Leaver Process

The leaving process at Smarter Cover is a very important procedure but requires less work compared to enrolling someone. Employees are obliged to give notice to their manager before exiting the company. Most people do comply via the company's policy although there are many people who leave in different ways. Some may be instantly dismissed, sacked or some may just not even turn up any more without reason.

Regardless of who and why the employee is leaving is irrelevant, whilst processing their details correctly. Firstly, when an employee would like to resign, they will hand their notice to their manager who will inform HR. This what the notice letter looks like.

The amount of notice time given depends on how long the employee has been with the company. A senior member of management will the directly contact you explaining the necessary details required for their leaving documents.

There is a standard 'exit letter' template as shown below.

Circled in red are the most important points of information containing the employee's address and the dates. This letter should be put in the employee's folder and kept as a record. So before they leave they should have a notice file and the exit letter.

If the employee leaves in a different way the letter should be changed to the correct reason of leave. If the employee leaves immediately then they will not be paid notice. It is important that information such as this is mentioned in the letter. This is so when it is time to complete payroll at the end of the month, they can open up the employee's documents and see how much notice they should be paid along with any bonuses or endorsements.

The next step in this process is to organise the employee's information on the HR system. This process of removing someone compared to setting someone up requires less work and time. Simply locate the employee and click on 'leaver wizard' at the top of their page. This is circled in the photo below.

When clicking on 'leaver wizard' it will bring up this page.

Likewise with setting a new employee up on the HR system, the leaving process has four sections which need to be completed. These sections are important for payroll and confirm the dates of exit. On the day that they leave the HR system will automatically remove them.

Finally, the last thing that needs to be completed is to move the employee's folder into the 'ex-employee's' folder. There documents will be kept as a record. Shown below, is where the employee's documents should be dragged to.