From this section Application Administrator can setup separation process parameters and design notice period policies. There are four tabs on this page

1. Separation Setup tab

Reasons for Resignation
A master list of reasons for resignation can be created here using "Add New" button. These reasons are shown to employee in a drop down when he submits his resignation. If you do not want to use a reason going forward you can delete it (if it has not been used) or you can deactivate it. System will not let you deactivate the value if it is in use in an in-process request. You will need to approve or withdraw the request and then deactivate.

Four reasons - "Fraud / Theft / Violent Behavior", "Permanent Disability", "Terminated" and "Other" are system defined reasons and cannot be deactivated or deleted.

Type of Loss
While approving the separation the approver is required to fill up the type of loss. You can add more options for them to select. If you do not want to use an option going forward you can delete it (if it has not been used) or you can deactivate it.

Separation Form Header
Through this table you can select the fields which will be visible on the header of the separation form. If you do not want to include a field going forward you can delete it (if it has not been used) or you can deactivate it.

Process parameters

- Notice period recovery can also be configured. If this feature is selected as Yes then there is an option to recover any shortfall in notice period partially or fully during the Full and Final process (Full and Final is available in payroll module)

- Serving notice period status on separation approval - when this parameter is selected as Yes then employee's employment status changes to Service notice period immediately on approval of separation, if this is selected as No then the employment status will change only when the gap between today and last working day <= notice period as per notice period policy. This change in status will impact all policies / eligibility conditions where Employment Status is used. If separation is withdrawn the status will revert back to Working, the changes in status can be seen in Employee History Report.
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Example
Suppose
- Notice period = 30 days
- Last working day = 31-Jul-2015
- Separation approval date = 15-Jun-2015
If "Serving notice period status on separation approval" parameter is No then till 1-Jul the employee's status will remain as Working and on 2-Jul his status will change to Serving notice period
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- "On Probation" employees to get serving notice period status -if this parameter is selected as No then employees who are on Employment Status = On Probation will not be moved to Serving Notice Period status. If this parameter is made as yes then only those records where separation approval is not yet done will be impacted, records where separation approval has been done will not be impacted

- Hide all separation features from employee – selecting a Yes here will ensure that employees are not able to submit their resignation nor will they be able to see the progress of their separation request. Separation can be submitted by their Manager or HR Manager

- Allow HR to modify Approver's inputs - if this parameter is selected as Yes then HR Manager (or HR Executive depending upon setup) can modify the inputs given by the approver. Inputs which can be modified are
        - Approved Last Working Day
        - Option for recovering Notice period shortfall
        - Separation submission date - this is allowed to be changed only if the next parameter is also Yes

- Allow approver of separation to change submission date – resignation submission date is used to calculate notice period shortfall and unless this parameter is selected as Yes the approver cannot change the date

- Allow approver to change the last working date - if this parameter is selected as No then approver cannot modify the last working date. The last working date is automatically calculated based on the separation submission date and notice period

- Hide Approver / Clearance comments from employee - if this parameter is selected as Yes then employee would be not able to see comments entered on the separation request by approvers. If the parameter is changed from Yes to No then in all separation forms including existing in process form the comments will become visible to employees

- Reminder alert for Separation Approval - if you want to send a reminder alert to the approver before the last working day you can set the number of days, if left blank then no alert will be sent

- Reminder alert for Clearance Approval - if you want to send a reminder alert to the clearance approvers before the last working day you can set the number of days, if left blank then no alert will be sent

- Setup Retirement policy - if this parameter is enabled you can setup a retirement age and map the type of employee's against it. System will send a reminder 30 days before the retirement date. Separation type = Retirement can be raised only when retirement is less than 30 days away

2. Notice Period Policies tab

Multiple notice period policies can be created and mapped to employees based on the eligibility criteria and priority. The policy can be made with 0 days of notice period in which case the employee can be relieved on the day he submits the resignation. If company has a policy of 30 days of notice period he will have to work for 30 more calendar days.

1. You can create policies based on the following parameters - Employee Type, Employment Status, Department, Division, Company, Gender, Marital Status, Contract Duration, Employment Period, Office Location, Sr. Level and Work Nature
2. Parameter will be visible only if history feature is enabled for them
3. If employee is not mapped to any policy than he will come in Default policy which is available by default in the system
4. If an employee is getting mapped to more than one policy then the policy with higher priority will be applied

To understand how to create a notice period policy refer to the article on "Managing leave eligibility criteria", same method can be adopted here.

Note : If the notice period policy is edited or a new policy is created it will impact only new separations, there will not be any impact on existing separations which have been submitted or are in later stages.

3. Separation Matrix tab

You can configure the initiation and approval work flow for each of the five types of separation processes as can be seen from the tables below. Clearances which are to be taken after approval can also be configured from here.

Separation Initiation

Intercompany Transfer row will be visible only if multiple company setup is activated. The option of initiation can be given to multiple roles as shown in the table above.

Separation Approval Mapping

For each type of separation a single or two level separation approval process can be configured. You can change the mapped approvers by clicking on Delete button. Any change in approver setting will impact in-process requests also and the requests will be assigned to the new approver.

Clearance Approvers

Clearances needed to be taken as a part of the separation workflow can be activated as shown in the image above, these clearances are linked to the roles. HR clearance is compulsory and cannot be deselected in Setup.

For each clearance a checklist can also be defined, this checklist will prompt the clearance provider to update the specific points as designed in setup.

- Initiator and Approver matrix can be changed at any time
- If there are any requests pending for approval then pending request would go to new approver if we change approver role in setup
- Clearance approvals can be deselected. New setting will impact new requests, there will be no change in in-process separation requests
- On selection of new clearance approval pending request would become applicable for new clearance approvals
- When we create a new check list then it will be impact only the separation requests created henceforth. Existing requests will not be impacted

Enabling HR Executive to handle separations

If you want to give the authority to HR Executive to handle all separation related activities then you can select the same in the parameter "HR Department Clearance to be done by". This option is only visible if HR Executive role is activated.

4. Exit Interview Form

On this tab you can design the exit interview form. The exit interview will go to the employee wherein he can provide the feedback. Once the feedback is provided HR can view them but cannot modify the feedback.

A default exit interview form is available which can be customized.. The Exit interview form consists of the
1. Instructions
2. Employee Details - these are displayed on the form
3. Sections with questions - there can be multiple sections and each section can have multiple questions. Use the "Add Question" button to open up a new popup where you can add or modify question mapped to the section

Refer to the article on "Creating custom feedback forms" for more details.