SEPARATION & EXIT MANAGEMENT POLICY

SECTION 1 - PURPOSE AND SCOPE

1.1 Policy Objectives

1.1.1 This policy establishes:

(a) Employee resignation procedures and notice requirements

(b) Notice periods by employment level

(c) Exit formalities and clearance procedures

(d) Knowledge transfer and handover obligations

(e) Notice period buyout calculations and payment

(f) Recovery mechanisms for unserved notice period

(g) Consequences of absconding or abandonment

1.2 Orderly Separation Process

1.2.1 Purpose of structured exit process:

(a) Ensure smooth transition and business continuity

(b) Enable knowledge transfer to prevent disruption

(c) Recover Company property and assets

(d) Complete documentation and settlements

(e) Protect Company's interests during transition

SECTION 2 - RESIGNATION BY EMPLOYEE

2.1 Resignation Submission

2.1.1 Employee wishing to resign must:

(a) Submit written resignation letter to immediate supervisor and HR

(b) Specify intended last working day (after serving notice period)

(c) Provide reason for resignation (optional but encouraged)

(d) Submit via email with read receipt or physical signed letter

2.1.2 Resignation effective:

(a) From date of acceptance by authorized manager

(b) Not from date of submission

(c) Notice period begins from acceptance date

2.2 Resignation Acceptance

2.2.1 Management reviews resignation and:

(a) Accepts resignation and confirms notice period

(b) May conduct exit interview to understand reasons

(c) May make counter-offer if employee is valuable (retention)

(d) Communicates acceptance in writing with last working date

2.2.2 Employee cannot withdraw resignation after acceptance without Company consent.

2.3 Withdrawal of Resignation

2.3.1 Before acceptance:

(a) Employee may withdraw resignation by written request

(b) Management may accept or reject withdrawal at discretion

2.3.2 After acceptance:

(a) Withdrawal requires mutual agreement

(b) Company not obligated to accept withdrawal

(c) If accepted, original employment terms continue

SECTION 3 - NOTICE PERIOD REQUIREMENTS

3.1 Notice Period by Employment Level

3.1.1 Entry Level (Levels 1-3):

(a) Notice period: 30 days (1 month)

(b) Roles: Trainee, Junior, Associate (0-2 years experience)

(c) Payment in lieu: 1 month gross salary

3.1.2 Mid Level (Levels 4-6):

(a) Notice period: 60 days (2 months)

(b) Roles: Senior Associate, Team Lead, Manager (2-7 years experience)

(c) Payment in lieu: 2 months gross salary

3.1.3 Senior Level (Levels 7-9):

(a) Notice period: 90 days (3 months)

(b) Roles: Senior Manager, Principal, Architect (7-12 years experience)

(c) Payment in lieu: 3 months gross salary

3.1.4 Leadership Level (Level 10+):

(a) Notice period: As per individual employment agreement

(b) Typically 90-180 days

(c) Roles: Director, VP, C-Suite (12+ years experience)

(d) Payment in lieu: Per agreement

3.2 Notice Period Calculation

3.2.1 Notice period:

(a) Begins from date of resignation acceptance (not submission date)

(b) Calculated in calendar days

(c) Includes weekends and public holidays

(d) Ends at midnight of last working day

3.2.2 Example:

• Resignation accepted: January 1
• Notice period: 60 days
• Last working day: March 1

3.3 Leave During Notice Period

3.3.1 Employee on notice period:

(a) May apply for leave subject to approval

(b) Approval at manager's discretion

(c) Approved leave does NOT extend notice period

(d) Accumulated leave encashed per Leave Policy

(e) Unauthorized absence during notice = breach (recovery applies)

SECTION 4 - INCOMPLETE ASSIGNMENTS AND CRITICAL PROJECTS

4.1 Definition of Incomplete Assignment

4.1.1 Incomplete assignment means:

(a) Active project not yet completed or delivered

(b) Critical knowledge not yet transferred to team

(c) Ongoing client engagement requiring continuity

(d) Key deliverables pending completion

(e) As determined by management based on business needs

4.2 Company's Right to Refuse Payment in Lieu

4.2.1 If employee has incomplete assignments:

(a) Company may refuse to accept payment in lieu of notice

(b) Employee must serve full notice period

(c) Company's decision is final and at sole discretion

(d) Purpose: Ensure smooth knowledge transfer and project continuity

4.2.2 Factors Company considers:

(a) Project criticality and timeline

(b) Client relationship and contractual obligations

(c) Availability of replacement resources

(d) Knowledge transfer requirements

(e) Potential business disruption

4.3 Extended Notice Period

4.3.1 For highly critical projects, Company may:

(a) Request employee to serve extended notice period beyond standard

(b) Extension negotiated and mutually agreed

(c) Employee compensated for extended period

(d) Extension typically linked to project completion milestones

4.3.2 Employee not obligated to accept extension but:

(a) Goodwill consideration for reference and future employment

(b) May negotiate additional compensation for extension

(c) Standard notice period recovery applies if employee declines and leaves

4.4 Knowledge Transfer Obligations

4.4.1 Employee on notice period must:

(a) Document all work, pending tasks, and next steps

(b) Transfer knowledge to designated team member or replacement

(c) Provide access credentials and system information

(d) Conduct handover sessions and walkthroughs

(e) Create knowledge base articles or documentation

(f) Be available for clarifications during notice period

(g) Not withhold information critical to project continuity

4.4.2 Failure to adequately transfer knowledge:

(a) Constitutes breach of employment obligations

(b) May result in withholding relieving letter or certificates

(c) May result in recovery of training costs or penalties

SECTION 5 - NOTICE PERIOD BUYOUT

5.1 Payment in Lieu of Notice by Employee

5.1.1 Employee may request early release by paying:

(a) Gross salary equivalent for unserved notice period

(b) Calculated as: (Monthly gross salary ÷ 30) × Unserved days

(c) Example: 60 days notice, 30 days served, pay 30 days gross salary

5.1.2 Company may accept or reject buyout request:

(a) Acceptance at Company's sole discretion

(b) Rejection if incomplete assignments or critical projects

(c) Decision communicated within 3-5 working days

5.1.3 Payment terms:

(a) Full buyout amount paid before early release

(b) Payment via bank transfer or cheque

(c) Receipt issued by Company

(d) Release effective only after payment receipt

5.2 Buyout by New Employer

5.2.1 If new employer offers to buy out notice period:

(a) Requires Company's written consent

(b) New employer pays directly to Company

(c) Subject to incomplete assignment considerations

(d) All three parties (employee, Company, new employer) must agree

(e) Buyout agreement documented in writing

5.3 Payment in Lieu by Company

5.3.1 Company may release employee early by paying:

(a) Gross salary for remaining notice period

(b) At Company's discretion for business reasons

(c) Typically when:

• Employee's continued presence not required
• Business restructuring or position elimination
• Garden leave imposed (see Professional Negligence & Liability Policy)

5.3.2 Early release benefits employee:

(a) Immediate availability to join new employer

(b) Full notice period salary received without working

SECTION 6 - NOTICE PERIOD SHORTFALL AND RECOVERY

6.1 Consequences of Not Serving Full Notice

6.1.1 If employee leaves without serving full notice period:

(a) Notice period shortfall calculated: Required days minus Served days

(b) Gross salary equivalent for shortfall days recovered

(c) Example: 60 days required, 40 days served = 20 days recovery

6.1.2 Calculation formula:

(a) Recovery Amount = (Monthly Gross Salary ÷ 30) × Shortfall Days

(b) "Gross Salary" = Basic + Allowances + Benefits

(c) Does not include variable pay or bonuses (unless specified)

6.2 Recovery from Final Settlement

6.2.1 Recovery deducted from:

(a) First: Outstanding salary for month worked

(b) Second: Leave encashment amount

(c) Third: Bonus or incentive payouts (if any)

(d) Fourth: Gratuity (if permissible under law)

(e) Fifth: Security deposit or bond (if any)

6.2.2 If final settlement insufficient:

(a) Employee required to pay outstanding amount to Company

(b) Payment via bank transfer or cheque before relieving

(c) Relieving letter withheld until full payment

(d) Legal action for recovery if employee defaults

6.3 Legal Basis for Recovery

6.3.1 Recovery justified as:

(a) Liquidated damages for breach of employment contract

(b) Pre-estimate of loss to Company from sudden departure

(c) Compensation for recruitment and training replacement

(d) Enforceable under Indian Contract Act, 1872

SECTION 7 - ABSCONDING AND ABANDONMENT

7.1 Definition of Absconding

7.1.1 Employee deemed to have absconded if:

(a) Absent from work for 7+ consecutive working days without authorization

(b) No communication to Company about absence

(c) Unable to contact employee via phone, email, or emergency contacts

(d) No leave application submitted or approved

7.2 Consequences of Absconding

7.2.1 Absconding employee:

(a) Deemed to have voluntarily resigned/terminated employment

(b) No notice period served

(c) Full notice period salary recovered from final settlement

(d) No relieving letter or experience certificate issued

(e) Negative reference provided to prospective employers

(f) Legal action for recovery of outstanding dues

7.2.2 Financial implications:

(a) Notice period buyout recovered (full notice period amount)

(b) Cost of unreturned Company assets

(c) Any outstanding liabilities (training bonds, advances)

(d) Possible liquidated damages for critical project abandonment

7.3 Procedure Before Declaring Absconding

7.3.1 Before declaring employee absconding, HR will:

(a) Attempt to contact employee via phone, email, SMS

(b) Contact emergency contacts provided by employee

(c) Send registered letter to employee's address

(d) Wait minimum 7 working days from first unauthorized absence

(e) Document all communication attempts

7.3.2 If employee responds with valid reason (medical emergency, etc.):

(a) Situation assessed on case-by-case basis

(b) Supporting documents required (medical certificate, etc.)

(c) Disciplinary action if absence unauthorized

(d) May not be treated as absconding if genuine reason established

SECTION 8 - EXIT FORMALITIES AND CLEARANCE

8.1 Exit Checklist

8.1.1 Employee must complete following before last working day:

(a) Asset Return: Return all Company property and equipment

(b) Knowledge Transfer: Complete handover documentation

(c) System Access: Disable or transfer email, system access, accounts

(d) Client Handover: Transition client relationships and projects

(e) Financial Clearances: Settle all advances, loans, expenses

(f) Department Clearances: Obtain clearance from all relevant departments

(g) Exit Interview: Participate in exit interview with HR

(h) No Dues Certificate: Obtain signed clearance certificate

8.2 Asset Return Requirements

8.2.1 Employee must return:

(a) Laptops, desktop computers, monitors, peripherals

(b) Mobile phones, tablets, smartwatches

(c) ID badges, access cards, security tokens, keys

(d) Books, documents, files, USB drives

(e) Company credit cards or payment instruments

(f) Any other Company property in possession

8.2.2 Assets returned:

(a) On or before last working day

(b) In good working condition (normal wear and tear acceptable)

(c) Verified by IT/Admin team for condition and functionality

(d) Signed acknowledgment obtained

8.2.3 See Financial Accountability & Asset Management Policy for non-return consequences.

8.3 Data Deletion Obligations

8.3.1 Employee must:

(a) Delete all Company data from personal devices and cloud storage

(b) Delete Company emails from personal email accounts

(c) Remove Company data from personal laptops, phones, drives

(d) Certify in writing that all Company data has been deleted

(e) Understand perpetual confidentiality obligations continue (IP & Confidentiality Policy)

8.4 Exit Interview

8.4.1 Exit interview conducted by HR to:

(a) Understand reasons for resignation

(b) Gather feedback on work environment, management, culture

(c) Identify areas for organizational improvement

(d) Clarify post-employment obligations (confidentiality, non-solicitation)

(e) Discuss references and future employment verification

8.4.2 Employee participation:

(a) Encouraged but not mandatory

(b) Conducted confidentially

(c) Feedback used for organizational development

SECTION 9 - FINAL SETTLEMENT (F&F)

9.1 Final Settlement Components

9.1.1 Final settlement includes:

(a) Salary for Month Worked: Pro-rata salary for days worked in final month

(b) Leave Encashment: Accumulated leave balance per Leave Policy

(c) Bonus/Incentives: Pro-rata bonus if applicable and earned

(d) Gratuity: If eligible (5 years continuous service)

(e) Reimbursements: Pending expense reimbursements

9.1.2 Deductions from final settlement:

(a) Notice period shortfall recovery

(b) Unreturned asset costs

(c) Outstanding loans or advances

(d) Training bond amounts (if applicable)

(e) Any other liabilities owed to Company

9.2 Final Settlement Timeline

9.2.1 Final settlement processed:

(a) Within 45-60 days of last working day

(b) After all clearances obtained

(c) After asset verification and no dues clearance

(d) Via bank transfer to employee's salary account

9.2.2 Delays may occur if:

(a) Assets not returned or damaged

(b) Outstanding liabilities being calculated

(c) Pending investigations or clearances

(d) Legal or compliance hold

9.3 Relieving Letter and Certificates

9.3.1 Upon satisfactory completion of exit process:

(a) Relieving Letter: Confirming separation date and position

(b) Experience Certificate: Detailing tenure and designation

(c) Salary Slips: Last 3-6 months

(d) Form 16: Tax certificate for financial year

9.3.2 Documents withheld if:

(a) Assets not returned

(b) Notice period dues not settled

(c) Outstanding clearances pending

(d) Absconding or incomplete exit formalities

9.3.3 Documents issued:

(a) Within 15-30 days after final settlement

(b) Via email or courier

(c) Hard copies upon request

SECTION 10 - POST-EMPLOYMENT OBLIGATIONS

10.1 Continuing Obligations

10.1.1 After separation, employee must continue to:

(a) Maintain confidentiality of Company information (perpetual)

(b) Comply with IP ownership obligations

(c) Honor non-solicitation restrictions (12 months)

(d) Not disparage Company publicly

(e) Not compete in violation of non-compete (if applicable and enforceable)

10.1.2 See IP, Confidentiality & Non-Solicitation Policy for comprehensive post-employment obligations.

10.2 Employment Verification and References

10.2.1 Company provides employment verification to:

(a) Prospective employers upon written request

(b) Background verification agencies

(c) Loan or visa application authorities

10.2.2 Verification includes:

(a) Dates of employment

(b) Designation and department

(c) Basic salary (if requested)

(d) Reason for leaving (if requested): Resigned/Terminated

10.2.3 References:

(a) Positive reference for good performers who left in good standing

(b) Neutral reference (dates and designation only) for others

(c) Negative aspects disclosed if material (termination for cause, absconding)

SECTION 11 - SPECIAL CIRCUMSTANCES

11.1 Probation Period Resignation

11.1.1 Probationary employees:

(a) Notice period: As specified in offer letter (typically 15-30 days)

(b) Shorter notice period than confirmed employees

(c) Exit process simplified

(d) May be released immediately at Company's discretion

11.2 Fixed-Term Contract Expiry

11.2.1 Fixed-term employment:

(a) Automatically expires on contract end date

(b) No notice required by either party for expiry

(c) Early termination by employee requires notice

(d) Exit formalities same as permanent employees

11.3 Retirement

11.3.1 Employee reaching retirement age:

(a) Retirement age per Company policy or agreement

(b) Notice period may be waived

(c) Exit formalities and settlement processed

(d) Gratuity and retirement benefits per policy

11.4 Mutual Separation

11.4.1 Company and employee may mutually agree to:

(a) Immediate separation without notice

(b) Modified notice period

(c) Enhanced severance or settlement

(d) Terms documented in separation agreement

SECTION 12 - REHIRING POLICY

12.1 Eligibility for Rehire

12.1.1 Former employees may be considered for rehire if:

(a) Left in good standing with proper notice

(b) Completed all exit formalities

(c) No disciplinary issues or misconduct during tenure

(d) Not absconded or terminated for cause

12.1.2 Not eligible for rehire:

(a) Terminated for misconduct

(b) Absconded without notice

(c) Violated post-employment obligations

(d) Negative reference or performance issues

12.2 Rehire Process

12.2.1 Former employees:

(a) Apply through normal recruitment process

(b) Subject to same evaluation as external candidates

(c) Previous employment considered but not guaranteed

(d) Fresh employment agreement with current terms

12.2.2 Benefits of rehire:

(a) Familiarity with Company culture and processes

(b) Reduced onboarding time

(c) Prior service may be considered for certain benefits (at Company's discretion)

SECTION 13 - CONTACT INFORMATION

13.1 Resignation and Exit Process

Human Resources Department:
Email: hrd@webreinvent.com
For resignation submission and exit queries

13.2 Asset Return

IT & Administration:
Email: admin@webreinvent.com
For asset return coordination

13.3 Final Settlement Queries

Payroll Team:
Email: payroll@webreinvent.com
For F&F calculations and payment status