Employee Clearance & Full & Final Settlement Checklist


Employee Clearance & Full & Final Settlement Checklist


Employee Clearance & Full & Final Settlement Checklist

Purpose: This checklist helps HR and concerned departments complete the employee's exit clearance and Full & Final Settlement process in a structured manner.

1. EMPLOYEE & EXIT DETAILS

Employee Name: __________________________________________

Employee ID: _____________________________________________

Department: ______________________________________________

Designation: _____________________________________________

Reporting Manager: ________________________________________

Date of Joining: __________________________________________

Last Working Day: ________________________________________

Exit Type:
☐ Resignation ☐ Termination ☐ Retirement ☐ Other: __________

F&F Initiation Date: ______________________________________

F&F Settlement Date: _____________________________________

2. HR CLEARANCE

Clearance Item Status Remarks
Resignation / Exit Documentation Received ☐ Completed ☐ Pending
Notice Period Verified ☐ Completed ☐ Pending
Last Working Day Confirmed ☐ Completed ☐ Pending
Leave Balance Verified ☐ Completed ☐ Pending
Employee Records Updated ☐ Completed ☐ Pending
Exit Interview Completed ☐ Completed ☐ Pending
Relieving / Experience Letter Processed ☐ Completed ☐ Pending
F&F Inputs Shared with Finance / Payroll ☐ Completed ☐ Pending

3. DEPARTMENT CLEARANCE

Clearance Item Status Remarks
Work Handover Completed ☐ Completed ☐ Pending
Pending Tasks Transferred ☐ Completed ☐ Pending
Documents / Files Handed Over ☐ Completed ☐ Pending
Manager Clearance Received ☐ Completed ☐ Pending
Department Assets Returned ☐ Completed ☐ Pending
Confidential Information Handover Completed ☐ Completed ☐ Pending

Manager Comments

Manager Name: ____________________________________________

Signature / Confirmation: _________________________________

Date: ___________________________________________________

Comments:

4. IT & DATA SECURITY CLEARANCE

Clearance Item Status Remarks
Laptop / Computer Returned ☐ Completed ☐ Pending
Mobile / Tablet Returned ☐ Completed ☐ Pending
ID / Access Card Returned ☐ Completed ☐ Pending
Company Email Access Reviewed / Closed ☐ Completed ☐ Pending
System / Application Access Revoked ☐ Completed ☐ Pending
VPN / Remote Access Revoked ☐ Completed ☐ Pending
Company Data / Files Transferred ☐ Completed ☐ Pending
Data Security Obligations Confirmed ☐ Completed ☐ Pending

IT Remarks

IT Representative: _______________________________________

Signature / Confirmation: _________________________________

Date: ___________________________________________________

Remarks:

5. FINANCE CLEARANCE

Clearance Item Status Remarks
Salary Dues Verified ☐ Completed ☐ Pending
Salary Advance Checked ☐ Completed ☐ Pending
Employee Loan / Recovery Checked ☐ Completed ☐ Pending
Expense Claims Verified ☐ Completed ☐ Pending
Travel Advance Checked ☐ Completed ☐ Pending
Other Recoveries Verified ☐ Completed ☐ Pending
Final Payroll Inputs Confirmed ☐ Completed ☐ Pending

Finance Remarks

Finance Representative: __________________________________

Signature / Confirmation: _________________________________

Date: ___________________________________________________

Remarks:

6. COMPANY ASSETS CLEARANCE

Asset / Item Issued Returned Condition / Remarks
Laptop / Computer ☐ ☐
Mobile / Tablet ☐ ☐
ID / Access Card ☐ ☐
SIM Card ☐ ☐
Keys ☐ ☐
Company Documents ☐ ☐
Equipment / Tools ☐ ☐
Other ☐ ☐

Pending Asset / Recovery Details:

7. FULL & FINAL SETTLEMENT COMPONENTS

Final settlement should be calculated based on applicable company policy, employment terms and applicable law.

Settlement Component Status / Amount Remarks
Salary Payable ₹________________
Leave Encashment ₹________________
Incentive / Bonus, if applicable ₹________________
Commission, if applicable ₹________________
Reimbursements Payable ₹________________
Notice Pay / Notice Recovery ₹________________
Salary Advance / Loan Recovery ₹________________
Asset Recovery, if applicable ₹________________
Other Adjustments ₹________________

Gross Payable: ₹_________________________________________

Total Deductions / Recoveries: ₹___________________________

Net F&F Amount Payable: ₹_______________________________

8. STATUTORY / EMPLOYMENT-RELATED DUES

Item Applicable Status Remarks
Provident Fund Process ☐ Yes ☐ No ☐ Completed ☐ Pending
Gratuity, if applicable ☐ Yes ☐ No ☐ Completed ☐ Pending
Statutory Bonus, if applicable ☐ Yes ☐ No ☐ Completed ☐ Pending
Other Statutory Dues ☐ Yes ☐ No ☐ Completed ☐ Pending

Remarks:

9. PAYROLL VERIFICATION

Verification Point Status
Last Salary Period Verified ☐ Completed ☐ Pending
Attendance / LOP Verified ☐ Completed ☐ Pending
Leave Balance Verified ☐ Completed ☐ Pending
Salary Components Verified ☐ Completed ☐ Pending
Deductions Verified ☐ Completed ☐ Pending
Recoveries Verified ☐ Completed ☐ Pending
Final Payroll Calculation Reviewed ☐ Completed ☐ Pending

Payroll Remarks:

10. FINAL SETTLEMENT APPROVAL

Prepared By

Name: _________________________________________________

Designation: ____________________________________________

Date: __________________________________________________

Verified By

Name: _________________________________________________

Designation: ____________________________________________

Date: __________________________________________________

Approved By

Name: _________________________________________________

Designation: ____________________________________________

Date: __________________________________________________

Final Approval Status:

☐ Approved
☐ Approved with Adjustment
☐ Pending Clarification
☐ On Hold

Approval Remarks:

11. PAYMENT & SETTLEMENT RECORD

Net F&F Amount: ₹________________________________________

Payment Mode: ___________________________________________

Payment Date: ___________________________________________

Transaction / Reference No.: ______________________________

Payment Status:
☐ Paid ☐ Pending

Settlement Statement Shared:
☐ Yes ☐ No

Payment Remarks:

12. EXIT DOCUMENTS CHECKLIST

Document Status
Relieving Letter ☐ Issued ☐ Pending
Experience Letter ☐ Issued ☐ Pending
Full & Final Settlement Statement ☐ Issued ☐ Pending
Salary / Payslip Records ☐ Provided ☐ Pending
Tax / Employment Documents, if applicable ☐ Provided ☐ Pending
Other Exit Documents ☐ Provided ☐ Pending

Pending Documents / Remarks:

13. EMPLOYEE CONFIRMATION

I confirm that the applicable company assets, documents and responsibilities have been returned or handed over, subject to the details recorded in this checklist.

I acknowledge receipt / processing of the applicable Full & Final Settlement and exit documents, subject to any pending items specifically recorded above.

Employee Name: __________________________________________

Signature / Digital Confirmation: __________________________

Date: ___________________________________________________

Employee Remarks:

14. FINAL HR CLOSURE

All Exit Clearances Completed:
☐ Yes ☐ No

F&F Settlement Completed:
☐ Yes ☐ No

Pending Items:

Final Action Required:

HR Closure Date: _________________________________________

HR Representative: _______________________________________

Signature / Confirmation: _________________________________

HR NOTE

This checklist is a process-management template. Settlement components, deductions, statutory payments, timelines and documentation should be verified against the employee's employment terms, applicable company policy and applicable law before final settlement.

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