Managing a company is a matter of ample and sustainable decision-making strategies ranging from the job application process up to the procedures that employees must follow to meet the customers’ and clients’ demands. However, companies must also know what they must protect when an employee leaves the premises due to resignation or termination intentions. With this, an employee separation clearance form is significant to be provided to the employee before he will step out of the company for good.
An employee or employment separation clearance form is a document that companies and employers use for ensuring that the responsibilities and the obligations of the employee who will be leaving the organization have been met before the day of his separation. The form is also associated with a checklist that will be for enlisting the things or the procedures that the employee needs to comply such as returning the company’s office equipment, informing the system administrator to remove his credentials, and giving the documents that he acquired about his customers to the company for record keeping.
Employee separation clearance forms have varieties that highly differ on the type of separation the employee will be having. Below are some of the common varieties of employee separation clearance forms that companies use for their leaving employees:
Employee Exit Clearance and Release Form – This type of employee separation clearance form is intended to be used specifically by an employer who wants to have a granted paycheck release authorization from the employee. The data to be disclosed and included in the form are the basic details of the employee, the anticipated last working day of the employee, a direct deposit section, and a clearance checklist with a set of instructions. The purpose of incorporating a direct deposit section is to indicate the preference of the employee of whether he will choose to obtain his last employment salary through a direct deposit toward his personal bank account or if he would rather receive the payment on hand during the day of his leave. Additionally, a certification and acknowledgment section is also essential to be included in the form, which is for indicating that the employee has supplied accurate and factual data and information to complete the separation clearance process.
Employee Separation Clearance Certificate Form – This form is not to be used by the employee but by his supervisor or manager a week before the day that the employee will be leaving the company. The name of the separating employee, his type of separation, as well as the details of his leave payments, are also stated in the form. The manager must also enclose the employee’s performance appraisal, which will be used for determining if the employee will be granted some awards or rewards as he leaves the company. Moreover, the form has a second part or section that focuses on indicating the employee’s completed actions and requirements. The manager must affix his initials or signatures on each listed item to certify the employee’s progress in meeting his obligations before he will be leaving. An employee and supervisor certification must then be signed by the manager and the supervisor along with the date of when the form is completed to signify that the submitted requirements of the employees have been evaluated and reviewed before it was accepted by the management for the employee’s separation.
Employee Separation Clearance Checklist Form – Compared to the aforementioned varieties of employee separation clearance forms, this document mainly has tables that are allotted for the checklist items that the employee will have to comply and submit. Each item must have an indication of whether it was already completed or if it is not applicable to the employee’s job description and position in the company. The department head and the human resource department representative must then assess and affix their signatures to complete the form.
The list of varieties only has some of the basic samples of employee separation clearance forms since there are tons of different types that companies create to meet their needs and ensure that they are transitioning the employee separation process successfully for their business and their organization.
Even though an employee separation clearance form has different varieties, there are specific sections and contents that should always be incorporated in each variety of form. Enlisted below are the top three sections that are significant to be stated and included by companies for their employee separation clearance forms:
Aside from the significant sections that an employee separation clearance form must have, relative documents can also be enclosed such as the filled out manager feedback form that will center on determining the employee’s evident strengths and weaknesses. Also, the employee must complete an exit interview questionnaire form that is for collecting the thoughts and the reasons for the employee of why he wants to leave and be separated from the company. Moreover, completing the questionnaire will also help the company in strategizing of how they can improve their employee retention rates to minimize the number of employees who will want to resign and end their services under the company’s guidance and name.