The offboarding process is an essential phase to ensure legal compliance and proper employee exit. Below we detail the complete flow followed by Ontop's Employee Care and Payroll teams.
1. Notification
The Employee Care team receives the official separation notification through the following channels:
- Dismissal: Reported by the client using the dismissal form (with or without cause).
- Disclaimer: Notified directly by the employee by mail or through the platform.
2. Handling Dismissal/Resignation
- Dismissal: Once the dismissal request is received from the client, the Employee Care team will be in charge of notifying the employee. The client should not inform directly to the employee. Doing so could lead to legal action and the costs will be borne by the client.
- Disclaimer: Upon receiving the notification, the Employee Care team will inform the Account Manager (AM), who in turn will communicate it to the client.
3. Contact with the Employee
Once the dismissal is notified or the resignation is confirmed, the employee is sent a offboarding mail with a step-by-step guide on the process you need to follow.
4. Notification to Payroll
After notifying the employee, the Employee Care Analyst informs the Payroll team to begin the settlement calculation. This is carried out according to the country labor legislation and includes pending payments, bonuses or notice periods.
5. Offboarding Documentation
The Employee Care Analyst or local partner will be responsible for preparing the separation documentation. It may vary by country, but usually includes:
- Labor certificate
- Settlement Breakdown
6. Update on the platform
The Employee Care team updates the employee's status on the Ontop platform. If the employee has already been terminated, the status will be changed to "inactive" the same day or on your last official work day.
7. Payroll Process
The Payroll team begins the final settlement calculation. Within 2 to 3 business days, the settlement is sent to the Employee Care team for review.
8. Signing of Documents
Once the documents are completed, they are sent to the employee for review and electronic signature.
9. Payment
Once all parties have signed, the Payroll Specialist or payroll partner notifies the Finance team to execute the final payment to the employee.
* Keep in mind that the final settlement payment date has an effective date according to the labor legislation of each country.
💬 Do you need help?
If you have questions about the offboarding process, please write to: employmentcare@getontop.com