Employee Separation

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Overview

Employee Separation – Business Overview

Employee Separation is a business document used to formally manage and record an employee’s exit from the organization. It ensures that all departure-related activities—administrative, financial, and compliance-related—are handled in a structured, transparent, and auditable manner. This document helps Dafater maintain control, reduce risks, and ensure a smooth transition when an employee leaves.

Purpose in Business Operations

Employee Separation serves as the official record of an employee leaving the company, whether due to resignation, retirement, contract completion, termination, or any other reason. It allows the business to: - Capture the reason and effective date of separation - Coordinate actions across HR, finance, IT, and management - Ensure accurate payroll closure and benefit settlements - Maintain compliance with internal policies and labor regulations

Prerequisites and Setup Requirements

Before using Employee Separation, the following should already be in place: - The employee must be properly registered and active in Dafater - Employment details such as department, role, and reporting manager should be up to date - Company policies related to notice periods, exit approvals, and final settlements should be clearly defined - Approval responsibilities for employee exits should be established

These prerequisites ensure that the separation process is consistent and aligned with company rules.

Typical Workflow and Business Process Fit

  1. Initiation
    Employee Separation is created when an employee resigns, is terminated, or reaches the end of their contract.

  2. Review and Approval
    The request is reviewed by HR and management to confirm the separation reason, last working day, and notice period compliance.

  3. Exit Coordination
    Relevant teams are notified to handle handovers, asset returns, system access removal, and knowledge transfer.

  4. Final Settlement Preparation
    Payroll and finance teams use the separation details to calculate final salary, leave encashment, deductions, or recoveries.

  5. Completion and Closure
    Once all exit tasks are completed, the separation is finalized, and the employee’s status is updated accordingly.

This workflow ensures no critical step is missed during an employee’s exit.

Key Business Scenarios Where It Is Essential

In all these scenarios, Employee Separation acts as the central reference document.

Important Considerations for Users

Employee Separation helps Dafater manage employee exits professionally, consistently, and in line with business and compliance requirements, supporting both operational efficiency and good governance.

Basic Information

Fields

Field Name Label Type Required Options Description
employee Employee Link ✓ Employee Employee being processed for separation in Dafater
employee_name Employee Name Data - Full name of the employee for reference
department Department Link Department Department the employee belongs to at separation time
designation Designation Link Designation Employee’s designation during separation process
employee_grade Employee Grade Link Employee Grade Grade defining employee level and benefits
company Company Link ✓ Company Company under which employee separation is recorded
boarding_status Status Select Pending, In Process, Completed Current progress status of separation workflow
resignationletterdate Resignation Letter Date Date - Date when resignation letter was submitted
boardingbeginson Separation Begins On Date ✓ - Official start date of separation activities
project Project Link Project Associated project requiring handover during separation
employeeseparationtemplate Employee Separation Template Link Employee Separation Template Template defining standard separation activities
activities Activities Table Employee Boarding Activity List of separation activities to be completed
notifyusersby_email Notify users by email Check - Enable email notifications for assigned users
exit_interview Exit Interview Summary Text Editor - Summary notes from employee exit interview
amended_from Amended From Link Employee Separation Reference to original separation record if amended

Child Tables

Activities (Employee Boarding Activity)

Field Name Label Type Required Options Description
activity_name Activity Name Data ✓ - Name of onboarding activity defined in Dafater
user User Link User Dafater user responsible for completing this onboarding activity
role Role Link Role Dafater role accountable for this onboarding activity
begin_on Begin On (Days) Int - Days after joining when this activity should begin
duration Duration (Days) Int - Number of days allocated to complete this activity
task Task Link Task Linked Dafater task created for this onboarding activity
task_weight Task Weight Float - Weightage determining this task's contribution to onboarding progress
requiredforemployee_creation Required for Employee Creation Check - Indicates whether completion is mandatory before employee record creation
description Description Text Editor - Detailed instructions or notes for completing the onboarding activity

Permissions

Role Read Write Create Delete Submit Cancel
System Manager ✓ ✓ ✓ ✓ ✓ ✓
DocType Relationship Module
Company Links to Setup
Department Links to Setup
Designation Links to Setup
Employee Links to Setup
Employee Grade Links to HR
Employee Separation Links to HR
Employee Separation Template Links to HR
Project Links to Projects