Exit Policy
Leave Policy Version 13.0 Page 1 of 9
I. Table of Contents
A. Distribution List _______________________________________________________________ 3
B. Version History ________________________________________________________________ 4
C. Objective _____________________________________________________________________ 4
D. Scope ________________________________________________________________________ 4
E. Provisions ____________________________________________________________________ 5
Resignation Letter ____________________________________________________________________ 5
Exit Clearance ________________________________________________________________________ 5
Full & Final Settlement_________________________________________________________________ 6
Salary Account _______________________________________________________________________ 7
Employees leaving without intimation /leaving without settling dues __________________________ 7
Relieving letter and work certificate ______________________________________________________ 7
Retirement and Termination ____________________________________________________________ 8
F. Deviations and escalation Matrix _________________________________________________ 9
Leave Policy Version 13.0 Page 2 of 9
Policy Name Exit Policy
Version No 1.4
Contact Person HR Shared Services Head
Last Review 15 February, 2022
Date
Date: 15 Prepared India HR Team
February, 2022 By (Muzaffar Noorani)
India HR Team India
Date: 15 Reviewed
(Mohammed Legal
February, 2022 By
Tousif Akram) Team
Date: 15 Approved India HR Shared Services Head
February, 2022 By (Arunkumar Gopalakrishnan)
A. Distribution List
Issued to all employees of Capgemini Technology Services India Limited.
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B. Version History
Version Date Description
December 21,
1.0 Exit Policy Document.
2017
1.1 May 13, 2019 Addition to termination clause
September 1,
1.2 Addition to Scope of entities
2019
1.3 July 28, 2020 Change in timelines towards resignation approval
1.4 February 10, 2022 Shortfall notice period
C. Objective
To provide best experience to employee for end to end exit process.
D. Scope
The Policy will be applicable to all the permanent full-time employees of Capgemini
Technology Services India Limited & Capgemini IT Solutions Limited.
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E. Provisions
Resignation Letter
Employee needs to submit his/her resignation in Exit Clearance Management
System (ECMS) which is on-line exit application. The resignation must be approved
by the Supervisor/N+1 to whom he/she is tagged on system. The supervisor / N+1
have to approve the resignation in the system within 15 days from resignation date
so that exit clearance process can be started well in advance.
The resigned employee will be released from the services of the company only on
the last working day end of business hours.
Notice period for all employees is 90 days.
However, for employees in probation period the notice period is three months if
they initiate separation and two months if the Company initiates the separation.
Exit Clearance
2.1 Once the resignation is approved by Supervisor/N+1, the exit guidelines
needs to be followed by employee. This contains details of the departments
and SPOCS from whom clearances need to be obtained and the forms (PF,
Gratuity) to be submitted by the employee
2.2 The clearance form is designed to cover 12 departments within the
organization:
o Asset Management
o EIS Clearance
o ICRES
o Library & LND
o Supervisor
o Performance Management
o Finance
o Time Helpdesk
o People Process
o BU HR
o Mobility
o Final HR
2.3 The onus of ensuring completion of the clearance in all respects lies with
the employee. Exit team will verify whether the clearance is completed on the
system on the Last working date and then issue Relieving & Experience
Letters.
2.4 Exiting employees, who are onsite, are governed by the LOA/secondment
agreement currently in force, will have to complete the exit formalities before
leaving the organization.
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2.5 As a part of the exit process, BU HR will conduct an exit interview/discussion.
The employee first needs to complete the feedback form on the system and
then meet the designated HR for a discussion.
2.6 Employees on notice period are not eligible for 5 days advance / upcoming
accrual leave benefit.
Full & Final Settlement
3.1 Employees, whose last working date is within one year from the date of joining,
will be liable for recovery under the following heads, wherever applicable, as a
part of Full & Final Settlement. However, in cases where the terms of
employment mention a different condition / period, the same shall prevail.
Sign On bonus/ Joining bonus
Notice Pay reimbursement paid at the time of joining
3.2 The following heads will be recoverable from the employee as a part of Full &
Final settlement if the employee’s last working date is within one year from the
date of availing the benefit or term mention in agreement.
Relocation expenses
Training Costs, if applicable
Settling Allowance
Kit allowance.
3.3 Shortfall of Notice Period:
The Notice period of 90 days needs to be served by all the employees however
shortfall of notice period wherever applicable shall be recovered from the
employee at the rate of monthly total base compensation (TBC). This amount
has to be paid by the employee in the form of a Demand draft drawn in favor of
“Capgemini Technology Services India Limited” or through online payment to the
Company on or before his/her last working day
The full and final settlement i.e. the dues pending from the company to the
employee, will be credited to employee’s salary account within 45 days from the
date of completion of the exit clearance formalities. In case the exit is approved
on the last working date of the employee then the clearance completion and
subsequent issuance of letters will be delayed.
3.4 In case of any dues pending from the employee to the company, the same is to
be paid by the employee through making online payment to company’s bank
account on or before last working day,
3.5 Salary for the last working month will be paid out along with the full and final
settlement.
If the last working date is on or before the 5th of any month, the previous
month’s salary will be put on hold and paid out along with the full & final
settlement.
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3.6 In case an employee fails to complete his clearances and fails to clear all
outstanding dues before his/her last day with the company, his/her settlement
will be foreclosed and the company will issue demand letters for the recovery of
outstanding dues. No relieving / experience letters will be issued in such cases
till such time the outstanding dues are cleared. Further, the company reserves
the right to initiate appropriate legal measures for recovery of such dues.
Salary Account
The salary account of the exited employee will continue to remain active even after
the full and final settlement is completed. However, the benefits associated with a
corporate account will be withdrawn and the account will be converted to a personal
savings account.
Employees leaving without intimation /leaving without settling
dues
5.1. For any employee who is on unauthorized absence for a period of ten calendar
days, salary, expenses and allowance will be withheld on receipt of notification
from the concerned BU. Such an employee will be sent show cause
notices/notice of enquiry advising to report for work within a stipulated period
from the receipt of the notice to the last known address/permanent address. In
case the employee fails to report he / she would be declared absconder
forthwith, and his / her services with the company will be terminated. Further,
access privileges would be withdrawn with immediate effect. This will include
terminating e-mail access and withdrawal of access to Company premises.
5.2. The termination letter will be sent to the last known address/permanent address
of the employee informing that his/her services have been terminated and that
he/she should clear his/her dues.
5.3. The payment due (if any) to him/her will be withheld until such time he/she
clears all dues with the company.
5.4. Further, the Company reserves the right to seek all available legal redress as
maybe appropriate.
5.5. In case the employee reports back to duty within the stipulated time, he / she
is required to provide justifiable explanation for the unauthorized absence and
such explanation should be acceptable to the Company. The company may
initiate appropriate action in cases where the unauthorized absence is not found
to be justified / backed by appropriate supporting documents.
Relieving letter and work certificate
6.1. Relieving letter and work experience certificate will be given to the employee at
the close of business hours of his/her last day with the Company, provided the exit
clearances are completed and outstanding dues towards Capgemini are settled. The
letters will be issued by the HRSS Offboarding team on verification of completion of
exit clearances including payment of any outstanding dues to the company and exit
interview.
6.2. No relieving letter will be issued in cases where the company has issued a
termination letter.
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Retirement and Termination
7.1 Retirement
(i) You will automatically retire from employment with the Company on the
last day of the month in which you complete sixty (60) years of age. It is
hereby clarified that the Company reserves it right to change the
retirement age.
7.2 Notice Period / Termination
(i) During the probation period, your employment with company may be
terminated (i) by you, upon giving the Company three month’s written
notice or at the Company’s discretion, payment of gross salary in lieu of
notice or (ii) by the Company, upon giving you two month’s written notice
or payment or gross salary in lieu thereof.
Upon confirmation, your employment with Company may be terminated (i)
by you, upon giving the Company three months written notice or at the
Company’s discretion, payment of gross salary in lieu of notice or (ii) by the
Company, upon giving three month’s written notice or payment of gross
salary in lieu thereof.
(ii) Notwithstanding anything to the contrary, the Company reserves the right
to relieve you from the services of the company only upon your
satisfactory handover of all the duties and responsibilities assigned to you
(including but not limited to any knowledge and serving the notice period
conditions)
(iii) Notwithstanding the aforesaid or anything else to the contrary, the
Company my suspend, dismiss, discharge or terminate your employment
with immediate effect by a notice in writing (without salary in lieu of
notice), in the event of (i) Fraudulent, dishonest or undisciplined conduct
by you, (ii) you committing a breach of integrity, or embezzlement, or
misappropriation or misuse causing damage to the company’s asset /
property, (iii) Your in subordination or failure to compel with the directions
given to you by persons so authorized, (iv) Your insolvency or conviction
for any offence involving moral turpitude, (v) Your breach of any terms
and conditions of this letter or the Company’s policies or other documents
or direction of Company, (vi) You going on or abetting a strike in
contravention of any law for the time being in force, (vii) You conducting
yourself in a manner which is regarded by the Company as prejudicial to
its own interests or to the interests of its clients or (viii) Misconduct by
you as provided under the labor law and / or in the Company policies.
(iv) In the event of willful neglect or breach of any of the terms hereof refusal
on your part to carry out the lawful instructions of any authorized officer
of the Company or being guilty of misconduct, the Company may
terminate your employment forthwith without notice and with no
obligation to pay you any compensation.
(v) In case you absent yourself from duty continuously, without prior
authorization, for Ten (10) consecutive calendars or more you shall be
deemed to have left and relinquished the service on your own accord in
such relinquishment of service shall be deemed as a repudiation of your
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employment. In such circumstances, the Company will have the discretion
of (a)adjusting salary against the notice period of such abandonment and
recover any outstanding dues towards payable to the Company; and (b)
Presume that you have voluntarily abandoned the service of the Company
and strike of your name from the Company’s payroll.
F. Deviations and escalation Matrix
For any queries you can send an email to DL IN Central Exit -
[email protected] Escalation Matrix - PAN India
Business Level Contact Person Email id
Non-FS, FS, BSv & CG IT Level Mohammed Tousif
[email protected] Solutions 1 Akram
Non-FS, FS, BSv & CG IT Level Arunkumar
[email protected] Solutions 2 Gopalakrishnan
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