Employee separation
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This document outlines the employee separation process for different types of separation including resignation, termination, retirement, discharge and dismissal. It provides steps for each process which involve obtaining necessary approvals, notifying the employee, calculating final payments and entitlements, settling any liabilities, and closing the employee file. The key steps common to most types of separation are determining final payments and entitlements based on policy, notifying the employee, settling any outstanding liabilities, obtaining necessary approvals, and making final payments to close the employee file.
Employee separation
- 2. RESIGNATION DISCHARGE TERMINATION DISMISSED RETRENCHMENT RETIREMENT
- 3. Sl.No. Proposed Process Explanation Resignation Letters will come to HR through Line Managers 1 Resignation Letter with recommended release date (ensuring sufficient notice period) MD's consent to HR will forward to the Resignation Letter to MD for his 2 Proceed instruction to proceed Acceptance Letter to Issued to employee by HR confirming employees tentative 3 employee release date and instructs him to adjust liabilities (if any) From HR (in prescribed format) to all concerned points through 4 Liability Position circular e-mail. Feedback should reach HR within stipulated period In a prescribed format: Final Settlement - Employee's entitlements (as per policy) 5 calculation - Employee's receivables (if any) - Employee's liabilities (feedback from step 4)
- 4. Sl.No. Proposed Process Explanation Communication to Formal communication to employee asking to settle down 6 employee (Liability is his/her liabilities higher than Receivable) Approval for Release Formal Office Note recommended by HOHR, DMD followed by 7 Order (Liability is NIL or MD's approval (employee's Liability and Receivable position less than Receivables) mentioned) Release Letter to 8 Issued by MD employee 9 Exit Interview To be conducted by HR as per approved Form Final Settlement 10 Intimation to Finance to process disbursement Payment 11 File Close Recorded as 'separated' category
- 5. Sl.No. Proposed Process Explanation 1 MD's consent to proceed MD's approval to terminate concerned employee (office note) Termination Letter to Issued to employee by HR asking for settling down his 2 employee liabilities From HR (in prescribed format) to all concerned points through 3 Liability Position circular e-mail. Feedback should reach HR within stipulated period In prescribed format: - Employee's entitlements (as per policy) 4 Final Settlement calculation - Employee's receivables (if any) - Employee's liabilities (feedback from step 3) Communication to employee Formal communication to employee asking to settle down 5 (Liability is higher than his/her liabilities Receivable) Approval for Final Payment Formal Office Note recommended by HOHR, DMD followed by 6 (Liability is NIL or less than MD's approval (employee's Liability and Receivable position Receivables) mentioned) 7 Final Settlement Payment Intimation to Finance to process disbursement 8 File Close Recorded as 'separated' category
- 6. Sl.No. Proposed Process Explanation 1 List of Retirement Collect from MIS every month 2 DMD's consent to proceed DMD's approval on official Note to proceed 3 Notification to employee From HR to retiring employee confirming his date of retirement and asking to settle down his dues Circular for Liability Position From HR (in prescribed format) to all concerned points through 4 of resigned employee e-mail. Feedback should reach HR within stipulated period In a prescribed format: - Employee's entitlements (as per policy) 5 Final Settlement calculation - Employee's receivables (if any) - Employee's liabilities (feedback from step 4) Communication to employee Formal communication to employee asking to settle down 6 (if Liability is more than his/her liabilities Receivable)
- 7. Sl.No. Proposed Process Explanation Approval for Final Payment Formal Office Note recommended by HOHR, DMD followed 7 (if liability is NIL or less than by MD's approval (employee's Liability and Receivable Receivables) position mentioned) 8 Experience Certificate - Issued by MD 9 Exit Interview - To be conducted by HR as per approved Form 10 Final Settlement Payment - Intimation to Finance to process disbursement 11 File Close - Recorded as 'separated' category
- 8. Sl.No. Proposed Process Explanation Collected from Registered Medical Practitioner or from Bank 1 Ensuring Medical Report recommended diagnostic centers 2 MD's consent to proceed MD's approval on formal Office Note Issued to employee by HR with instruction to adjust his 3 Discharge Letter to employee liabilities (if any) From HR (in prescribed format) to all concerned points 4 Liability Position Circular through e-mail. Feedback should reach HR within stipulated period In prescribed format: '- Employee's entitlements (as per policy) 5 Final Settlement calculation - Employee's receivables (if any) - Employee's liabilities (feedback from step 4)
- 9. Sl.No. Proposed Process Explanation Communication to employee 6 (if Liability is higher than Formal communication to employee asking to settle down Receivable) his/her liabilities Approval for Final Payment - Formal Office Note recommended by HOHR, DMD 7 (if liability is NIL or less than followed by MD's approval (employee's Liability and Receivables) Receivable position mentioned) 8 Final Settlement Payment - Intimation to Finance to process disbursement 9 File Close - Recorded as 'separated' category
- 10. CLEARANCE FORM FINAL SETTLEMENT CALCULATION SHEET