Offboarding

OFFBOARDING

Offboarding is the formal process that we as a company follow when an employee leaves the organization. We aim to ensure a smooth transition, protect the company's assets, and maintain a positive relationship with the departing employee. Handling an employee's departure is always a delicate task; managing it with respect and professionalism helps maintain a positive employer brand, assuring respectful exit procedures both for UG and for employees.

Why is Offboarding Important?

We will revoke the employee's access to company systems, data, and physical premises. This prevents unauthorized access to sensitive information and ensures the return of company property like laptops, phones, cars. A formal offboarding process helps ensure that all legal and contractual obligations are met, such as final paychecks and specific documentation. We will perform a structured process to transfer the departing employee's knowledge, responsibilities, and ongoing projects to other team members. This minimizes disruption and prevents a loss of critical information, such as archived data.

How does the UG Onboarding process work?

1 - Initial notification

We will start by formally accepting your resignation and confirming your last day of employment, according to the notice period specified in the CCNL referring to your actual level. We will create a timeline and list of tasks, including knowledge transfer and asset retrieval, in order to revoke access to company systems, revoke benefits and properties and transfer critical data and information to colleagues. We will notify payroll and relevant team leads about your leaving, in order to be in place with payment, documentation and organizational aspects related to your actual employment and role within the company.

During resignation it is recommended to follow the following steps:

1 - Communicate your intention to your Leader/Director and HR as soon as possible;

2 - Agree on an exit date (taking into account the minimum notice periods set by the CCNL);

3 - Proceed with the telematic submission of the resignation, either through “myinpsonline” or through an authorised CAF.

4 - Mind that, during the online resignation procedure, is important to specify the following company certified email, as it must be entered as the company email: lucamanara@pec.it The “data di decorrenza richiesta” is usually understood as the first day on which you are released from employment;

Useful information following resignation:

Usually the payslip for the last month worked also includes the payment of holidays and unused permits and the additional 13th and 14th month payments; The TFR (severance pay) is usually paid in the month following the month of resignation; Both payslips are sent to your personal e-mail, as you no longer have access to Factorial.

2 - Knowledge Transfer & Project Handoff

You should document all ongoing projects, client contacts, key stakeholders, and decision-making processes. This includes writing detailed notes and organizing calls with your team in order to assure that everything is in place before leaving, informing your colleagues of all activities you were involved with until now, transferring knowledge and responsibilities. All documented information and files should be moved from the employee's personal drive to a shared, secure company drive (Google Drive, Factorial). We could ask you to sign documents related to your employment contract if you did not sign them before, as we need to guarantee compliance assets.

3 - Properties retrieval and revoking digital accesses

On the final day, we will collect all company-owned hardware, including laptops, mobile phones, tablets, cars and any role-related benefits, as well as deactivating any physical or digital card. We will arrange for the secure return of the devices and remotely wipe all company data from them if necessary. We will suspend your access to company email and collaboration platforms (e.g. Slack, Google workspace). We will revoke licenses and access to all digital tools you were using (e.g., Adobe Creative Suite, CRM software, project management tools, analytics dashboards).

4 - Final communication

This final step ensures a professional and positive exit, leaving the door open for a future relationship. We will ask you to make an internal informal announcement, in order to greet your colleagues as well as informing them that you are no longer part of the company.