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Document Identifier TED/Separation

by Resignation
Version 1.06
Effective date 18.07.2005
Modification date 19.06.2007
Modification date 22.10.2007
Modification date 01.02.2008
Modification date 21.12.2009
Modification date 4.1.2010
Modification date 25.2.2010
SEPARATION BY RESIGNATION

1. INTRODUCTION

This policy brief details the objectives and process to be followed in case an employee resigns from
the services of the organization.

2. OBJECTIVE

The objective of the policy is to:

a) Facilitate hassle free exit of an employee


b) Document the cause and identify the reasons for exit and gather necessary information which in
turn would augment retention

3. SCOPE

This policy covers all employees of Wipro BPO.

4. PROCEDURE FOR RESIGNATION

ƒ In case an employee wishes to resign from the services of the company, the following procedure is
to be followed:

The employee has to submit the resignation online to his/her supervisor either through iOrbit or MAP.
After acceptance of the resignation, the supervisor will complete the online Exit Interview form by
updating the details as discussed with the employee before submitting it further to TED.

ƒ The date of resignation is the date on which the online resignation is submitted.

ƒ Relieving date will be in accordance with the norms. Exceptions to the same will require approval
from the supervisor / TED.

ƒ The decision on acceptance of resignation and finalization of relieving date is subject to the business
needs where in decision of the supervisor (s)/TED will be final and binding on the employee.

ƒ If an employee wants to request for earlier relieving date, the same can be selected from the
calendar dropdown in the system. Notice period to be recovered will be calculated by the system on
the basis of the resignation date and the relieving date as finalized by supervisor (s)/TED.

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ƒ While completing the exit form, the supervisor is required to indicate the performance category of the
employee. All resignation notifications shall go to the supervisor/ supervisor’s boss/ AVP of the
process and TED.

ƒ If an employee resigns on a weekend (weekend refers to Saturday/Sunday), the system will take the
resignation date as the actual date, but for TED for the purpose of processing and SLA, the time
starts from the following Monday / next logical date.

ƒ TED can initiate a resignation if the employee is unable to raise self resignation but will need to
attach at least one document in support of raising resignation on employee’s behalf.

ƒ The Supervisor can relieve the employee before completion of the Notice Period but cannot forward
the request for Notice Pay Waiver.

• Notice Period waiver upto level 3B can be proposed by a process head (normally at the
Level 4A and above only). The request would need the approval of BU Head<TED Head.
• For Level 4A and above – the Final Approval for Notice Pay Waiver will be from the HEAD-
WBPO

ƒ Once an employee is marked for separation either through Auto Inactivation or by the supervisor in
MAP, the No Dues Clearance (NDC) gets activated on the Last Working Day of the employee.

ƒ Online NDC flow starts with Supervisor entry and ends up to full and final as below:
Supervisor ClearanceÆManager ApprovalÆEFA, Security, Infra, and Technology ÆFull and Final
(Wividus). SPOCs for the above mentioned departments can action on the NDCs pertaining to them
through MAP.

*The ownership of NDC closing is of the Supervisor’s and the respective Function/BU head.

ƒ EFA will hand over the final settlement cheque of the employee to TED.

ƒ TED to issue the relieving letter and send the same along with the Final Settlement cheque to the
employee.

ƒ The employee will have the option to withdraw the resignation but only before the last working day.
The supervisor’s/manager’s decision for accepting the withdrawal will be final.

ƒ If the resignation is withdrawn, TED can put the employee in free pool and reinstate the employee.

5. NOTICE PERIOD (Effective October 1, 2007)

• During the probation period of six months from the date of joining the company, the notice period for
all employees shall be 1 month of service from the date of resignation.

• Post confirmation, the notice period shall be 2months of service from the date of resignation for
employees at Level 1 A till 4 B and 3 months of service from the date of resignation for Level 5
employees.

• Wipro reserves the right to pay or recover salary in lieu of notice period. Further, the Company may,
at its discretion relieve the employee from such date as it may deem fit even prior to the expiry of the
notice period. However, if the management desires the employee to continue employment during the
notice period, the employee shall do so.

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• In the event of termination of the employee’s services arising out of disciplinary proceedings or an
employee leaving on performance grounds, no notice will be required from the company’s side.

• In case of notice period not being served, notice pay will be debited from the full and final settlement
in lieu of the notice period. Notice Pay will comprise salary fixed cash components.
• During the Notice period the following leaves cannot be availed
ƒ Annual Leave or half day approved paid leave
ƒ Sabbatical Leave
ƒ Extended Maternity Leave
ƒ Under Graduate Exam Leave
ƒ Post Graduate Exam Leave
ƒ Transfer Leave
ƒ Emergency leave or half day emergency leave
**Any exception to the above will be approved by the Location TED Head.

ƒ Effective 1st February 2008, employees’ absenting from work without information while serving notice
period, shall be issued a Termination letter on the 4th day of Unapproved Leave without Pay. They
will be required to either report to work by end of 4th day from issue of the letter or their services
would stand terminated from that date. Only a GM & above of the concerned Process / Function is
authorized to issue the Termination Letter. All such employees shall not be entitled to a relieving
letter from the Company.

Notice period Waiver:

ƒ The Supervisor can relieve the employee before completion of the Notice Period but cannot forward
the request for Notice Pay Waiver.

• Notice Period waiver upto level 3B can be proposed by a process head (normally at the
Level 4A and above only). The request would need the approval of BU Head<TED Head.
• For Level 4A and above – the Final Approval for Notice Pay Waiver will be from the HEAD-
WBPO

ƒ Notice Pay waiver in exceptional cases would go though the following channel:
BU Head<TED Head<HEAD-WBPO

Revision History

Revised Change Description Revised by Date of Release Approved


Version No. By

1.03 Notice period waiver TED Corporate 4- March-09 VP - TED


process changed.
1.04 Change in the process of TED Corporate 21-December- VP - TED
submitting resignation 09
1.05 Notice period waiver TED Corporate 2-January-10 VP -TED
process changed
1.06 Details of availing leave TED Corporate 25-February-10 VP -TED
in Notice period

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FREQUENTLY ASKED QUESTIONS

1. What is the procedure once a person has decided to resign?

• The employee has to submit the resignation online to his/her supervisor either through iOrbit or
MAP.. After acceptance of the resignation, the supervisor will complete the online Exit Interview form
by updating the details as discussed with the employee before submitting it further to TED.

• If an employee wants to request for earlier relieving date, the same can be selected from the
calendar dropdown in the system. Notice period to be recovered will be calculated by the system on
the basis of the resignation date and the relieving date as finalized by supervisor (s)/TED.

• The date of resignation is the date on which the online resignation is submitted.

• Relieving date will be in accordance with the norms. Exceptions to the same will require approval
from the supervisor / TED.

• The decision on acceptance of resignation and finalization of relieving date is subject to the business
needs wherein decision of the supervisor (s)/TED will be final and binding on the employee.

ƒ TED can initiate a resignation if the employee is unable to raise self resignation but will need to
attach at least one document in support of raising resignation on employee’s behalf.

ƒ The Supervisor can relieve the employee before completion of the Notice Period but cannot forward
the request for Notice Pay Waiver.

• Notice Period waiver upto level 3B can be proposed by a process head (normally at the
Level 4A and above only). The request would need the approval of BU Head<TED Head.
• For Level 4A and above – the Final Approval for Notice Pay Waiver will be from the HEAD-
WBPO

ƒ Once an employee is marked for separation either through Auto Inactivation or by the supervisor in
MAP, the No Dues Clearance (NDC) gets activated on the Last Working Day of the employee.

ƒ Online NDC flow starts with Supervisor entry and ends up to full and final as below:
Supervisor ClearanceÆManager ApprovalÆEFA, Security, Infra, and Technology ÆFull and Final
(Wividus). SPOCs for the above mentioned departments can action on the NDCs pertaining to them
through MAP.

ƒ EFA will hand over the final settlement cheque of the employee to TED.

ƒ TED will issue the relieving letter and send the same along with the Final Settlement cheque to the
employee.

ƒ The employee will have the option to withdraw the resignation but only before the last working day.

ƒ If the employee withdraws the resignation, the final decision for acceptance of withdrawal of the
resignation will be of the supervisor/manager.

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2. What is the turnaround time for the full & final settlement to be complete?

The full & final settlement normally takes 20 days from the date when the NDC gets triggered i.e the Last
Working Day of the employee.

3. Would I be getting my P.F and Gratuity in case of separation?

You can either get your Provident fund transferred to another organization or withdraw the same (amount
depending on the number of months of service and calculated as a sum of 12% of your basic and a similar
contribution by the employer, multiplied by the number of months of service in the organization).

Gratuity is applicable only in case you have completed 1 year of service in the organization and is calculated at
the rate of 4.17% of your basic salary for the number of days of service in the organization.

For all joining post October 2005 the employees need to complete 5 Years in the organization so that they can
get the gratuity.

4. What is the notice period one has to serve before being relieved?

During the probation period, the notice period for all employees shall be 1 month of service from the
date of resignation. Post confirmation, the notice period shall be 2months of service from the date of
resignation for employees at Level 1 A till 4 B and 3 months of service from the date of resignation
for Level 5 employees.

In the event of termination of the employee’s services arising out of disciplinary proceedings, no
notice will be required from the company’s side.

5. While I am serving my Notice period, will I be entitled to avail leave?

During your notice period, you cannot avail the following leaves:
• Annual Leave or half day approved paid leave
• Sabbatical Leave
• Extended Maternity Leave
• Under Graduate Exam Leave
• Post Graduate Exam Leave
• Transfer Leave
• Emergency leave or half day emergency leave

6. What if I am unable to serve the notice period?

Wipro reserves the right to pay or recover salary in lieu of notice period. The Company may at its
discretion relieve the employee from such date as it may deem fit even prior to the expiry of the
notice period. However, if the management desires the employee to continue employment during the
notice period, the employee shall do so.

7. Who can waive off my notice pay?

• Notice Period waiver upto level 3B can be proposed by a process head (normally at the
Level 4A and above only). The request would need the approval of BU Head<TED Head.
• For Level 4A and above – the Final Approval for Notice Pay Waiver will be from the HEAD-
WBPO

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8. In case the full and final settlement balance shows a debit balance due to non-payment of
salary in lieu of notice period, what do I do?

The amount has to be paid by you to the organization to nullify the balance, and only after that do you get your
relieving letter.

9. If I do not serve my notice period till the date of my relieving date, will I get a relieving letter?

In case you stop reporting to work during notice period you will not be issued a relieving letter.

10. If an employee absconding during the notice period joins back after issuance of termination
letter and repeats the same behavior of not coming to office after 2 -3 days, will the
termination be issued after waiting for another 4 days?

In such a scenario, the supervisor of the absconding employee does not need to wait for another 4
days but can send the termination letter referring to the earlier absconding dates and hence the
subsequent action.

11. If the process does not have a GM, can SDL/AVP issue the termination letter to an employee
absconding during the notice period?

The termination letter will be issued by TED but in this case, can be signed by the SDL/AVP.

12. From where can the Termination letter be generated?

The termination letter needs to be routed through TED.

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