Employee Resignation Dilemma: How to Determine the Correct Exit Date for PF Records?

Hi, my friend is working as an HR in a company. One of his employees did not come after 31st March but did not submit a resignation. As a result, he counted the employee's non-working days as 30 in the PF ECR for April 2020 since the employee did not show up. However, due to a clerical error, the employee's name was not included in the May 2020 ECR. The employee's name was then included in the June 2020 ECR, with the non-working days count still marked as 30. The employee has now submitted his resignation on 12th July 2020. The question is, how to resolve this situation and which date should be marked as the exit date - March, April, or June? Please advise on the best course of action to ensure that the departing employee does not encounter any issues related to PF.

Calculating the Relieving Date

Amit, a relieving date should always be calculated from the date of formally tendered resignation. Please see below, in line with prevalent HR practices:

1. In the above case, it will be calculated from 12 July 2020, as the employee did not tender his formal resignation previously.
2. If you have relieved the employee already, then also the Date of Exit will be marked in the UAN Portal as 12 July 2020, as this is the formally received resignation from the employee.
3. For all the non-working days, equivalent salary may be deducted, including statutory deductions. Unused leave balance may also be adjusted to this.
4. If a notice period has not been served, then at the discretion of management and HR, a recovery of the notice period may be made from the left employee.
5. The FNF statement should be given to the left employee ASAP, showing all the salary accumulations for April, May, June, and July, plus notice period recovery for the unserved notice period.
6. Please do not deny a relieving letter to the employee unless he/she is not cooperating and has settled all dues to the company.
7. Do not harass the parted employee in any manner. Keep your communications formal and professional and seek cooperation rather than threatening them. Show good and considerate corporate values and professionalism. An organization is always remembered and respected for good by the ex-employees.