GEO Exit Management System (EMS)

For HCLT Permanent Employees, resignation has to be initiated by Employee/FLM/SLM/Onsite HR/HR

workflow partner in EMS (Please refer to SOP and USER manual)
For Contract employees or Third party, ID has to be deleted from SAP by EHS routed by HR workflow
partner only.
Note No Manual Separation action entry, Salary Hold, Separation action deletion and other will be
sent directly to EHS. All information to be routed through HR (WFP)

Procedure for Voluntary Resignation Initiation

1) Employee
Any band of an employee can initiate his/her resignation through EMS by following the steps
a. My HCL EMS Intention to Separate Submit Auto Triggered Mailer to
FLM/SLM/DU HR/ WFP/EHS for taking action on it Pending for Acceptance
With approval at each stage, it will move to next stage i.e. FLM approved/Pending for SLM
Approval SLM Approved/Pending for HR approval HR approved: Pending for clearance
Clearance from all stakeholders Exit formalities/F&F settlement (to be taken care by GEO EHS
SPOC)
Note: Backdated Resignation date is applicable in GEOs but initiation date will be taken as
current date only. Resignation date cannot be greater than the Last Working date of the
Employee.
Also Initiation date cannot be greater than the LWD of the employee.

2) First Level Manager / Second Level Manager

FLM/SLM can initiate the resignation of employee on his/her behalf through EMS by following
the steps

a. My HCL EMS Initiate Resignation Fill details Submit Auto Triggered Mailer to
FLM/SLM/DU HR/ WFP/EHS for taking action on it FLM approved/Pending for SLM
Approval
With approval at each stage, it will move to next stage i.e. SLM Approved/Pending for HR
approval HR approved: Pending for clearance Clearance from all stakeholders Exit
formalities/F&F settlement (to be taken care by GEO EHS SPOC)
Note: Backdated Resignation date is applicable in GEOs but initiation date will be taken as
current date only.
3) Onsite HR
Onsite HR can initiate the resignation of employee only under Involuntary and Absconding for
the employee through EMS by following the steps
a. My HCL EMS Initiate Resignation Fill details Submit Auto Triggered Mailer to
FLM/SLM/DU HR/ WFP/EHS for taking action on it HR approved: Pending for clearance
b. HR is the final approver of the exit initiation workflow in EMS and updates the official LWD
in EMS. HR updates the required information in EMS which will be flown to SAP
c. Once approved by HR, notification mailer will be sent across for clearance from all
stakeholders.
d. Exit formalities/F&F settlement will be taken care by GEO EHS SPOC
Onsite HR cannot initiate Voluntary Resignation for any band employees. Details to be sent to
the HR (WFP) in the standard format only on real time basis.
Note: Backdated Resignation date is applicable in GEOs but initiation date will be taken as
current date only. In case of backdated LWD to be updated, please forward the request to the
HR workflow partner in standard format only.

4) Stakeholders
a. After HR approval of resignation in EMS, stakeholders are informed in the form of a
mailer notification to provide clearances and providing information on employee details
and last working day.
b. After HR approval, Clearance page for all stakeholders are open to update the check list
and provide the clearance.
c. EHS will process the relieving letter based on check list completion of Clearance pending
status.
d. If there is any outstanding recovery, Laptop declaration, leave encasements, pay
recovery. All remarks needs to be made on the clearance page.
e. Clearance stakeholder list includes: HR, FLM, EHS(HR), EHS, PMO, IT, Admin, BA training,
Tech-Ceed, Lib/Comm/ISG
f. This is applicable for all resignation type
Note: FLM and PMO clearance are Non-Mandatory; Mandatory clearances applicability are
specific to GEOs

Procedure for In-voluntary Resignation Initiation

FLM/HR/WFP can initiate In-Voluntary type resignation in the system.
1) Involuntary resignation initiation (due to business redundancy, performance grounds etc.)
Reporting Manager
First Level Manager (RM) initiates the involuntary exit of the employee in the system by
following these steps:
a. My HCL EMS Initiate Resignation Fill details Submit Auto Triggered Mailer
to FLM/SLM/HR/ WFP/EHS for taking action on it Pending for HR confirmation
b. HR is informed on the same based over mail notification
c. HR confirms the resignation in the system
d. Based on HR confirmation, Reporting Manager approves the resignation in application

Onsite HR
a. HR can initiate the resignation in EMS based on FLM confirmation.
b. Stakeholders are informed in the form of a mailer notification to all stakeholders to
provide clearance
c. EHS will run separation action on LWD
d. Employees access card and email ID will be blocked on LWD
Onsite HR can send the EMS initiation request to HR (WFP) along with Termination letter and Final
LWD inputs in the standard format. Backdated exceptional entries are not allowed in the system
and will require LOB HR head approval for execution.
2) Involuntary resignation initiation due to Death
a. EHS and HR will send a mail to Work Flow partner informing about the employee death.
b. FLM/WFP will initiate the Exit process in EMS under In-Voluntary tab with reason as
Death
c. EHS will run Separation action in SAP with reason as retirement.
d. EHS will process the Full and final settlement and all process will be scheduled by
submission of below documents
i. Cremation Certificate
ii. Post Mortem report
iii. Hospital Certificate
iv. Death certificate
3) Involuntary resignation initiation for retirement
a. EHS and HR will send a mail to Work Flow partner informing about the employee whos
employment tenure is about to end
b. FLM/WFP will initiate the Retirement process in EMS under In-Voluntary tab
c. EHS will run Separation action in SAP with reason as retirement.
d. Retirement letter will issues to the employee on Last Working day
e. If retirement extension is applicable, this is done Offline by the employees HR
For involuntary resignation initiated, the clearance status email notification will be sent to all
stakeholders for providing it. Exit interview form is not released for the employee.

Procedure for Absconding Resignation Initiation

Resignation
1. FLM and HR can initiate Absconding action in EMS based on employees absence from the office
for 3 consecutive days without prior intimation or any other applicable reason
2. HR will submit the LWD in the EMS application, which was the last attended day by the
employee
3. A mail notification will be triggered to EHS and respective stakeholders
4. HR will inform the EHS on Leave Without pay deduction and to manually hold the salary from
release
5. IT and Admin will block the access to email ID and access card
6. Pre-separation action will run as Absconding

Employee will be separated from the services of HCL based on LWD inputs shared by HR partner to WFP
and EHS. This will be as per Geo Laws.
Clearance and check list update.
1. EHS will process the relieving letter based on check list completion of Clearance pending status.
2. Any recovery which needs to be done from the employee will done by legal authorities of the
organization
Full and Final settlement for Absconding
1. Employee who are termination from the organization on the grounds of Absconding action.
Their Full and Final settlement is processed after legal activities completion.
2. Any recovery liable from the employee is made by the Legal authorities.
3. Employee is sent his relieving letter and entire Full and Final settlement within days as per local
laws.

Full and Final Settlement (by GEO EHS SPOC)

1. Full and Final (F&F) settlement for Voluntary and Absconding action is processed by EHS with
Last working Day as per local laws
2. Employee has to take clearances from all departments for complete F&F process
3. On LWD, employees resignation letter will be generated by EHS and experience letter will be
mailed along with F&F
4. No Information will be send to EHS on manual Salary Hold without EMS entry.
5. No deletion of separation action will be executed with LOB HR head approval.
6. EHS will not process F&F of the employee without EMS entry. This is Mandatory.
7. All information to EHS will be routed only through HR(WFP)

GEO EHS SPOCs list

Country Name

Country Full Name

EHS SPOC

AMERICA

HCL AMERICA Inc.

Rajat Gaur (51317812) /Mohit Chhabra (40167293)

AUSTRALIA

HCL Australia Services PTY Limited

Chander Shekhar (40208440)

Austria

HCL Technologies Austria

Sandeep Rawat (51340518)/Ajay Rawat (51314770)

BELGIUM

HCL BELGIUM SA/NV

Birender Rawat (40204899)

BRAZIL

HCL (Brazil)

Robin Varshney (51391952)

Canada

Axon Solution SD/HCL Canada

Robin Varshney (51391952)

CHINA

HCL CHINA- SHANGHAI

Prithviraj Guha (51413635)

Czech Republic

HCLT Czech Republic

Sandeep Rawat (51340518)/Ajay Rawat (51314770)

Denmark

HCL Denmark

Birender Rawat (40204899)

FINLAND

HCL FINLAND

Vikas Verma (51431584)

FRANCE

HCL Technologies France

Rachna Manocha (40194862)

GERMANY

HCL GMBH

Pragati Jain (51418602)

HCLT MEXICO

HCLT MEXICO

Robin Varshney (51391952)

HONG KONG

HCL Hong Kong SAR Limited

Shyam Sasmal (51332076)

Hungary

HCL Hungary

Bharat Bhushan Taneja (40177814)

Indonesia

HCL Indonesia

Kavita Sikka (51384250)

IRELAND

HCLT IRELAND

Ankur Beri (51327388)

Israel

HCLT Israel

Hema Sharma (51410982)

Italy

HCLT Italy

Rachna Manocha (40194862)

JAPAN

HCL Technologies Japan

Prithviraj Guha (51413635)

MALAYSIA

HCL (MALAYSIA) SDN BHD.

Arvind Sharma (40183023)

NETHERLANDS

HCL Netherlands BV

Vikas Verma (51431584)

NEW ZEALAND

HCL New Zealand PTY Limited

Hilal Ahmad (40217454)

Norway

HCL Norway

Sandeep Rawat (51340518)

Philippines

HCL Philippines

Kavita Sikka (51384250)

POLAND

HCL Poland

Hema Sharma (51410982)

Portugal

HCL Portugal

Bharat Bhushan Taneja (40177814)

Romania

HCL Romania

Bharat Bhushan Taneja (40177814)

Russia

HCL Russia

Bharat Bhushan Taneja (40177814)

Saudi Arabia

HCLT Saudi Arabia

Arvind Sharma (40183023)

SINGAPORE

HCL Singapore PTE LTD.

Kshitij Chauhan (51377553)

South Africa

HCL South Africa

Dilip Jha (40155089)

Spain

HCL Technologies Spain

Rachna Manocha (40194862)

SWEDEN

HCL Sweden AB

Pragati Jain (51418602)

UAE
UNITED
KINGDOM

HCL UAE

Arvind Sharma (40183023)

Manish Rawat (51379925), Rachna Manocha
(40194862)

HCL Great Britain Limited

EHS SAP SPOCs

Region

SPOC

Americas

Sanjay Joshi (51351345)/Dharam Vashishth(40188811)

Dibya Sudhakar Shukla (51358263)
Amit Gera (51369106)

Europe
APAC

Request for Resignation initiation by HR workflow partner

In case of initiation of resignation (voluntary/involuntary/absconding), share the data in the below
format below for appropriate action in EMSEmployee Name
Employee Code
Resignation type Vol/Inv/Absc
Reason for Resignation

Date of Resignation/Notice period Start

Date
Last Working Date
Notice Pay Waiver (Y / N)
Employee Email of Resignation (If Vol)

In case of any LWD changes for the resignation initiated, share the data in the format below for
appropriate action in EMS
Employee Name
Employee Code
Current LWD in the system
Recommended LWD
Reason of Resignation
Notice Period Waiver (Y / N)
Notice Pay Waiver (Y / N)

Revocation of resignation
Employee/FLM/SLM/Onsite HR/HR workflow partner can revoke the resignation- My HCL EMS
Revoke Reason for revoke Submit

HR workflow partner
In case of any queries or clarifications about GEO EMS and exit formalities, please contact the concerned
SPOC:
Indu Parmar
Email: indu.p@hcl.com
Mobile: +91-9650797257

Important Notes :

HR Partner will send the LWD inputs to HR (WFP) in time

HR(WFP) will accept the EMS on basis of System LWD if no Information is shared by the HR
partner
No manual Separation and salary hold will be executed without EMS entry.