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Employee Exit Process (Resignation)

Here’s your Employee Exit Process in detailed and structured form for DaaI Suite HRM Module: The Employee Exit Process in the HRM → Employee Module is designed to handle the formal resignation, notice period, handover, and final settlement of an employee. Once started, the exit process ensures the employee’s access, salary, leave balance, and other related items are managed according to company policy.

🛠 Steps to Start Exit Process

  1. 📍 Find the Exit Process
    1. Go to: HRM → Employee (or User Management → User)
    2. From the list: Click on the employee record you want to process.
    3. The Employee Details View will open.
    4. Click the Edit button.
    5. Scroll to the section Exit Process Details.
  2. Enable Exit Process
    • Tick the checkbox “Tick to start exit process”.
    • This will display the additional fields required to complete the process.
  3. Fill Resignation Details
    • Resign Date:
      • Select the date on which the employee officially resigned.
      • This date will be treated as the Notice Period Start Date.
    • Notice Period (Days):
      • Enter the number of calendar days of notice (not working days).
      • Example: If resignation date is 01-Aug-2025 and notice period is 30 days, the estimated last working day will be 31-Aug-2025.
    • Estimated Last Date:
      • This is auto-calculated and non-editable.
      • Formula: Resign Date + Notice Period (Calendar Days).
  4. Assign Handover
    • Handover Person (Dropdown):
      • Select the employee who will receive the knowledge transfer and responsibilities from the resigning employee.
      • This is optional at this stage, but you must select a handover person before completing the exit process.
  5. Mark Handover Completion (Optional)
    • Once the handover is done, tick “Is Handover Completed?”.
    • Only tick this after confirming the knowledge transfer is finished.
    • This is for record keeping only. It doesnt effect the actual resignation date or does not trigger any other process.

🔒 What Happens After Exit Process is Started

  • Last Date of Employment:
    • Considered as the Estimated Last Date.
    • After this date:
      • Employee cannot log in.
      • No salary will be calculated for future months.
      • No leave accruals will be added.
  • Leave Encashment:
    • Any unused leave balance will be encashed automatically with the last salary.
    • This depends on company-wide settings:
      • Settings → Leave Details → Leave Accrual / Carry Forward Limit / Leave Encashment Limit / Leave Encashment Trigger.

📌 Key Notes

  • Exit process can be initiated from either Employee Module or User Management Module.
  • Without selecting a Handover Person, you cannot fully complete the exit process.
  • All final settlement calculations follow the latest applicable salary record and company’s leave policy.
  • Last Working Day – The system will always use Estimated Last Date as the employee’s final working day, regardless of whether “Is Handover Completed?” is ticked or not.
  • After the Last Working Day:
    • Employee cannot log in to the system.
    • No salary or leave accrual is counted beyond this date.
  • Leave Encashment – Any balance leaves will be automatically encashed with the last salary. This depends on company-wide leave settings under: Settings → Leave Details → Leave Accrual / Carry Forward Limit / Leave Encashment Limit / Leave Encashment Trigger.