Updated in September - 2024 | Subscribe to watch greytHR how-to video
The employee's last working day marks the culmination of their journey with a specific company or organization, signaling the end of their active employment tenure there.
Managing an employee's last working day can be challenging for HR admins due to the various tasks involved, that require careful coordination and attention to detail. These tasks include finalizing payroll and benefits, ensuring the return of company assets, conducting exit interviews, updating company records, and managing the handover of responsibilities.
HR admin
Department Manager
IT Admin
Finance/Accounting Representative
Departing Employee
Managing an employee's last working day is important for both HR and the departing employee for the following reasons:
For HR
Ensures legal and policy compliance.
Protects organizational assets.
Keeps employment records up-to-date.
For Employees
Provides a sense of closure and professionalism.
Ensures timely receipt of final payments and benefits.
Facilitates future references and professional networking.
The greytHR Workflows feature allows you as admins to tailor employees’ last working day workflows. This includes creating task lists for reviewers, attaching reference documents, and incorporating custom forms. Additionally, they can precisely set workflow triggers to activate before, on, or after the event date as required.
Resignation acknowledgment: Formal resignation accepted and documented.
Access to HR tools: Availability of HR management platforms for processing the departure.
Policy awareness: Understanding of legal and policy requirements concerning employee exits.
To create an employee’s last working day workflow policy, perform the following actions:
From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.
On the Workflow Levels page, click Add Workflow Levels. The form opens.
Under General Settings, from the Workflow Type dropdown list, select Events.
In the Policy Name text box, enter Employee’s Last Working Day Workflow Policy.
In the Policy Description text box, enter the description of the policy.
From the Event Type dropdown list, select the required event type.
From the Select Employee Filter dropdown list, select the required employee filter.
Click Save Policy to save the General Settings.
Click Next to move to the Workflow Levels settings.
Select 1 Level/2 Levels/3 Levels/4 Levels/5 Levels/6 Levels/7 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to review the workflow action.
From the Reviewer Level 1 dropdown list, select a job role as the first reviewer.
Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the event based on the selection here. The actions available for a reviewer are:
Accept & Forward: The Accept & Forward option is available for all levels of reviewers. By selecting the option the workflow action gets accepted. The Forward option allows the reviewer to forward the action to the next-level reviewer. This option is available only if there is more than one reviewer.
Reject: This option is available for all levels of reviewers.
Click Add Task to add a task list for Reviewer 1. The Create Task pop-up appears. Perform the following steps to create a new task:
In the Task textbox, enter the task name.
In the Description textbox, enter the task description.
Click Add Attachment(s) to upload any files related to the task.
Note: You can upload up to a maximum of 5 files.
Click Add Form to add a customized form for the reviewer. The Form Builder pop-up appears.
In the Form Title textbox, enter the name of the form.
From the Search field list, drag & drop the required form fields and customize the requirements for each field that you want the reviewer to fill.
Click Save to confirm the form.
On the Form pop-up, select the Make Attachments Mandatory for Reviewer checkbox as per your requirements.
Click Save to complete creating the task.
Note: You can perform the same steps to appoint more than one reviewer.
Click Next to move to Workflow Policy settings.
Under the Workflow Settings, select the required option to trigger the workflow as per your requirements.
Note: If you select the event type as Employee Self-Card Expiry or Employee Family Card Expiry, the system prompts you to select the specific card type.
Click Review and Submit to create the workflow policy for date-based events.
Note: Reviewer 1 can only accept and forward to Reviewer 2 once the task list is completed.
Once you create the workflow policy, you must configure the dates for the system to trigger the workflows. You can trigger the workflow on/before/after the event date.
After you define and activate the workflow policy, the assigned reviewers can review tasks, mark them as completed, or take necessary actions based on their roles as admin or employee.
Extract the detailed date-based event workflow policy report through Query Builder.
Actively clarify exit procedures and expectations with departing employees.
Implement Alumni portals to foster long-term relationships and facilitate potential re-hiring.
Process full and final settlement of departing employees.
Update the employee’s separation details.
Templates