How Should I Handle an Employee's Exit Date When They Take Leave During Notice Period?

Respected All,

I require your help to solve the issue below.

Employee Resignation and Notice Period

One of our employees resigned on 1st Nov 2020, and as per our company policy, we have a 1-month notice period. So, the expected date of relieving is 30th Nov. However, during the notice period month, he took 5 days of leave and requested to extend his notice period by 5 working days without deducting the amount from his FNF. We mutually agreed that his last working day would be 5th Dec.

Policy on Leaves During Notice Period

We do not allow leaves during the notice period as it would result in a deduction from the FNF or an extension of working days.

Please advise on the date I should mention as his Date of Exit, whether it should be 30th Nov 2020 or 5th Dec 2020.

**Location**: Pune, India

City-India-Pune, Country-India, notice period, company policy,

Practical Solution for Marking Date of Exit in PF

Considering the scenario presented, the appropriate Date of Exit to mention for the employee should be 5th Dec 2020. Here's a detailed explanation to support this decision:

- The employee's last working day was mutually agreed upon as 5th Dec, extending the notice period by 5 working days due to the leave taken during the notice period.
- While your company policy typically enforces a 1-month notice period, exceptions were made in this case with a clear agreement between both parties.
- By extending the notice period and aligning the last working day with 5th Dec, you maintain transparency and fairness in the separation process without affecting the employee's Full and Final Settlement (FNF).

Steps to Follow:
1. Update the employee's records and HR systems to reflect the Date of Exit as 5th Dec 2020.
2. Ensure all necessary documentation, including the resignation letter and any agreements related to the extended notice period, are appropriately filed.
3. Calculate the final settlement considering the extended notice period and process the FNF accordingly.
4. Communicate the Date of Exit and final settlement details clearly to the employee to avoid any confusion or discrepancies.

By adhering to the mutually agreed-upon last working day of 5th Dec 2020, you maintain compliance with your company policy while accommodating the unique circumstances of this particular separation.