Introduction/Purpose:

The Exit Process in an HRMS refers to the systematic and organized procedures that take place when an employee is leaving an organization. It involves various tasks and activities that ensure a smooth and efficient offboarding experience for both the departing employee and the organization.

Dependency:

The recording of the exit process typically involves documenting various details and events related to an employee’s departure. The dependencies for recording the exit process can include the following:

• Employee: The user has to choose the name of the employee from the drop-down menu.
  
• Mode of Exit: This field indicates the method or reason for an employee’s exit, such as resignation, termination, retirement, or any other applicable category. The other fields in the exit process may vary depending on the chosen mode of exit.

• Resign Date: This field captures the date on which the employee submitted their resignation letter or formally communicated their intention to leave the company.

• Fit To Rehire: This field indicates whether the employee is eligible or suitable to be rehired in the future. It is often based on factors such as their performance, behaviour, and reasons for the exit. Users have to select the “yes” or “no” option.

• Emp To Serve Notice: This field specifies whether the employee is required to serve the notice period or if there are any special circumstances exempting them from doing so. Users have to select the “yes” or “no” option.

• HR Comment: This field allows HR personnel to provide additional comments or notes related to the employee’s exit process, including any specific details or observations that may be relevant for future reference or documentation.

The dependencies mentioned above help ensure that the exit process is accurately recorded and documented, supporting the organization’s HR practices, compliance requirements, and future reference needs.

Process Flow:

How To Navigate:

The navigation to record an Exit Process in the HRMS system typically involves the following steps:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the HR operation section which is located on the left side menus on the screen.

• Click on the Exit Process section which is located in the Employee Exit Management under HR operation., After clicking on this link you can navigate the Exit Process listing.

Listing:

The Exit Process listing allows users to view all Active and inactive Exit processes. The key features of the exit process listing are included below:

• Record Filter: Filter option allows users to filter the list of records based on visible columns, such as
  • Announcement Name, 
  • Announcement Category, 
  • Added date, 
  • Added By, 
  • Updated Date, 
  • Updated By & Status.

• Show All Listing Columns: This option allows the user to clear all Filters and display all records on the Listing page.

• Advance Search: This option allows user to filter data with single or Multiple criteria in Column Name with options like
  • equal
  • Not Equal
  • Begins 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains 
  • Does Not Contain

• Activity Log: In the Activity Log option, the user can view the transaction history of the Exit Process, such as
  • Status (pending, Submit for Approval,  approved).
  • Time and Date of Transaction
  • Execution time 

• Export Data: Selected Records, Current Page records or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.
  
• Hide/Show Column:
  • This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select the column which they want to view in the list, if the user unchecks/unselect all column then the system will give an error message that “Please check at least one column”

• Delete:
  • The Delete option allows the user to delete the record. The user first has to select at least one record; otherwise, the system will give an error message “Please select at least one record”.
  • After clicking on the delete button, a pop-up message will appear: “Are you sure you want to delete the selected record?”
  • Along with this message, the user can perform the following actions:
    • Delete: This option allows the user to delete the selected record.
    • Cancel: This option allows the user to cancel the selected record and go back to the Exit process listing.

Recording & Updates:

Adding Exit Process can be carried out by Updating below Fields

• Employee *: The user has to choose the name of the employee from the drop-down menu.
  
• Personal Email: In this field, the user has to enter the personal email address of an employee.
  
• Personal Mobile Number: In this field, the user has to enter the personal Mobile number of an employee.
  
• Mode of Exit*: This field indicates the method or reason for an employee’s exit, such as resignation, termination, retirement, or any other applicable category. The other fields in the exit process may vary depending on the chosen mode of exit.

• Resign Date: This field captures the date on which the employee submitted their resignation letter or formally communicated their intention to leave the company.

• Notice Period Days: This field specifies the number of days of notice required by the employee before their departure. It is typically determined by company policies or employment contracts.

• Notice Start Date: This field denotes the date when the notice period officially begins. It is usually calculated based on the resignation date and the notice period days.

• Tentative Relieving Date: This field represents the estimated date on which the employee is expected to be relieved from their duties and responsibilities. It is often determined by adding the notice period days to the resignation date.

• Exit Date: This field indicates the actual date on which the employee’s exit is processed and documented by the company. It may coincide with the relieving date or occur on a different day.

• Relieving Date: This field signifies the date when the employee is officially relieved from their employment obligations and responsibilities within the organization. It is typically determined based on the completion of the notice period and other necessary formalities.

• Last Working Date: This field denotes the final day on which the employee is actively working and performing their duties before the exit process is finalized.

• Employee Status: This field captures the current employment status of the employee during the exit process, such as active, on notice period, on leave, or any other relevant status.

• Fit To Rehire*: This field indicates whether the employee is eligible or suitable to be rehired in the future. It is often based on factors such as their performance, behavior, and reasons for the exit. Users have to select the “yes” or “no” option.

• Emp To Serve Notice*: This field specifies whether the employee is required to serve the notice period or if there are any special circumstances exempting them from doing so. User have to select the “yes” or “no” option.

• HR Comment*: This field allows HR personnel to provide additional comments or notes related to the employee’s exit process, including any specific details or observations that may be relevant for future reference or documentation.

Once the Employee Exit record with Exit Status as Notice Period is Submitted and Approved ‘Exit Settlement’ tab gets enabled which has additional tabs as:

• Exit Computation:
  • Payable to Employee and Net Salary
    • This Module displays any Arrears like Leave Allowance/ 13th Month Allowance or any Adhoc Voucher that is payable to the employee
    • It also Displays the Net Salary calculated for the exit Month if the Pay Projection is done with the option to Recalculate the Salary
  • It also displays Employee Receivable from any Loan taken by Employee:
    • Loan Receivable: For Each Loan HR has an option to Move the Outstanding amount to.
      • Settle Post Exit: The outstanding Loan amount will be moved to Handle Final Settlement and the same amount will be adjusted in Employee Loan with a Flag as Waiver (Settlement Post Exit)
      • Pre-Payment: Any prepayment done from an external mode like Cash/Bank Transfer can be recorded here
      • Loan Waiver: Any amount that needs to be waived for the employee can be recorded in this option
      • Loan Transfer: All Outstanding Loan amount can be transferred to existing Guarantor or to any other active employee so that the Installments can be paid by by the Employee whom the loan has been transferred
      • Adjust with Salary: Outstanding Loan amount can also be adjusted with the Employee’s Salary that is generated for Exiting the month (Adjustment can be done upto Salary generated
      • Notice Period (Employee/Employer To Pay): Based on Notice Period details configured in Employee Registration > Notice Period Information and based on Notice period being served applicable Penalty will be applied Required to Serve Notice Period

• Vouchers: All type of Vouchers created such as adhoc earning and deduction vouchers are listed here

• Payee: Payee Information, Paid Amount and Total Amount till date is displayed here

• Exit Discussion: The discussion done by an employee can be recorded here along with the person name who conducted the Exit Discussion

• Team Members: If the Exiting Employee is Immediate Superior, Line Manager or HOD of any existing Employee Exiting Employee Name needs to be replaced unless and until any Team Members are associated with the Exiting Employee it will not allow to Update Employee Status as Exit unless Count becomes 0 (Zero)

• Retirement Pending: If Employee has taken advance against any Pre Expense and has not done retirement of the same, Those Pre Expense records will be displayed here,  it will not allow to Update Employee Status as Exit unless Count becomes 0 (Zero)

• Asset List: Any Asset like a Laptop, Mobile, etc. assigned to the Employee who is in possession of the employee will be listed here, It will also display Assets with Damage/Recovery Costs (if any). HR can also initiate Asset Return requests from the Employee Asset List.

The user can perform the following actions in this section:

• Submit / Submit for Approval: This option allows the user to Submit the Exit Process Record. These Exit Employees records will get saved if No approval flow is defined and if any approval flow is defined it will go for approval to the respective approving authority

• Update: Once a record is saved successfully and there are any changes made to the saved record user has to that record to reflect the changes.

• Employee Exit Status and Exit date can not be updated directly in Employee Registration, It is updated based on the record added in Exit Process and post Approval if any.

Key Points:

• Employee Exit Status and Exit date can not be updated directly in Employee Registration, It is updated based on the record added in Exit Process and post Approval if any.