Overview

HRMates exit process has following features. All these are optional and can be customized as per requirements.

    • Resignation Request or Involuntary Separation Activation
    • No Dues form
    • Employee Feedback form
    • Handover form
    • Full and Final Salary

Separation Types

Separation Type Initiation Exit Forms Comments
Resignation If resignation process is not implemented then manual else Employee will make resignation request from Self Service menu My Profile, Employment tab and after approval employee status will change to resigned 
  • Resignation Request
  • No Dues
  • Feedback
  • Handover
  • Responsibility
If resignation done manually then Exit form will not be opened
Retirement If retirement age not set then manual, else 1 month before Retirement date the Retiring Form will open automatically by adding Retiring Row
  • No Dues
  • Feedback optional
  • Handover
  • Responsibility
If retirement done manually then Exit form will not be opened
Bereavement Manual
  • No Dues
  • Responsibility
Absconding Manual
  • No Dues
  • Responsibility
HR gets notification and Email when employee did not punch for absconding days.Absconding days is defined in Workforce Settings
Termination Manual
  • No Dues
  • Responsibility

 

Manual = Add Status Row in employee status grid in Employment

Exit Forms can be triggered after Separating Status is set or delayed using template setup

Resignation Request

Setup from Exit menu → Employee Exit menu Reasons for Leaving grid, Primary Reasons for Leaving  grid

Submission

  • Resignation Date, Last working date, Reasons for leaving
  • Shortfall calculation as per notice period
  • Primary reason of Leaving, Reasons of Leaving

Approval Process

  • Approvers can change: Date of Leaving, Primary Reason of Leaving by HR
  • Actions: Approve, Reject, Try to Retain

    No Dues

    • Department wise Clearance for Particular, Status, Recovery Amount, Remarks
    • Setup and Approvers from Exit menu Separation menu. 
    • Assets assigned from HRMates generate No Dues from Asset Manager

    Exit Feedback

    • Setup from Exit menu Separation menu
    • Completed by Resigned employee and/or HR

    Handover form

    • Setup from Exit menu Separation menu
    • Based on Policy Handover form can be setup which has line items of handover items and whom the handover has been done. 
    • This form can be setup to have an approval process involving employee, HR, L1 Manager and recipients of handover.

    Responsibility

    Full and Final Salary

    Separated Workflow

    • Responsibility removal should be completed before employee can be separated
    • Mark Employee as Separated using Ex-Employee status in Employment menu Employee Status
    • Employees can be marked separated without Exit forms process being completed. Using option in “Ignore Exit Forms Completion” in Employee Status modification
    • Separated Employees will not be able to access to HRMates
    • Salary Generated for month of separation will be Full and Final, Full and Final Salary can be generated only if all Exit Forms are completed

      Rejoin

      • To Rejoin a Employee Add new status with date from as new joining date  in Employment menu Status

      Add old Staff Id in Employment Old Staff Id  Grid with dateRange as Old Joining date and 1 day before new Joining Date and Update new staff id in Employment Page.

      Management

      Separating

      • From Exit menu Separating view and manage the process of Separation
      • Manage pre ex-employee processes such as No Dues, Feedback form, Handover Form

      Separated

      • From menu Exit  Separated, view and manage post ex-employee processes such as Full & Final settlement

      Analytics

      • Organization Analytics Workforce Attrition Analytics

      Reports

      • Employee Report

      Separation and Budgeting

      Separating and Separated Employees will be removed from budgeted headcount. So new vacancy can be created against them

      Screenshots

      Resignation Request

      Exit Feedback form

      No Dues Form

      Handover Form