Separation And Final Settlement Process Document

Transcription

1 Separation And Final Settlement Process Document Effective from 1 st January, 2017

2 Separation Management Process Objective To make employee s separation process from the organisation smooth & seamless Scope Applicable to all Permanent/Probation/Trainee employees working in the MEO Category in TTK Prestige Limited. 1. Pre-Separation Phase Resignations: 1. Employee need to discuss with his immediate manager & submit the resignation online. The HR manager, immediate manager, N+2 manager and HO-HOD are notified immediately through e mail. 2. The resignation may be accepted by the immediate manager in consultation with 2 nd Level Manager & HOD. The immediate manager would accept the resignation through online tool indicating last working day. This process need to be completed within 5 working days of receipt of application. 3. The online notifications are triggered informing resignation acceptance to HR manager, immediate manager, N+ 2 manager, HO-HOD and Payroll dept and the concerned employee. 4. The resigned employee will receive resignation acceptance mail, no dues form, exit interview form and FAQs related to separation process 5. Payroll department communicates to accounts department for initiation of gratuity cheque preparation if the separating employee is eligible for gratuity. The accounts team needs to ensure that the gratuity cheque is ready on the day of relieving. The minimum lead time for preparation of Gratuity Cheque is 10 working days from the time of receiving information. 6. No dues certificate triggers are initiated as soon as the immediate manager accepts the resignation online. 7. No dues certificate triggers will be initiated for following departments: Reporting Manager Factory Accounts/Branch Commercial H R IT Hand Over of Documents, Knowledge transfer,,distributor Collection, etc Salary Advance, Loan, Travel Advance, Bill Liability ID Card, Company Assets Laptop, Mail-id & SAP-id, Pen Drive The above mentioned managers / SPOC would issue the no dues on line 2 days prior to the date of relieving. IT department need to clear the dues on the last working day. These are subject to employee clearing all the dues. Page 1

3 8. The employee shall clear the dues two days prior to the relieving & the IT assets need be handed over on last working day. If the dues are not cleared, the same will be deducted from Full &Final Settlement. 9. The Employee has to fill in the Exit Interview online during last 3 days of working. The concerned HR manager will conduct the exit interview during the last 3 days of relieving. The exit interview format is as per Annexure 1.The concerned HR manager will submit the analysis of Exit Interviews to Head HR & functional head on quarterly basis, to facilitate the corrective action if any. 10. Upon obtaining the processed No Due certificate, the Employee Code will be separated in SAP by Corporate Payroll Team. 11. The HR manager will hand over the relieving letter, service certificate & gratuity cheque to the resigned employee on the last working day, subject to clearing no dues. 12. The employee will be informed about PF withdrawal ( PF Form 19 -Withdrawal Form)-in case he /she would like to withdraw after 2 months of separation. Retirements: 1. Payroll Team inputs Retirement date in the online application 30 days in advance. 2. System triggers automated information to branch commercial manager (in case of employees working in branches), HR manager and HOD. 3. Payroll department will inform accounts department to process the gratuity cheque to be issued on last working day of the retiring employee. 4. The retiring employee will get an automated mail with FAQs & no dues process 5. No dues triggers will be initiated for following departments: Reporting Manager Factory Accounts/Branch Commercial H R IT Hand Over of Documents, Knowledge Transfer, Distributor Collection, etc Salary Advance, Loan, Travel Advance, Bill Liability ID Card, Company Assets Laptop, Mail-id & SAP-id, Pen Drive The above mentioned managers / SPOC will issue the no dues on line 2 days prior to the date of relieving. IT department need to clear the dues on the last working day. These are subject to employee clearing all the dues. 6. The employee will clear the dues two days prior to the relieving & the IT assets need to be handed over on last working day. If the dues are not cleared, the same will be deducted from Full &Final Settlement. 7. Upon obtaining the processed No Due certificate, the Employee Code will be separated in SAP by Corporate Payroll Team. 8. The HR manager will hand over the relieving letter, service certificate & gratuity cheque to the resigned employee on the last working day, subject to clearing no dues. Page 2

4 9. The payroll department need to assist the retiring employee to withdraw one third of his superannuation with 20 days lead time. The remaining two thirds of accumulation will be availed by retiring employee as pension. 10. The payroll department will issue Form-19 for withdrawal of PF accumulation & 10-D for pension scheme & facilitate processing of the same from PF department. 11. The payroll for retiring employee will be processed in the normal cycle. Unauthorised Absence: 1. The Line Manager shall inform the HR regarding employee absent without information for 8 continuous days.hr manager will send the written show cause notice to the employee indicating the date within which the employee should return to duty. 2. If there is no response, a follow up notice will be sent after 15 days of the first notice. 3. If there is no response further, termination letter will be sent to employee s address. 4. His no dues will be triggered by the HR manager online and input will be given to payroll for Full & Final settlement before 26 th. 5. Upon obtaining the processed No Due certificate, the full & final settlement will be processed and the Employee Code will be separated in SAP by Corporate Payroll Team. Separation due to death: 1. The reporting manager will inform the concerned HR manager about the death of the employee. 2. The HR manager triggers no dues on line immediately 3. Based on the no due clearance, employee s full & final settlement is processed & the cheque is handed over to employee s family within 7 days of the receipt of information 4. These payments need to be issued to the employee s family along with a condolence letter by HR manager/ Branch Manager. 5. HR manager submits the death certificate to Payroll department within 7 days of receiving information of the death. 6. On receipt of death certificate, Payroll should inform Accounts department to process EDLI, Superannuation, Gratuity & Personal Accident Insurance ( In case of accidental death). 7. Payment of Gratuity, EDLI & Superannuation should be done within 20 days of receipt of death certificate to the nominee as per company records 8. The HR manager needs to guide the nominees regarding the PF withdrawal & pension through processing PF from 20 & Form 10 D. 2. Pay Roll Process Phase Page 3

5 1. The following Salary related inputs will be uploaded in SAP by the Corporate HR Payroll team by 2 nd of Succeeding month of relieving : a. LTA b. Superannuation ( If applicable) c. Sodexho Annual & Monthly Amount d. Canteen Deduction e. Sales Incentive/Production Incentive f. Medical Reimbursement g. Accumulated PL Balance ( Calculation as per Leave Policy) h. Bonus i. Notice Pay.Any exceptional cases of waiver of Notice Pay such as medical emergencies, has to be approved by MD. No adjustment towards PL balance is allowed. 2. Attendance inputs will be received from the respective Branch commercial Head/ Plant HR Manager for the month of separation before 26 th of succeeding month. 3. Accounts Team to be given all inputs by 3 rd of succeeding month and be given 2 days time to work out the tax liability. 4. Payroll will be run on 5 th of succeeding month of relieving by Corporate Payroll Team. 5. Approval of final settlement : i. Up to the Sr.DGM Grade will be approved by VP H R. ii. GM & above Grade will be approved by MD. 6. The Relieving Letter Signatory : i. Up to the Sr.DGM Grade will be signed by VP H R. ii. GM & above Grade will be approved by MD. 7. Respective HR managers will issue the relieving letter & service certificate to the employee along with Gratuity cheque*(*wherever applicable as per Gratuity Act) on the day of his relieving. 3. Post Payroll Process Phase 1. Corporate Payroll Department needs to complete the following : a. Provide Net Pay with Bank Statement to Finance Department by 5 th of every month for those relieved the previous month. b. Issue F&F Statement to the Employee by 5 th of succeeding month. c. Get the acknowledgement once the Full & Final Settlement is made. This revised process will be effective from Page 4

6 Exit Interview Report Name of the employee Present Grade Location Date of resignation Employee Number Department Date of Joining Date of relieving What are your primary reasons for leaving? Sl.No. Factor Yes No 1 Working environment (Infrastructure & culture) 2 Nature of work/ Job Satisfaction 3 Role Clarity 4 Career Growth 5 Quality of Supervision 6 Compensation & Benefits 7 Work life Balance 8 Personal Reasons (Higher studies, Location Constraint) 9 Others (please specify) Please rate TTK Prestige Limited on the following factors: SI. No. Factor Poor Good 1 Induction/orientation program for new recruits 2 Clarity of career path 3 Learning & Development 4 Recognition for a job well done 5 Appraisal system 6 Coaching/ mentoring/ feedback provided by superior 7 Inter/Intra departmental collaboration 8 Internal Communication Framework 9 HR policies and Benefits Very Good Excellent 1 P a g e

7 Is your current job responsibility: Too light Too heavy Just Right What are the 3 highlights and the 3 opportunity areas during your stay in TTK Prestige Limited? Highlights Opportunity Areas Would you recommend this organization as a good place to work to others? Would you like to rejoin TTK Prestige Limited in the future? Name of the organization you are moving to: Yes Yes No No Designation offered Address for correspondence: H R Comments New CTC offered Mobile Signature of the employee Date Signature of the interviewer Designation 2 P a g e

8 1 P a g e FAQ s for employees who are getting separated from TTK Prestige 1. To whom should I inform in case of my resignation? You need to communicate your resignation to your reporting manager and your concerned HR manager. 2. How should I communicate about my resignation? You need to trigger your resignation on the Prestige One Portal in the Applications Tab. In addition, you may also drop an to your reporting manager and the concerned HR Manager. Mere verbal communication will not be accepted as a formal resignation. 3. What is my notice period? Your notice Period is as per the Notice Period Clause mentioned in the appointment Letter/ Confirmation Letter. 4. Who will decide my last working day? Your last working day will be decided by your immediate manager along with your concerned HR manager. 5. How will I come to know whether my separation process is initiated? Once your separation process has been initiated, you will receive a mail from your concerned HR manager stating the relieving date and the process steps. 6. Can my notice period be waived-off? No, notice Period cannot be waived off as per the company policy. 7. Can my notice period be set off against my PL balance? No, notice period cannot be set off against the PL Balance. 8. Can I take Leaves during my Notice Period? No, you are not permitted to avail any leaves during the notice period. However, in case of emergency you may avail leaves. 9. When will I receive my full and final settlement? You will receive your final settlement before 10 th of the succeeding month, subject to you clearing all your dues from all the departments. 10. Will I be eligible for my variable Pay? All employees who are on the roles of the company on 31 st March of the year, if they fall under the purview of the Performance Appraisal Process, will be eligible for Variable Pay. 11. Will I get my salary till my last working day? Yes, you will be eligible for salary till your last working day.

9 12. What is my role in the separation process? You will need to clear all the dues with the different departments. You have to fill the Exit Interview Questionnaire which will be given by the HR Department. You have to share their correspondence address to enable company to communicate on benefits, TDS Certificate etc. You have to submit all the proofs for your IT declaration 13. Who will clear my no dues form? Your line Manager, Commercial/accounts manager, IT Department, and concerned HR Manager will be responsible for clearing your no dues. 14. In case I am working in a branch office, to who should I handover my assets such as laptop and ID Card? The assets should be handed over to the Commercial In charge of your Location. 15. If I have to pay any dues to the company will it be recovered from final settlement? Your dues will be recovered from the final settlement. 16. When will I get my relieving letter & Service Certificate? Your relieving letter and service certificate will be given to you on your last working day, if your dues have been cleared. 17. What is my Provident fund number? Your PF Number is displayed in the Salary Slip. 18. What is the Address of EPF office? The EPF office is in KR Puram (Whitefield) in Karnataka state ( PY KRP). 19. Can I transfer my PF? Yes, you can Transfer PF through below mentioned website or Filling up Manual Form Will I get a gratuity? If you have served the company continuously for more than 5 years, you will be entitled for gratuity. This will be calculated as 15 days of basic for every competed year of service. 21. How will I get my superannuation? If your superannuation is with LIC, then you will get it only at the age of 58 years. If you have opted for Annual Adhoc/ Monthly Adhoc, you will get it in Final Settlement. 22. Can I continue my Mediclaim? No, you cannot continue your Mediclaim. Mediclaim policy is only applicable to the current employees of the company. 2 P a g e