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.

1. EMPLOYEE SEPARATION PROCESS

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