog.axcethr.com/hs/cta/wi/redirect?encryptedPayload=AVxigLLWjERG58yVko0%2FLIwmhgJ1cCCv%2FSlDjNqSPYx7n22P2yFboMt8xi3xd3f4LzXSTgwyFkhcATkvPY4HoMzFnd9CrTGToyiopnJ%2Bc1Snedv4a6WX0LAHkh%2BLtiCtTXbcwXPw5ycMpqbK5U1MPu3u06cBubhpsno2UnIBfmWwFux3NxwdLdB9nMOQ1bUQYpOBN77uL68vWMTkQPXC7dLBJRhGC%2BJj7Ww3ii6ohBi%2Bhr3jZkvLghvwzHIFDccXZ6F1e6C0SfKX9U1DVtePAifuKM67Vk9jZKrJIXMqq%2F5rge7uQf%2FqyLT329n1yDuqqvg%2B8NYK250t&webInteractiveContentId=189244092484&portalId=2652187)** ## **Prepare for Smooth Transitions When Employees Leave** Employee departures—whether planned or unexpected—can create disruption, risk, and added workload. Proactively managing exit processes and unemployment claims helps protect your business and maintain continuity. Axcet HR Solutions supports small and mid-sized employers with expert guidance on offboarding, compliance, and unemployment claims management, so you can focus on moving forward with confidence. [Learn more about Axcet’s Unemployment Claims Management Services](https://www.axcethr.com/services/human-resources/unemployment-claims-management/) and turn employee exits into well-managed transitions. [![Subscribe now](https://no-cache.hubspot.com/cta/default/2652187/3ce89456-4e5b-4313-96c5-66d3f47eacba.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/3ce89456-4e5b-4313-96c5-66d3f47eacba) [![Jeanette Coleman, SPHR & SHRM-SCP](https://blog.axcethr.com/hs-fs/hubfs/Jeanette-04.jpg?width=80&height=80&name=Jeanette-04.jpg)](https://blog.axcethr.com/author/jeanette-coleman) Written by #### [Jeanette Coleman, SPHR & SHRM-SCP](https://blog.axcethr.com/author/jeanette-coleman) Jeanette Coleman, SPHR, SHRM-SCP, is the Director of Human Resources at Axcet HR Solutions, where she has contributed her expertise for over 21 years. As a leader in the HR industry, she holds advanced certifications as a Senior Professional in Human Resources (SPHR) and SHRM-Senior Certified Professional (SHRM-SCP). Jeanette oversees HR strategy and operations, ensuring Axcet delivers exceptional HR services that help small and mid-sized businesses stay compliant and grow. With a Master’s degree in Human Resource Management from Keller Graduate School and a Bachelor of Science in Business Administration from Kansas State University, Jeanette is well-equipped to lead and support clients in navigating complex HR challenges. Throughout her 15-year tenure as Director of Human Resources, she has been instrumental in positioning Axcet as the Midwest’s largest and premier Professional Employer Organization (PEO). Her previous roles at Axcet include Director of Employee Benefits and Senior HR Consultant, where she gained extensive experience in HR outsourcing, and employee risk management. Jeanette’s expertise has been recognized through industry and regional publications. She co-authored the article “High-Touch in the Age of High-Tech: How PEOs Can Embrace AI Without Losing Their Humanity” (https://peoinsider.org/articles/high-touch-in-the-age-of-high-tech-how-peos-can-embrace-ai-without-losing-their-humanity/) for PEO Insider (March 2026), alongside Jo McClure, and was featured in Ingram’s Magazine in a Q&A (https://ingrams.com/article/qa-with-jeanette-coleman/) discussing generational change, technology, and workplace culture. These contributions reflect her perspective on balancing innovation with the human side of HR. Jeanette’s leadership reflects her deep commitment to helping businesses thrive through strategic, compliance-driven HR solutions. Through her writing, she shares insights on HR strategy, compliance, and best practices to help employers confidently manage their workforce. Published in: PEO Insider and Ingram's Read more [View all posts →](https://blog.axcethr.com/author/jeanette-coleman) ### Get HR Updates ### Table of Contents #### [6 Last-Minute Tax Tips ![6 Last-Minute Tax Tips](https://blog.axcethr.com/hubfs/Stock%20images/Handsome%20guy%20working%20with%20tablet%20in%20office.jpeg)](https://blog.axcethr.com/6-last-minute-tax-tips-for-2018) #### [![Job Titles Alone Don’t Determine Who’s Exempt from Overtime Pay](https://blog.axcethr.com/hubfs/Stock%20images/Attentive%20business%20team%20working%20on%20laptops%20in%20a%20bright%20office.jpeg) Job Titles Alone Don’t Determine Who’s Exempt from Overtime Pay](https://blog.axcethr.com/job-titles-alone-dont-determine-whos-exempt-from-overtime-pay) ## Let us know what you think... ![AxcetHR Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [What We Stand For](https://www.axcethr.com/about-us/what-we-stand-for/) - [Expertise](https://www.axcethr.com/expertise/) - [Employee Benefits](https://www.axcethr.com/services/employee-benefits/) - [Human Resources](https://www.axcethr.com/services/human-resources/) - [Payroll Services](https://www.axcethr.com/services/payroll-and-tax-administration-services/) - [Risk Management](https://www.axcethr.com/services/workers-comp-and-employee-safety-risk-management/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Subscribe to Latest Resources](https://www.axcethr.com/subscribe-to-the-latest-resources/) - [Resource Library](https://www.axcethr.com/expertise/resource-library/) - [\[ Client Portal \]](https://www.axcethr.com/client-services/) - - - - - Search for: Copyright © 2023 Axcet HR Solutions – Kansas City's PEO Since 1988 | [Privacy Policy](https://www.axcethr.com/privacy-policy/) | [Terms and Conditions](https://www.axcethr.com/terms-conditions/) | [**Join our Team – Careers »**](https://axcethrsolutions.prismhr-hire.com/) 10975 Grandview Drive Suite 200, Corporate Woods Building 27, Overland Park, KS 66210 | Call us: 913-383-2999 *The IRS does not endorse any particular For more information on [certified professional employer organizations](https://www.axcethr.com/why-axcet/certified-peo/), go to [www.irs.gov](https://www.irs.gov).* Remove cookies ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Jeanette Coleman, SPHR & SHRM-SCP", "url" : "https://blog.axcethr.com/author/jeanette-coleman" }, "dateModified" : "2025-05-02T17:32:20.737Z", "datePublished" : "2019-04-02T17:28:04.000Z", "headline" : "Know Before They Go: How to Ease the Pain of Employee Departures", "image" : [ "https://blog.axcethr.com/hubfs/Stock%20images/Businessman%20moving%20into%20a%20new%20office%20holding%20a%20box.jpeg" ], "mainEntityOfPage" : { "@id" : "https://blog.axcethr.com/know-before-they-go-how-to-ease-the-pain-of-employee-departures", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.axcethr.com/hubfs/_logo_axcethr_primary.png" }, "name" : "Axcet HR Solutions" } } ``` ```json { "@context" : "https://schema.org", "@id" : "https://www.axcethr.com/#organization", "@type" : "Organization", "address" : { "@type" : "PostalAddress", "addressCountry" : "US", "addressLocality" : "Kansas City", "addressRegion" : "MO" }, "aggregateRating" : { "@type" : "AggregateRating", "bestRating" : "5", "ratingValue" : "5", "reviewCount" : "100" }, "areaServed" : { "@type" : "Country", "name" : "United States" }, "award" : [ "IRS Certified Professional Employer Organization (CPEO)", "Award-Winning HR Solutions Provider", "SHRM Certified HR Professionals", "HRCI Certified HR Professionals" ], "contactPoint" : { "@type" : "ContactPoint", "areaServed" : "US", "availableLanguage" : "English", "contactType" : "Customer Service" }, "description" : "Award-winning Professional Employer Organization (PEO) providing comprehensive HR solutions, payroll services, employee benefits, and risk management to small and mid-sized businesses. 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When one false", "articleBody" : "Employees are your company’s most important asset. When one of them leaves – whether by their choice or yours – morale, productivity and sometimes even your company culture can be affected. Some employee turnover is inevitable when you own a business. Knowing how to handle it effectively will minimize the effect on your remaining employees and reduce the risk of legal action against your organization. Employee Terminations In Kansas, Missouri and other at-will employment states, employers may fire employees for any reason at any time. But that doesn’t necessarily mean they should. To minimize the potential for wrongful termination claims, follow predetermined, written procedures when you tell an employee to leave your company. Generally speaking, you should: Document employee infractions and performance issues over a period of time before asking the employee to leave; Treat employees consistently in day-to-day interactions and in terminations; Provide warnings to employees you are considering letting go so the termination doesn’t come as a surprise; Explain the grounds for termination clearly and courteously; Ensure two people – including, if possible, one person with human resources experience – are present at the termination; Avoid firing anyone for federally protected activities like requests for time off under the Family and Medical Leave Act; and Comply with federal and state anti-discrimination laws that prohibit employment decisions based on race, color, national origin, sex, religion, and disability. For example, there are specific factors to consider before firing a woman who is pregnant, or, in legal terms, “temporarily disabled.” While firing someone is never a pleasant experience for anyone, other best practices will help make the termination as easy as possible. Preparing what you will say, while remaining unemotional yet sensitive and respectful, will yield the best result. IRS Rules Employers should be familiar with Internal Revenue Service (IRS) codes that regulate the health benefits of departing employees. COBRA health insurance, for example, must be offered to employees – and in some cases, to their spouses – who experience “qualifying events” such as terminations. Some of these events cause a dependent’s “involuntary loss of eligibility” for COBRA coverage. A termination also affects the use of any money left over in the former employee’s health flexible spending account (HFSA). The IRS does not permit HFSA disbursements, transfers or rollovers after employees are terminated – unless they are covered by COBRA. Unexpected Departures Although it’s fairly rare, employees may legally and sometimes do quit their jobs without any notice. Sudden and unexpected partings cause workplace anxiety and raise questions about how critical tasks will get done and who will have immediate responsibility for the departed employee’s work. To mitigate the disruption, quickly: Reassure employees, especially those who are directly affected; Conduct an exit interview, if possible, to gain insights that could reduce the likelihood of future resignations without notice; and Implement a succession plan. Read more on Axcet HR Solutions' blog post about what to do when an employee resigns without giving notice. “Offboarding” Employees Employers almost always take a systematic approach to integrating new employees but often are less strategic about how they handle staff departures. Given the fact that millennials spend only an average of 1.3 years in any position and 10,000 baby boomers retire each day, “offboarding” policies are as important as onboarding new hires in this era of increasing turnover. A consistent offboarding process also serves your company by providing a checklist to ensure you’ve taken care of business necessities, such as getting company-provided devices back from the employee and gaining valuable feedback through an exit interview. Employee departures, whether at the company’s volition or the employee’s, are almost always jarring. Handling them effectively will help you and your organization get through the upheaval and recognize that these departures also provide an opportunity to examine and realign staff resources if needed and find the right new employee to take your business to the next level. Prepare for Smooth Transitions When Employees Leave Employee departures—whether planned or unexpected—can create disruption, risk, and added workload. Proactively managing exit processes and unemployment claims helps protect your business and maintain continuity. Axcet HR Solutions supports small and mid-sized employers with expert guidance on offboarding, compliance, and unemployment claims management, so you can focus on moving forward with confidence. Learn more about Axcet’s Unemployment Claims Management Services and turn employee exits into well-managed transitions.", "author" : { "@id" : "https://blog.axcethr.com/author/jeanette-coleman#author", "@type" : "Person", "name" : "Jeanette Coleman, SPHR & SHRM-SCP", "url" : "https://blog.axcethr.com/author/jeanette-coleman" }, "dateCreated" : "2019-04-02", "dateModified" : "2025-05-02", "datePublished" : "2019-04-02", "description" : "Employees are your company’s most important asset. When one of them leaves – whether by their choice or yours – morale, productivity and sometimes even your company culture can be affected. Some employee turnover is inevitable when you own a business. 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