🔹Exit And FNF Settlement Module

Exit & FnF module

The Exit & FnF Module brings structure and transparency to employee offboarding — managing every separation from request to final settlement through a single, connected workflow. It gives HR complete visibility and control at every approval stage, while keeping the process simple and transparent for the departing employee.

How to do Settings or Configurations for Employee Exit?

How to Configure Separation Setting?

Path: Login into Cloud Portal > Settings > Payroll > Pay Settings > Separation Setting

The Separation Setting page controls how employee separations are handled, whether master details stay editable after a separation is recorded, how far in advance a separation date can be set, and whether separations can go through after payroll has already been processed for that period.

Step 1: Log in to the Cloud Portal, open Payroll, go to Pay Settings, and select Separation Setting.

Step 2: Set Master details can be edited after separation made to Yes or No, depending on whether HR should still be able to edit an employee's master details once their separation is recorded.

Step 3: Enter a value in No. of months upto which separation date can be given. This is mandatory — it sets how far into the future a separation date can be set.

Step 4: Set Allow Separation After Payroll Process to Yes or No, depending on whether separations can still be processed after payroll has already run for that period.

Step 5: Under Separation Processing Control (Cloud), choose Separate Now to process the separation immediately, or Approve & Separate Later to route it through approval first. Click Save.

Important Note: Separate Now processes the separation immediately. Approve & Separate Later first approves the resignation, then auto-separates the employee at the end of day on their Last Working Date — Separate Now can still be used afterward to separate them immediately if needed.

Path Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=payroll&submodule=SeparationSetting

How to Configure Form Master?

Path: Login into Cloud Portal > Settings > HR > Form Master

Form Master lets you create and manage configurable forms for different HR modules, grouped and ordered by department. For the Exit & FnF module, this is where Exit Interview Form (Exit Management module) and FnF No Dues Clearance Forms (Full & Final module) are set up.

Step 1: Log in to the Cloud Portal, open Settings, go to HR, and select Form Master.

Step 2: Click the + icon to add a new form.

Step 3: In the Module Name dropdown, select the module the form belongs to — for example, Exit Management for an exit interview form, or FullnFinal for a Full & Final no-dues form.

Step 4: For ExitManagement : Enter a Form Name, Description, and Order. Order sets the display sequence among other forms in the same module.

Step 5: For FullnFinal : Enter a Form Name, Header, Description, and Order. Order sets the display sequence among other forms in the same module.

Step 6: Click Save.

Path Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=FormMaster

To Know how to add questions to the form? Refer: https://docs.pockethrms.com/faqs/cloud-portal/settings/hr/form-master#id-1.

How to Assign Exit/Separation Department Head?

Path: Login into Cloud Portal > Settings > HR > Exit/Separation Department Head Setting

This page assigns a department head and contact email for exit and separation processing, against each department. These Department Heads approve Employee Resignations, raised from ESS by the employees, after they are approved by the Self-Service Separation – Approval Matrix Manager. If no Department Head is assigned for a department, the Resignations of the employees from such departments are routed to HR approval directly after the Manager approval.

Step 1: Log in to the Cloud Portal, open Settings, go to HR, and select Exit/Separation Department Head Setting.

Step 2: For each department row, use Department Head to choose one or more employees.

Step 3: Enter a Department Email for that department. Check the box beside the row to select the row, and Click Save.

The page lists all the Departments created in your system, each with a checkbox, a Department Head field (multiple employees can be selected), and a Department Email field. Selecting one or more row checkboxes and clicking Delete removes assigned department Managers

Path Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=ExitSetting

How To Assign FnF Department Head Manager?

Path: Login into Cloud Portal > Settings > HR > FnF Department Head Manager

This page assigns FnF (Full and Final) No Dues Managers for each department and business unit combination, so that no-dues clearance requests route to the right approver.

Step 1: Log in to the Cloud Portal, open Settings, go to HR, and select FnF Department Head Manager.

Step 2: To find a specific department's assignment, choose it under Department Filter and click Search.

Step 3: Click Add row to add a new assignment, then fill in Department, Manager, Priority, and Form from the dropdowns (Exit Interview Form OR F&F No Dues Form).

Step 4: To add an extra column (for example, Blood Group or Branch), select the unit under Select Business Unit(s), then click Add Column.

Step 5: Select the checkbox next to a row to act on it — for example, to delete it with Delete Selected. Click Save. Saving every row is necessary for the changes to take effect.

Step 6: To replace the manager on a row, click its Replace Manager icon in the Action column, choose a replacement from the dropdown, and save. This shifts all pending approvals to the new manager.

Step 7: To require the particular Department Head’s clearance before FnF No Dues can proceed with Final HR submission, click the Clearance Lock icon in the Action column and turn it on. It's off by default.

Step 8: To export or import the current settings, use the two icons next to the FnF Department Head Manager title at the top of the page.

Path Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=AssignFormManager

How To Import FnF Department Head Manager?

Path: Login into Cloud Portal > Employee > Import > FnF Department Head Manager Import.

This screen bulk-imports FnF Department Head Manager assignments from an Excel file — the same assignments configured manually on the FnF Department Head Manager screen — by mapping spreadsheet columns to the required fields.

Step 1: Log in to the Cloud Portal, open Employee, go to Import, and select FnF Department Head Manager Import, Or click on the Upload icon on the top right corner of the page.

Step 2: Under Select Import Template, confirm FnF Department Head Manager Import is selected, then download FnF Department Head Manager Sample Import and fill it in.

Step 3: Under Select Settings, choose an existing setting, or create one by entering a name under Setting Name and clicking Add. Click Save Settings.

Step 4: drag and drop your file into Import Templates, or click to browse, to upload it and run the import. Only .xlsx files are accepted Fill in Starting - Ending Row. The sheet name gets updated automatically.

Step 5: If this import should replace existing managers, check Overwrite previous managers. This replaces the previous managers and transfers all their pending approvals to the new ones, for the selected departments.

Step 6: Map each required field to its matching column in your Excel file: Department Name, Manager Code, Manager Company Code, Priority, Select Form, and Clearance Lock. All six are mandatory.

The Employee Master panel on the right lists further fields you can also bring into the mapping — for example Bank Account Number, Blood group, Branch, Cost Centre, and Designation.

Step 7: Click on Upload File.

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Path Link: https://cloud.pockethrms.com/Employee/Employee/EmployeeImport?import=1#

How To Configure Exit Notification Settings?

Path: Cloud > Settings > HR > Exit Notification Settings

This page is the control panel for the full separation lifecycle — how resignations are submitted, approved, documented, and closed, across ESS, Cloud Separation, and the Full & Final process. Settings apply company-wide and take effect immediately for new separation requests; separations already in progress keep the settings that were active when they were submitted.

Settings

• Exit Interview Form — Choose Exit Dynamic Form (the system's built-in questionnaire builder) or Form Master (a fully custom form for cases the dynamic form can't handle);

  switching to Form Master can't be undone without rebuilding the dynamic form from scratch. Upon switching, the form created in Form Builder will be automatically replicated into Form Master.

• Open Exit Interview Form On — Sets how many days before the Last Working Day the exit interview form becomes available to the employee.

• Reminders for Exit Interview Form — Enables automated reminder emails for employees who haven't completed the exit interview form.

• Reminders for FnF No Due Form — Enables automated reminder emails for pending FnF No Dues clearances to the respective Department Heads

• Select Email Notification — Sends FnF approval emails only to the resigning employee's own department head (Employee Department), or to every department head in the company (All Department).

• BCC Name — A single email address silently copied on every exit notification email, for compliance monitoring; leave blank to disable.

• Approval Assets — Multi-select separations from which departments must require asset return confirmation by HR before separation can completed or processed..

• Parallel Approval - ‘True’ notifies all selected department heads at once so they can submit their FnF No Dues independently; ‘False’ routes them one after another in sequence.

• Disclaimer Text —Custom text the employee must read on the separation request page before after submitting the Resignation request, typically covering notice period and asset return obligations.

• Withdraw Days —Number of days after submission an employee can self-withdraw a resignation without HR involvement; 0 disables self-withdrawal entirely. Employee can only withdraw resignation before the Manager approves the same.

• Select HR Letter — Choose one or more HR Letter templates to auto-email the employee at the configured trigger point; leave blank to suppress automatic dispatch.

• Send letter upon — Sends the HR letter as soon as the employee is marked separated, or only after the Full and Final settlement is completed, with separate checkboxes for ESS-raised and Cloud-raised separations.

• Send letter on — Delivers the HR letter to the employee's official company email or their personal email on file.

• Notice Period Days — Selects the Employee Config field holding the notice period duration, which the system uses to auto-calculate the Last Working Date on resignation.

• Disable Ess login After Separation —Set number of days after separation when the ESS access should be revoked, or check Disable Instantly to revoke it the moment HR approves the separation and employee is separated.

• Adjustment Behavior — For both Last Working Date and Resignation Date, sets whether a default date falling on a holiday moves to the previous working day, the next working day, or stays unchanged; HR can still override manually, and this doesn't retroactively change dates already saved on in-progress separations. The Last Working Date as per Notice Period is saved independently in the reports.

• Last Working and Resignation Date update Permission — For both Last Working Date and Resignation Date, independently toggles whether Employees, and Managers and HR can edit the dates after submission, and whether they're restricted to working days only or allowed any day with a warning on Holiday / Week-offs.

• Stop Payment Custom — Yes automatically excludes separated employees from the next payroll run; No leaves payroll to stop payment manually.

• Manager Approval Days —Number of days a manager has to act on a resignation before moves further in the Approval Chain (Department Heads and HR); leave blank for no time limit.

• Resignation Date can be added upto Days — Sets how far back an employee can backdate a resignation date; Blank allows any past date.

• Separation HR Approval Lock — True restricts HR's ability to approve separations to the day-of-month window set in From / To below; False allows approval anytime. Saving this page while separations are pending updates only the lock settings — everything else waits until those records clear.

Each field below can be set to Mandatory (blocks submission until filled) or Optional, on the separation request form:

• Employee Comments — The reason/comments box the employee fills in when submitting their resignation.

• Manager Comments — The feedback field the manager fills in when accepting or rejecting a resignation.

• Resignation Letter — The file upload field for attaching a formal resignation letter document.

• Personal No — The employee's personal mobile number, used for contact after company systems are deactivated.

• Email ID — The employee's personal email address, used to send documents like relieving letters and FnF statements post-separation.

• Designation — The employee's current designation, shown on the form and used on relieving letters.

• Address — The employee's home address, used for mailing physical documents like PF forms or experience certificates.

  And Click on Save.

Reminders

Path: Cloud > Settings > HR > Exit Notification Settings > Reminders

Configures automated email reminders that fire on specific exit events; each row handles one event and lets you choose who gets notified.

Set Reminder Settings to Yes to reveal the configuration table below.

• Entities — Select specific employees who should always receive this reminder, regardless of their role in the exit process.

• Emails — Enter one or more comma-separated email addresses for external or additional recipients not in the system.

• Manager — Sends the reminder to the resigning employee's direct manager.

• HRs — Sends the reminder to the HR team.

• Dpmt Head — Sends the reminder to department heads; when checked, Type must also be set to specify which department heads.

• Type — Only relevant when Dpmt Head is checked: Exit sends to the department heads configured under Exit/Separation Department Head Setting (the resignation approval chain), FNF sends to the department managers configured for Full & Final clearance sign-off — these are different people, and both need to be configured for department head reminders to work.

Each row below is one exit event that can trigger a reminder:

• Employee Resigns — The employee submits a separation request via ESS.

• Manager Approves Resignation — The manager approves the resignation.

• Manager Rejects Resignation — The manager rejects the resignation.

• Last Working Day Alert — An automated alert fires as the Last Working Date approaches, with the lead time set per row.

• Full & Final HR Accepts — HR completes and approves the Full & Final settlement.

• HR Edits Last Working Date — HR changes the Last Working Date after manager approval.

• Full & Final Form Activated — HR activates the Full & Final form for processing.

• Dept. Head Approves Resignation — A department head approves the resignation, as part of the Exit approval chain.

• Dept. Head Rejects Resignation — A department head rejects the resignation, as part of the Exit approval chain.

• HR Approves Resignation — HR approves the resignation.

• HR Rejects Resignation — HR rejects the resignation.

• Full & Final Department Accepts — A department head approves the FnF clearance step for their department.

• Full & Final All Department Accepts — Every department has now approved FnF clearance.

Actions

Step 1: Click the eye icon on a row to preview the email as it will be sent.

Step 2: Click the envelope icon to open that row's email template for editing — subject, body, and merge-field categories like Master, Special, Dynamic, and Learning Details.

Step 3: Click the trash icon to delete the row.

Path Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=ExitNotificationSettings

How To Configure Full And Final Settings?

Path: Cloud > ESS Settings > Full & Final > Full And Final Settings

This page controls whether the Full & Final process is active, what triggers it, how long the clearance period runs, and which form HR uses for it.

Step 1: Log in to the Cloud Portal, open ESS Settings, go to Full & Final, and select Full And Final Settings.

Step 2: Set Full & Final Process Activate to Yes or No to turn the process on or off.

Step 3: Under Full & Final Activation Trigger, choose when the FnF No Dues process starts: On Employee Separation (right after the employee is separated from the system), On HR Approval (right after HR approves the separation request in ESS or cloud using Approve and Separate Later), or a set number of days before the Last Working Date when the process should start.

Step 4: Enter Clearance Period Days — the number of days allowed for the clearance process.

Step 5: Under HR Form, select which form should act as the Final FnF No Dues form for the HR. Click Save.

Important Note: Pocket HRMS recommends X Days before LWD, since it avoids last-minute dependencies by starting FnF at a pre-planned time — On Employee Separation waits for a confirmed exit, On HR Approval starts right after validation.

Path Link: https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=FullFinal&submodule=FullFinalSettings

How To Assign Approval Matrix Manager For Employees?

Path: Cloud > Employee > Employee List > Employee Profile > Approval Matrix

This screen assigns which manager approves which type of request for an employee — including the two separation-related approval roles — through a shared checklist of workflow types.

Step 1: Log in to the Cloud Portal and open Approval Matrix Manager (under Manager Details). Click Add Approval Matrix Manager, or Import Approval Matrix Manager Details to bulk-upload entries instead.

Step 2: Select the Employee, then search for and select a Manager under Select Manager.

Step 3: From the checklist, check Selfservice Separation Manager if this manager should approve separations the employee raises themselves from their ESS Portal.

or check Employee Separation Manager if this manager should approve separations that HR or an admin raises on the employee's from Cloud Portal. Click Save.

Path Link: https://cloud.pockethrms.com/Employee/employee/Profile?employeeID=17489&module=profile&empstatus=1

How To Configure Role Allocation (Exit Module)?

Path: Cloud > ESS Settings > Role Allocation > Module: Exit

This screen defines what each role — HR, Manager, Admin, and others — is allowed to do within a selected module.

Step 1: Log in to the Cloud Portal, open ESS Settings, and select Role Allocation.

Step 2: Under Select Module, choose Exit for the Exit/FnF module. Under Select Role, choose the role to configure — for example HR, Manager, or Admin. Click Search.

Step 3: In the checklist that appears, check or uncheck items to control what that role can access — for example, for Manager under the Exit module:

Report > Exit Tracker, Request > Employee Separation, and Approval > Separation Approval Data, HR Separation Approval Data, and Department Head Separation Approval, And Click Save.

Path Link: https://cloud.pockethrms.com/Settings/Employee/ESSIndex?module=Profile&submodule=RoleAllocation

How to Add Separation Reason?

Path: Cloud > Settings > HR > Pop Up data > Separation Reason

This is where the list of selectable reasons for separation is maintained — the values that populate the Separation Reason dropdown elsewhere in the exit flow.

Step 1: Log in to the Cloud Portal, open Settings, go to HR,

and select Pop Up data.

Step 2: Under Select Component, choose Separation Reason. Click the + icon to add a new reason.

Step 3: enter the text under Value in the popup that appears, then click Save.

Step 4: Use the other two icons at the top to export (download) or import (upload) the list of reasons.

Step 5: On an existing reason card, click the pencil icon to edit it, or the trash icon to delete it.

Existing reasons appear as cards, each showing an Employees Available count with avatar icons — Better Offer, Family Reason, Health Issues, Medical Issue, Personal Issue, and Salary Issue are already configured in this example.

Path Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=hr&submodule=popup

How to Separate an Employee Through the Cloud Portal?

Path: Cloud > Payroll > Transactions > Separation.

The Separation screen is HR's entry point for formally initiating and processing an employee's exit from the organization.

Step 1: Log in to the Cloud Portal, open Payroll, Click on Transactions, and select Separation.

Step 2: Select the Employee. Date of Joining fills in automatically and is read-only.

Step 3: Set Separation Type to Voluntary or Involuntary, depending on whether the employee (Voluntary) or the employer (Involuntary) initiated the separation.

Step 4: Set Separation Status — options include Separation, Suspension, Resignation, Other, Termination, Retirement, ContractEnd, Abscond, Redundancy, and Expired.

Step 5: Set Separation Reason, Enter Last Working Date and Resignation Date.

Step 6: Under Disable ESS Login After Separation, choose one:

• Tick Disable Instantly upon Separation to remove access the moment the separation is processed.

• Enter a number of days — 1 disables login at 00:00 the next calendar day after separation, 2 disables it at 00:00 the day after that, and so on.

• If the Last Working Date is future-dated, login is disabled according to that date instead.

Step 7: Set Activate FNF No Dues Forms, to YES or NO.

Step 8: Set Employee Rehire to Yes or No, and edit Employee Rehire Remark as needed. This mandatory field auto-fills a default remark based on the Rehire choice, but can be edited freely.

Step 9: Click Save to submit the separation.

Step 10: Click Left Employees to view the list of employees already separated.

Path Link: https://cloud.pockethrms.com/Payroll/Transaction/separation

Important Note: After HR initiates a separation from Cloud, the approval request reaches the Employee Separation Manager only if that manager has already been assigned to the employee.

How To assign an Employee Separation Manager to a Specific Employee?

Path: Login into Cloud Portal > Employee > Employee List > Select Employee > Approval Matrix.

Step 1: Log in to the Cloud Portal, open Employee, go to Employee List, and select the employee's profile.

Step 2: Go to Approval Matrix and click Add Approval Matrix Manager.

Step 3: Enter the Manager's name and set Priority.

Step 4: Check Employee Separation Manager from the module checklist, and Click Save.

Path Link: https://cloud.pockethrms.com/Employee/Employee/EmployeeList

How to Approve an HR-Initiated Employee Separation as a Manager?

Path: ESS > Profile > Approval > Manager Approval

The Manager Approval screen is where a resigning employee's manager reviews and acts on separation requests routed to them.

Step 1: Log in to ESS, open Profile, go to Approval, and select Manager Approval.

Step 2: Under Module, select Employee Separation.

Step 3: Set From Date and To Date, then click Search.

Step 4: Click View Details on a row to review the request.

Step 5: Tick Approve and Save,

or Reject, If you select to reject the request, Enter a remark then click Save.

Path Link: https://ess.pockethrms.com/Employee/Profile/EmployeeApprovals?Menu=managerapprove

ESS Transactions For Exit And FNF Settlement?

How to Raise an Employee Self-Separation Request?

Path: ESS Portal > Exit > Request > Employee Separation

The Employee Separation page is where as an Employee, you can raise a self separation or resignation request. You provide your separation/resignation details like, the reason for leaving, desired resignation and last working dates and any supporting documents, before submitting the request for managerial, departmental and HR approval.

Step 1: Log in to the ESS Portal, open the Exit module, go to Request, and select Employee Separation.

Step 2: Check your details in the Employee Details section. Employee Name, Employee Code, Department, Designation, and Date of Joining are filled in automatically from your record and cannot be edited.

Step 3: Set your Resignation Date using the calendar. The Last Working Date updates automatically based on the Resignation Date and Notice Period Days. You will be able to edit the Resignation and Last Working dates only if the Amin/HR has enabled edit rights for the employees. Else, Resignation Date will be automatically taken as ‘TODAY’ and Last Working Date as ‘Resignation Date + Notice Period Days’.

Step 4: Separation Status will be by default selected as Resignation, since the other options are applicable for Involuntary Separation processed by HR from cloud.

Step 5: Select your Separation Reason from the dropdown.

Step 6: Enter your contact details — Personal Email ID, Personal Mobile No, and Address — so you can be reached after you leave.

Note: These details will be auto-fetched if they were updated in your profile.

Step 7: Upload your documents. Use Choose File under Resignation Letter to attach your resignation letter, and Choose File under Other Attachments for any additional files.

Step 8: Add any extra details in the Comments box, And Click Submit to raise your separation request.

After you submit, the request goes to the responsible manager for approval.

Step 9: Under Separation Status, review your submitted request — Date of Joining, Last Working Date, Separation Reason, Remarks, Employee Comments, HR Attachments, Resign Letter, Other Attachments, and Status. Click Cancel to withdraw it.

Step 10: Under Approval Status, check the current stage — it updates to Approved once the manager approves the request. Click Manager Status to see the assigned manager's code, name, and approval status.

Path Link: https://ess.pockethrms.com/ExitManagement/Transaction/Request?Menu=EmployeeSeparation

How to Approve an Employee's Self - Separation Request as a Manager On ESS?

Path: ESS Portal > Exit > Approval > Separation Approval Data

When an employee raises a separation request, it comes to the assigned manager on the Separation Approval Data page. Here the manager reviews the request, adjusts the Resignation and Last Working dates if needed and enabled for Manager, and either approves or rejects it.

Step 1: When a request is raised, Manager gets a notification under Exit Management on their dashboard, along with an email if configured in Exit Notification Settings (Reminder).

Log in to the ESS Portal, open the Exit module, go to Approval, and select Separation Approval Data.

Step 2: The page opens on the Separation Approval Data tab, which lists the separation requests waiting for your approval. Each row shows the employee code, name, module name, Entry date, last working date, separation type, separation category, separation reason, employee comments, and status.

Step 3: In the Action column of a request, click Details to open a read-only summary of the full separation request.

Step 4: Click Manager Status to check the approval status of all the Managers.

Step 5: Click View to open the approval screen for the request.

Step 6: Review the request. You can adjust the Resignation Date and Last Working Date using the calendars if needed and only if the Admin/HR has enabled the edit rights for the Managers. The page also shows the last working date calculated from the notice period and modifications done by Managers prior to your level (if available).

Step 7: Enter your mandatory comments in the Manager Remarks box.

Step 8: Click Approve to approve the request,

or Reject to reject it.

Once you approve, the request moves to the department head(s) if available, else it directly moves to HR.

Path Link: https://ess.pockethrms.com/ExitManagement/Transaction/Approval?Menu=SeparationApprovalData

How to Approve Employee Separation as a Department Head On ESS?

Path: ESS Portal > Exit > Approval > Department Head Separation Approval

The Department Head Separation Approval page is where the assigned department head reviews and acts on separation requests that have cleared manager approval.

Step 1: When a Separation Request has received Managers approval, the Department Heads gets a notification under Exit Management on their dashboard, along with an email if configured in Exit Notification Settings (Reminder).

Log in to the ESS Portal, open the Exit module, go to Approval, and select Department Head Separation Approval.

Step 2: The page lists separation requests awaiting department head approval. Each row shows the employee code, name, module name, creation date, last working date, separation type, separation category, notice period days, separation reason, and entry status.

Step 3: In the Action column of a request, click Details to open a read-only summary of the full separation request.

Step 4: Click Department Head Status to see the assigned department head's code (including you), name, approval status, approval date, and remark.

Step 5: Click View Details to open the approval screen for the request.

Step 6: Review the request — Employee code and name, Last Working Date, Separation Category, Separation Type, Asset Details, and Separation Reason. The page also shows the Last Working Date calculated from the notice period and dates modified by the Managers.

Step 7: Check Asset Details for the list of assets allotted to the employee. Before approving, release any allocated assets

go to Asset Details- Employee Profile And Select the Asset and Click on Release, add a note, and click Submit.

Step 8: Enter a Reason.

Step 9: Click Approve to approve the request,

or Reject to reject it.

Once approved, the request moves to HR For their Approval.

Path Link: https://ess.pockethrms.com/ExitManagement/Transaction/Approval?Menu=DepartmentHeadSeparationApproval

How to Approve Employee Separation as HR Through ESS?

Path: ESS Portal > Exit > Approval > HR Separation Approval Data

The HR Separation Approval Data page is where HR reviews separation requests after manager and department head approval.

Reviewing Requests

Step 1: Log in to the ESS Portal, open the Exit module, go to Approval, and select HR Separation Approval Data.

Step 2: Optionally filter by Employee or Department, then click Search.

Step 3: The page lists all separation requests, each showing the code, name, entry date, resignation date, modified LWD, Manager status, Department status, and HR Action.

Step 4: Click the Manager status badge to see the manager's approval level, name, approval date, and remark.

Step 5: Click the Department status badge to see the department head's approval, approval date, and remark.

Approving a Request

Step 1: Set Employee Rehire to Yes or No.

A remarks popup appears with a default and editable message based on your choice

which you can edit before saving.

Step 2: The Exit Interview Form will open automatically if the Admin/HR has configured the same in Exit Notification Settings in cloud. However, it can be manually opened and closed from here.

Step 3: Click Approve in the HR Action column to open the review screen.

Step 4: Review the Separation Details and Asset Details shown.

Step 5: Set Separation Type as Voluntary or Involuntary and Separation Category — for a self-service separation, set Separation Category to Resignation.

Step 6: Enter DHR/HR Remark. This is mandatory.

Step 7: Attach a file under Attachment, if needed.

Step 8: Click Approve to open the Approve Employee Separation,

or click Withdraw to withdraw the request instead.

Step 9: After Clicking Approve, Optionally set Disable ESS Login after Separation, as Days or Disable Instantly upon Separation.

Step 10: Choose Approve and Separate Later to approve the resignation now while keeping the employee active until their Last Working Date — they auto-separate at end of day on that date unless HR separates it first.

Step 11: Choose Approve and Separate Now to approve and separate the employee immediately, adjusting ‘LWD Updates to’ if needed.

After Approve and Separate Later, the Approve button in the HR Action column turns into an Edit button, so HR can update the LWD or separate the employee early at any point before the auto-separation date.

After Approve and Separate Now, the employee is separated immediately, and the row's PDF, Excel, and comment icons become active — • PDF downloads the exit report, • Excel downloads it as a spreadsheet, • and the comment icon adds a remark.

Related Records

Step 1: Scroll down to Previous Records and click Load Previous Records to see already-approved requests. Each row shows Rehire Remarks, Download PDF and Download Excel for the interview report, Manager Status, Details, and Edit for the separation and Last Working Date.

Step 2: Scroll down further to Cloud Separation Records and click Load Cloud Separation Data to see separations initiated directly from Cloud. Manager, Dept, and HR Action show as Cloud Separation for these rows, since they bypass the ESS approval chain.

Path Link: https://ess.pockethrms.com/ExitManagement/Transaction/Approval?Menu=HRSeparationApprovalData

How to Approve Employee Separation as a Dedicated HR Through ESS?

Path: ESS Portal > Exit > Approval > DHR Separation Approval Data

A Dedicated HR (DHR) is an employee who is given HR-level approval and review access, but only for a specific set of employees who are tagged to them, instead of the entire company. This is useful when you want to split HR workload — for example, by department or location — without giving every HR person full visibility into all employee records. HR and DHR approval run in parallel after manager and department head approval.

Important Note: The HR and DHR Separation Approval Data tabs are initiated at the same time — this is a parallel approval, not a sequential one. Whichever of HR or DHR approves first, that decision is taken as the outcome.

To add a dedicated HR: : How to Assign a Dedicated HR?

Reviewing Requests

Step 1: Log in to the ESS Portal, open the Exit module, go to Approval, and select DHR Separation Approval Data.

Step 2: Optionally filter by Employee or Department, then click Search.

Step 3: The page lists all separation requests, each showing the code, name, entry date, resignation date, modified LWD, Manager status, Department status, and DHR Action.

Step 4: Click the Manager status badge to see the manager's approval level, name, approval date, and remark.

Step 5: Click the Department status badge to see the department head's approval, approval date, and remark.

Approving a Request

Step 1: Set Employee Rehire to Yes or No.

Step 2: Set Exit Interview to Open or Close.

Step 3: Click Approve in the DHR Action column to open the review screen.

Step 4: Review the Separation Details and Asset Details shown.

Step 5: Set Separation Type and Separation Category — for a self-service separation, set Separation Category to Resignation.

Step 6: Enter DHR/HR Remark. This is mandatory.

Step 7: Attach a file under Attachment, if needed.

Step 8: Click Approve to open the Approve Employee Separation choice,

or click Withdraw to withdraw the request instead.

Step 10: Choose Approve and Separate Later to approve the resignation now while keeping the employee active until their Last Working Date — they auto-separate at end of day on that date unless updated first. Optionally set Disable ESS Login after Separation, as Days or Disable Instantly upon Separation.

Step 11: Choose Approve and Separate Now to approve and separate the employee immediately, adjusting LWD Updates to if needed.

Related Records

Step 1: Scroll down to Previous Records to see already-approved requests.

Once approved here, the separation process is complete.

Path Link: https://ess.pockethrms.com/ExitManagement/Transaction/Approval?Menu=DHRSeparationApprovalData

How To Configure FNF No Dues Form Settings?

The FnF No Dues process is where each approving department confirms that a departing employee has no outstanding dues against them before the final settlement is released.

The process begins according to the trigger set under Full And Final Settings, and routes to each approver in sequence.

This helps in:

• Collecting departmental clearance against a single settlement record

• Preventing a settlement from closing while dues remain open

• Giving each approver a defined window to act before the exit date

Important: The FnF No Dues process runs only when Full & Final Process Activate is set to Yes under Full And Final Settings, and only for department heads mapped under FnF Department Head Manager.

When the FnF No Dues Process is Triggered

The trigger point is set under Full And Final Activation Trigger in Full And Final Settings.

Option	Trigger Point	Ideal When / Suitable For
On Employee Separation	F&F forms are triggered after the employee is separated from the system	Best for companies preferring to start FnF only after confirmed exit
On HR Approval	F&F forms are triggered after HR approves the separation request in ESS	Useful when companies want early initiation after validation
X Days before LWD	F&F forms are triggered x days before the Last Working Date	Ideal for proactive departments who want to prepare in advance based on the most recent exit plan

smHRt Recommendation: X Days before LWD offers the most flexibility and helps organizations avoid last-minute dependencies by initiating FnF at a pre-planned time.

To change the trigger, refer to Full And Final Settings.

Where the FnF No Dues Form is Submitted

Each approver submits their FnF No Dues Form from their own approval screen:

• Department Head — ESS → F & F → Approval → Full Final Department Approval

• HR — ESS → F & F → Approval → Full Final HR Approval

Full Final Department Approval and Full Final HR Approval appear as tabs at the top of the screen. You can switch between them without navigating away.

Full And Final Department Head Approval

Path: ESS → F & F → Approval → Full Final Department Approval

The Full Final Department Approval screen is where a department head reviews a departing employee's separation record and submits the department's F&F No Dues Form.

Step 1: Open the Approval Screen

Log in to the ESS Portal, go to F & F, then select Approval and open Full Final Department Approval.

Step 2: Locate the Employee's Request

The screen lists the separation requests routed to you. Use Search to filter the list, and Show entries to change the number of rows displayed.

The list displays the following columns.

Column	Description
CODE	The employee's code
NAME	The employee's name
COMPANY	The company the employee belongs to
ENTRY DATE	The date the request was raised
STATUS	The current status of the request, such as Pending
MANAGER STATUS	Opens the manager's action status on the request
ACTION	Details and View buttons

Each column heading can be clicked to sort the list.

Step 3: Review the Separation Details

Click Details to open the Separation Details window. The window displays:

• Code

• Employee Name

• Personal Email ID

• Department

• Designation

• Date of Joining

• Last Working Date

• Separation Status

• Resignation Letter

• Resignation Date

• Personal Mobile No

• Address

• Separation Reason

• Remarks

• Other Attachments

Step 4: Download the Resignation Letter

Click Download against Resignation Letter to download the letter submitted by the employee.

Step 5: Check the Manager Status

Click Manager Status to open the Manager Status window. The window lists each approver against the request:

• MANAGER CODE and MANAGER NAME — the approver's employee code and name

• FORM — the form assigned to that approver, such as F&F No Dues Form

• STATUS — the approver's status against that form, such as Pending

The STATUS value against each approver updates as that approver submits their form.

Click Close to return to the list.

Step 6: Open the F&F No Dues Form

Click View to open the Full Final Approval Save New screen.

The header displays Employee Name & Code, Last Working Day, Tenure and Employee Status for the employee.

Step 7: Upload the F&F No Dues Form

Under 1. F&F No dues form, drop the completed form into the upload area or click to browse for it.

The file must be a PDF, JPG or PNG, and must not exceed 5 MB. The upload is mandatory.

Step 8: Submit the Form

Click SUBMIT to submit the department's clearance.

The request then moves to the next approver, and the row is removed from the Full Final Department Approval list.

Important: The sections shown on this screen are built from the form assigned to the FullnFinal module under Form Master. Sections and fields differ by company.

Full And Final HR Approval

Path: ESS → F & F → Approval → Full Final HR Approval

The Full Final HR Approval screen is where HR reviews each department's F&F No Dues Form, submits HR's own form, and closes the clearance for the departing employee.

Step 1: Open the Approval Screen

Log in to the ESS Portal, go to F & F, then select Approval and open Full Final HR Approval.

Step 2: Locate the Employee's Request

The Pending Records section lists the clearances awaiting HR action. Use Search to filter the list, and Show entries to change the number of rows displayed.

Step 3: Check the Manager Status

Click Manager Status to open the Manager Status window. The window lists each approver against the request:

Step 4: Review the Separation Details

Click Details to open the Separation Details window. The window displays:

• Code

• Employee Name

• Personal Email ID

• Department

• Designation

• Date of Joining

• Last Working Date

• Separation Status

• Resignation Letter

• Resignation Date

• Personal Mobile No

• Address

• Separation Reason

• Remarks

• Other Attachments

Step 5: Open the F&F No Dues Form

Click View to open the Full Final Approval Save New screen.

Step 6: Review the Employee Summary

The header displays the employee's Employee Name & Code, Last Working Day with the number of days elapsed, the Department Head responsible for the clearance, the Tenure, and the Employee Status.

Step 7: Select the Form to Work On

The screen displays one tab per form assigned against the clearance:

• Full and Final Form - F&F No Dues Form — the department's F&F No Dues Form

• Full and Final Form - HR — HR's own F&F No Dues Form

Each tab displays an attention banner naming the team responsible for that form, reminding you to verify that all asset and access clearances are documented before final submission.

Step 8: Upload the Form

Under 1. F&F No dues form, drop the completed form into the upload area or click to browse for it.

The file must be a PDF, JPG or PNG, and must not exceed 5 MB. The upload is mandatory.

Step 9: Save or Submit the Form

The buttons available depend on the tab you are on:

• SAVE AS DRAFT — the filled form is saved but not submitted. Once saved, the Submit button is enabled to approve the FnF.

• SAVE AND SUBMIT OR SUBMIT FINAL APPROVAL — the form is saved and submitted at once. The FnF is approved and moved to the Approved Records section of this screen.

Click the ? icon beside the buttons to view a summary of what Save As Draft and Save and Submit do.

A form saved as a draft can be reopened and edited later if corrections are needed, then submitted once it is final.

Step 10: View the Approved Records

Scroll to the Approved Records section at the bottom of the screen. It lists the clearances that have already been approved, and carries its own Search, Show entries and pagination controls.

• F & F NO DUES REPORT — click Download PDF or Download Excel to download the approved No Dues report in that format.

• MANAGER STATUS — opens the same Manager Status window, with each approver's status shown as Approved.

• ACTION — click Details to open the Separation Details window, or Edit to reopen the Full and Final Form - HR screen.

Approval Sequence

The department heads submit their F&F No Dues Forms first. Once a department head submits, the request moves to the next approver and the row is removed from the Full Final Department Approval list.

HR is the final approver. No further approval is required once HR submits, and the record moves to the Approved Records section of the Full Final HR Approval screen.

Related Configuration

The FnF No Dues process depends on two configuration screens in Cloud. Configure both before the process is used.

Screen	Path	What it controls
Full And Final Settings	Cloud → ESS Settings → Full & Final → Full And Final Settings	Whether the process is active, the activation trigger, the clearance period, and the HR form
FnF Department Head Manager.	Cloud → ESS Settings → Full & Final → FnF Department Head Manager	Which department heads receive the FnF No Dues request for each department

Why is this step required?

If Full & Final Process Activate is not set to Yes, the FnF No Dues forms are never triggered and no approval screen receives a request.

If no department head is mapped under FnF Department Head Manager, the request has no recipient and the clearance chain cannot start.

To create or edit the form used here, refer to Form Master.

How to Configure Full and Final Settlement of an Employee?

The Full and Final Settlement (F&F) process calculates and settles all dues payable to an employee when they leave the organization, including earnings, deductions, leave encashment, notice period adjustments, and any recoveries.

For detailed information on the Full and Final Settlement process, refer to the following topics:

How to run or generate a Full and Final Settlement?

Follow the steps outlined in the dedicated guide to generate and process the Full and Final Settlement for an employee.

How to run or generate a Full and Final Settlement?

How to download Full and Final processed payslip (FNF Settlement Slip)?

Once the Full and Final Settlement has been processed, follow the dedicated guide to download the employee’s FNF Settlement Slip.

How to download Full and Final processed payslip (FNF Settlement Slip)?

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