GUIDELINES ON SEPARATION

Guideline on formalities to be completed and policy aspects relevant

to separation

Table of Contents
1. Formalities to be completed before last working day in office
2. Salient aspects of policies relevant to separation
 1.1 Formalities to be completed before last working day

1. Resignation to be submitted only via ESS (ess.jio.com) under Employee Services >>
Separation Request.

2. Obtain approval of resignation from your Manager & Manager’s Manager through ESS.
Note that the separation due clearances processes can be initiated only after completion
of these steps.

3. Ensure to check your date of relieving before your last working date, separation will be
executed based on approved relieving date.

4. Update your contact address, telephone number and e-mail id in “Future Communication
Details” section under Separation menu in ESS. This is mandatory.

5. Ensure regularization of attendance and leaves through ESS before last day in the office.
Please note that the final settlement, once done, will not be re-worked in case of any
‘attendance’ related deduction in the final settlement.

6. Submit all your Income Tax investment proofs, as applicable, in ESS before your last working
day.

7. Outstanding loan balance and interest advances, if any, should be settled with the Payroll
team before the last working day.

8. As regards to transfer / settlement of your Retiral Funds please refer the relevant guideline
on Provident Fund / Pension / Gratuity / Superannuation Fund in ESS-> Payroll,
Reimbursement, and Compensation -> Retiral Benefits. Please contact HO Retirals team in
Mumbai or Co-located office at your concerned work location for any clarification / support
regarding withdrawal / transfer of retiral benefit funds.

9. As regards to Gratuity payment, please update information on ESS related to any Gratuity
that you may have received from previous employers on top priority. In absence of
declaration, Income Tax will be deducted at source from the full Gratuity amount payable
to you.

10. Obtain NOC to retain company provided mobile telephone SIM card or Surrender Company
provided mobile telephone SIM card and ID card to your local HR department / Security
department on or before last working day

11. Surrender the IT assets (PC / Laptop / Data Card / Pen Drive) to local IT department on or
before last working day. Contact your HRBP for any clarification regarding clearances.
12. If you have a Vehicle under Company Vehicle Scheme please settle the residual principal
value + applicable Value Added Tax (VAT) as per Company Vehicle policy.

13. We recommend that you take print outs of your salary slip, CTC statement, Income tax
projection statement on or before last working day, since the ESS access will be
discontinued after separation.

14. You can access Ex-employee portal even after your separation through internet for the
purpose of printing your Income Tax deduction at source certificate i.e. Form 16 by using
the following link for a period of 2 years from your Last Working Date.

URL: https://ess.jio.com/alumni
User Id: S + Eight Digit employee number (S00012345)
Default Password: Hr + YYYYMMDD – Date of Birth (e.g. Hr19801128)

Ensure to update personal email id in Separation request which will help to reset your Ex-
employee portal password after your last working day.
1.2 Salient Aspects of Policies relevant to Separation

A) Notice Period

Notice period duration is as per the terms of contract

Calculation of Shortfall in Notice Period

• Shortfall in notice period is equal to the applicable notice period less number of days
served after tendering resignation.
• The amount of recovery towards shortfall in notice period will be calculated after
adjusting first by un-availed frozen leave and then by un-availed privilege leave if any
from the shortfall and multiplying the net number of days by current basic salary.

Leave during Notice Period

• No leave, whatsoever shall be allowed / availed during notice period. However,
Manager/Manager’s Manager may grant leave at their discretion not exceeding 2, 3, 5
days during the notice period of 30, 60 & 90 days respectively.
• Availing sick leave will strictly be on the basis of medical certificate from Company’s
Medical officer.
• If any employee, who has resigned, avails any leave in addition to 5 days of leave during
the notice period, the same will be added to the overall shortfall in notice period and
the employee will have to pay for such shortfall.

B) Leave Encashment
• In case of separation, the balance including pro-rata leave accrued during the year of
separation subject to maximum of 60 days, will be encashed @ last drawn Basic salary
• In case of retirement / death, the un-availed Privilege Leave (maximum 60 days) and
Sick Leave (maximum 60 days) will be encashed @ last drawn Basic salary.
• Only PL or Frozen PL are encashed at the time of Separation due to resignation.
• Un-availed CL, OPH and SL lapses at the time of Separation due to resignation.
• In case CL & OPH are availed in excess of eligibility calculated on pro-rata basis up to the
last working day the same shall be recovered in the Final settlement @ of committed
CTC

C) Attendance
Employee must update his / her attendance and get it approved till the last working day one
day before the LWD

D) Reimbursement (CTC / Non CTC / Others)

Employee must enter all Choice Pay, Travel and Other reimbursement claims through
ESS and obtain approval of his / her supervisor, as applicable before the last working day
so that the same can be included in the Full & Final settlement.
CTC Reimbursements / Payments

a. Choice Pay elements: Choice pay elements viz. Medical Reimbursement, Fuel &
Maintenance, Leave Travel Allowance are paid as and when claimed. Hence, it is possible that
an employee may have claimed them at the beginning of the year for the entire year. In such
cases if the employee separates before the close of the year, the excess amount paid, over and
above the proportional entitlement for the period served, is recovered in Final Settlement.
However, if the pro-rata entitlement remains unclaimed, the same is paid in Final settlement
after deduction of applicable Income tax.
Employee should submit proof related to HRA, Children Education, Hostel Allowance and
Uniform Allowance, as applicable, before the last working day to enable correct calculation of
tax exemptions in the Final settlement.

b. Gift Coupons: If last working day of the employee is prior to distribution of Gift
Coupons, the proportionate amount for the period served is paid with Final settlement after
deducting applicable Income tax. If the last working day of the employee falls after distribution
of Gift Voucher, proportionate amount for the period of the year not served is recovered in
Final settlement.
Non-CTC Reimbursement
If the employee submits any reimbursement vouchers under following expense heads, the
same will be paid along with Final settlement provided the same is approved by manager at
least one day before the last working day.
• Travel
• Local Conveyance
• Other expenses

E) Performance Linked Incentive (PLI)/Annual Cash Bonus (ACB)

It is paid to eligible employees who are on the rolls of the company as on the
date of disbursement and are not serving notice period.

F) Income Tax
Employee needs to declare actual investments through ESS against the proposed
investment declared at the beginning of financial year. The proof of actual investments
made should be updated in the ESS

G) Recoveries as per Policy

• Notice Pay of Previous Employer, House Shifting Expenses, Joining Expenses, Joining
Bonus reimbursed / paid to the employee at the time of joining is recoverable in the
event of separation from the company as per the terms and conditions applicable
against these payments.
• Kit Allowance: If you have been reimbursed ‘Kit Allowance’ (related to Foreign Travel)
during one year period prior to your separation then the same is recoverable from your
final settlement.
 • Handset Reimbursement: In the event of separation the employee will refund to the
Company, a part or whole of the mobile handset cost reimbursed, as mentioned below:

Sr No Separation Period Recovery Quantum

1 Within 12 months from the date of claim 100% of the amount reimbursed
After the 12 months but before the completion of 24
2 months from date of claim 50% of the amount reimbursed

3 After 24 months from the date of claim & onwards No Recovery

The Mobile handset, cost of which has been reimbursed by the Company, will not be taken back
under any circumstances.

• Vehicle Policy: If you have a vehicle under the company vehicle scheme for which the
tenure as per scheme is yet to be over, you have to pay the outstanding principal amount
+ applicable Value Added Tax (VAT). You can check the outstanding value in ESS->Payroll,
Reimbursements and Compensation -> Company Owned Vehicle menu, confirm the exact
amount payable from Payroll team in Mumbai Vehicle team and pay the amount by a
Demand Draft / Cheque drawn in favor of concerned payroll company.

• Marriage Loan / Any Other Loan: If you have availed of Marriage Loan / any other loan
from the company, the balance loan amount outstanding is required to be returned to
the company. You can check the outstanding value in ESS->Payroll, Reimbursement and
Compensation -> Loans and Other Recoveries - > Marriage Loan, confirm the exact
amount payable from Payroll Team in Mumbai – Separation Team and pay the amount
by a Demand Draft / Cheque drawn in favor of concerned payroll company.

• ID card: ID card should be returned on the last working day either to Security Department
/ HR coordinator (as per practice prevailing at your concerned work location). In case this
is not done we will not be able to process your final settlement on time / an amount of
Rs.500/- will be recovered from your final settlement.

Mobile Telephone SIM Card: In case you are using a company provided mobile connection, you
can either retain it or discontinue it as follows:

1) Steps to retain corporate number post separation (Obtain NOC)

• Go to ESS -> Employee Services -> Mobile phone services
• Click on services icon ‘X’ -> Select Retention SIM -> Select reason as separation ->
Save.
• Take the print out of the NOC -> Visit the nearest JC store, and get the number
transferred to the individual number.
 Please note: Employee to carry proof of Identification and proof of address for the conversion of
corporate number to Personal.
Note: Retaining corporate number post separation is not applicable to certain job roles.
2) Steps to discontinue the corporate connection
• Go to ESS -> Personal Info -> Mobile phone services
• Click on services icon ‘X’ -> Select Separation -> Select reason as separation ->
Save.

H) Exit Interview
An exit interview is conducted to obtain feedback and recommendations from a
separating employee. Exit interview is a one-to-one discussion where voluntary views
and suggestions are sought from the separating employee on what his / her expectations
had been at the time of joining the company, experience while working with the
company. An exit interview form is required to be filled up by the separating employee
through ESS>Employee Services ->Separation>Click on Edit button of separation request
>Submit>Save & Back. The saved feedback will trigger into respective HRBP for
discussion.

I) Retiral Fund settlements

1) Gratuity
a) Gratuity is payable by the Gratuity Trust provided the employee has served Reliance
Group for a minimum period of 4 years and 240 days (6 days working) and minimum
period of 4 years and 190 days (5 day working). The gratuity amount is calculated as
follows:
(Last drawn monthly Basic Salary / 26 days) * 15 days * number of completed years of
service.
For the above calculation period of service greater than 6 months is considered as 1 year
and less than 6 months is ignored. Such Gratuity payable up to Rs 20 lacs during the entire
service period is exempt from Income Tax. However, for availing this tax exemption, an
declaration regarding receipt of Gratuity from previous employers if any must be furnished.
In the absence of the declaration Income Tax will be deducted from the entire Gratuity
payment.

a) If an employee separates before serving for a period of 4 years 240 days / 190 days,
the amount which has been debited as cost in his / her CTC (gratuity component)
during the period served will be paid as ex-gratia along with full & final settlement.
Such ex-gratia is taxable as per usual Income Tax rates applicable.

Please refer the relevant guideline on Gratuity for complete details available in your ESS->
Payroll, Reimbursement & Compensation -> Retiral Benefits.
 2) Provident Fund and Pension Scheme
a) Provident Fund accumulations up to the last working day can be transferred to the
next employer’s Provident Fund by logging into the Provident Fund Portal online.
In case you are not taking up further employment and would like to withdraw or settle your PF /
Pension, the request can be submitted in the Provident Fund Portal online.

3) Superannuation Fund
a) Superannuation Fund accumulations up to the last working day can be transferred to
the next employer’s Superannuation Fund. For this the employee is required to submit
application in prescribed format through his / next employer.
b) If employee wishes to settle / withdraw Superannuation fund accumulations the same
can be done by filling up the prescribed form, for which please contact Retirals team in
Mumbai or Co-located Office at your concerned work location.

Please refer the relevant guideline on PF / Pension Scheme / Superannuation Fund for
complete details available in your ESS-> Payroll, Reimbursement, and Compensation -
> Retiral Benefits.

Please note that the resignation acceptance letter is issued after manager’s manager
approval.

J) Relieving letter:
The Relieving letter will be made available on the ex-employee portal on the very next
day of the last working day.

K) Full & Final settlement working statement & Service Certificate:

The Full & Final settlement working will be done after all clearances are completed (including
submission of ID card, SIM card, etc. as mentioned above). The Service certificate along with
the working statement will be issued to the employee on completion of full & final settlement
by your respective HR.. The salary for the month in which the employee gets relieved will be
kept under hold and the same will be paid along with the Full & Final settlement.

L) Form 16
Form 16 (Certificate detailing deduction of Income tax at source) for a year is issued by our
company after the end of concerned financial year – around mid of June of next financial
year. The same is made available on the ex-employee portal for separated employees.