Exit Policy

CONTROL INFORMATION

# Attribute Value
1 Document Title Grid Infocom Exit Policy

RELEASE HISTORY

# Date Author Reviewed By Reason

0.1 July 29, 2011 HR Management Released for internal review
0.2 September 01, 2011 HR Management Updated and Released
0.3 December 24, 2012 HR Management Updated and Released

HR-GridInfocom-Exit-Policy
 Table of Contents
Control Information.................................................................................................................. 1
Release History ...................................................................................................................... 1
Purpose................................................................................................................................ 3
Scope..................................................................................................................................... 3
Policy statement.................................................................................................................... 3
Process................................................................................................................................. 3
Resignation................................................................................................................ 3
Separation.................................................................................................................. 4
Salient Features...................................................................................................................... 4
Policy Exceptions.................................................................................................................... 5

HR-GridInfocom-Exit-Policy
PURPOSE

The Exit Policy has been drafted to formalize the exit process on employee’s resignation from the
services of Grid Infocom and to identify workplace, organizational or human resources factors which
have contributed to an employee’s decision to leave employment, with a view of identifying any trends
requiring attention or any opportunities for improving the company’s ability to respond to employee
issues, and to retain key people.

SCOPE
The scope of this policy extends to all Grid Infocom employees separating from the services.

POLICY STATEMENT
The exit policy would not only determine and scrutinize the reason for an employee resigning from their
post but would also aim to:

 Utilize the information to inform changes in practice.

 Bring to the attention of Senior Management and Human Resources where there have been
inappropriate practice to enable any remedial action to be taken.
 Monitor information and make improvements to the organization as necessary.
 Analyze information to inform recruitment and retention department
 To display openness and integrity by providing all employees leaving the organization the
opportunity to provide feedback

PROCESS

Resignation

 In the event of employee deciding to put in his/her resignation from the services of Grid
Infocom, he/she is required to send a formal email or notification to his/her LOB Head and a
copy to HR at least 90 days before the effective date of separation.

 Employee is expected to clearly inform his/her LOB Head and HR about serving the notice
period in full or report in case of any deviation from the policy.

 An employee may withdraw his/her resignation within two business days of giving notice. The
HR Department/LOB Head has the option of approving a request to withdraw a resignation that
has been made after two business days.

 On the receipt of employee’s resignation from his/her respective LOB Head, HR sends an
immediate notification to Accounts department to withhold the salary.

HR-GridInfocom-Exit-Policy
  HR immediately responds to the employee (who has resigned) and immediately calls him/her
for a discussion to understand the reason for resigning and use the feedback to address the
important issues.

 After collecting the feedback, HR further discusses the matter with employee’s respective LOB
Head/TL, Senior Management or the concerned department and efforts are undertaken to retain
the employee.

 In case if an employee is not retained and he/she is offered a date and time for his/her Exit
interview.

Separation

 Full and final details of the separating employee are sent to Accounts department.

 HR department issues experience and relieving letter to the employee on his/her last working
day subject to fulfilling his/her notice period and clearance from all the departments.

 Employee is required to handover the Company’s property on his/her last working day such as
mobile phone/laptop/ID card/access card etc.

SALIENT FEATURES

 In line with the employment terms and conditions employee is expected to serve notice period
upon resignation; however in case of employee requesting to be relieved early from his/her
services, it would be at his/her LOB Head’s and HR Head’s discretion. Notice period
deductions will be done on CTC for not serving the notice period.

 Employees are not allowed to take leave during the notice period.

 Employee resigning from his/her services is expected to complete all his/her tasks and is to
ensure knowledge transfer to his/her team members or to his/her replacement. The LOB
Head/TL would be the responsibility centres in ensuring the completion of the above task.

 The final settlement of the employee shall be done at the earliest possible after the final
separation from the services of the company.

 If rehired after resignation, the employee will be considered a new hire for purposes of vacation
and other benefits.

HR-GridInfocom-Exit-Policy
POLICY EXCEPTIONS

 Any deviation in the policy will require the approval of the CEO / HR.

HR-GridInfocom-Exit-Policy