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Employee Resignation PAF

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EMPLOYEE RESIGNATION PAF

Personal Information

Phone:

Email:

Position Information

Reporting Manager:

Original Start Date:

Resignation Details

I hereby submit my resignation from my position effective with my last day of work being .

Notice provided to employer (number of days):

Type of resignation: Voluntary Involuntary

Return of Company Property

Please indicate items to be returned or already returned:

Company ID / Access Card

Laptop / Tablet

Company Mobile Phone

Keys / Parking Pass

Final Pay, Benefits & Forwarding

Final pay disposition: Direct deposit Mailed check

Benefits termination date:

Accrued PTO balance:

PTO payout requested:

Exit Interview

Do you wish to participate in an exit interview? Yes

Employment History (Most Recent)

Title:

Dates Employed:

Title:

Dates Employed:

Education

Graduation Date:

References (Professional)

Phone:

Email:

Phone:

Email:

Phone:

Email:

Legal Disclosures & Employee Certification

At-Will Employment: I acknowledge that my employment is on an at-will basis, and that nothing in this resignation form alters the at-will relationship unless memorialized in a written agreement signed by an authorized representative of the employer.

Equal Opportunity: The employer is an equal opportunity employer. My decision to resign will not alter any rights afforded to me under applicable employment policies.

Certification and Authorization: I certify that the information provided on this form is true, correct and complete to the best of my knowledge. I authorize the employer to contact prior employers, educational institutions, and references listed herein and to conduct background checks as permitted by law for employment administration and final payroll processing.

HR Processing (For HR Use)

Rehire eligible: Yes No

COBRA/Benefits offered:

Employee Printed Name:

By (Employee Signature):

Date:

HR Representative Printed Name:

By (HR Signature):

Date:

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What the Employee Resignation PAF Records and Why it Matters

The Employee Resignation PAF (Personnel Action Form) documents an employee's voluntary departure and the administrative steps that follow. It records the resignation date, last work day, reason, approvals, payroll and benefits actions, return-of-property requirements, and offboarding tasks. Reliable PAF records support payroll accuracy, benefits continuation, rehiring decisions and legal defensibility when disputes or unemployment claims arise. A complete PAF also creates an auditable trail for HR, payroll and compliance teams and reduces operational delays when closing out employment relationships.

Benefits of a Standardized Employee Resignation PAF

A consistent PAF reduces payroll errors, ensures timely benefits and final pay processing, documents approval authority, and creates an audit trail for compliance and dispute resolution.

Benefits of a Standardized Employee Resignation PAF

Who Completes and Reviews the Resignation PAF

The PAF is completed and routed by people who manage hiring, payroll, and workplace access during offboarding.

  • HR administrators responsible for benefits, final pay and records retention.
  • Line managers who confirm last day, work handoff, and approvals.
  • Payroll and IT teams that process final wages and revoke system access.

Step-by-step: Completing and Routing the Resignation PAF

Follow a defined sequence so approvals, payroll, and IT actions occur in the correct order and on schedule.

  • 01
    Prepare Form: Employee or manager completes initial fields.
  • 02
    Manager Acknowledgment: Manager reviews and approves resignation details.
  • 03
    HR Processing: HR confirms benefits and final pay actions.
  • 04
    Closeout Tasks: IT, facilities, and payroll complete revocations and payments.

Digital Flow for eSubmission and Signatures

An electronic PAF follows a transactional flow: document creation, signer assignment, authentication, signing, and archiving.

  • Upload Document: Sender uploads the PAF file to the eSignature platform.
  • Assign Signers: Add employee, manager, and HR as signers in order.
  • Authenticate Signers: Use email, SMS code, or stronger methods when required.
  • Archive Signed Copy: Store final PDF and audit trail in HR records.

Common Workflow Settings for an Electronic Resignation PAF

Configure your workflow to auto-fill known data, route approvals, and trigger payroll and IT actions to reduce manual steps.

Field Configuration
Auto-fill employee data HRIS integration
Approval flow Manager then HR
Authentication Email or SMS code
Final storage HR records retention

Technical Considerations for eSubmission

Choose an eSignature platform that supports required file formats, integrations with HR/payroll systems, and appropriate signer authentication.

  • File Formats: PDF and DOCX support
  • Integrations: NetSuite | Oracle | Box compatibility
  • Authentication: Email, SMS, or stronger MFA

Typical Timelines and Processing Expectations

Timelines vary by employer policy and state law; coordinate HR, payroll, and IT schedules to close out employment cleanly.

Notice Acknowledgement:

Acknowledge receipt within 2 business days

Manager Approval:

Complete approval within 3 business days

Final Pay Processing:

Process on next payroll cycle or per state law

Benefits Notices:

Issue COBRA and benefits info within required timeframe

Record Filing:

File PAF in personnel folder immediately after signing

Key Offboarding Milestones

Track major milestones so tasks happen in sequence from notice to final archive.

01

Submission of Resignation

Employee sends signed notice and PAF fields completed.

02

Manager Confirmation

Manager verifies last day and approves handoff plan.

03

Payroll Finalization

Payroll calculates final wages, PTO, and deductions.

04

Access Revocation

IT revokes credentials and collects equipment.

Common Mistakes to Avoid When Preparing the PAF

  • Missing or ambiguous final date leads to disputes and incorrect pay.
  • Failing to document approvals creates delays in benefits and access revocation.
  • Not coordinating payroll and HR can result in late or incorrect final wages.
  • Neglecting asset recovery increases risk of data exposure and property loss.

Risks and Potential Consequences of Incomplete PAFs

Final Pay Violation: State penalties and wage claims possible
Unemployment Claims: Unclear separation reasons invite disputes
Benefits Lapse: Missed COBRA or retirement notifications
Data Exposure: Delayed access revocation risks breaches
Property Loss: Unrecovered equipment increases liability
Recordkeeping Failure: Noncompliance audits and legal exposure

Security and Compliance Considerations

Encryption Transit: TLS 1.2/1.3
Encryption Rest: AES-256
HIPAA: BAA required for PHI
ESIGN / UETA: Lawful eSignature frameworks
Audit Trail: IP, timestamp, signer actions
Access Controls: SSO and role-based permissions

eSignature Pricing and Feature Snapshot for Resignation PAF Workflows

Comparison shows starting costs and selected feature availability; choose a platform that meets authentication, HIPAA and integration needs without assuming envelope caps.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Trial available Trial available Trial available Trial available
Bulk Send Yes (premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs: Common Questions About the Resignation PAF

Answers to frequent operational and legal questions about resignations, final pay, signatures, and recordkeeping.


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