Providing clearances during separation

Providing clearances during separation

Before an employee is discharged from duties and given the relieving letter there might be a set of clearances which are needed to be taken from within the company. Request will be sent for clearance approvals only after the initial approval of the separation request has been completed. 

Specific clearances can be defined as per the company policies in the setup, the superset of clearances from which these can be selected are

  1. HR clearance - see below
  2. Departmental / Divisional / Manager clearance - refer article
  3. Office Manager / IT Manager clearance - refer article
  4. Accounts clearance -refer article

HR Manager's Role

As an HR Manager there are three activities which you can manage with respect to separations

1. Modifying the separation inputs given by Approver : if allowed as per company policy
2. Providing the clearance as a HR Manager
3. Relieving letter generation and separation closure

1. Modifying separation inputs

HR Manager can modify the inputs updated during separation submission after the request has been approved by Approver(s) (if allowed in setup).


Click on Edit. You will be able to view the form as an Approver and would be able to modify the inputs on the first tab. You will not be able to change the last working day or the recommendation on notice period recovery if the full and final is in process (or has been completed). The buttons will be locked.

2. Providing HR Clearance

HR Manager can do the following activities -
a) provide a clearance approval as an HR Manager and capture comments on Review points
In the image shown above the record of Harish Shukla which is showing pending with HR Manager can be processed for clearance by clicking on "Review" button. Tab as shown below will be shown. You can update the review points, capture remarks, upload documents


b) update the future contact details - click on "Edit Future Contact Details" button and update the contact details which will be used for communicating with the employee after separation


After you fill up the details  click on Submit on the bottom of the form to submit the HR clearance. The status of record will change to Approved.

3. Exit Interview, Relieving Letter Generation and Separation Closure

In the this stage HR Manager can - 

a) click on "Send Exit Interview Form to Employee", if you are sending it to the employee after his last working day then remember to update the future contact details before sending the Exit Form as it goes to the email id updated in the future details - if updated - else it will go to email ID as per HR records. Refer to the article on Conducting Exit Interviews for more details on how to do exit interview. 

b) generate Relieving Letter

c) close the separation record. Refer to the article on Relieving Letter Generation and Closure of Separation Request for more details of these steps.

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