Resignation and F&F Process

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Approved By: Piyush Version: 1.0 Date: 12-May-2009

Change History
# Version Contributed By 1 0.1 2 0.2 3 1.0 Saumya Amit Piyush Date 12-May-2009 12-May-2009 19-May-2009 Changes Initial Draft Final Version Approved Copy

INTRODUCTION
This section explains the process of hiring. This may include the references given by client or the requirements for the fresh interview and candidate selection.

Case 1: Voluntary Resignation (Employee Resigns)

Steps:

1. The resignation letters shall be given in one of the following formats: a. A hard copy format (As per Appendix A) b. Send through the email ID registered in Linkquest Telecom Ltd. Records. 2. The resignation letter should reach to HR of Linkquest Telecom Ltd. 3. The HR discusses the reason for the resignation. In the case of a positive discussion and the employee decides to stay back, the resignation is returned back. 4. Post the discussion with the HR if the employee still wishes to go ahead with the resignation the employee is asked to serve the notice period as mentioned in the appointment letter. 5. If the employee wants to be relieved from their services before the Notice Period of one Month, then he should give a replacement or salary in lieu thereof. 6. LTL HR accepts the resignation and forwards the letter to the Reporting Manager / Project Manager of the project site. 7. The Reporting Manager / HR Manager will facilitate for a proper exit interview 7 days before the employees last working day in the organization. The exit Interview has to be conducted by the HR (Facilitation responsibility will rest with the Reporting Manager/Project Manager) and the exit form has to be filled as per the format in Appendix B. 8. The Employee is given a clearance form / no dues form, which the employee has to fill and get approvals from all the requisite departments. 9. The Employee has to surrender the ID card, Letter heads, Access Forms, Passwords, Mobile Phone, Laptop etc to the Office Manager / Coordinators on his/her last working day. Hard copy of the timesheet with the signature of authorized signatory should be send to LQ HO.

10.A proper Handover has to happen within the organization and in terms of customer facing roles the resigning employee has to introduce the new person (who is taking the handover) to the Customer. All related data (Database, Transactions, Payable / Receivable Information etc) to be handed over to the person taking the handover. 11.This Handover has to be documented on a No Dues form, a copy of which has to be signed by the Office Manager / Coordinators and given to the employee. One copy has to be forwarded to the HR team for F&F processing. The process of F&F is: 12.The Office Manager / Coordinators must forward / courier / scan to HR Department in a set of the following to facilitate the F&F: a. Signed and Accepted Copy of the Resignation Letter (Date of Acceptance to be mentioned, Last date of working to be mentioned) b. No Dues / Employee Clearance form duly signed by all the departments. c. Exit Interview form signed by the HR Manager. d. Manual track of employees leaves taken since the employees engagement with the organization along with his attendance for the previous and current month. (On non receipt of this, the employees attendance will be marked as per HRs records and Attendance Policy) e. All F&F will be processed only after all the relevant documents are received by the HR. 13.The signed Resignation letter and No dues certificate will be treated as the Relieving letter till the time a relieving letter issued by the HR 14.Once the HR team receives the required items, the F&F will be processed as per the process mentioned in the Section. The F&F will also include the service letter and relieving letter.

Case 2: In-Voluntary Resignation (Termination) 1. HR issues a formal termination letter to the employee a. Without assigning any reason for termination. The main reasons are if the project is closed or the resource is de-hired or layoff/downsizing.

b. Assigning a reason for termination. The reasons are: i. Disciplinary ii. Performance iii. Absconding 2. The employee accepts and signs the termination letter and gives a copy to the Reporting Manager / Project Manager / HR Manager 3. The HR reserves the right to process the F&F for the terminated employees as per the Termination Policy.

HR F&F Process: F&F process is completed in one week after the receiving of payments / clearance of all the pending invoices. Generally it is 90 working days. The process of F&F is: 1. Once the HR Team receives the documents (Resignation letter, Exit interview & Staff Clearance form) the F&F process begins. 2. All Full and Final Settlement will be processed by the HR team in one cycle; between 10th - 15th of every month. 3. In the case of recovery to be done from the employee, the recovery letters will be sent to the employee 4. Accounts team will process the F&F and the cheques will be sent by the Accounts to HR. 5. These cheques along with the experience letter and relieving letter be couriered to the employees last know residential address with in 3 days of receiving the cheques from Accounts 6. All concerns and queries regards F&F should be emailed to helpdesk@linkquestindia.com only. 7. All escalations for F&F are to be made to the Business Head if the F&F is not processed within 90 days of the last working date of the employee.
Note:

In the case of Voluntary / Involuntary resignation, the employees salary for the current month will be stopped and will not be credited to the employees account till F&F is done. The Employee will not be eligible for Performance Pay / Bonus in the case for Voluntary / Non Voluntary resignation. All third party losses will be recovered in the F&F for the employee If there is any outstanding loan / ex gratia payment, the outstanding amount / ex-gratia payment will be recovered in the F&F for the employee. As per the PF act all PF withdrawal requests can be processed only after 2 months of the employees last working date of the employee. Any PF withdrawal request before that will not be entertained. PF transfers can be done by the employee at the new organization by mentioning his PF number from us and filling a PF transfer form at the new organization.