Rules For Leaving Service By the Employees
- No employer likes to dispense the service of loyal and duty-conscious employees, who are considered an asset to the organization.
- Employees sticking to the same job, secure benefits in addition to the annual increments and periodical wage increases, several of the privileges allowed under social welfare legislation of the government, like gratuity, leave accumulation, provident fund etc.. Promotion to higher cadres are frequently made from within an organization, through promotion of juniors with required merit and this is another advantage of continued service at one place.
- On initial entry in service, the employee finds the environment new. He is new to the organization, its systems and rules of conducting its business. The employee gains the normal levels of his efficiency, in terms of speed, accurate the neatness of work only after a year. In addition to the lower return by way of employee’s contribution, the organization also invests sizably in the company to recruit new personnel in its service with the hope that they will remain in service at least for a minimum period of 3 years, for the company to secure the full benefit of the cost incurred by it in the recruitment, selection and training of the employees.
- However, the company has not made it a condition of service, that employee on selection should execute a bond to serve the company for a minimum period of three years. Neither the company will stand in the way of the employee desirous of resigning their jobs, nor subject to the following rules and regulations.
- EMPLOYEES UNDER TRAINING
- EMPLOYEES UNDER PROBATION
- CONFIRMED EMPLOYEES
- APPLICABLE IN ALL CASES
When the competent authority accepts their resignation, the employee will be asked to hand over complete charge of all records, files, papers of other valuables of the company in their custody or control. An employee resignation is deemed to be accepted and the employee relieved of his/her duties only when-
- Submit resignation form for employee (PF-59).
- They should adjust all dues under Imprest or any other account.
- They should complete all unfinished assignments already entrusted to them.
- He/She settles all dues (if any) to the company
- Hand over complete charge as above to the person named in the order.
In addition to the normal requirement of 3 days notice, employees receiving stipend under training, will have to refund 50% of the amount of stipend received by them as trainee Employee. This is due to the fact that expenditure incurred by the company on the recruitment and training of the employee is decompensate only when they stick to the job and discharge their functions for a minimum period of 3 years after training.
Resignation can be considered and accepted if made for genuine or valid reasons, as assessed by the company and a notice of 15 days is also given.
Resignations can be considered for acceptance if made with minimum 30 days notice. He/she keep in mind that he/she will clear all the dues payable to the company before notice.
The Company can terminate the service of an employee as under:-
- TRAINEE & PROBATION EMPLOYEES
- CONFIRM EMPLOYEE
On their failure to show minimum level of expected proficiency in acquiring job knowledge and performing tasks, taught to them. A stipulation to this effect is contained in their letters obtaining/appointment as a probationary employee. Company allows them 15 days notice or payment of 15 days stipend/salary in lieu of them. Employees undergoing, training, however, can be terminated from training with 3 days notice where the termination is as company’s decision no recovery of stipend paid will be made.
The letter of regular appointment provides the condition that the service of an employee may be terminated by 30 days notice from either side. Normally the company avails this provision to dispense with service of employees depicting gross negligence in duty, too-low productivity/output compared to their service and seniority, the post in which the employee is working becoming redundant, or is up graded and the employee not deemed competent to discharge duties of upgraded post, frequent absenteeism from duty, etc.
The Company may retire any employee from service on his/her reaching the age of 60 years or at any time thereafter, or after completing 25 years of continuous service or at any time thereafter, if in its opinion, it is felt that the employees average efficiency and job performance is declining. RELIEVING THE EMPLOYEE:
Formalities to be completed:
Employees may leave service either on account of resignations, or termination by the management, as per provision contained in the letter of appointment issued to them.
In all of the above cases, the obligations to the company are as under:-
- To get complete charge handed over by the employees before leaving including payment of Imprest and other dues if any.
- To settle his own dues payable by the company expeditiously.
In addition to the above, when an employee submits resignation from service, a decision is to be taken by the company regarding acceptance of the same, based on stipulations regarding notice to be given by the employee for such resignations.
The employee concerned may be working in different sections and the information needed is to be collected from the sections (s) to which he is attached. The establishment section under control of Asst.Manager (Service) is the ‘Central Point’, who will collect information from all sections, including those relating to their own section, and attend to the expeditious settlement of dues and other formalities.
- Assignments entrusted, but not completed by the either.
- Imprest advance held by the employee either-
- In his personal name, or
- On office account (like petty cash) etc.
- Office records, papers, office copies of dairies, reports etc. in the custody of the employee. After listing this information, these records should be received back from the employees.
- Any other article/material, for which the employee is to hand over charge.
The above information should be collected by the establishment clerk from concerned Asst. Manager and also from the accounts department and incorporated by way of certificate in the proposal that complete charge has been handed over by the employee. The recommendation for relieving the employee is to be made by the manager, under whose jurisdiction the employee is attached.
A statement of dues receivable by the employee from the Company is to be prepared and submitted by the Manager (Accounts).
These dues are to be disbursed to the company as rules for each such due but after the handing over of complete charge by the employee. Expeditious steps to be taken for settlement of dues to the employee, whenever such dues become payable.
In case of demise of the employee, while in service such dues are to be paid to the legal heirs, on joint application and discharge (stamped receipt jointly made).
- Resignation/Termination/Form for Employees & Settlement of Dues.
- Relieving Order from Service.
- Letter for Retirement on reaching age of Retirement.
- Letter for Retirement due to physical Disability on account of Accident, sickness or otherwise.
- Application to be made by legal heirs of deceased employee claiming dues payable to the deceased by the Company.