Bulk processing of separations

Bulk processing of separations

Menu Path : HRMS > Separations
Accessible to : Initiators, Approvers, Clearance Approvers

There are multiple ways in which bulk processing of separation requests can be done

1. Bulk creation and approval of separation requests

Initiators and Approvers of separation can use the bulk upload feature to create and approve the separation requests in bulk. Follow the steps given below -

1. Go to Approvals tab - click on "Bulk Upload" button as shown below


2. You will be navigated to a new page from where you can download the excel template using which you can upload the data.


Download the template, by clicking on "Download Template" button, an excel template would be downloaded, do not change the file name or delete or rename any column.

If you only have the initiator role you will need to provide
- Employee Code
- Type of Separation
- Reason for Separation

If you both the initiator and approver role you will need to additionally provide
- Last Working Day : update the desired last working day, this will have an impact on the notice period being served by the employee
- Rehire eligibility : Yes / No
- Type of loss : Critical Loss /  Not Regretted / Regretted But Not Critical - the list comes as per values defined in setup
- Adjust leaves against notice period recovery : Yes / No

3. Fill up the template and click on "Upload" button to upload the details. System will check the data for completeness of data, any duplication, any wrong value.

You can download the rejected data to understand the issues in the rows which are being rejected or you can click on Submit which will update the system with the approved data.

Refer the attached format -
For initiators : Upload Template - Initiator
For initiator cum approver : Upload Template - Initiator + Approver

2. Bulk clearance approval without comments



This option allows Clearance approvers to approve multiple requests together. Steps to be followed are -
1. Select your role and go to Clearances tab
2. Select the records which are pending for you approval by click on the checkbox in the first column
3. Click on the "Bulk Approve" button. Even if Remarks are made mandatory in setup if this option is used separation records will be approved. If assets are allocated to employees or if payroll is not activated and hence payment details are needed from Accounts Head then bulk clearance approval cannot be given. Even if records which need these inputs are selected they will not be approved.

3. Bulk clearance approval with comments

This option is available only to Clearance approvers to update their inputs through and excel and update clearance approval of multiple records. Steps to be followed are - 
1. Select your role and go to Clearances tab
2. Click on "Bulk Upload" button. You will be navigated to a new page as show below


Download the template, by clicking on "Download Template" button, an excel template would be downloaded, do not change the file name or delete or rename any column.
If you have multiple roles like Department Head, Manager, IT Manager and there are pending clearance approvals against these roles the downloaded excel will show all the records mapped to you across these roles. Excel file might have more than one tabs. Fill up the inputs and follow instructions to upload the inputs.

4. Bulk approval, closure and relieving letter generation by HR team

This option is available to the HR team (as per setup) and allows them to process multiple records and also close the separation if all the clearance approvals have been received


Follow the steps given below -
1. Select the records which are pending for your approval and closure.
2. Use the "Bulk Approve and Close" button. All the records which have been approved by other clearance approvers will be closed. You will get a message informing of the records which cannot be approved. Remaining will get approved.

Relieving Letter generation
- if it is configured to be done manually then at this stage these letters will not be generated. You can use the "Bulk Relieving Letter Generation" button in this scenario 
- if it is configured to be done automatically then at this stage these letters will be generated and emailed to the employees 

Bulk Relieving Letter Generation

To generate Relieving letter in bulk use the "Bulk Relieving Letter Generation" button. You will get a popup from where you can download the relieving letters. These letters will also be emailed to the employees on generation. If Relieving Letter is already generated for an employee it will not be regenerated.



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