Relieving letter generation and Closure of separation request

1. Relieving Letter Generation

Relieving letter can be generated manually or can be done automatically. If automatic relieving letter generation is configured then on separation approval or on final clearance approval it is generated and emailed to employee. If an email updated in future contact details then that email is used else employee's primary email is used. If manual generation is configured then it can be generated only after all clearance approvals have been received. In case of inter-company transfer a Transfer letter is generated instead or relieving letter.

Bulk processing

Select multiple records and click on "Bulk Relieving Letter Generation" button if you want to generate multiple relieving letters together. The letters will be generated and emailed to the employees.

You can also click on “Process Relieving Letter” button on the row.

A popup will open, you can click on "Generate Relieving Letter" button to generate the letter in a PDF format.

You can download the letter from the page and review it and can cancel it using "Cancel" button and regenerate it.

You can email the letter again to the employee using the "Email to Employee" button. Letter cannot be cancelled and regenerated once it is emailed.

2. Closing Separation Request

Closure of a separation request is the last activity to be done in the separation workflow. HR Manager is responsible for closing the separation, this can be done only after all clearance approvals have been received. To close the separation request click on “Close” button.

Separation can be closed even if Full and final is pending.

The status of request becomes “Closed” after this and all the approvers can hide the request from their grid by using “Hide” action button. Relieving letter can be generated even after closing the separation request.

3. Reverting a Closed Separation

You will get an action button "Revert to Approved" as shown above. On clicking on this button you will get a reconfirmation popup. If Payroll is integrated then this action would also cancel the Full and Final record. If full and final has been updated as paid then you will have to first get the full and final cancelled.

This option is not available if the separation is Intercompany Transfer and the employee has been updated as joined in the new company. Once the separation is reverted back to Approved the approver can withdraw the separation. Refer to the article on Separation Withdrawal for details on how a separation can be withdrawn.

Note :
1. Status of all separations can be viewed in Separation Status report
2. If full and final is completed, then separation request cannot be withdrawn. To be able to withdraw a request in such a case, first cancel the full and final & change the last working day to some future date. Once done, your request can be withdrawn