E XIT POLICY

Objective:

 To ensure that the employee exits on a pleasant note with the organization.

Policy:

 It is employee responsibility to adhere to all relieving formalities and it is the responsibility of the
Reporting Manager to inform HR of the same immediately. HR shall assist the employee in the
completion of such formalities.
 The company may withhold Full & Final settlement of terminal dues to the employee till such
time pending payment is realized from the employee.
 Notice pay is calculated on Gross basis as Gross salary/30days *(Total Notice period-No. of days
worked from the date of resignation)
 Notice period can be waived off only on approval from Business Head .
 Date of resignation is defined as date of receipt of resignation in writing.
 Full & Final settlement, PF transfer etc should be completed for an ex-employee within two
months of leaving the organization.
 It is the responsibility of the employee to ensure a proper handover to the newly assigned
person/person assigned by reporting Manager. The person should be made aware of the
processes, documents, data introduced to external and internal contacts, briefed on technical
updates etc.

 Handing over Process to be followed strictly and the same to be acknowledged by the reporting
Manager.

Process:

 Reporting Manager receives resignation letter from employee either in soft or hard copy.
 Reporting Manager has to acknowledge receipt on the letter, indicate the date of receipt of
resignation and forward the same to the Functional head/HR for further processing.
 Thereafter the Functional Head shall accept the resignation and decide on the date of Relieving.
 HR should inform Accounts of the fact of resignation of the employee in order to take note of
the deletion of Employee code and recovery of any possession in the hands of the employee or
any dues from the employee.
 HR to calculate the notice pay (if applicable) and ensure that the employee either pays or
receives the payment. Only when HR has cleared the case, Accounts can do the full and final
settlement.
 HR shall conduct the exit interview and document the findings in the Exit Interview Form (Refer
Annexure). The Exit Interview form should be returned to HR for analysis. HR personnel shall
email scan copy of Exit interview form to Business Head.

#MI/QR/809.00
Return of company property:

 On separation, employees must surrender all Business related documents, Visiting Cards,
Confidential Company Data, Company Laptop, SIM Card, etc which may have been entrusted to
the employee and obtain a Clearance from the respective departments in the “Final Clearance
Form”. (Refer Annexure)
 Accounts, after assimilation of all information regarding dues from/ to employee process Full
and Final Settlement (F&F) and release a cheque for the same and give the same to Functional
Head. In case of recovery from employee, F&F is sent along with recovery letter by Accounts.
 If recovery does not happen within 30 days from the last working date of the ex-employee, then
a legal notice to be sent by registered by Accounts

Entitlements on separation:

 An employee who separates from the services of the Company shall be paid the following along
with his/ her earned salary after adjusting any Company's dues.
 Encashment of un-availed Earned Leaves.
 Gratuity , if applicable by law
 Any other reimbursements/official expenses incurred.
 Provident Fund
 If the employee was a subscriber to Provident Fund all formalities relating to Provident Fund
must be completed before the employee’s last day at work by getting in touch with the
concerned person in the HR Department. The employee is required to fill in required form for
withdrawal.
 If the employee desires to transfer Provident Fund, transfer formalities need to be completed by
the new employer.

Note: We are an un-exempted firm and the PF contributions are deposited with the Regional
Provident Fund Commissioner in Ambatur. As far as withdrawal of PF is concerned the Company will
not make any PF payment on behalf of the PF authorities. The employee will be required to
complete all PF formalities and follow-up directly with the PF authorities for recovering the same.

Return of Mobile/ SIM:

 Employees provided with a SIM Card will need to return their SIM card to Admin/HR. On the last
date. The employee will not be permitted to retain their SIM card after separation.

#MI/QR/809.00
 Separation Clearance Form
Name of Employee

Employee ID

Department

Location
Designation

Date of Separation

Documents to be furnished 1. Letter of Resignation duly approved by

to HR in charge for making HOD/HR
final settlement. 2. Separation Clearance Form
3. Exit Interview Form
(Please furnish this at the 4. Notice Period duly approved by HOD, HR &
earliest.) DIRECTOR
5. Provident Fund / Gratuity Application for
transfer /refund.

Clearance from Department Head Handover

to
Date of
return &
HOD’S Sign

Submission of all documents pertaining to clients, assignment handled

etc

Handing over of the change done includes Knowledge Transfer

Email access block on Last Day

Yes / No

External / Internal Outgoing Mail Block on Last Day :

Yes / No

Windows Login Block on Last Day

Yes / No

#MI/QR/809.00
In case no confirmation on date for blocking Email access , Mails, window login IT department will block the
same on the last working date ( end of working Hours).

Clearance from IT Dues Cleared Date of return

Hardware
Laptop/internet Dongle
Deletion of name from Workflow
User ID disability/Redirect mail

Clearance from Accounts Name of Accountant Dues Cleared

Travel or Tour Advance

/Reimbursement
Vendor Bill approval/claims

Finance Department Sign Of Accountant Sign of Finance

Head
Approval For Relieving

Dues Cleared Date of return

Clearance from HR

Other issues in full and final

settlement, viz. Leave
Encashment, payment of
Bonus, etc.
SIM Card

Co. ID /Visiting Cards

End of Employment in the

System

Clearance on Notice Period Employee Signature Sign of HR

Notice period to be
recovered

#MI/QR/809.00
 EXIT INTERVIEW FORM

Employee Name : Reporting Manager :

Designation: Designation :

Department : Resignation Date :

Joining Date : Last Working Date :

1. What are the reasons for you leaving the organization?

2. What circumstances would have prevented your departure?

3. What did you like most about your job?

4. What did you like least about your job ?

5. What are your suggestions for the Company Growth?

#MI/QR/809.00
Rank the reasons for leaving starting with 1 (Highest) 10 (Lowest)
Rank
Inadequate remuneration
Role not challenging
No adequate career opportunities/Growth
Family Issues
Higher Education
Inadequate Resources for completing Job (eg Infrastructure,
equipments, manpower, finance , etc)
Policy& Procedure of the company
Work environment (Relationships, Politics, Working Hrs)
Not enough training given
Any other (Please specify)
Any Other Comments

What suggestions do you have to make our organization a better place to Work?

Signature & Date:

Interviewer

#MI/QR/809.00