APM Pvt.

LTD HUMAN RESOURCES

EMPLOYEE EXIT PROCEDURES

TABLE OF CONTENTS

TABLE OF CONTENTS....................................................................................................... 2 TITLE................................................................................................................................2 PURPOSE..........................................................................................................................3 SCOPE.............................................................................................................................. 3 OBJECTIVES...................................................................................................................... 3 PROCEDURE DETAIL......................................................................................................... 4 SECURITY AND ACCESS....................................................................................................6 OFFICE AND HOME OFFICE EQUIPMENT...........................................................................6 MOTOR VEHICLE ACCESS AND JOURNEY RECORDS..........................................................7 OTHER DEPARTMENTAL RESOURCES...............................................................................7 STATEMENT OF SERVICE..................................................................................................7 EXIT REPORT/INTERVIEW.................................................................................................8 ROLES AND RESPONSIBILITIES.........................................................................................8 MONITORING, EVALUATION AND REVIEW........................................................................8 MANAGERS CHECKLIST...................................................................................................9 EMPLOYEE EXIT REPORT................................................................................................11

TITLE
HR Employee Exit Procedures

PURPOSE
To enable improved management of departmental systems and resources To enable the department to benefit from employee feedback To improve the efficiency of the process of terminating employment

SCOPE
All APM employees. These procedures are to be followed whenever employees cease employment with this department. This includes the termination of employment through resignation, retirement, the completion of contract employment, permanent transfer to another government agency, or dismissal.

OBJECTIVES
The desired outcomes are that: Executive managers, workgroup managers and employees are informed of the procedures which follow the decision to terminate employment; Payroll, Shared Services SA receives timely and complete advice which enables the efficient processing of the termination of employment and the accurate calculation of termination payments; Employees leaving the department have the opportunity to provide feedback on the nature and organization of their work; Procedures are put in place to review this feedback and consider its implications for departmental policies and procedures; Workgroup managers have more effective control over workgroup resources; Access to departmental systems and resources is controlled more effectively; and Employees leaving the department are informed of and formally acknowledge their on-going obligations with regard to confidentiality and intellectual property rights.

PROCEDURE DETAIL
Managers Checklist
Use the Managers Checklist, to ensure that all relevant actions are undertaken and completed. All checklists are to be signed by both the exiting employee and the workgroup manager.

Notification of Cessation of Employment

Employees are required to provide timely and appropriate written advice of their intent to terminate employment with the department according to the conditions of employment specified in the acts, regulations and Commissioners Determinations that apply to specific employee groups. Where a persons employment is to be terminated for any other reason, for example death or dismissal, the workgroup and/or executive manager need to be aware of the relevant implications for the effective management of these procedures.

Advice to Shared Services SA, Payroll Services for Reconciliation of Payments

Shared Services SA, Payroll Services (SSSA) requires prompt advice of any termination or transfer of employment to facilitate the timely and accurate calculation and processing of termination payments to the employee. Employees and managers should be aware that close-off deadlines for th any given payday occur 8 days earlier than the pay day... For example, if the pay day is 24 June, th Shared Services will only process documentation received by close of business 15 June. Notification of termination or transfer of employment from APM via relevant forms enables SSSA, Payroll Services to start processing the termination or suppression of employment. In the case of temporary or contract employees, termination payments may also be initiated on receipt of an auto-generated report.

Reconciliation of Hours Worked

The workgroup manager is required to check flextime recordings (corporate sites) or compressed weeks agreement and confirm with the employee: The timelines and agreement for making up of any debit hours and/or actioning the required pay deduction; and

Reconciliation of Leave Taken and Applications Submitted

The workgroup manager is required to check the attendance of the employee and the associated lodgement of leave forms. Any outstanding leave forms should be completed and forwarded to SSSA as a high priority.

Outstanding Claim Forms

The workgroup manager is required to ensure that any outstanding claim forms (e.g. for overtime, travel expenses, mileage claims or other reimbursement) are completed and forwarded to the relevant recipient for processing.

Reimbursement from Employee

The workgroup manager is required to check that any outstanding monies owed by the employee, such as reimbursement for personal mileage, advances or loans, or mobile phone bills are identified.

The workgroup manager is to negotiate with the employee to either reimburse any such amounts or provide written authorization for the amount to be deducted from the employees termination payment. The workgroup manager should note any unresolved issues regarding monies owed in the comment section on the Managers Checklist.

ADVICE TO TECHNOLOGY & KNOWLEDGE MANAGEMENT SERVICES (T&KMS)

Prompt advice of any termination or transfer of employment is required to ensure that all access to IT systems is revoked and the security of departmental systems is protected.

Department- wide IT systems and accounts

As soon as a termination date is known, the workgroup manager is to advise T&KMS using the forms and processes specified by T&KMS. These are available on the departmental Intranet and Internet sites and from T&KMS. The finish date for access to IT systems will usually be the employees last day of duty. As much notice as possible, and at least three days notice should be given. In some circumstances, an immediate cancellation of access may be required. Where this is the case, the workgroup manager should direct the LAN manager to contact T&KMS as a matter of urgency, preferably by phone, and request the immediate cancellation of any accounts and all access. The LAN manager should then complete and forward the required forms.

Local Systems and IT Accounts

The workgroup manager is required to direct the workgroup LAN manager to ensure that any access to local IT systems and accounts funded locally are cancelled. This is in addition to any access and accounts managed through IT Services and may include home office phone or cable connections.

Network and Hard Drive Files

The workgroup manager is to ensure that the employees work and personal files are to be copied, moved and/or deleted as appropriate. Care needs to be taken that any required business files and records are retained and remain accessible. Files to check include: E-mail; Shared, group and/or personal drives; and Hard drives.

Employee Details on Internal Systems and Databases

The employees details are to be updated on any internal systems and databases in addition to those managed by T&KMS and Payroll Services. These include: Phone lists and directories; and Internal databases and contact lists.

T&KMS Hardware and Software

The workgroup manager is required to arrange for all T&KMS hardware and software assigned or loaned to the employee to be returned to the workplace. For example, items such as: Computer, terminal and/or lap top; Electronic diary; Printer; Software programs, manuals, discs and licenses.

SECURITY AND ACCESS

The workgroup manager is required to ensure that all access to departmental sites, resources and accounts is cancelled. This includes the return of: Access security card(s), swipe card(s) and/or keys; Departmental name tag(s); and Office, cabinet and/or safe keys.

Signature Authorizations
The workgroup manager is required to ensure that the employee is removed from any lists of signatories for departmental accounts and/or purchasing provisions. The appropriate timing of this is to be determined by the workgroup manager and may need to occur prior to the employees last day of duty.

Departmental Files
The workplace manager is required to arrange for any departmental files held by the employee to be returned and filed appropriately. Any electronic files held by the employee that include businesscritical information are to be copied and/or made accessible on the appropriate network(s).

OFFICE AND HOME OFFICE EQUIPMENT

The workgroup manager is required to arrange for all office and home office equipment to be returned. For example: Mobile phone and/or pager; photocopy card(s); Cab charge vouchers and/or cards; Home office equipment.

MOTOR VEHICLE ACCESS AND JOURNEY RECORDS

The workgroup manager is required to ensure that all access to government vehicles is cancelled, paperwork is up-to-date, outstanding claims are lodged and reimbursements made. For example this includes the return of: All car keys and remotes Owners manual Service log book Mileage log

State Fleet vehicle card, and Fuel Card.

*Failure to return these items will attract penalties.

Vehicle Inspection
On return of the vehicle, a Fleet SA Vehicle Assessor will conduct a thorough assessment and complete an Excessive Wear and Tear Checklist, listing any damage/shortfalls of the vehicle that may affect the resale value. A copy of the assessment form will be made available on request from the Vehicle Distribution Centre or from the Vehicle Assessor when assessment is completed. Customers returning vehicles with excessive wear and tear will be charged on a cost recovery basis, including an administration fee to arrange the repairs of the vehicle to an acceptable standard. GST is payable on all wear and tear charges and administration fees.

OTHER DEPARTMENTAL RESOURCES

The workgroup manager is responsible for arranging the return or appropriate reimbursement for any other departmental resources issued or loaned to the employee. For example: Credit card(s) Loans Manuals, policy and documents.

STATEMENT OF SERVICE
Official Statements of Service
Where official statements of service are required, requests in writing must be forwarded to the relevant Human Resources Consultant, giving a minimum of two weeks notice.

Certificate of Appreciation
The department will provide a certificate of appreciation for employees who are completing longterm service (15 years or more) and/or have achieved outstanding service and are leaving the department. These are prepared on request by the Strategic Communications Unit and require at least 6 weeks notice. The criteria and process for requesting such a certificate or letter are available from the Strategic Communications Unit or via the departmental Internet and Intranet sites.

EXIT REPORT/INTERVIEW
It is important to ensure that employees leaving the department have the opportunity to provide feedback on the nature and organization of their work, either through a written Exit Report or a face- to-face Exit Interview. Feedback received via either of these methods must be reviewed and considered in relation to departmental policies and procedures. This will enable workgroup managers to have more effective control over workgroup resources and ensure that exiting employees are informed of and formally acknowledge their on-going obligations with regard to confidentiality and intellectual property rights.

Exit Report
The workgroup manager is to provide each employee who is leaving the department with the Employee Exit Report. The employee is to be invited to complete the report. Any reports completed by employees are to be kept at the work site unless further action requires escalation to the appropriate management level.

Exit Interview
The workgroup manager is to offer the employee the option of an exit interview. The workgroup manager will normally conduct these interviews. The employee may complete the Employee Exit Report at this interview or notes may be taken and confirmed by both parties. Completed forms are to be kept at the site.

ROLES AND RESPONSIBILITIES

Party / Parties Directors Roles and responsibilities Inform workgroup managers of these procedures Manage and review the application of exit procedures for the workgroups within their areas of responsibility so that the desired Outcomes are achieved Inform employees of these procedures Manage the procedures so that the desired Outcomes are achieved

Workgroup Managers

MONITORING, EVALUATION AND REVIEW

A review of these procedures and this implementation will occur in June 2012. This will include consultation with workgroup managers, APM HR Systems and Shared Services SA.

MANAGERS CHECKLIST
Exiting Employee Name: Workgroup: ID #: Workgroup Manager:

PROCEDURE Action
Notification of Cessation of Employment Form VL156 or VL159, as appropriate, completed and Forwarded to manager. Form completed, signed and forwarded to SSSA, Payroll Services. Advice to Payroll for Reconciliation of Payments Monitored and confirmed with SSSA Payroll Services: time worked Any debit or credit flextime balance. Reconciled leave taken and lodgement of forms. Reconciled any outstanding claim forms (travel, overtime) Personal charges on credit cards: a) Identified b) repaid. Checked mobile phone charges. Checked any loans and advances (including travel). Advice to IT Services Request AO to cancel access to IT systems completed and Forwarded. Computer or IT Hardware and Software Access to local systems cancelled. E-mail, internet, network and hard drive files cleared and business critical information transferred to appropriate files. Home office phone or cable connections cancelled. Employee details on phone list(s) and internal databases updated. Computer, terminal and/or laptop returned. Printer returned. Security and Access Access security card returned. Credit card(s) returned. Signatories for bank accounts, purchase authorities etc. Changed. Cab Charge vouchers returned. Departmental name tag returned. Office, cabinet and/or safe keys returned. Photocopy card(s) returned. Departmental files returned. Motor Vehicle Access and Journey Records

RESPONSIBILITY
Employee Manager

COMPLETED Initial and Date

or mark N/A

9 9

9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9

PROCEDURE Action
State Fleet vehicle card returned. Car keys and mileage log returned. Vehicle inspection cleared. Personal mileage reimbursement made. Mileage claims submitted. Office and Home Office Equipment Mobile phone and/or pager returned. First aid equipment and beeper returned. Home office equipment returned. Loans Loans returned. Other Departmental Resources Departmental manuals, curriculum, policy and procedural documents returned. Teaching materials, team resources. Certificate/Letter re Employment Request for certificate for long-term employee completed And forwarded to Public Relations Unit. Employee Requirements Employee advised of requirements of the Code of Ethics of the SA Public Sector a) confidentiality b) rights to intellectual property Exit Interview Report a) Exit interview arranged; and/or b) Report pro forma provided to employee. c) Completed form to be kept on site Employees Signature:

RESPONSIBILITY
Employee Manager

COMPLETED Initial and Date

or mark N/A

9 9 9 9 9 9 9 9 9 9 9 9 9 9

9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9

9 9 9 9

Date: Departmental Use: Received: Date: Workgroup Manager Any follow up action required? Any Comments: Yes No

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EMPLOYEE EXIT REPORT

This report is designed to provide employees leaving APM with an opportunity to give feedback which may assist in the future management of staff, the conditions of employment and the provision of satisfying and meaningful work in a safe and equitable work environment. It may be completed in isolation or in association with an exit interview. All reports are reviewed to determine if follow up action is required. I ask that you complete the questionnaire honestly, as your answers may affect decisions made in relation to the workplace. When completed, please return the questionnaire to your line manager/site leader/director (as appropriate) I thank you for your cooperation and assistance,
Executive Manager or Delegate

Name: Workgroup/Site: Line Manager:

Title: Classification: Length of Service:

Questions
1. What is your prime reason for leaving APM? 2. If you worked in a number of areas within APM: (a) Which area did you prefer? (b) Which area did you least prefer?

Comments

(Please give reasons for both) 3. What aspects of your current position did you enjoy most?

4. What aspects of this position did you dislike?

5. What experience, knowledge and personal qualities do you consider essential for this position? 6. What changes, if any, would you like to have made to your current position to make it more effective and satisfying? e.g.: workload recognition and feedback career opportunities workgroup and team relations work environment management 7. Please suggest how you think these changes could be made. 8. Please list any Occupational, Health and Safety issues that you feel should be rectified within your area. 9. How would you describe your induction when you: a) Started work in APM? b) Commenced your current position? 10. What skills and experience do you believe you have gained by working in APM? 11. If you are moving to alternate employment, what conditions and/or incentives attracted you to the position? 12. If the opportunity arose, would employment within APM again? you consider

13. Would you recommend APM to others as a good place of employment? Employees Signature: Date: Departmental Use: Received: Date: Workgroup or Site Manager Any follow up action required? Any Comments: / /_ / _/

Yes

No