Missing Employee File for F&F Settlement: How Should I Handle This Situation?

Hi Seema, I am working as an HR Executive. Unfortunately, I missed the employee file for whom the Full and Final (F&F) settlement was supposed to be done at the last moment. Only the F&F settlement amount cheque was left to process, but the employee file I needed is missing from the office. All the expenses and details of the employee were in that file.

Request for Suggestions on F&F Process

I kindly request your suggestions on how to proceed in this case. What steps can I take next for the F&F process? Will the F&F amount for the missing employee be deducted from my salary?

I would greatly appreciate any suggestions you can provide as this situation is new to me. Please help.

Thank you.

Full and final settlement details and information regarding expenses will be provided by the Accounts department. Please look into that. Regarding employee details, you may have access to the employee database containing information on all employees. Please review that as well.

No need to worry!

Regards,
Sai.

You can check with your Finance team to get his salary documents. Then, check with his reporting manager to know the days of the notice period he served. Expense-related details are usually with Admin and Finance. You may try to contact the employee also to retrieve as much information as possible.

Regards,
Satpreet Kaur

Actually, the main problem is related to expenses. For audit purposes, the auditor requires the hard copy of the DSR and expense details. The hard copy was in the file.

The problem is that there were unpaid traveling expenses attached in the file, which were to be paid at the time of settlement with his salary. We maintain the data of what we have paid to the employee. My seniors are saying that all the settlement amount will be deducted from the salary. Is that so?

Suggestion for Missing Employee File

In that case, ask the concerned person (resigned employee) if he is carrying a copy of the expenses with him. If yes, ask him to send the copy to you. Just try.