Relieving letter generation and Closure of separation request
Relieving letter can be generated by the HR Manager only when all the following conditions are met
- all the clearance approvals have been done, if Account Head is a clearance approver then full and final has to be updated as paid before Account Head clearance can be given
- this process can be followed for all types of separation except death
- in case of inter-company transfer a Transfer letter is generated
To generate the Relieving letter click on “Process Relieving Letter” button as shown in the image below
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 to the employee using the "Email to Employee" button.
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 the following activities have been completed -
- all clearance approvals including HR Manager
- full and final payment by Payroll Manager (if payroll is integrated
To close the separation request click on “Close” button. 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.
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 finalized Full and Final record.
This option is not available if the separation is Intercompany Transfer and the employee has been updated as joined in the new company.
Note :
1. Status of all separations can be viewed in Separation Status report
2. If payroll is integrated separation cannot be closed till full and final has
been completed, and status updated as Paid
3. If full and final is completed, then separation request cannot be withdrawn.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can be withdrawn
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