In this scenario, considering the employee's situation of obtaining a student visa for Canada and the urgency of the request, it's important to handle the relieving process promptly and professionally. Here are the steps you can follow to manage the employee's exit smoothly:
Procedure for Immediate Employee Relieving:
1. Review Company Policies: Check your organization's policies regarding early relieving, notice periods, and employee exits to ensure compliance with internal regulations.
2. Communication: Have a candid discussion with the employee to understand the reasons for the immediate exit and the urgency due to visa requirements. Explain the implications of leaving before the notice period.
3. Documentation: Prepare a relieving letter indicating the employee's request for early exit, the effective date of relieving, and any other relevant details. Ensure it is signed by authorized personnel.
4. Clearances: Complete the necessary clearances such as handing over company assets, settling dues, and any pending paperwork to streamline the exit process.
5. Exit Interview: Conduct an exit interview to gather feedback from the employee about their experience in the organization, which can be valuable for future improvements.
6. Final Settlement: Calculate the final settlement amount considering salary for the notice period, unused leave encashment, and any other applicable dues as per company policies.
7. Relieving Documents: Provide the employee with the relieving letter, experience certificate, and any other relevant documents promptly to support their future endeavors.
8. Follow-Up: Keep in touch with the employee post their exit to address any queries or support they may need during the transition period.
By following these steps, you can ensure a smooth and respectful exit for the employee while maintaining professionalism and adhering to organizational guidelines.