The Employee Clearance Form is a crucial document used in Malta to manage and document the formal exit process of employees from an organization. It is designed to comply with Malta's Employment and Industrial Relations Act and related employment legislation, including EU regulations such as GDPR. This form should be used whenever an employee leaves the organization, whether through resignation, retirement, or termination, and must be completed before the final settlement. The document ensures that all company assets are returned, access rights are revoked, confidential information is protected, and all departmental clearances are obtained. It serves as legal evidence of proper closure of the employment relationship and helps protect both employer and employee interests during the separation process.
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1. Employee Information: Employee's full name, ID number, department, position, and last working day
2. Department Clearance Checklist: List of departments that need to sign off on the employee's clearance (HR, IT, Finance, etc.)
3. Company Property Return: Itemized list of company property to be returned (equipment, access cards, documents)
4. Financial Clearance: Confirmation of settlement of any outstanding financial matters, advances, or claims
5. Data and Information Handover: Confirmation of handover of all work-related files, documents, and information
6. Confidentiality Declaration: Employee's acknowledgment of ongoing confidentiality obligations
7. Final Sign-off: Signatures from authorized personnel confirming complete clearance
1. Exit Interview Summary: To be included when the organization requires documentation of exit interview feedback
2. Project Handover Status: Required for employees involved in ongoing projects or with critical responsibilities
3. Non-Compete Reminder: Include when the employee is bound by non-compete agreements
4. Benefits Settlement: Required for employees with outstanding benefits or stock options
5. Training Cost Recovery: Include when there are training bonds or recovery clauses applicable
1. Schedule A - Department Clearance Signatures: Detailed sign-off sheet for each department with specific clearance items
2. Schedule B - Company Property Checklist: Detailed inventory of company property with condition assessment
3. Schedule C - Information Security Checklist: List of IT systems, accounts, and access rights to be deactivated
4. Appendix 1 - Final Settlement Calculation: Breakdown of final payment including salary, leave encashment, and deductions
5. Appendix 2 - Handover Documentation: Templates and checklists for work handover documentation
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Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Information Technology
Manufacturing
Professional Services
Healthcare
Education
Retail
Hospitality
Telecommunications
Construction
Gaming and iGaming
Maritime
Relevant Teams
Human Resources
Legal
Compliance
Information Technology
Finance
Operations
Administration
Security
Facilities Management
Relevant Roles
HR Director
HR Manager
HR Officer
Department Manager
Compliance Officer
Legal Counsel
Operations Manager
Administrative Officer
IT Security Manager
Finance Director
Department Head
Team Leader
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