How do I offboard an employee and compute their end-of-service?

Offboarding is not deleting the employee; it is a document that gathers what they are owed and what they owe, and closes their file in a way you can go back to.

Before you start

Open HR → Reports → End-of-service calculator — Figure 1 — and enter the employee, the end date, and the reason, so you see the amount before you commit to it in front of them.

Steps

1. Open Offboardings — Figure 2 — then Add.
2. Choose the employee and set the last working day and the reason (resignation, contract end, dismissal) — the reason is what determines the entitlement in law.
3. The system shows the components: end-of-service gratuity, unused leave balance, salary for the remaining days, less any outstanding advances.
4. Review the figures, then Approve and Pay; the entry is created and the money goes out.
5. On approval the employee’s status becomes terminated, so they do not enter next month’s payroll, while their file and history stay intact.

What usually gets forgotten

• Disabling the login: open Users and switch off account status; offboarding does not close their access by itself.
• Company property: a vehicle, a device, or keys issued in their name.
• Documents: attach the resignation or the termination notice to the employee file.

Notes

• Never delete the employee; deleting severs them from every past payroll and leave, and takes your evidence with it if a claim arises.
• Offboard before generating the month’s payroll, or someone no longer employed goes into it.
• Print the mutual release and sign it with the employee at payment; it settles any later dispute.