Actions that need to occur before an employee/contractor leaves the Department
This document is to support managers through the steps involved when an employee or contractor leaves the
Department.
Exit survey
Departing employees and contractors will receive an email invitation to complete an exit survey. Please
encourage your departing team member to respond to the survey. Responses are anonymous and confidential.
They will be used to shape initiatives to make the Department a great place to work. For queries, contact:
[email protected]
Actions for departing employees and contractors
The below applies if your employee or contractor falls into any one of the three following situations:
1. the employee/contractor had ARIBA responsibilities (such as purchasing, contract management, travel
and expenses, mobile phone accounts and/or financial delegations)
2. the Department has provided the employee/contractor with assets (such as laptops, mobile phones, cabcharges or e-vouchers, corporate cards, car parking pass or keys to lockers)
3. the employee/contractor has received a gift over $100 and has not declared it on the Department’s Gift
Register.
Employee/Contractor Departure Actions
Last updated 18 April 2017
Separating employees/contractors with ARIBA responsibilities
Please ensure that the separating employee finalises all of the following ARIBA matters which are relevant
Employee/Contractor Departure Actions
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Separating employees/contractors with ARIBA responsibilities
Purchasing
Action any of the following outstanding ARIBA documents:
 Documents requiring their approval
 Invoices requiring reconciliation
 Any incomplete ARIBA documents
 Any ARIBA documents awaiting approval by another ARIBA user
 Unprocessed invoices received from supplier/s. These must be processed in order
for the supplier/s to be paid
Contract
Management



As the Contract Manager, replace themselves with another ARIBA user with the
‘Contract Manager’ role
If they have sole edit access to contracts, grant edit access to at least one (1) other
ARIBA user with the ‘Contract Manager’ role
If they have sole release access, grant release access to at least one (1) other ARIBA
user with the ‘Requisitioner’ role
Employee/Contractor Departure Actions
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Separating employees/contractors with ARIBA responsibilities
Travel and
expenses


Reconcile all travel requests (TRAs) and associated documentation including
reconciliation/acquittal of travel advances & expense claims
Travel Reports to be completed and submitted for approval
Mobile phone
accounts


Process all outstanding mobile phone statements and submit for approval
Complete and submit a Mobile Phone Order Form (select the relevant option e.g.
Transfer Service, Cancel Service) to arrange return of your departmental mobile
phone
Financial
delegation

If they have a financial delegation, please delegate their authority within ARIBA to
another appropriately trained ARIBA user so they can act in their role after they
have left the Department. (To do this, click on Preferences and then click on the
‘Delegate Approval Authority’ link, select the relevant delegate, specify the period
of delegation & reason, and submit for automatic approval)
Separating employees/contractors who have Department assets
Laptop
Return to the direct line manager
Cab charge voucher and/or taxi e-ticket card
Return to the direct line manager
Keys for offices and cabinets
Return to the direct line manager
Mobile phone
Return to Information Technology Division
Contact Geoff Coombes
Ph: (03) 9637 2892
Email: [email protected]
Corporate card
Return to Financial Services Division
Contact Carlo Diguglielmo
Ph: (03) 9637 3298
Email: [email protected]
Car parking pass
Return to Procurement Division
Contact Zoe Perejuan
Ph: (03) 9637 3314
Email: [email protected]
Keys for basement lockers
Return to People Division
Contact Mark Bischof
Employee/Contractor Departure Actions
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Ph: (03) 9637 3114
Email: [email protected]
Separating employees/contractors who have received gifts
Please complete the last page of the Gifts, Benefits and Hospitality Policy and return it to the General
Manager, Procurement Division.
For information about your obligations, see: Gifts, benefits and hospitality
For queries, contact the Procurement Division
Contact Maria-Grace Capito
Ph: (03) 9637 3910
Email: [email protected]
Employee/Contractor Departure Actions
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