Offboarding

The exit flow runs Resignation → Clearance → Full & Final settlement, with an exit interview and documents along the way.

1. Resignation

An employee (or HR on their behalf) submits a resignation from HR Management → Offboarding → Resignations (/hr/offboarding/resignations) with the requested last working day and reason. It goes through the manager → HR approval flow.

Notice period

If a statutory notice period is enacted for the fiscal year, the requested last working day must respect it. HR can approve an earlier date — that's recorded as a mutual notice waiver.

On final approval the employee moves to the notice period and a clearance matrix is generated.

2. Clearance matrix (no-dues)

Five departments must sign off before settlement:

• IT Assets · Finance Advances · Admin / Access Cards · HR Exit Interview · Manager Knowledge Transfer

Each task is marked Cleared or Recovery Required (with an amount). Only the right department can clear its own category (HR can clear anything); the knowledge-transfer task is the resigning employee's reporting manager. When all five are done, the resignation is ready for settlement.

Placeholder — screenshot to be added (assets/img/hrms-clearance-matrix.png).

3. Exit interview

Record a structured exit interview against the resignation — primary reason, satisfaction ratings, rehire eligibility, and free-text feedback — for your retention analytics.

The Exit Interview Board (button on the Resignations list, /hr/offboarding/exit-interviews) lists every approved separation alongside its interview status — Completed or Pending — so HR can see at a glance who still needs to be interviewed, search by employee, or filter to pending-only. Each row links to that resignation's interview (conduct it if pending, review it if already recorded).

Retention analytics — average exit satisfaction, rehire-eligible rate, and the reason-for-leaving breakdown — are available as cards on the HR Dashboard ("Add cards" → Exit Interview section); they aren't a separate report page, consistent with how every other HR metric surfaces.

4. Full & Final (F&F) settlement

Open F&F Settlement to preview the math, then Execute to lock it:

Line	How it's computed
Prorated salary	Basic ÷ days-in-month × days worked in the exit month
Leave encashment	Eligible balance × policy rate
Gratuity	Labour Act 2074. 0 for SSF-enrolled staff (paid via the Fund); otherwise accrued per completed year of service
Clearance recoveries	Sum of "recovery required" amounts (−)
TDS withheld	Tax on the taxable exit components (−)
Net payable	Prorated + gratuity + encashment − recoveries − TDS

Placeholder — screenshot to be added (assets/img/hrms-fnf-preview.png).

Execute is irreversible

Executing locks the settlement ledger and marks the employee LEFT. Their records are kept (not deleted) for historical payroll audits.

Gratuity & TDS need enacting

Gratuity accrual and exit-TDS factors are configurable thresholds. Until your compliance admin enacts them for the fiscal year, both compute to 0 with an explanatory note — so review and enact before processing real exits.

5. Letters

Generate printable, branded documents:

• Relieving letter — /hr/offboarding/letters/{resignationId}/relieving
• Experience certificate — /hr/offboarding/letters/{resignationId}/experience

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Next: Compliance →