Employee Separation
| Field | What it controls | Example |
|---|---|---|
| Request / Requested Last Working Date | When separation was initiated and the employee/requester proposed exit date. | 15-08 / 31-08-2026 |
| Approved Last Working Date | Authoritative exit date used for settlement and Employee exit details. | 31-08-2026 |
| Separation Type | RESIGNATION, TERMINATION, RETIREMENT, CONTRACT_END or OTHER. | RESIGNATION |
| Notice Served / Recovery / Waived | Notice compliance and any salary recovery/waiver. | 15 days · ₹10,000 · No |
| Exit Interview / Final Settlement Ready | Operational completion indicators before settlement. | Checked after completion |
| Status | DRAFT, SUBMITTED, APPROVED, CLEARED, SETTLED or CANCELLED. | CLEARED |
Employee Clearance Tasks
Use child rows for HR, Accounts, IT, Administration, Stores or another area. Each row records task, status, who cleared it, date/time and remarks. Asset return should reconcile Employee Asset Assignment before clearance.
Final Settlement
Select Employee and Separation, confirm last working/settlement dates, salary period and payable days.
Salary Amount + Leave Encashment + Gratuity + Bonus + Notice Pay + Other Earnings.
Notice Recovery + Loan/Advance Recovery + Asset Recovery + Other Deductions.
Earnings less deductions. Verify against payroll, leave, loan and asset records before approval.
| Value | Behaviour | Choose it when |
|---|---|---|
DRAFT / SUBMITTED | Preparation and approval request. | — |
APPROVED / REJECTED | Authorised or rejected settlement decision. | — |
NOT_POSTED / POSTED / REVERSED | Accounting lifecycle retained separately from approval. | — |
UNPAID / PAID / PARTIAL | Cash/bank settlement state retained separately from posting. | — |
Close the employee record
- 01Approve separation
Confirm authoritative last working date and notice treatment.
- 02Complete clearances
Return assets, clear loans/advances and obtain departmental sign-off.
- 03Approve settlement
Reconcile all earnings and deductions before posting/payment.
- 04Update Employee
Set Exit Date, Employment Status EXITED and deactivate where appropriate so future regular payroll excludes the employee.