The Ultimate Guide to Off-boarding from GoCo

Phase 1: Core Employee & Document Data

This is the foundation of your HR records. Start here to ensure your team's history is secure.

Documents

• 🗂️ Bulk Download: Use the Bulk Download feature for all employee documents

• 📂 Flexibility: You can download everything at once, folder by folder, or document by document. Check out our help article and video for a step by step instructions.

• ❗The Fine Print: Anything marked "incomplete" will not download with the bulk export.

Custom Fields 

• Custom Fields: All standard fields can be pulled into a Custom Data Report. 

• 📥 "File Upload" Custom Fields: These are unique fields where employees uploaded a file directly into a custom field. These cannot be exported in bulk or in a custom report.
• You will need to pull these individually from each employee profile. 
• Go to Employee Profile > Custom Fields > Find the file upload custom field and Download.
  • 🔎 Directions on how to check if you have a “File Upload" custom field:

• • Company Page > Custom Fields > View > Review each custom field by selecting Edit and check for "File Upload" type fields.

Employee Data & Records

• Custom Data Report: Export a report with ALL FIELDS selected to cover anything you may need for future reference. Check out the help article: Creating Custom Reports

• Employee Roster: Export a full list of names, contact info, job titles, and employment statuses as of today’s date. 

• Visuals: Take a screenshot of your Org Chart and print the Employee Timeline webpage if you'd like a visual for your records.

• Compliance: If you have over 100 employees, generate your EEO Report before deactivation. Check out this help article for step by step instructions. 

Phase 2: Benefit Exports

Benefits & HSA

• Benefits Census: Provides a snapshot of all team members and dependent enrollments. Check out this help article for step by step instructions.

• Forms: Download all Carrier Forms, EOI Forms, and HSA Application Forms. You can find all forms in the Benefits App, select the Forms tab and download all forms by category.

• Compliance Reports: Pull Health Coverage by Month (you'll need this for ACA reporting) and Benefit Changes

  • Got to Reports > Benefits > Health Coverage by Month > run this from your GoCo start date to capture all history.

• Activity: Export the Enrollment Activity Report to see how and when your team enrolled.

  • Got to Reports > Benefits > Enrollment Activity Report > Show a list of all enrollments, including enrollment method and enrollment date.

Phase 3: Module- Specific Exports

🕵️ Don't leave any stone unturned. Visit each of these active modules to pull specialized reports.

Time & Attendance and Time Off

• ⏱️ Timesheets – Ensure you download any records of employee hours worked for ACA and compliance purposes. Check out this help article for step by step instructions. 

• 🌴 Time Off & PTO Balances – Remaining balances and accrual history. Check out this help article for step by step instructions.

Workflows and Performance Management

While GoCo was designed to replace manual paper processes, we know you need this data for your next platform.

⚠️ Note: GoCo does not have the capability to export reviews or workflows as PDFs. Instead, all data must be obtained digitally via Custom Reports.

• Performance Reviews: Create a Custom Report, select the Performance category, and select all fields that apply to each review. This will generate an XLS format file containing all review data.

• Goals: Create a Custom Report, select Goals as the category, and select all fields to capture your team's progress and history.

• Workflows: This process is identical to Performance. Create a Custom Report, select the Workflows category, and select all fields for each workflow to obtain the data in XLS format.

Engagement 

• Team Surveys: Export all Feedback and the Export Comparison (note: comparisons must be pulled manually for each breakdown you want)

• Messages: Manually go into EACH message and screen print any conversations that must be captured.

Expense Management 

• Run all relevant Expense Management reports. Go to Reports, expand Payroll, Select Expense Reimbursement Totals and set your date range to reach all expense history run in GoCo.

Phase 3: Payroll & Sync Data

Embedded Payroll

If you use our embedded payroll, Gusto will keep your information—it won't go away! However, you must:

• Contact Gusto: Reach out to them directly for ongoing access to pay stubs, W-2s, 1099s, and tax filings. 

• Screenshots: For your records, take screenshots of your Earnings, Deductions, Payroll Schedules, and Tax Settings (Federal and State).

• Audit Trail: If you want a true audit history of changes, you must go into EACH individual payroll and download the Audit File.

Phase 4: External Integrations

• Human Interest

• JazzHR

• Mineral HR

• Checkr

• Ameriflex

• Execupay

• E-Verify

⚠️ Action Required

To avoid losing access to these third-party services after your deactivation date, please contact each provider directly before your deactivation date.

If no action is taken, your access will be discontinued on your deactivation date.

🙋‍♀️ Frequently Asked Questions (FAQ)

Q: Where do I find support after my account is deactivated?

A: We have a dedicated resource on How to Obtain Support After Your GoCo Account Is Deactivated.

Q: Can I get my performance reviews in PDF format?

A: GoCo does not support PDF exports for reviews as our goal was to eliminate manual paper processes. You can obtain all review data in an XLS format by creating a Custom Report and selecting all performance fields.

Q: What is the best report to see all employee Enrollments and Deductions?

A: We recommend running the Benefit Deductions report alongside a Custom Data Report with all enrollment fields selected.

For more off-boarding information please refer to our Off-boarding with GoCo section in the help center. 💚