employment-action-navigator

# Employment Action Navigator

## Overview

Employment actions carry significant legal risk. HR often either over-involves legal (slowing everything down) or wings it (creating liability). This skill provides structured guidance for when actions are routine vs. when they need legal involvement.

## Employment Action Types

```
┌─────────────────────────────────────────────────────────────────┐
│                    EMPLOYMENT ACTION TYPES                      │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│  SEPARATIONS              LEAVES              INVESTIGATIONS    │
│  ───────────              ──────              ──────────────    │
│  • Voluntary              • FMLA              • Harassment      │
│  • Involuntary-Perf       • ADA Accommodation • Discrimination  │
│  • Involuntary-Conduct    • Personal/Medical  • Misconduct      │
│  • RIF/Layoff             • Parental          • Policy Violation│
│  • For Cause              • Military          • Whistleblower   │
│                                                                 │
│  DISCIPLINARY             ACCOMMODATIONS      POLICY CHANGES    │
│  ────────────             ──────────────      ──────────────    │
│  • Verbal Warning         • ADA               • Handbook Update │
│  • Written Warning        • Religious         • Comp Changes    │
│  • PIP                    • Pregnancy         • Benefits Changes│
│  • Suspension                                                   │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘
```

## Termination Decision Tree

### Voluntary Resignation

```
EMPLOYEE SUBMITS RESIGNATION
            │
            ▼
┌────────────────────────────┐
│ Is notice period adequate? │
└───────────┬────────────────┘
       │         │
      YES        NO
       │         │
       ▼         ▼
  Accept    Negotiate or
  standard  accelerate
       │         │
       └────┬────┘
            ▼
┌────────────────────────────┐
│ Any concerns about:        │
│ □ Access to sensitive data │
│ □ Customer relationships   │
│ □ Competitive move         │
│ □ Exit interview concerns  │
└───────────┬────────────────┘
       │         │
      NO        YES
       │         │
       ▼         ▼
  Standard   Consider:
  process    • Accelerated exit
             • Garden leave
             • Restrictive covenant review
```

**Voluntary Resignation Checklist:**

```
VOLUNTARY RESIGNATION CHECKLIST
───────────────────────────────
□ Resignation in writing received
□ Last day confirmed
□ Transition plan discussed
□ Exit interview scheduled
□ Return of company property planned
□ System access termination scheduled
□ Final paycheck timing confirmed (per state law)
□ Benefits continuation info (COBRA) prepared
□ Reference policy communicated
□ Non-compete/NDA reminded (if applicable)
```

### Involuntary Termination - Performance

```
TERMINATION FOR PERFORMANCE
            │
            ▼
┌────────────────────────────┐
│ DOCUMENTATION CHECK        │
│ □ Performance issues       │
│   documented?              │
│ □ Expectations communicated│
│   in writing?              │
│ □ PIP completed (if used)? │
│ □ Feedback provided?       │
│ □ Opportunity to improve?  │
└───────────┬────────────────┘
       │         │
      YES        NO
       │         │
       ▼         ▼
  Continue   DO NOT PROCEED
  to risk    Build documentation
  assessment first
```

**Performance Termination Risk Assessment:**

```
RISK FACTORS - CHECK ALL THAT APPLY
───────────────────────────────────

PROTECTED CLASS CONSIDERATIONS:
□ Employee is over 40
□ Employee is pregnant or recently pregnant
□ Employee has known disability
□ Employee is member of racial/ethnic minority
□ Employee has religious accommodation
□ Employee is LGBTQ+
□ Employee is veteran

RECENT ACTIVITY (within 6-12 months):
□ Filed internal complaint (discrimination, harassment, safety)
□ Filed external complaint (EEOC, DOL, OSHA)
□ Requested FMLA leave
□ Requested ADA accommodation
□ Participated in investigation as witness
□ Reported compliance concerns (whistleblower)
□ Filed workers' compensation claim
□ Recently returned from protected leave

TIMING CONCERNS:
□ Termination follows closely after protected activity
□ Employee announced pregnancy/medical condition
□ Performance issues documented AFTER protected activity
□ Similar issues not documented for other employees

IF ANY BOX CHECKED → LEGAL REVIEW REQUIRED
```

### Involuntary Termination - Conduct

```
TERMINATION FOR CAUSE / MISCONDUCT
              │
              ▼
┌──────────────────────────────┐
│ Is conduct clearly           │
│ terminable per policy?       │
└───────────┬──────────────────┘
       │         │
      YES        NO
       │         │
       ▼         ▼
  Document    Investigate
  and proceed further
       │         │
       ▼         ▼
┌──────────────────────────────┐
│ Has similar conduct been     │
│ treated consistently?        │
└───────────┬──────────────────┘
       │         │
      YES        NO
       │         │
       ▼         ▼
  Continue   LEGAL REVIEW
  to risk    REQUIRED
  assessment (disparate treatment risk)
```

**For-Cause Termination Checklist:**

```
FOR-CAUSE TERMINATION CHECKLIST
───────────────────────────────
DOCUMENTATION:
□ Incident documented contemporaneously
□ Witness statements collected (if applicable)
□ Policy violation identified specifically
□ Evidence preserved (emails, screenshots, etc.)

INVESTIGATION:
□ Employee given opportunity to respond
□ Investigation fair and objective
□ Decision maker not involved in incident
□ Consistency check completed (similar situations)

PROCESS:
□ HR involved before decision final
□ Legal review (if risk factors present)
□ Separation agreement considered
□ Termination meeting planned
□ Final pay calculated per state law
```

### Reduction in Force (RIF) / Layoff

```
RIF / LAYOFF DECISION
         │
         ▼
┌─────────────────────────────┐
│ Number of employees affected│
└───────────┬─────────────────┘
            │
     ┌──────┴──────┐
     │             │
   <100          ≥100 (or plant closing)
     │             │
     ▼             ▼
  Standard      WARN ACT ANALYSIS
  process       REQUIRED
     │             │
     └──────┬──────┘
            ▼
┌─────────────────────────────┐
│ Selection criteria          │
│ □ Objective (seniority,     │
│   skills, performance)?     │
│ □ Documented?               │
│ □ Applied consistently?     │
└───────────┬─────────────────┘
            ▼
┌─────────────────────────────┐
│ ADVERSE IMPACT ANALYSIS     │
│ Required for any RIF        │
│ affecting 2+ employees      │
└───────────┬─────────────────┘
            ▼
    LEGAL REVIEW REQUIRED
```

**RIF Checklist:**

```
RIF LEGAL REVIEW CHECKLIST
──────────────────────────
WARN ACT (if applicable):
□ Federal WARN threshold analysis (100+ employees)
□ State mini-WARN analysis (varies by state)
□ Notice timing calculated (60 days typical)
□ Notice content prepared

SELECTION CRITERIA:
□ Objective criteria documented
□ Criteria applied consistently
□ Business rationale documented
□ Alternative positions considered

ADVERSE IMPACT ANALYSIS:
□ Age analysis (OWBPA)
□ Race/ethnicity analysis
□ Gender analysis
□ Other protected class analysis
□ Statistical review completed
□ Disparate impact identified: □ Yes □ No
□ If yes, business necessity documented

OWBPA COMPLIANCE (if age 40+ affected):
□ Disclosure requirements met
□ 21/45 day consideration period
□ 7-day revocation period
□ Advised to consult attorney
□ Separation agreement compliant
```

## Leave Administration

### FMLA Workflow

```
FMLA REQUEST RECEIVED
         │
         ▼
┌─────────────────────────────┐
│ ELIGIBILITY CHECK           │
│ □ 12 months employment      │
│ □ 1,250 hours in past 12 mo │
│ □ 50+ employees within 75 mi│
└───────────┬─────────────────┘
       │         │
   Eligible   Not Eligible
       │         │
       ▼         ▼
  Continue   Document,
  process    may still offer
             personal leave
       │
       ▼
┌─────────────────────────────┐
│ Provide required notices:   │
│ □ Eligibility notice (5 days│
│ □ Rights & responsibilities │
│ □ Designation notice        │
│ □ Certification request     │
└───────────┬─────────────────┘
       │
       ▼
┌─────────────────────────────┐
│ Track leave:                │
│ □ Intermittent vs block     │
│ □ 12-week entitlement       │
│ □ Recertification schedule  │
└─────────────────────────────┘
```

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your state-specific leave laws:             │
│                                             │
│ State family leave law: □ Yes □ No          │
│ If yes, name: _____________________________  │
│ Additional entitlement: ______ weeks        │
│ Additional qualifying reasons: ___________  │
│                                             │
│ Paid family leave: □ Yes □ No               │
│ If yes, details: _________________________  │
└─────────────────────────────────────────────┘
```

### ADA Accommodation Workflow

```
ACCOMMODATION REQUEST
         │
         ▼
┌─────────────────────────────┐
│ Does employee have          │
│ qualifying disability?      │
│ (physical or mental         │
│ impairment substantially    │
│ limiting major life activity│
└───────────┬─────────────────┘
       │         │
      YES     UNCERTAIN
       │         │
       ▼         ▼
  Continue   Request
  process    medical
             documentation
       │
       ▼
┌─────────────────────────────┐
│ INTERACTIVE PROCESS         │
│ □ Meet with employee        │
│ □ Understand limitations    │
│ □ Identify possible         │
│   accommodations            │
│ □ Assess effectiveness      │
│ □ Assess undue hardship     │
└───────────┬─────────────────┘
       │
       ▼
┌─────────────────────────────┐
│ Is accommodation reasonable?│
│ (effective without undue    │
│ hardship)                   │
└───────────┬─────────────────┘
       │         │
      YES        NO
       │         │
       ▼         ▼
  Implement   Document why,
              explore alternatives
              LEGAL REVIEW
              before denying
```

**Accommodation Documentation:**

```
ACCOMMODATION DOCUMENTATION
───────────────────────────
□ Request documented (date, nature)
□ Interactive process meetings logged
□ Medical documentation (if requested)
□ Accommodations considered
□ Accommodation decision
□ If denied, business rationale
□ Follow-up schedule
```

## Workplace Investigations

### Investigation Triggers

| Trigger | Response Level |
|---------|---------------|
| Harassment complaint | Full investigation |
| Discrimination complaint | Full investigation |
| Retaliation allegation | Full investigation + legal |
| Violence/threat | Immediate action + investigation |
| Theft/fraud | Investigation + possible law enforcement |
| Policy violation | Appropriate level investigation |
| Anonymous complaint | Assess and investigate as warranted |

### Investigation Framework

```
INVESTIGATION PROCESS
         │
         ▼
┌─────────────────────────────┐
│ 1. ASSESS                   │
│ □ Severity of allegation    │
│ □ Immediate safety concerns │
│ □ Need for interim measures │
│ □ Investigator assignment   │
└───────────┬─────────────────┘
         │
         ▼
┌─────────────────────────────┐
│ 2. PLAN                     │
│ □ Scope of investigation    │
│ □ Witness list              │
│ □ Document collection       │
│ □ Timeline                  │
└───────────┬─────────────────┘
         │
         ▼
┌─────────────────────────────┐
│ 3. INVESTIGATE              │
│ □ Interview complainant     │
│ □ Interview accused         │
│ □ Interview witnesses       │
│ □ Collect documents/evidence│
│ □ Maintain confidentiality  │
└───────────┬─────────────────┘
         │
         ▼
┌─────────────────────────────┐
│ 4. CONCLUDE                 │
│ □ Assess credibility        │
│ □ Make findings             │
│ □ Document conclusions      │
│ □ Determine action          │
│ □ Communicate results       │
└───────────┬─────────────────┘
         │
         ▼
┌─────────────────────────────┐
│ 5. FOLLOW UP                │
│ □ Implement remedial action │
│ □ Monitor for retaliation   │
│ □ Document closure          │
└─────────────────────────────┘
```

### When to Involve Legal

```
ALWAYS INVOLVE LEGAL:
□ Sexual harassment allegations
□ Discrimination allegations
□ Retaliation allegations
□ Whistleblower complaints
□ Allegations involving executives
□ Potential criminal conduct
□ Media or regulatory attention likely
□ Pattern of complaints about same person
□ Complainant has attorney
```

## Documentation Requirements

### Termination Documentation Package

```
TERMINATION FILE CHECKLIST
──────────────────────────
EMPLOYEE RECORD:
□ Application / resume
□ Offer letter
□ Signed acknowledgments (handbook, policies)
□ Performance reviews (all)
□ Disciplinary notices (all)
□ PIP documentation (if applicable)
□ Attendance records
□ Commendations / awards

TERMINATION-SPECIFIC:
□ Termination decision documentation
□ Final incident report (if for cause)
□ Risk assessment completed
□ Legal review (if applicable)
□ Termination letter / notice
□ Separation agreement (if applicable)
□ COBRA notice
□ Final pay documentation
□ Property return checklist
□ Exit interview notes
```

### Retention Requirements

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your document retention (check state law):  │
│                                             │
│ Personnel files: _____ years after term     │
│ Payroll records: _____ years                │
│ I-9 forms: _____ years after term/hire      │
│ Benefits records: _____ years               │
│ FMLA records: _____ years                   │
│ Investigation files: _____ years            │
│ EEO-1 reports: _____ years                  │
│                                             │
│ Reference: [state DOL / legal guidance]     │
└─────────────────────────────────────────────┘
```

## State-Specific Considerations

### Final Pay Timing

| State | Voluntary | Involuntary |
|-------|-----------|-------------|
| **California** | 72 hours (immediate if 72hr notice) | Immediate |
| **New York** | Next regular payday | Next regular payday |
| **Texas** | Next regular payday | Within 6 days |
| **Illinois** | Next regular payday | Next regular payday |
| [Your state] | _____________ | _____________ |

```
CUSTOMIZATION REQUIRED:
┌─────────────────────────────────────────────┐
│ Your state final pay requirements:          │
│                                             │
│ State: _______________________              │
│ Voluntary resignation: ______________       │
│ Involuntary termination: ____________       │
│ Unused PTO payout: □ Required □ Per policy  │
│ Waiting time penalties: □ Yes □ No          │
└─────────────────────────────────────────────┘
```

### At-Will Exceptions

```
COMMON AT-WILL EXCEPTIONS:
□ Implied contract (handbook language)
□ Public policy (refusing illegal act, whistleblowing)
□ Covenant of good faith (some states)
□ Discrimination (federal/state protected classes)
□ Retaliation (for protected activity)

HANDBOOK DISCLAIMER:
Ensure at-will disclaimer is:
□ Clear and conspicuous
□ In offer letter
□ In handbook
□ Not contradicted by other language
```

## Quick Reference: Escalation Triggers

```
╔════════════════════════════════════════════════════════════════╗
║           ESCALATE TO LEGAL IF:                                ║
╠════════════════════════════════════════════════════════════════╣
║                                                                ║
║  TERMINATIONS:                                                 ║
║  □ Any protected class concern                                 ║
║  □ Recent protected activity                                   ║
║  □ Inconsistent treatment concern                              ║
║  □ Executive termination                                       ║
║  □ RIF of 2+ employees                                         ║
║                                                                ║
║  INVESTIGATIONS:                                               ║
║  □ Harassment or discrimination allegation                     ║
║  □ Retaliation allegation                                      ║
║  □ Executive involved                                          ║
║  □ Potential criminal conduct                                  ║
║                                                                ║
║  LEAVES/ACCOMMODATIONS:                                        ║
║  □ ADA denial contemplated                                     ║
║  □ FMLA abuse suspected                                        ║
║  □ Leave law uncertainty                                       ║
║                                                                ║
║  WHEN IN DOUBT → ASK LEGAL                                     ║
║                                                                ║
╚════════════════════════════════════════════════════════════════╝
```

## Resources

### references/
- **state-requirements-guide.md** — State-by-state employment law summary
- **investigation-protocols.md** — Detailed investigation procedures
- **documentation-templates.md** — Template letters and forms

### scripts/
- **risk-assessor.py** — Termination risk factor checker
- **final-pay-calculator.py** — Calculates final pay by state

### assets/
- **termination-checklist.xlsx** — Comprehensive termination checklist
- **investigation-tracker.xlsx** — Investigation documentation tracker
- **separation-agreement-template.docx** — Template separation agreement