Module Overview
The DRKDS HRMS Separation module provides comprehensive employee separation and full & final settlement management, ensuring smooth offboarding and compliance.
Resignation Management
- Online resignation submission
- Notice period calculation
- Manager approval workflow
- Resignation withdrawal
Exit Process
- Exit interview scheduling
- Exit checklist management
- Handover documentation
- Knowledge transfer
Clearance Process
- Multi-department clearance
- Asset return tracking
- IT access revocation
- Document submission
F&F Settlement
- Automatic calculation
- Leave encashment
- Gratuity calculation
- Recovery of dues
Resignation Management
Employee Resignation Submission
- Navigate to HRMS → My Profile → Submit Resignation
- Select Resignation Reason:
- Better opportunity
- Higher education
- Personal reasons
- Relocation
- Career change
- Enter Proposed Last Working Day
- System calculates Notice Period
- Add Detailed Reason (optional)
- Click "Submit Resignation"
Notice Period Rules
| Employee Type | Notice Period | Buyout Allowed |
|---|
| Probation | 15 days | Yes |
| Confirmed (Junior) | 30 days | Yes |
| Confirmed (Senior) | 60 days | Yes |
| Management | 90 days | Approval needed |
Resignation Workflow
Employee Submits
→
Manager Review
→
HR Approval
→
Accepted
→
Exit Process Started
Resignation Withdrawal
Employee can request withdrawal if:
- Resignation not yet accepted
- Manager approves withdrawal
- No replacement hired
Early Release: If employee requests early release, notice period buyout may apply. Calculation: (Basic / 30) × Days Short.
Termination Management
Termination Types
| Type | Reason | Notice | F&F Impact |
|---|
| Voluntary | Resignation | As per contract | Full settlement |
| Performance | Poor performance | 30 days or pay | Full settlement |
| Misconduct | Policy violation | Immediate | May forfeit benefits |
| Redundancy | Role elimination | 30-90 days | Severance added |
| Retirement | Age/Voluntary | 30 days | Full + Retirement benefits |
| Contract End | Term completion | As per contract | Pro-rata benefits |
Initiating Termination
- Navigate to HRMS → Separation → Initiate Termination
- Select Employee
- Choose Termination Type
- Enter Reason with documentation
- Set Last Working Day
- Attach Supporting Documents
- Submit for HR/Legal Review
Legal Compliance: Ensure all terminations comply with labor laws. Document reasons thoroughly. Consult legal for misconduct cases.
Exit Process
Exit Interview
- HR schedules exit interview (typically last week)
- Use standard Exit Interview Questionnaire
- Discuss:
- Reason for leaving
- Work experience feedback
- Management feedback
- Suggestions for improvement
- Document responses (confidential)
- Thank employee for feedback
Knowledge Transfer
| Item | Description | Deadline |
|---|
| Project Documentation | Current project status, pending items | LWD - 7 days |
| Process Documentation | SOPs, procedures | LWD - 5 days |
| Handover Meeting | KT to replacement/team | LWD - 3 days |
| Access Credentials | Passwords, access details | LWD |
| Pending Tasks | Outstanding work items | LWD |
Exit Checklist
| Task | Owner | Status |
|---|
| Exit interview completed | HR | Pending/Done |
| Knowledge transfer completed | Manager | Pending/Done |
| All clearances obtained | HR | Pending/Done |
| Assets returned | Admin/IT | Pending/Done |
| F&F calculated | HR/Finance | Pending/Done |
| Experience letter issued | HR | Pending/Done |
Clearance Process
Department-wise Clearance
| Department | Clearance Items | Approver |
|---|
| IT | Laptop, mobile, software licenses, email access | IT Manager |
| Admin | ID card, access cards, parking pass, keys | Admin Manager |
| Finance | Advances, loans, expense claims, credit cards | Finance Manager |
| Library | Books, materials | Librarian |
| HR | Documents submitted, NDAs signed | HR Manager |
| Manager | Work handover, project closure | Reporting Manager |
Clearance Workflow
Clearance Initiated
→
Department Reviews
→
Issues Resolved
→
All Clear
→
F&F Released
No Dues Certificate: Generated automatically when all departments provide clearance.
Full & Final Settlement
F&F Components
| Earnings | Calculation |
|---|
| Pending Salary | Days worked in last month |
| Leave Encashment | (Basic/30) × EL balance (max 30 days) |
| Gratuity | (Basic×15×Years)/26 (if 5+ years) |
| Bonus (Pro-rata) | Based on months worked |
| Notice Pay | If company waives notice |
| Reimbursements | Pending expense claims |
| Deductions | Calculation |
|---|
| Notice Period Recovery | If short notice served |
| Loan Outstanding | Pending loan balance |
| Advance Recovery | Unsettled advances |
| Asset Recovery | Unreturned assets value |
| TDS | Tax on F&F amount |
Sample F&F Calculation
| Component | Amount |
|---|
| Pending Salary (15 days) | ₹25,000 |
| Leave Encashment (20 days) | ₹33,333 |
| Gratuity (6 years) | ₹1,15,385 |
| Bonus (Pro-rata) | ₹10,000 |
| Gross F&F | ₹1,83,718 |
| Less: Loan Outstanding | ₹(15,000) |
| Less: TDS | ₹(5,000) |
| Net F&F Payable | ₹1,63,718 |
F&F Processing
- All clearances completed
- System calculates F&F automatically
- HR reviews and adjusts if needed
- Finance approves settlement
- Payment processed (within 2 days of LWD)
- Generate F&F statement
- Issue experience letter and relieving letter
Timeline: As per labor laws, F&F must be settled within 2 working days of last working day.
Daily Operations Guide
HR Daily Tasks
- Review new resignation requests
- Follow up on pending clearances
- Schedule exit interviews
- Process F&F settlements
- Issue relieving letters
Monthly Tasks
| Task | Owner |
|---|
| Attrition report generation | HR Analytics |
| Exit interview analysis | HR Manager |
| F&F reconciliation | Finance |
| Pending clearance follow-up | HR Admin |
Case Studies
Case Study: Large Scale Restructuring
Scenario: Company restructuring affecting 50 employees across departments.
Solution:
- Configured redundancy as separation type
- Added severance calculation to F&F
- Bulk clearance processing
- Outplacement support tracking
- Legal compliance documentation
Result: Smooth transition, zero legal disputes, 100% F&F settled within timeline
Reports
| Report | Description |
|---|
| Attrition Report | Monthly/quarterly attrition rates |
| Exit Reason Analysis | Reasons for leaving trends |
| Notice Period Report | Employees serving notice |
| F&F Pending | Unsettled F&F cases |
| Clearance Status | Pending clearances by department |