Offboarding and the final settlement

When an employee leaves, don't delete their record or just change their status — create an offboarding record that calculates the settlement and documents it. It lives in HR → Offboardings — image 1.

Creating the record

1. Press Create Offboarding and pick the employee.
2. Choose the reason: resignation, termination, end of contract, retirement, or other.
3. Set the last working day.
4. Enter the pending salary, the unpaid leave value, and any additional deductions.
5. Press Calculate & Save.

What the system works out itself

• Final basic salary — from the active contract. An employee with no active contract comes out with zero basic and zero gratuity, so check their contract first.
• Years of service — from the hire date to today, including fractions.
• End-of-service amount — half a month for each of the first three years and a full month for each year after that, times the basic salary.
• Outstanding advances — the remaining balance of every approved or disbursed advance is summed and added to deductions automatically, on top of what you entered.

Then: total settlement = gratuity + pending salary + leave value − deductions.

Approval and payment

Draft → approved → paid.

• Approval works from draft only, and records who approved and when.
• Mark as Paid asks for the payment method, and only then is the employee's status changed to terminated.

That is the right order: do not change the employee's status by hand before payment, or they drop out of the payroll before receiving what they are owed.

Before you create it

• Close out the employee's attendance for the month and any pending leave.
• Review their documents and anything to be returned.
• If they have a user account, disable it after payment.
• Use the end-of-service report if you want an estimate before starting the process.

The accrual rate above is the common Gulf default, so check your labour law and company policy if yours differs.