How uKnowva Resignation Module Works?

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10 Oct 2019
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This process applies to all employees initiating resignation and all stakeholders involved in reviewing, approving, and executing the exit workflow, including managers, HR, clearance departments, and payroll.

Stakeholders Involved

·       Employee (Initiating resignation)

·       Reporting Manager

·       HR Manager / System Admin

·       Departmental Clearance Authorities

·       Payroll / Finance Team

Process Steps

Step 1 :  Employee: Initiation of Resignation

  • Log in to uKnowva HRMS.
  • Navigate to the Left Menu Resignation > My Resignation
  • Fill in:
    • Reason for Resignation
    • Proposed Last Working Date
    • Remarks
  • Submit the resignation request.
  • Proceed to fill the Exit Interview Form as required once employee’s resignation is approved.

Reporting Manager: Level 1 Approval

  • Receives notification for resignation approval.
  • Reviews the resignation request.
  • Actions:
    • Approve or reject.
    • In case of approval:
      • Confirm or revise the last working date.
      • Add managerial remarks.
      • Assign an employee for handover.
    • In case of rejection:
      • Add reason; notification sent back to employee.

HR Manager / System Admin: Level 2 Approval

  • Receives second-level approval notification.
  • Reviews request and manager's inputs.
  • Actions:
    • Approve or reject.
    • If approved:
      • Finalize last working date.
      • Add HR remarks.
      • Notify relevant clearance departments to initiate clearance.
    • If rejected:
      • Add reason; system sends update to employee.

Clearance Departments: Clearance Submission

  • Receive clearance form request (IT, Admin, Finance, etc.).
  • Actions:
    • Review assigned assets, dues, or responsibilities.
    • Submit clearance form and remarks per department policy.

Payroll / Finance Team: Full & Final Settlement

  • Access resignation and clearance data.
  • Fetch hold salary details from Payroll module.
  • Calculate:
    • Leave Encashment
    • Extra Earnings
    • Deductions (if any)
  • Finalize and submit FNF settlement.

HR / Admin: Documentation & Exit Completion

  • System generates:
    • Relieving Letter
    • Experience Letter
  • Letters are uploaded to the employee’s document section.
  • Employee is notified to download final documents.

Compliance & Audit

  • All actions are logged with timestamps in uKnowva.
  • Reports can be extracted for audit or MIS.
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