Hello friend,
I will list a few activities for the process of staff exit:
START: Employee submits resignation to the head of department (HOD) through their immediate superior.
Immediate superior and the head of the department counsel for reconsideration, and the employee withdraws the resignation - END.
If the employee insists on their decision to resign:
HOD consults HR on the following issues - Cause of resignation, Acceptance, Consideration of Notice Period if part of the agreement, date of relieving, alternate arrangement proposed.
HR puts the resignation letter for approval of the APPOINTING AUTHORITY.
Exit Interview by HR.
HR releases the final clearance form [also called Verification of No Dues].
The resigning employee is RESPONSIBLE for getting the clearance form completed at various departments.
Submit the form to accounts.
Accounts prepare a statement of dues to be recovered if any from the employee [e.g., notice pay, loans and advances, surety amount as per service bond or agreement, Leave encashment, etc., as applicable].
Accounts inform Financial Institutions about the separation if there is a loan recovery through salary.
"Prepare" resignation acceptance cum relieving letter [in some cases, the resignation letter acceptance is immediately given as a separate letter, and the relieving letter is prepared after final clearance].
Handover the statement to the employee to inform the amount DUE to them.
Collect a cheque/ demand draft in the "name of the company".
Get the Mandatory forms filled out from the employee - relating to Provident Fund, Superannuation, Gratuity, and other retirement benefits.
Ask: ALL DUES PAID - YES? MANDATORY FORMS FILLED: YES?
HAND OVER THE RELIEVING LETTER to the Head of the Department to handover to the employee - acknowledgment signature of receipt on copy. Copies to be sent to Accounts, Personnel Administration/personal record file.
Enter the date of Termination in IT systems. Delete name and e-mail id logins, etc.
Process final payments due to the employee - salary for the days worked and other benefits for which the employee is eligible.
Make the final payment.
STOP
Hope I have covered most of the items. :)
I am also attaching a separation checklist.
I will send the Exit Interview separately - do you have any other email id?
Regards,
Nishikant