The Employee Exit Form is a essential document used in South African businesses to manage and document the termination of employment relationships. It is designed to comply with South African labor legislation, including the Basic Conditions of Employment Act, Labour Relations Act, and Protection of Personal Information Act. The form should be used whenever an employee leaves the organization, whether through resignation, retirement, dismissal, or end of contract. It captures crucial information including personal details, termination specifics, final payment calculations, company property returns, and various departmental clearances. The document serves multiple purposes: ensuring legal compliance, protecting both parties' interests, maintaining proper records, and facilitating a smooth transition process.
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1. Employee Information: Basic details including employee name, ID number, employee number, department, position, and length of service
2. Termination Details: Last working day, type of termination (resignation, retirement, dismissal, etc.), notice period details
3. Final Payment Information: Calculation of final salary, leave pay-out, bonuses, deductions, and other financial settlements
4. Company Property Return Checklist: List of company assets to be returned (keys, access cards, equipment, etc.)
5. IT Systems and Access: Deactivation of email, system access, and other digital resources
6. Confidentiality Reminder: Acknowledgment of ongoing confidentiality obligations and handling of sensitive information
7. Declaration: Signatures of employee, line manager, and HR representative confirming completion of exit process
1. Non-Compete Acknowledgment: For senior positions or roles with access to sensitive information, confirming understanding of non-compete obligations
2. Intellectual Property Declaration: For technical or creative roles, confirming handover of all IP created during employment
3. Client Handover Details: For client-facing roles, documentation of client relationships and handover status
4. Project Status Report: For project-based roles, summary of ongoing projects and handover notes
5. Exit Interview Form: Optional feedback form for voluntary departures to gather insights on employee experience
1. Schedule A: Final Payment Calculation: Detailed breakdown of final payment including salary, leave, bonuses, and deductions
2. Schedule B: Company Property Checklist: Itemized list of company property to be returned with condition assessment
3. Schedule C: Confidential Information Register: List of confidential documents and information handled during employment
4. Appendix 1: Employee Benefits Termination: Details of benefit scheme terminations (medical aid, pension, etc.)
5. Appendix 2: Reference Request Form: Optional form for requesting employment references
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Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Manufacturing
Retail
Healthcare
Education
Mining
Construction
Professional Services
Telecommunications
Agriculture
Tourism and Hospitality
Transport and Logistics
Energy and Utilities
Public Sector
Relevant Teams
Human Resources
Finance
Legal
Compliance
Payroll
Employee Relations
Administration
Relevant Roles
HR Manager
HR Officer
HR Administrator
Payroll Manager
Finance Manager
Department Manager
Line Manager
HR Director
HR Business Partner
Compliance Officer
Legal Counsel
Employee Relations Manager
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