Ref.
GRT-HRM-POL-008
Employee Separation Policy
Objective:
The primary objective of the Separation Policy is to ensure a smooth and respectful transition for departing
employees while safeguarding the interests of both the employee and Green Rider Technology. By
establishing clear procedures and expectations for the separation process, this policy aims to promote
transparency, maintain positive relationships, and uphold the company's values of professionalism and
integrity.
Scope:
The policy is applicable to all employees of Green Rider Technology, who are separating from employment
for any reason.
Types of Separation:
There are several types of employee separations, including but not limited to:
A. Voluntary Separation
Separations those are initiated by the employee’s decision to leave the company. This could be
voluntary resignation or retirement from the services of the organisation.
B. Non-Voluntary Separation
Separations which are typically initiated by the employer or external circumstances beyond the
employee’s control. This could be Termination, Layoff, or dismissal from the services of the
organisation.
Notice Period:
The company maintains a standard notice period policy applicable to all levels of employment.
• Notice Period during Probation: During the probationary period, employees intending to resign from
their positions are required to serve a mandatory notice period of 7 days.
• Notice Period after Confirmation: Post employment confirmation, employees intending to resign are
required to serve a mandatory notice period of 30 days.
Separation Process:
Resignation:
1. Employee planning to resign must formally submit a written resignation letter to the Reporting
Manager in copy to HR Department. This letter should include the reason for resignation.
Version: 1.0 Co-Created by: HR Department
Confidential: Only for internal circulation Owner: HR Team
Effective from: May 21, 2025 Approved by: Aaryaman Scindia
2. Upon receipt of the resignation letter, the Reporting Manager is responsible for scheduling a meeting
with the resigning employee to discuss the reasons behind such decision. Based on this discussion,
the Reporting Manager, in accordance with the company's notice period policy, and separation
guidelines, will either accept the resignation or refer it to the Head of Department (HOD) or the
respective HR Manager.
3. HR department will approve the resignation and update the status in employee records and reply to
the employee with their LWD.
4. If an employee has Earned Leave (EL) balance in their kitty, up to a maximum of 5 EL days may be
used to offset the notice period. However, the final approval for such adjustment will rest with the
Head of Department, who will decide whether the employee can utilize their EL balance for this
purpose. The final Last Working Day (LWD) will be confirmed by the HR Department via email
Retirement:
The company's retirement policy stipulates that employees who have fulfilled full-time employment
requirements and attain the age of 58 years will be eligible for retirement. Upon reaching this milestone, the
employment contract will conclude, facilitating the transition of the employee into retirement status.
Advanced notification will be provided to employees approaching the retirement age, ensuring ample time
for planning and preparation for their transition out of active employment.
Termination Procedure
Termination of an employee's services may occur due to the following reasons:
1. Failure to perform assigned duties due to neglect, insubordination, disobedience of superiors, moral
misconduct, or misrepresentation of qualifications during employment, excluding cases of physical
or mental incapacity.
2. Acts including but not limited to breach of integrity, dishonesty, embezzlement, violation of statutory
duties or confidentiality obligations, theft, working under the influence, disregarding company rules,
disobeying orders, causing harm to company property, or engaging in misconduct.
3. Violation of terms outlined in the Employee Appointment Letter or Company Handbook.
4. Violation of terms outlined in the Client Platform.
(7-day notice period will be applicable in such cases.)
5. Conviction of a criminal offense or committing fraud or misappropriation against the company.
6. Unexcused absence without notification to the reporting manager for five consecutive days.
7. Insolvency, contractual restraint, or legal disability preventing fulfilment of obligations.
8. Violation of policies or procedures resulting in damage to economic interests or reputation.
9. Negative verification of past experiences or educational qualifications provided during the hiring
process.
Notice Period Conditions:
• For points 4 and 7, a 7-day notice period will apply.
• For all other reasons the termination will happen with immediate effect.
• In such cases, the employee shall be issued a termination letter on the day of termination, and the
company shall pay all accrued dues after applicable deductions.
• In case Green Rider Technology initiates separation due to performance issues without placing the
employee on a formal Performance Improvement Plan (PIP), or due to the position being redundant,
a 30-day notice period will be applicable for confirmed employees and 7 days for a employees on
probation.
• The final decision on whether an employee needs to serve notice and for how many days will
completely depend upon the discretion of the Senior Management.
Upon termination, regardless of the reason:
a. The employee shall automatically vacate all offices or designations held as a result of their employment
with the Company.
Version: 1.0 Co-Created by: HR Department
Confidential: Only for internal circulation Owner: HR Team
Effective from: May 21, 2025 Approved by: Aaryaman Scindia
b. The employee shall immediately return all company property, including documents, identity cards,
access devices, and any other assets, and shall not retain or replicate any copies in any form.
Additional Termination Conditions:
1. Employment shall cease upon the death of the employee or if the employee becomes physically or
mentally incapacitated, rendering them unable to fulfill their duties (excluding cases already
mentioned).
2. Disability must be verified in writing by a qualified independent physician, mutually agreeable to
both the employee and the Company.
Exit Interview:
1. The exit interview will be done by the HR Manager, before the last working day of the employee.
2. Post exit interview the HR Manager will mention the remarks in the greytHR for future reference
purpose.
Process for Settlement of Final Dues:
1. The Full and Final settlement is processed with last payroll month.
2. Before the last working date, the resigning employee must obtain clearance from all relevant
departments and stakeholders.
3. The relevant stakeholders from respective department responsible for No-Due Clearances, will
provide clearances within 10 days from the LWD.
4. Upon receipt of clearances from all departments, the HR department will forward the settlement
request, along with necessary inputs, to the Finance department for full and final calculations.
5. The employee is entitled to payment of salary and allowances up to the last working day, including
compensation for accrued earned leaves as per leave encashment rules, subject to PF/Tax
deductions.
6. Performance-linked incentives, sales incentives, rewards & recognition gift vouchers will not be
processed for employees serving notice periods at the time of payout, nor included in the Full & Final
settlement.
7. Employees on notice period during the launch of the appraisal cycle will not undergo performance
reviews for that cycle. Also, the employee on resignation before issuance of increment will not be
paid the revised compensation.
8. Any outstanding amounts owed to the company by the employee will be deducted from the final
settlement. And if the amount is more than the settlement amount then a recovery will be initiated
against the employee. If employee do not pay back the recovery within a stipulated timeframe, then
the company may proceed for the legal actions.
9. The Finance Department will prepare and share the Full and Final settlement sheet with the HR
Department within 10 days from receiving the necessary inputs.
10. The HR Department will share the Full and Final settlement sheet with the employee for their consent.
Upon confirmation, the details are forwarded to the Finance department for payment processing.
Relieving Letter and Certificate of Employment:
1. A relieving letter will be issued on the employee's last working day, addressing any recovery issues
beforehand.
2. A certificate of employment (Experience Letter) will be issued after the full and final settlement is
completed, contingent upon recovery settlement, sufficient handover, and completion of the notice
period.
Exit Clearance Guidelines:
1) Reporting Manager Clearance
Reporting manager clearance will be done only after the individual has done complete knowledge
transfer and all the necessary documents and files are handed over before the last working day.
Version: 1.0 Co-Created by: HR Department
Confidential: Only for internal circulation Owner: HR Team
Effective from: May 21, 2025 Approved by: Aaryaman Scindia
2) Admin Clearance
Admin clearance will be done only when the individual has submitted all Assets like ID card, Access
Card, Locker Keys, or any other assets issued to him.
3) IT Clearance
The IT Department will do the clearance for Laptop/ Desktop or any other IT devices, issued to
employee along with disabling the accesses for email and all software tools. If there are any
damages caused to asset, then the same should be mentioned in the no-due clearance for
necessary recovery.
4) Finance Clearance
Finance clearance will be done post considering any outstanding due(s) from the individual. In case
any outstandings like travel advance, petty cash, other dues (if any), the amount must be
highlighted in No-due clearance and necessary adjustments to be made from the final settlement.
5) HR Clearance
HR Manager will sign off the clearance after all the other stakeholders i.e. Reporting Manager,
Finance, Admin, and IT have given their clearance. HR clearance will be given post considering any
outstanding dues from the individual on account of notice period recovery or waiver or any other
dues, if any.
General Guidelines:
1. If employees do not serve the notice period as prescribed in the policy, then they are liable to pay
the salary in lieu of the notice period. The company will deduct the same from employees Full & Final
Settlement. If the amount is more than the settlement amount, then employee will be liable to pay
back the due amount. If the employee does not pay back the amount in a specified duration, then a
legal recovery will be initiated against the employee.
2. Employees are not allowed to take any leaves during notice period. In case of any medical
emergency only the earned leaves can be granted subject to availability of EL balance and on the
sole discretion of the Manager and HR. The Manager can request for extension of notice period for
the number of shortfall days. All other types of leave entitlement become null and void during notice
period.
3. The termination letter will be authorized by the HR Head or another authorized personnel. If feasible,
employees may be offered the opportunity to resign upon request, subject to approval from both
the HOD and the HR Head.
4. All relieving and experience letters will be signed by the HR representative post validation of actual
records from employee master.
Responsibilities
Employees:
1. Providing adequate notice when resigning, as per company policy.
2. Returning all company property, including but not limited to keys, access cards, laptop, documents,
data, software codes, and any other equipment’s before the last day of employment.
3. Support Reporting Manager in smooth transition.
Reporting Managers:
1. Notifying Human Resources immediately of any potential employee separations.
2. Take timely action on resignation request for smooth transition.
3. Ensure proper Knowledge transfer and handover of duties.
Version: 1.0 Co-Created by: HR Department
Confidential: Only for internal circulation Owner: HR Team
Effective from: May 21, 2025 Approved by: Aaryaman Scindia
Human Resources
1. Administering the separation process in compliance with company policies and legal requirements.
2. Conducting exit interviews to gather feedback from departing employees.
3. Providing relevant information and support to departing employees regarding benefits, final pay, post
separation support and any other related matters.
Deviations: Any deviation from this policy requires concurrence from the HR Head or the CEO/MD of Green
Rider Technology. Management reserve the right to modify or terminate this policy without prior notice, which
will be communicated to all employees by Company HR.
Version: 1.0 Co-Created by: HR Department
Confidential: Only for internal circulation Owner: HR Team
Effective from: May 21, 2025 Approved by: Aaryaman Scindia
