SEPARATION POLICY (Voluntary)

____________________________________
Any team member leaving XYZ company e-Solutions is a loss of knowledge and value for XYZ
company. Our attempt will always be to retain our talent and make all efforts to do so. In the
event, a team member decides to leave XYZ company, we should understand their reasons in
depth and learn their perspective.

A detailed exit process is carried out for all team members leaving XYZ company . This is
necessary from a security, financial, administration, asset management and information
management perspective. The exit process applies to all team members leaving XYZ company
whether they are permanent employees or on contract with XYZ company.

This policy applies to Employees who are resigning from the company, voluntarily.

Notice period & relieving

When a team member resigns, the Manager should attempt to understand his reasons and
identify means to retain the team member. In case, there is no possibility of retaining the team
member the exit process should be initiated.

The notice period to be served will be as per agreement.

During the notice period it is essential that the necessary project related information is
transferred to another designated team member under supervision of the Head of Department
or Manager as appropriate.

Exit Interview

On receipt of the resignation letter HR will conduct the exit interview.

The exit interview records are important because they capture the perception of the people who
are leaving the organization. The exit interview discussion with the team member is
documented and will be shared with the Functional Head and Reporting Manager. The exit
interview analysis would throw light on how the work, the management and the manager are
perceived by the team members. These could serve as inputs for improvement programs - both
for XYZ company and the Managers themselves.

The exit interview will also facilitate the process of return of all company assets such as PCs,
laptops, mobile phones, security passes, company cards, etc

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Full & final settlement

The team member is to get the necessary sign offs on the clearance form from the
concerned departments and hand over the necessary documents for his/her relieving to
the HR on the last working day for his/her final settlement.

HR will give all the required inputs needed to process the full and final settlement of the
team member like accrued leave, pay in lieu of notice etc to the payroll team.

The team members final settlement will be processed once all documents are received
and submitted to the F&A/payroll team. The F&A/payroll team will ensure that the team
members final settlements are carried out within at least two weeks after the exit.

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SEPARATION POLICY (Involuntary)

Each employee is considered key member in maintaining quality of our business operations.
Maintaining integrity is a vital part of our business and the behavior of each employee reflects
the success of our organization. When prevailing circumstances justify such action in relation to
an employee, the companys management reserves the right to subject that employee to
corrective action up to and including termination of employment. A Corrective Action Policy has
been developed which enables the company to deal effectively and consistently with employee
related issues in a fair and just manner.

The policy is intended to be a guideline and is not all-inclusive as circumstances and incidents
may vary. This guideline is not intended to limit the right of the company to discipline or
terminate employees at any time at its sole discretion where the companys opinion is that such
steps are justified.

XYZ company reserves the right to change or modify the policy-set forth below at its discretion
and without prior notice to employees. This policy is not intended to and does not constitute a
contract of employment.

This policy applies to Employees who are being separated from the company, involuntarily.

Progressive Disciplinary Steps

Where the company finds the employees performance, behavior or conduct warrants such
action, XYZ company may, at the discretion and judgment of management in appropriate
circumstances, pursue the following steps for disciplinary action. If an employee fails to respond
to coaching and/or informal counseling, the following action would provide the framework for
corrective measures.

1. Initial Verbal Warning

This is basically a problem solving session wherein the Immediate Supervisor / Reporting
Manager conduct a verbal discussion related to the performance problem in a private
conversation with the employee. The employee is reminded of the need to adhere to and be
committed to the work rules and the organizational standards.
This is a first formal step in the disciplinary process and the respective supervisor should end
the discussion on a positive note by reiterating the confidence in the employee and the ability
to take corrective action within the prescribed timeframe.
The discussion should be documented for reference, with a copy to the Department & HR, even
though it only constitutes a verbal warning, as this initial warning will chalk the path for a
second verbal discussion before moving to the Second Warning Stage.
The onus of initiating the initial oral warning and the documentation thereafter lies solely with
the Supervisor and the Department Head. The Department Head will also be required to keep

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the HR informed about the same and a note with proof will go into the Personal File of the
employee.

2. First Written Warning

Within 3 weeks of the Initial Verbal Warning, if the problem persists the Immediate Supervisor
along with the Department Head and HR will conduct a formal discussion with the employee
and fully describe the incident and/or action that may have resulted in the next warning, i.e.
this First Written Warning.

The Manager must set the expectation that the employee within the specified time frame must
show significant improvement in his/her performance. Also reconfirm the employees
understanding of his/her responsibility to change.

The 1st Warning Letter will be applicable for a max period of 3 months and the
employee must be informed that this is the second step of the Disciplinary Process.
An Official Written-Memo needs to be prepared by HR to meet the commitment for bringing
the employees performance to the required standard-level, the manager must draft a detail
corrective action-plan for improvement of performance. Copies of all documents will be
maintained in the personnel files of the employee.
A copy of the Memo along with the detail Draft-Action-Plan should be handed over to the
employee who should also be informed that this will be a last step in the Positive Discipline
process and any further infractions may result in severe action from the management.

3. Second Written Warning

In case the particular act continues to persist even after the 1st warning letter is issued then
after a formal discussion with the respective Department Head, HR will issue a 2nd Warning
letter to the effect.
The Second Written Warning should comprise of structured documentation highlighting the
previous feedback provided to the employee and the improvements, if any. The Functional
Head will also be required to keep HR informed about the same and a note with proof will go
into the Personal File of the employee.

4. Final Warning
Final Warning is given when there is occurrence of the act even post the 2 nd warning letter. The
Final warning could result in the termination/suspension of the employee according to the
severity of the case.
Termination normally occurs only when the disciplinary action process has failed to bring about
a positive change in the employees performance in an acceptable time frame or in case of gross
misconduct. The Functional Head, in a joint review, will present the case to the CEO/Director
and HR.

Prior to termination, the Manager must consult HR to help determine whether the previous
documentation is sufficient to initiate this step. The termination letter however, can be only
authorized by the HR Department.

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A Termination Recommendation note must be completed at this stage and forwarded to the
Senior Management. HR will then conduct a private one to one conversation with the employee
to determine the facts from both angles.

HR will reserve the right to approve/disapprove the Termination based on the

relevant facts and severity of the case. This will be done in consultation with the
Senior Management and will be executed as per the standard process followed by a
formal communication to the employee through HR.

Team members employment will be immediately terminated, whenever it is deemed necessary

in the judgment of the management, including but not limited to the following:
Engagement in Fraud or other dishonest practices
Falsification of records
Violation of Company Policies / Records / Equipments / Systems
Behaving in a manner that is Threatening, Intimidating or Insubordination
Removing or destroying company or customer records or property, releasing confidential
or proprietary information without appropriate approval
Being under the influence / use / sale / possession of any intoxicating substance or
illegal drugs within the company or customer premises
Possession of weapons of firearms or gambling on company or customer premises
Engaging in other acts which would be contrary to the best interest of the Company
Improper use of Company or customer equipment and systems
Violations of Indian Central and State laws and regulations
Breach of Customer and/or Company confidentiality
Breach of Customer and/or Company personal information confidentiality

In certain cases, the Disciplinary Process may start at the Warning Stage. The seriousness of
the offense, history of the past disciplinary action and the totality of circumstances surrounding
the affected employees overall performance may contribute to this decision.

Annexure 1 Exit Interview Form

Annexure 2 Exit Clearance Form

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 Annexure 1
EXIT INTERVIEW FORM

Employee Name Employee Code

Designation Name of PM/HOD

Date of Joining Last working day

1. Why are you leaving this Organization?

2. What circumstances would have prevented your departure?

3. What did you like most about your job?

4. What did you like least about your job?

5. What did you think of your immediate head on the following points?

Sometimes
Almost Always Usually
Never

Was consistently fair ( ) ( ) ( ) ( )

Provided recognition ( ) ( ) ( ) ( )

Resolved complaints ( ) ( ) ( ) ( )

Was sensitive to employees' needs ( ) ( ) ( ) ( )

Provided feedback on performance ( ) ( ) ( ) ( )

Was receptive to open communication ( ) ( ) ( ) ( )

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6. How would you rate the following?

Excellent Good Fair Poor

Cooperation within your division/department ( ) ( ) ( ) ( )

Cooperation with other divisions ( ) ( ) ( ) ( )

Personal job training ( ) ( ) ( ) ( )

Company's performance review system ( ) ( ) ( ) ( )

Company's new employee orientation program ( ) ( ) ( ) ( )

Rate of pay for your job ( ) ( ) ( ) ( )

Career development/Advancement opportunities ( ) ( ) ( ) ( )

Physical working conditions ( ) ( ) ( ) ( )

Comments:

7. Was the work you were doing approximately what you expected it would be?

( ) Yes ( ) No

Comments:

8. Was your workload usually:

( ) Too heavy ( ) About right ( ) Too light

9. Would you recommend the company to a friend as a good organization to work for?

( ) Most definitely ( ) With reservations ( ) No

11. What suggestions do you have to make this organization a better place to work?

HR Manager: Employee:

Date: Date:

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 Annexure 2

EXIT CLEARANCE FORM

Name of the Employee Employee

Code

Designation Dept.

Date of Joining Location

Date of Submission of Last Day

Resignation

Pan Card No. Bank A/c

No.

Employee Address

Contact Nos.(Resi.) Mobile No.

Personal E-mail ID:

Emp. Status(Pls tick whichever applicable) : PERMANENT / PROBATION / TRAINEE

NOTE: 1. Wherever there is no amount payable pl. mention NIL and sign .

2. If a particular point is not applicable pl. mention NA and sign.

1. Instructions to IT

Sr.No. Particulars

1 LOGIN ID to be disabled
from:

2 MAIL ID to be disabled
from:

Name: Signature: Date

2. To be filled in by Accounts/ Finance:

Particulars of Payment / Recovery on account Amount Payable(Rs.) Amount Recoverable(Rs.)

of

1. Travel Advance

2. Telephone

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3. Pro-Rata LTA

4. Personal Loan

5. Any Other Recovery/Payment (Please

specify)

a.

b.

Total(Rs.)

Name: Signature: Date:

3. To be filled in by HR :

Particulars Payable Recoverable

1. Notice Pay Payable/Recoverable

__________No. Of Days _______No. Of Days

2. Encashment of PL (Working Days)

__________ No. of Days _______No. Of Days

3. Relocation Expenses(incase of Outstation

Employees)
__________ Amount ______ Amount

4.Mediclaim Cards(If applicable) NA

5.Income Tax Proofs( Whether attached for Tax Exemption Purpose)-

(Yes/No/NA)

6. Is Exit interview form attached (For information of HR)-(Yes/No)

7. Is Resignation Letter Attached? (Yes/No)

Name: Signature: Date:

5. To be filled in by Administration: Companys Property Returned / Recovered. Specify Yes / No. If

not applicable mention N.A. Pl. mention the amount Recoverable, if any.

Particulars Yes / No / N.A. Date of Return

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1. Identity Card

2. Laptop with all accessories

3. Office / Desk keys

4. Company Mobile

5. Calculators / Instruments

6. Business Cards

6. Company documents

7. Company book / Manuals

8. Promotional material etc

9. Briefcase / Travelling Kit

10. Any other Recovery

Name: Signature: Date:

___________________________ _____________________________ ________________________

Employee Sign HR Sign Supervisor/PM Sign

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