Employee Separation

Purpose

To ensure timely and accurate processing of employees who are being removed from the payroll and to stay consistent with positive employee relations practice.

Scope

Resignation

In case of Resignation, Employee should submit the Resignation letter to his/her Functional Head / Station Head. They should inform HR Head and Chairman on the same day.
Functional Head / Station Head should have a dialogue with the employee to retain the employee, if the employee is valuable.
HR Head will also meet the employee for the purpose of Retention and understanding issues.
Employee should complete an Exit Report before exit interview with HR Head.
HR Head will conduct the exit interview and prepare the exit interview report, before the date of relieving.
HR Head will take approval from Chairman for the acceptance of resignation, if the employee cannot be retained.

Termination

An employee may be terminated under circumstances such as non-performance, unethical behaviour, fraudulent, undisciplined, absenteeism etc.
In case of Termination, the immediate superior should inform the Functional Head / Station Head and state the facts in writing, justifying termination.
Functional Head / Station Head shall justify and obtain approval from HR Head and Chairman.
HR Head would inform the Board of Management of the cases of Termination.

Retirement

In case of Retirement, HR-coordinator will Intimate the Employee and Line Manager, 3 months prior to Date of Retirement and provide Intimation letter to the employee.
HR Head will conduct the exit interview and prepare the exit interview report, before the date of relieving.

Full & Final clearance

Give F&F clearance form to employee and employee should obtain clearance from all departments.
Employee should submit completed F&F to HR coordinator.
HR coordinator will work out F&F settlement which includes Income Tax, Professional Tax, Employee Training & Educational Assistance and Benefit & Claims.

Relieving Formalities

HR coordinator will prepare a Cheque / DD or Recovery of outstanding Payment.
HR coordinator will prepare Relieving and Service certificate letter.
HR coordinator will communicate to security and all employees.
HR co-ordinator will handover / collect F&F Payment and issue letters to employee.
HR coordinator will inform PF-Authorities and Obtain payment for gratuity if eligible.
HR coordinator will update employees database and close personal file.
HR coordinator will maintain personnel file for a period of 7 years.

Notice Period