Offboarding Process for FTE and Contractors
Follow these steps carefully to offboard an employee or contractor. If you have questions, consult the IT Support team.
Ticket Confirmation in Freshdesk
FTE Ticket:Upon receiving a termination request from Namely, confirm the termination with the user's manager.
Check the "Effective Date" of the termination and only proceed on or after this date.
Contractor Ticket:
Okta Admin: Initial Offboarding
Log in to your Okta account and navigate to Okta Admin.
Go to Workflows > Delegated Flows.
Select "Suspend Term'd User" and click Run.
In the popup, enter the terminated employee's email and press Run.
FTE Offboarding: Accounting Confirmation
Important: Before proceeding, get confirmation from the Accounting team that the employee has no outstanding charges in NetSuite (Email gets sent as Notifications IT so check your outlook emails)
Once confirmed, proceed to the next step.
Okta Admin: Final Offboarding
Return to Workflows > Delegated Flows.
Select "Offboard User" and click Run.
Enter the employee's email in the popup and press Run again.
5. Manager's Requesting Data & Mailbox Access Protocol
⚠️ URGENT REMINDER:
Failure to document HR approval before granting access could result in compliance violations and security risks. Always ensure this step is completed and recorded accurately.
Before granting any access to a terminated employee’s data or mailbox, it is mandatory to obtain explicit approval from HR. This is a critical step to ensure compliance with company policies and audit requirements.
Steps to Follow:
Request HR Approval:
- Contact HR via Teams Chat or Outlook Email to request approval for granting access. Ensure the message includes:
- The name of the termed employee.
- The specific data or mailbox being requested.
- The reason for access.
- Contact HR via Teams Chat or Outlook Email to request approval for granting access. Ensure the message includes:
Document Approval:
- Once HR has provided approval, take a screenshot of the approval message (Teams or email).
- Attach the screenshot to the termination ticket in your IT system for audit purposes. (Screenshot EX Below)
Do Not Proceed Without Approval:
- If HR approval is not provided, do not proceed with granting access. Escalate the request to IT leadership for further guidance if necessary.
6. Microsoft 365: Device Reset & Device Wipe
Navigate to the Microsoft 365 Admin Center using your Office 365 Admin account.
In the search bar, type the terminated employee’s name to check if they have any devices under their account.
If confirmed by the manager, proceed to wipe the device before hardware retrieval.
Click on the OneDrive tab.
Under Access Files, click Create Link to Files to store a backup.
Go to the Devices tab, select the device, and click Factory Reset.
PLEASE CONFIRM WITH MANAGERS BEFORE WIPING DEVICE IF THEY NEED ANYTHING ON THE LAPTOP
A popup will appear; click Submit to confirm.
Check Intune to see if the device is still registered, if so, remove it under the users name.
If the user has devices:
FTE: HR handles hardware retrieval.
Contractor: IT handles hardware retrieval.
6. Outlook: Hardware Retrieval Email
Open your Outlook application or web version.
Click New Mail and address it to the terminated user’s personal email.
In CC, include the IT Onboarding/Offboarding team.
Set the Subject as: "Mirum IT - Hardware Retrieval".
Email text:
Hello [Employee Name], Please ship your Mirum laptop and charger from a local FedEx Store. Use our FedEx Account #641717738 and send the laptop to:
Bruce Chung, Mirum Pharmaceuticals 989 E Hillsdale Blvd, Suite 300 Foster City, CA 94404 Tel: 650-667-4085 (No signature required)
Please email the tracking number to: bruce.chung@mirumpharma.com.
Mark the email as High Priority.
7. Resolve Freshdesk Ticket
Once the process is complete, return to Freshdesk.
Tag the ticket appropriately and mark it as Resolved. (Do not resolve ticket until we confirm laptop has been returned)