Employee Exit Clearance Form

Employee Exit Clearance Form for Indonesia

Employee Exit Clearance Form Template for Indonesia

This document serves as a comprehensive clearance form for employee exits in accordance with Indonesian labor laws, particularly Law No. 13 of 2003 on Manpower and its amendments under the Omnibus Law (Law No. 11 of 2020). It facilitates a structured process for employee departures by ensuring all necessary departmental clearances are obtained, company assets are returned, access rights are revoked, and final settlements are properly documented. The form includes various departmental sign-offs, property return confirmations, and final settlement details, while incorporating specific requirements under Indonesian employment regulations regarding termination procedures and documentation.

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What is a Employee Exit Clearance Form?

The Employee Exit Clearance Form is a crucial document used in Indonesian organizations to manage and document the formal departure process of employees. It ensures compliance with Indonesian labor laws, particularly the Manpower Law and its recent amendments, while protecting both employer and employee interests during the separation process. This document becomes necessary whenever an employee leaves the organization, whether through resignation, retirement, or termination, and serves multiple purposes: documenting the return of company property, securing departmental clearances, managing access revocations, handling knowledge transfer, and processing final settlements. The form helps organizations maintain proper records for audit purposes and minimize potential disputes regarding the exit process.

What sections should be included in a Employee Exit Clearance Form?

1. Employee Information: Basic details including employee name, ID, position, department, and last working day

2. Immediate Supervisor Clearance: Confirmation of handover of duties, completion of pending tasks, and knowledge transfer

3. IT Department Clearance: Verification of return of IT assets, deactivation of accounts and systems access

4. HR Department Clearance: Confirmation of submission of resignation letter, exit interview completion, and benefits documentation

5. Finance Department Clearance: Verification of financial settlements, advance payments, and expense claims

6. Administrative Clearance: Confirmation of return of company property including ID cards, access cards, and other physical assets

7. Final Settlement Declaration: Statement of all final payments, deductions, and settlements

8. Acknowledgment: Employee and employer signatures confirming completion of exit process

What sections are optional to include in a Employee Exit Clearance Form?

1. Intellectual Property Declaration: Required for employees with access to proprietary information or involved in R&D

2. Client/Project Handover: Needed for client-facing roles or project managers

3. Laboratory/Facility Clearance: Required for employees working in specialized facilities or laboratories

4. Security Clearance: For employees with access to highly sensitive areas or information

5. International Assignment Closure: Required for employees who were on international assignments

6. Vehicle Clearance: For employees who were assigned company vehicles

What schedules should be included in a Employee Exit Clearance Form?

1. Schedule A - Company Property Checklist: Detailed list of company property to be returned with confirmation boxes

2. Schedule B - IT Systems Access List: Comprehensive list of IT systems and applications requiring deactivation

3. Schedule C - Final Settlement Calculation Sheet: Detailed breakdown of final payment including salary, benefits, and deductions

4. Schedule D - Knowledge Transfer Document: Template for documenting critical information and pending tasks handover

5. Appendix 1 - Exit Interview Form: Standard format for conducting and recording exit interview

6. Appendix 2 - Confidentiality Reminder: Summary of ongoing confidentiality obligations post-employment

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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What is a Employee Exit Clearance Form?

What sections should be included in a Employee Exit Clearance Form?

What sections are optional to include in a Employee Exit Clearance Form?

What schedules should be included in a Employee Exit Clearance Form?

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Alex Denne

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