Employee lifecycle management Vietnam
What specific steps are involved in an employee resignation process? What should businesses and employees pay attention to to ensure everything is done correctly? This article from S4B Vietnam will provide a detailed process flowchart along with essential information.
1. What is the resignation process? Why do businesses need to pay special attention to this process?
The resignation process is a common procedure in businesses. It can be understood as a series of steps that need to be taken when an employee decides to terminate their employment contract with the company.
This process is usually designed to ensure the rights of both the employee and the business, helping to ensure a smooth resignation process, minimizing disruption, and maintaining a good relationship between the two parties.
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2. Employee Resignation Process with Detailed Flowchart
A resignation process involves many steps and the participation of various departments, from the resigning employee and direct manager to the HR department, accounting department, and the Director, etc.
Below is a flowchart of the resignation process with detailed steps, contact points, timelines, and outputs:
Step 1: Employee Submits Resignation Request
Employees wishing to resign from their previous company must write a resignation letter using form NS – 09 – BM01. This form can be obtained directly from the HR department or found online.
Along with the resignation letter, the employee must ensure the required notice period. If the notice period is too short, the employee will not receive salary or bonuses and may have to compensate the company.
Specifically, according to Clause 1, Article 35 of the 2019 Labor Code and Article 7 of Decree 145/2020/ND-CP guiding the implementation of the Labor Code, the notice period for resignation is as follows:
For employment contracts lasting from 12 to 36 months: Employees must give 30 days’ notice.
For employment contracts lasting less than 12 months: Employees must give 3 days’ notice.
For contracts without a specified term: Employees must give 45 days’ notice.
In addition, some specific industries may have other regulations to maintain stable operations for the organization.
Step 2: Management receives and reviews the reason
After completing the resignation application, the employee submits it to the person authorized and responsible for review, such as the team leader, department head, or direct manager. If the person requesting resignation holds a managerial position, the Director will receive the request or forward it directly to the Human Resources department.
If the request is not approved, the person in charge must inform the employee of the reason. If the manager approves the employee’s resignation request, they must sign the request and forward it to the Human Resources department for processing.
Step 3: Resignation Interview
Next, the Human Resources department arranges a resignation interview to gather information and feedback from the employee regarding the reason for leaving, the work environment, and suggestions for improvement.
The interview helps the company better understand issues that may affect employee satisfaction and take corrective measures. All information from the interview will be kept confidential; only the Director and the interviewer will know.
Step 4: Human Resources Department Drafts the Resignation Decision
Based on the results of the interview, the Human Resources department drafts the resignation decision. This decision is printed in two copies and sent to the Director for review and signature. If approved, the decision will be issued and forwarded to the relevant parties. If not approved, the Human Resources department will respond to the employee and continue processing as requested by the Director.
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Step 5: Director’s Signature
The Director signs and confirms the termination decision. If approved, the decision will be issued and forwarded to the relevant parties. If not approved, the Human Resources department will respond to the employee and continue processing as requested by the Director.
Step 6: Employee Handover of Work and Assets
Once approved by all levels, the employee is responsible for handing over their work and documents to their replacement.
Employee Handover of Work and Assets
Employees need to hand over their work and assets before leaving the company.
Typically, many businesses only require employees to guide and train new employees. However, some companies may require additional forms and documents confirming the handover of assets, uniforms, and related documents provided by the company.
Step 7: Human Resources Department Processes Termination of Employment
The Human Resources department proceeds to delete all accounts of the departing employee, including email, system accounts, etc. These procedures aim to protect information security and access to the company’s systems. After completion, the Human Resources department confirms the account deletion and stores this information in the employee management file.
Step 8: Paying Salaries and Returning Documents
After the employee completes the handover of work and assets, the Human Resources and Accounting departments will proceed with paying the remaining salary, allowances, and other benefits (if any) to the employee. At the same time, the HR department will complete the relevant documents such as the social insurance book and employment confirmation to return to the employee.
This entire process is usually completed within 7 to 30 days from the date the employee officially leaves the company.
Step 9: HR Updates Information and Archives Records
After completing all termination procedures, the Human Resources department will gather all relevant documents such as the handover report, asset handover, termination decision, and other related papers.
All these documents will be stored in the company’s personnel file to ensure complete and legal management of employee information upon termination. Maintaining records allows businesses to have information for future reference.
In short, establishing a professional termination process not only helps businesses maintain a transparent and fair work environment but also creates a positive impression on employees even after they leave the company. A clear flowchart, supported by software, will help management and HR easily track the steps, ensuring all procedures are carried out correctly and in compliance with the law.
S4B Vietnam
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