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SOP for Exit Process

FOR EMPLOYEES SERVING THE NOTICE PERIOD

• Whenever a person intends to leave, he needs to inform the same in written to his Reporting Manager,
who will in turn inform RM. The RM and Reporting manager need to ensure that the Star performers are
retained in our organization.

• The Regional Manager will then intimate the concerned persons about the resignation along with the Last
Working Day of the concerned employee.

Given are the people to whom a copy of the resignation is to be forwarded for different bands:

BAND Concerned People


C2 Regional HR, HR Operations Head
C3 Regional HR, HR Operations Head, Talent
Manager, HR Manager
C4 Operations Head, Talent Manager, HR Manager, NSM
C5 & Above Operations Head, HR Manager, NSM

 For employees resigning at C2: Regional HR, HR Operations Head

 For employees resigning at C3: regional HR, HR Operations Head, Talent

Manager, HR Manager

 For employees resigning at C4: Operations Head, Talent Manager, HR

Manager, NSM

 For employees resigning at C5 and above: Operations Head, HR Manager, NSM

The person responsible for the carrying forward the process for levels C2 and C3 would be the Regional
HR, and for the Bands C4 and above, the responsibility will lie with the HR operations Head.

• The HR department will also begin with the recruitment process for the position that has been vacated by
the resigning employee. During notice period of the employee, the Reporting Manager should ensure that
proper Knowledge Transfer takes place.

• Concerned person in HR will handover the following forms, whichever applicable:

 Distributor NOC form

 No Dues Certificate

 PF Form
 Gratuity Form

The forms will be given 7 days prior to the employee’s last working day, which he will have to get filled
by the concerned people.

• The concerned person in HR must collect the filled in Exit interview from the resignee 2 days before the
last working day.

• On the last working day of the employee, he needs to handover the filled in forms to the concerned person
in HR department.

HR will also conduct a Face to Face/ Telephonic Exit Interview (if required) on the last working day of
the employee.

• HR Operations head will now get the No Dues Certificate filled by the IT and Accounts Department, the
timelines for which are 1 day and 4 days respectively. HR also moves the name of the employee from
Live to Exit employees.

• Once HR gets No Dues Certificate filled by all the concerned departments, HR will start with the F&F
process, finalize F&F amount due to the employee(in case there are some dues that the employee needs to
pay, it is the responsibility of the concerned HR to inform the same to the resignee and follow up till the
recovery) . HR then intimates the F&F amount due to the Accounts Department, gets the F&F Cheque
from the Accounts Department. HR will also issue the relieving letter and Experience Certificate for the
employee.

• HR will now send the F&F Receipt, Relieving Letter, Experience Certificate to the employee so as to
reach him in not more than 15 working days after the last working day of the employee. HR must also
ensure that we have a signed hard copy of the Resignation, F&F Receipt and the Relieving letter for
records.

• After a period of 60 days of the last working day of the employee, HR must forward the PF withdrawal
form (if applicable) & inform the PF authority about the Exit of the employee, get the acknowledgement
from the PF department, and forward the PF Acknowledgement letter to the concerned employee so that
he can carry forward with the PF withdrawal process according to his wish.

At this point, HR can safely close the Account of the employee.


FOR ABSCONDING CASES

• Whenever there is any continued absence from services of any employee, the same is informed to RM by
the Reporting Manager, and, by mutual consent of RM and Reporting Manager, appropriate action is to be
taken, ie, either his resignation will be asked for or he will be given termination letter by the company.

• The Regional Manager will then intimate the concerned persons about the resignation of the employee.

Given are the people to whom a copy of the resignation is to be forwarded for different bands:

BAND Concerned People


C2 Regional HR, HR Operations Head
C3 Regional HR, HR Operations Head, Talent
Manager, HR Manager
C4 Operations Head, Talent Manager, HR Manager, NSM
C5 & Above Operations Head, HR Manager, NSM

• HR will issue a Distributor NOC and a No Dues Certificate to the Immediate Supervisor of the Employee.
It’ll the responsibility of the Immediate Supervisor to fill the Part I of the No Dues Certificate and get the
Distributor NOC filled, and forward the same to concerned person in the HR department. HR will also
begin with the recruitment process for the position immediately.

• Concerned person in HR will now get the No Dues Certificate filled by the IT and Accounts Department.
HR also moves the name of the employee from Live to Exit employees.

• HR will now prepare F&F, get the amount cleared from Accounts Department/ get the outstanding amount
from the employee in case of negative F&F, collect the F&F Receipt from the Accounts Department, and
forward the same to the employee, so as to reach him in not more than 60 days after the last working day
of the employee, and make sure that we get a signed hard copy of the F&F Receipt, receipt of termination
letter. In such Absconding cases(or when notice period served is less than 15 days), company will NOT
issue any relieving letter or experience certificate to the employee.

• After a period of 60 days of the last working day of the employee, HR must forward the PF withdrawal
form (if applicable) & inform the PF authority about the Exit of the employee, get the acknowledgement
from the PF department, and forward the PF Acknowledgement letter to the concerned employee so that
he can carry forward with the PF withdrawal process according to his wish.

At this point, HR can safely close the Account of the employee

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