SEPARATION OF EMPLOYEE -SOP

Document no OCW/SOP/0016.1
Approval taken from CEO
Policy owner Human Resources
Effective from date

Purpose and Overview: To ensure separation from services of the company is complete in all
respects and the successor is suitably oriented to take over the assignment so as not to
jeopardize the working system in the interest of the organization.

Scope: This process applies to all employees and at all levels who are on the roles of the
Company
 Types of Separation
Separation of employee from the services of a Company can occur in any of the
following ways

Voluntary Dismissal Involuntary Dismissal Death of an Employee

- Resignation 1.Termination A termination due to the

- Completion of Contract - On account of non – death of an employee will be
- On account of performance made effective as of the date
unauthorized absence - On disciplinary grounds of death
(absconding) 2.Retirement from services
 Steps for Voluntary Dismissal

1. Resignation-Any employee desiring to leave the services of the company will have to notify his/her immediate
supervisor of his intention to leave the services of the Company by stating the reasons for the same and serving the
required notice period.
- for Grade A- 2 months
- for Grade B- 1 month
- for Grade C- 15 days- 1 month
The reporting Manager/ HR after detailed discussion with the concerned employee will provide his acceptance or non
acceptance online. In all cease of acceptance, last working day should be clearly mentioned and communicated to HR.

Notice period waiver, however is a critical decision and it can be taken only by the Business Head and Management.

2. Completion of Contract- On completing specified period of service in the Company, contractual employee needs to fill
exit form. HR should notify reporting Manager 1 month before due date of contract. In case, contract is renewed,
there is no need to fill exit form.
3. Absconding- Absence for a continuous period of Five (5) days without approved leave or remain absent beyond the
period of leave originally approved or subsequently extended, the same shall be considered as employee have
voluntarily terminated the employment without giving notice.
 Steps for Involuntary Dismissal

1. Termination on grounds of Non Performance: One Co.Work provides full and space for an employees to perform and
prove his/her ability on the job. Termination of the employment would be the last resort and a regrettable decision for
employees who are not able to perform as per required standards.

All businesses have a Performance Improvement Plan*which will be affected for employees whose performance is below
par. In the event of his performance not showing any improvement, the Company will have no other option but to terminate
his/her performance as decided by the supervising Manager in consultation with the Business Head and Management.

As per the law, mandates that an employer can terminate an employee by giving him at least 30 days of notice or a salary in
lieu of such notice provided that he has been with the corporation for more than three months.

An employee can be terminated for disciplinary grounds, where the management has lost confidence and trust on the
employee by giving adequate reasons and with or without notice pay. The Management will process the enquiry, wherein
the employee may be asked to appear for an enquiry so as to provide him/her an opportunity for being heard.

If found guilty, Management can terminate employee with immediate effect without notice and pay.
2. Retirement: An employee shall retire on attaining the age of 58. The Date of retirement shall be calculated on basis
of the Birth Certificate/ SSLC Certificate submitted by the employee while joining One Co.Work. HR will inform the
Reporting Manager and the Business Head whenever an employee is reaching Superannuation at least 3 months in
advance.

Death of an Employee

Upon receiving notification of the death of an employee, the employee's manager should immediately notify HR.
The HR will process all appropriate beneficiary payments from the various benefits plans.

The employee's manager should ensure that the Earned leaves should be credited to his account immediately, if
applicable. Gratuity amount should be given to deceased.