Staff Separation
The Separation module manages the employee exit process in JobNext — from initiating a resignation, termination, or end-of-contract through to final settlement. It tracks the separation status, last working day, and links to related processes such as leave settlement, asset return, and final pay computation.
HR & Payroll → Separation
Separation List
The Separation page shows a list of all separation records within the selected date range.
Filters
| Filter | Description |
|---|---|
| From | Start date for filtering separation records (required) |
| To | End date for filtering separation records (required) |
After setting the date range, click the Search button to load matching separation records into the grid.
Creating a Separation Record
- Navigate to HR & Payroll → Separation
- Click the Add+ button
- Fill in the separation details:
Field Description Required Employee Select the staff member being separated Yes Separation Reason Reason for exit: Resignation, Termination, End of Contract, Retirement, Absconding, etc. (configured in HR Masters → Separation Reason) Yes Notice Date Date when notice of separation was given or received Yes Last Working Day The employee's final day of active work Yes Notes / Remarks Additional notes about the separation (e.g., resignation reason, termination cause) No - Click Save to create the separation record
Creating a separation record may trigger the following downstream processes depending on configuration: demobilisation from current job, leave settlement processing, final salary computation, and asset return tracking.
Separation Workflow
Related Processes
| Process | Module | Description |
|---|---|---|
| Demobilisation | HR → Allocation | Release the employee from their current job assignment |
| Leave Settlement | HR → Leave | Compute and pay out remaining leave balance (encashment, air ticket) |
| Clearance Application | HR → Clearance Application Form | Multi-department clearance checklist (IT, Admin, Finance, HR) |
| Passport Control | HR → Passport Control | Return passport to employee (if held by company) |
| Company Phone Return | HR → Company Phones | Mark company phone as surrendered/returned |
| Final Payroll | HR → Payroll | Process final salary with any pending adjustments, gratuity |
Best Practices
- Initiate early — Start the separation process as soon as notice is received to allow time for clearance and settlement
- Complete clearance before final settlement — Ensure all departments have signed off (IT, Admin, Finance, HR) before processing the final pay
- Revoke system access on last working day — Disable the employee's login immediately on their last working day
- Process leave settlement before final payroll — Encash pending leave and air tickets before running the final salary
- Return company assets — Collect company phones, laptops, ID cards, and any other assets as part of clearance
- Return passports promptly — If the company holds employee passports, return them as part of the separation process
Frequently Asked Questions
Q: Where are separation reasons configured?
Separation reasons are configured in HR → Masters → Separation Reason. Common reasons include Resignation, Termination, End of Contract, Retirement, and Absconding.
Q: Does separation automatically stop payroll for the employee?
Separation records the last working day. Payroll will include the employee only for the days up to and including the last working day. After that, the employee's record is marked as inactive.
Q: Can a separation be reversed?
If the separation has not been fully settled (clearance and final pay not processed), it may be possible to cancel the separation record. Once final settlement is processed, reversal requires manual intervention.