The Insider Guide for Staffing Down After the Holidays

terminating seasonal employees

Best Practices to Follow when Terminating Seasonal Employees

Now that the busy Holiday Season is behind us, retail and other industries are facing the task of staffing down to normal levels.  This can stretch an already burdened HR department. More paperwork. More unemployment claims. However, there are things that can be done to lessen administrative work. By following a few simple steps below, you may be able to streamline the process of separating your seasonal employees and get back to the other HR functions that require attention.

Best practices to follow:

  1. Create a list of separating employees. Always include their first day of work, last day of work, and reason for separation. For instance, you could list seasonal or temporary employment.
  2. Review your existing job openings. Make an offer to the seasonal employee that might be a good fit for that role, if appropriate. Should the employee refuse the job offer, record the details of the job offer and the refusal.
  3. If you used existing staff to work additional hours throughout the holiday, make your best effort to restore them to their exact pre-holiday work schedule. This includes days, times, and hours.
  4. Coordinate with your payroll team or provider in advance. Be ready to provide historical pay information for each seasonal separation to state workforce agencies.
  5. Contact your local unemployment insurance agency and attempt to provide the separation information proactively. This can seem like an unnecessary step. However, it will save you time in the long run by reducing the number of claims sent to your organization.  Instructions will vary by state, but many state workforce agency websites will list their steps.  If you’re an Equifax UCM client, your consultant can help determine the right data and format needed for your state.
  6. Provide each separated individual with a Separation Notice on your company’s letterhead. This document should contain the dates of employment and reason for separation.  The individual will likely need a copy for the state workforce agency, as well.  Depending on your state, you may need to provide the Separation Notice using a required state form. Click here to download our Separation Notice Guide for details.

Another way to reduce the seasonal separation burden is to outsource your unemployment process. Find out how Equifax Unemployment Cost Management program can help your team through seasonal shifts in your workforce.  Sign up for a demo today!