Left Employee

Navigation Path

Export & Import → Left Employee

URL

/export-import/left-employee

Description

• Manage employee exit records via import/export
• Track employees who have left the organization
• Record left/exit dates for employees
• Bulk import separation data
• Export left employee records for modification
• Maintain historical employee exit information
• Support unit-wise left employee management
• Generate exit reports and statistics

1. Page Overview

What is Left Employee Management?

Left Employee records track employees who have resigned, retired, or been terminated from the organization. This data is crucial for:

Key Purposes:

• HR Records: Maintain complete employment history
• Full & Final Settlement: Track F&F processing for exited employees
• Rehire Decisions: Check previous employment status
• Exit Analysis: Analyze attrition patterns and reasons
• Compliance: Maintain statutory records as required
• Reporting: Generate turnover and retention reports
• Payroll Processing: Ensure salary stops after exit date
• Access Control: Disable system access for left employees

Exit Types:

• Resignation: Voluntary exit by employee
• Termination: Involuntary exit by employer
• Retirement: Exit upon reaching retirement age
• End of Contract: Completion of fixed-term contract
• Absconding: Employee left without notice
• Death: Unfortunate demise of employee
• Mutual Separation: Agreed separation by both parties

Why Left Employee Import is Needed

Common Scenarios:

1. Migrating to New System: Import historical exit data
2. Bulk Exit Processing: Mass separations (project closure, restructuring)
3. Updating Exit Dates: Correct or modify left dates
4. Backdated Exits: Process exits that occurred in past
5. Data Correction: Fix errors in exit records
6. Notice Period Tracking: Record relieving dates after notice period

2. Top Action Link

Export Example In Excel

Location: Top-center of the page (purple/blue text)

Function:

• Provides pre-formatted Excel template
• Shows required columns for left employee data
• Includes built-in instructions and validation rules
• Contains sample exit records
• Guides proper data format for import

Template Contents:

• Pre-formatted columns for employee exit data
• Field-level instructions and descriptions
• Data validation rules embedded in Excel
• Sample left employee records
• Required vs optional field indicators
• Format specifications for dates, codes, reasons
• Notes on exit types and F&F settlement

Best Practice: Always download this template before importing left employee data

3. Filter Section

Unit Filter

Features:

• Search units by code or name
• Select multiple units simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Display Format: [Unit Code] | [Unit Name]

Examples from screenshot:

• UNT00007683 | TATA TELE SERVICES, NOIDA
• UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
• UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA
• UNTPFS00008316 | M/S IBS SOFTWARE, SHANTINKETAN, WHITEFIELD, BANGALORE

Purpose:

• Filter left employees by location
• Export unit-specific exit records
• View separations for particular branches
• Analyze unit-wise attrition
• Generate location-specific exit reports

4. Action Buttons

Search and Reset

Search Button Behavior:

• Fetches left employee records based on unit filter
• Can search without filters to view all left employees
• Displays results in table format below
• Shows employee details and exit dates
• Enables export functionality

Reset Button Behavior:

• Clears unit selection
• Hides results table
• Returns page to initial state
• Useful for starting new search

5. Search Results Table

Table Display

After clicking "Search", a table displays with left employee records.

Main Columns:

Additional Columns (may include):

• Exit Type/Reason (Resignation, Termination, etc.)
• Last Working Day
• Notice Period
• F&F Settlement Status
• Remarks
• Created Date
• Modified Date

Table Features

• Bulk Selection: Checkbox in header to select all visible records
• Individual Selection: Checkbox for each employee record
• Export Button: Top-right corner to export selected/all records
• Column Filters: Filter icon in each column header
• Column Sorting: Click header to sort ascending/descending
• Pagination: Navigate through multiple pages of records
• Search within Table: Quick search for specific employees

Table Data Example (from screenshot)

Sample Record:

1. Left Employee
   • S.No: 1
   • Employee Code: PFSBGUR567
   • Employee Name: DEBABRATA DAS
   • Unit: VISEMA MAINTENANCE SERVICE...
   • Left Date: (Date shown in table)

Export Button

Location: Top-right corner of the page

Function:

• Export selected left employee records to Excel
• Or export all filtered results
• Download format-ready for modification and re-import

Export Contains:

• All employee exit details from the table
• Complete separation information
• Exit dates and reasons
• F&F settlement status
• All columns including hidden ones

No Data Message

If no records match the criteria:

"No left employee records found for the selected criteria."

Or if no search performed yet:

"Please select unit(s) and click Search to view left employees."

6. Import Section

Import Left Employee Records

Label: "Select (Left Employee Excel) File:"

Purpose: Import left employee records to mark employees as exited

Upload Area:

• Drag-and-drop zone with dashed border
• Upload icon (cloud with arrow)
• Text: "Upload or drag and drop (.xlsx, .xls)"
• Accepts Excel files only

Import Button:

• Color: Purple/Blue
• Label: "Import"
• Action: Processes and imports left employee records

Use Cases:

• Mark employees as left/separated
• Import bulk exit data
• Update exit dates for multiple employees
• Process historical separations
• Correct existing exit records
• Import after F&F settlement

7. Workflow: Search and Export Left Employees

Step-by-Step Process

1. Apply Unit Filter (Optional)

   • Select specific units if needed
   • Or leave blank to search all units

2. Search Records

   • Click "Search" button
   • System displays table with left employee records
   • Review the list of exited employees

3. Select Records to Export

   • Use checkboxes to select specific employees
   • Or use header checkbox to select all
   • Or export all without selection

4. Export Data

   • Click "Export" button at top-right
   • System generates Excel file
   • File downloads automatically

5. Review Exported File

   • Open downloaded Excel file
   • Verify all left employee records
   • Check exit dates and details
   • Review additional information

Output: Excel file containing complete left employee data

8. Workflow: Import Left Employee Records

Step-by-Step Process

1. Download Template

   • Click "Export Example In Excel" link
   • Download the sample template
   • Review structure and required fields

2. Prepare Left Employee Data

   • Open downloaded template
   • Fill employee details:
     • Employee code (must exist in system as active employee)
     • Employee name
     • Unit
   • Enter exit information:
     • Left date / Exit date (required)
     • Last working day
     • Exit type/reason (Resignation, Termination, etc.)
     • Notice period served (if applicable)
     • Exit remarks/comments
   • Additional details:
     • F&F settlement status
     • Settlement date
     • Final settlement amount
     • Pending dues

3. Validate Data

   • Ensure all required fields are filled
   • Verify employee codes exist and are active
   • Check left dates are valid (not future dates typically)
   • Confirm date formats are correct
   • Validate exit types from allowed values

4. Upload File

   • Go to "Select (Left Employee Excel) File" section
   • Click upload area or drag-and-drop file
   • File name appears after selection

5. Import Records

   • Click "Import" button
   • System validates data
   • Marks employees as left
   • Records exit dates and details
   • Shows success/error messages

6. Verify Import

   • Search for newly imported left employees
   • Check all exit details are correct
   • Verify left dates recorded properly
   • Confirm employee status changed to "Left"
   • Check if salary processing stopped

9. Left Employee Data Structure

Employee Information

Exit Information

Exit Types

Full & Final Settlement

10. Understanding Exit Process

Typical Exit Workflow

1. Resignation Submission

   • Employee submits resignation letter
   • Notice period starts
   • Exit reason recorded

2. Notice Period

   • Employee serves notice (30-90 days typically)
   • Handover of work responsibilities
   • Exit formalities initiated

3. Exit Interview

   • HR conducts exit interview
   • Captures feedback and reasons
   • Documents learnings

4. Last Working Day

   • Final day at workplace
   • Handover completion
   • Asset return (laptop, ID card, etc.)

5. Left Date Recording

   • Employee marked as "Left" in system
   • Left date recorded (usually = last working day)
   • System access disabled

6. F&F Settlement

   • Calculate final dues
   • Deduct pending amounts (loans, notice pay shortage)
   • Add leave encashment, bonus
   • Process final payment
   • Issue relieving letter and experience certificate

Impact of Marking Employee as Left

System Changes:

1. Employee Status: Changed from "Active" to "Left"
2. Salary Processing: Employee excluded from future payroll
3. Attendance: No longer marked present/absent
4. Leave: Leave balance frozen (for encashment calculation)
5. Loans: Active loans stopped or adjusted in F&F
6. System Access: Login disabled
7. Reports: Appears in attrition reports, excluded from headcount
8. Reimbursements: Pending claims processed in F&F

11. Validation Rules

File Validation

✓ File Format

• Must be Excel (.xlsx or .xls)
• Not corrupted or password-protected
• File size within limits
• Proper encoding

✓ Template Structure

• All required columns present
• Headers match template
• No extra required columns
• Data starts from correct row

Data Validation

✓ Employee Details

• Employee code must exist in system
• Employee must be currently active (not already marked as left)
• Unit must match employee's current unit
• Employee name should match (for verification)

✓ Exit Information

• Left date is required
• Left date should not be future date (in most cases)
• Left date should not be before employee's joining date
• Exit type must be from predefined list
• Exit reason is required

✓ Date Validations

• Dates in correct format (DD/MM/YYYY)
• Last working day should match or be before left date
• Resignation date (if provided) should be before left date
• Notice period calculation matches dates

✓ F&F Settlement

• Settlement date should be on or after left date
• Amounts should be numeric
• Pending dues should not be negative (unless recovery)

Business Logic Validation

• Employee must be active to be marked as left
• Cannot mark same employee as left multiple times
• Left date should be logical (not too far in past without justification)
• If notice period required, check dates align
• F&F settlement should follow left date

12. Success and Error Messages

Success Messages

Left Employee Import:

✅ "Left employee records imported successfully. X employee(s) marked as left."

Export:

✅ "Left employee data exported successfully. Downloading file..."

Search Results:

ℹ️ "Found X left employee record(s) matching your criteria."

Error Messages

No File Selected:

❌ "Please select a file to import."

Invalid File Format:

❌ "Invalid file format. Please upload Excel file (.xlsx or .xls)."

Template Mismatch:

❌ "File structure doesn't match template. Please download and use the correct template."

Employee Not Found:

❌ "Employee code 'EMP123' not found in system. Please verify employee code in row X."

Employee Already Left:

❌ "Employee 'EMP123' is already marked as left. Cannot import duplicate exit record in row X."

Employee Not Active:

❌ "Employee 'EMP123' status is not active. Only active employees can be marked as left in row X."

Missing Required Fields:

❌ "Required fields missing in row X: Employee Code, Left Date, Exit Type."

Invalid Left Date:

❌ "Left date in row X is invalid. Date cannot be future date or before joining date."

Invalid Date Format:

❌ "Invalid date format in row X. Expected format: DD/MM/YYYY."

Invalid Exit Type:

❌ "Exit type in row X is invalid. Allowed values: Resignation, Termination, Retirement, etc."

Date Logic Error:

❌ "Last working day in row X is after left date. Please correct the dates."

Partial Import:

⚠️ "Partial import completed. X employee(s) marked as left, Y employee(s) failed. Check error details."

13. Common Use Cases

Case 1: Monthly Resignations

Scenario: 5 employees resigned this month, process their exits

Steps:

1. Download template
2. Fill 5 rows with:
   • Employee codes of resigned employees
   • Left dates (last working day)
   • Exit Type: Resignation
   • Exit Reason: Better Opportunity / Personal Reasons
   • Notice period served
   • Remarks if any
3. Import file
4. Verify all 5 employees marked as left
5. Process F&F settlement separately

Result: Employees marked as left, excluded from next month's payroll

Case 2: Project Closure - Bulk Exit

Scenario: Project ended, 50 contract employees need to be marked as left

Steps:

1. Download template
2. Export list of contract employees from the project
3. Fill 50 rows with:
   • Employee codes
   • Left Date: Same date for all (project end date)
   • Exit Type: End of Contract
   • Exit Reason: Project Completion
4. Import file
5. Verify all 50 marked as left
6. Generate F&F settlement report

Result: Bulk exit processing completed efficiently

Case 3: Correcting Exit Date

Scenario: Employee's left date was recorded incorrectly, needs correction

Steps:

1. Search for the left employee
2. Export the record
3. Modify left date in Excel
4. Note: This may require deleting and re-importing, or system may allow update
5. Import corrected data
6. Verify corrected left date

Result: Accurate exit date recorded

Case 4: Historical Data Migration

Scenario: Migrating to new system, need to import 500 historical exit records

Steps:

1. Prepare data from old system
2. Download template
3. Map old system data to template columns
4. Fill all 500 exit records
5. Validate data thoroughly
6. Import in batches (100 at a time)
7. Verify each batch before next import

Result: Complete historical exit data migrated

Case 5: Absconding Employee

Scenario: Employee stopped coming without notice, mark as absconding

Steps:

1. Download template
2. Fill record:
   • Employee Code
   • Left Date: Last day employee attended
   • Exit Type: Absconding
   • Exit Reason: Absconded without notice
   • Remarks: "Employee did not report after [date]"
3. Import
4. Process F&F with recoveries (notice pay, pending dues)

Result: Employee marked as absconded, F&F processed with deductions

14. Best Practices

Before Import

1. Verify Active Status

   • Ensure employees are currently active
   • Check they haven't been marked as left already
   • Confirm employee codes are correct

2. Validate Exit Dates

   • Verify last working days
   • Check notice period calculations
   • Ensure dates are not in future (unless planned exit)
   • Confirm dates align with resignation dates

3. Complete Exit Formalities

   • Conduct exit interview
   • Complete handovers
   • Collect company assets
   • Clear pending approvals
   • Obtain no-dues certificate

4. Coordinate with Departments

   • Inform IT to disable access
   • Notify facilities for asset collection
   • Alert payroll for F&F processing
   • Update reporting managers

5. Test with Small Batch

   • Import 1-2 test records first
   • Verify system behavior
   • Check salary exclusion
   • Then proceed with bulk import

During Import

1. Use Correct Template

   • Download latest template
   • Don't modify column structure
   • Fill all required fields

2. Accurate Data Entry

   • Double-check employee codes
   • Verify date formats
   • Use consistent exit type naming
   • Add meaningful remarks

3. Date Consistency

   • Ensure date logic is correct
   • Last working day ≤ Left date
   • Resignation date less than Left date
   • Settlement date ≥ Left date

4. Exit Reason Documentation

   • Provide specific reasons
   • Helps in attrition analysis
   • Useful for retention strategies
   • Required for compliance

After Import

1. Immediate Verification

   • Search for imported employees
   • Verify status changed to "Left"
   • Check left dates recorded correctly
   • Confirm all details accurate

2. System Access Check

   • Verify system access disabled
   • Check email access removed (if applicable)
   • Confirm VPN/remote access stopped
   • Ensure physical access revoked

3. Payroll Verification

   • Verify employee excluded from next payroll
   • Check if F&F processing initiated
   • Review pending salary/reimbursements
   • Calculate leave encashment

4. Document Management

   • Issue relieving letter
   • Provide experience certificate
   • Give Form 16 (if applicable)
   • Archive employee documents

5. Exit Analysis

   • Review exit reasons
   • Analyze attrition trends
   • Identify retention issues
   • Plan improvement strategies

15. Integration with Other Modules

Payroll Processing

Impact:

• Employee excluded from future salary processing
• Last salary includes only worked days (pro-rata)
• F&F settlement calculated separately
• All deductions stopped
• Loan recoveries handled in F&F

Process:

1. System checks left date before payroll
2. If left date in previous month, employee excluded
3. If left mid-month, pro-rata salary calculated
4. F&F processed separately after exit

Attendance Management

Impact:

• Attendance marking stops after left date
• Historical attendance preserved
• Leave balance frozen for encashment
• No future attendance expected

Leave Management

Impact:

• Leave balance calculated till left date
• Unused leaves encashed in F&F
• Future leave applications blocked
• Leave history maintained

Loan Management

Impact:

• Active loan recoveries stopped
• Outstanding balance calculated
• Recovery done through F&F deduction
• Loan status marked for settlement

Asset Management

Impact:

• Company assets marked for return
• Asset return tracked during exit
• Pending assets flagged in F&F
• Asset clearance certificate issued

Reports and Analytics

Impact:

• Appears in attrition reports
• Excluded from active headcount
• Included in turnover analysis
• Exit reason analytics
• Retention metrics calculation

16. Exit Reporting

Available Reports

Attrition Report:

• Monthly/quarterly/annual attrition rate
• Department-wise attrition
• Unit-wise separations
• Exit type distribution
• Trend analysis

Turnover Analysis:

• Employee turnover rate
• Average tenure before exit
• Cost of attrition
• Critical role exits

Exit Reason Report:

• Top exit reasons
• Voluntary vs involuntary exits
• Better opportunity seekers
• Retirement patterns

F&F Settlement Report:

• Pending F&F settlements
• Completed settlements
• Average settlement time
• Settlement amount statistics

17. Compliance and Legal

Record Retention

Requirements:

• Maintain exit records for statutory period (7+ years)
• Preserve exit documents
• Keep resignation letters
• Store F&F settlement proofs
• Archive experience certificates

Documentation:

• Resignation/termination letter
• Exit interview notes
• F&F settlement details
• Relieving letter copy
• Experience certificate copy
• Form 16 (tax certificate)
• No-dues certificate

Legal Considerations

Exit Documentation:

• Proper resignation acceptance
• Notice period adherence
• Full and final settlement
• Non-disclosure agreements
• Non-compete clauses (if applicable)
• Asset return acknowledgment

Statutory Compliance:

• PF final settlement
• Gratuity payment (if eligible)
• Leave encashment
• Bonus payment
• Form 16 issuance

18. Troubleshooting

Import Fails Completely

Symptoms: Error immediately, no records imported

Possible Causes:

• Wrong file format
• File corrupted
• Template structure wrong
• All employee codes invalid

Solutions:

• Re-download template
• Create fresh file
• Ensure .xlsx or .xls format
• Verify employee codes exist

Partial Import Success

Symptoms: Some employees marked as left, others failed

Possible Causes:

• Invalid employee codes in some rows
• Some employees already marked as left
• Missing required fields in specific rows
• Invalid dates in some records

Solutions:

• Review error messages carefully
• Check failed row numbers
• Correct data for failed rows
• Re-import only corrected rows

Employee Not Excluded from Payroll

Symptoms: Left employee still appears in salary processing

Possible Causes:

• Left date is future date
• Left date in current processing month
• System processing timing issue
• Payroll already processed before import

Solutions:

• Check left date vs payroll month
• Verify employee status is "Left"
• Manually exclude if needed
• Process correction in next cycle

System Access Not Disabled

Symptoms: Left employee can still login

Possible Causes:

• Access disable not automated
• Manual step missed
• System delay in sync
• Separate IT system not updated

Solutions:

• Manual access revocation by IT
• Check system integration settings
• Verify disable access workflow
• Escalate to system admin

Cannot Find Left Employee

Symptoms: Imported successfully but not showing in search

Possible Causes:

• Wrong unit filter applied
• Date range filter excludes the record
• Search timing (refresh needed)

Solutions:

• Clear all filters and search
• Refresh page
• Check "All Units" or correct unit
• Verify import confirmation

19. Security and Access Control

Access Levels

Typical Permissions:

• Super Admin: Full access - view, import, export, modify
• HR Admin: View and import for assigned units
• HR Manager: View and export only
• Unit Manager: View only for own unit
• Employees: No access (may view own exit details via self-service)

Data Privacy

Sensitive Information:

• Exit reasons (confidential)
• F&F settlement amounts
• Personal exit circumstances
• Performance-related terminations

Security Measures:

• Role-based access control
• Audit logging of all imports
• Secure file uploads
• Data encryption
• Limited export access

20. Important Notes

Critical Considerations

• Irreversible Action: Marking employee as left is serious - verify thoroughly
• Payroll Impact: Immediate effect on salary processing - coordinate timing
• Legal Compliance: Follow labor laws regarding notice, F&F settlement
• Communication: Inform employee and team about exit process
• Data Accuracy: Wrong exit date can cause payroll and compliance issues
• Access Control: Ensure timely revocation of system and physical access

Exit Date vs Last Working Day

Clarification:

• Last Working Day: Last day employee physically worked
• Left Date: Official relieving date (may be same or after last working day)
• Use Left Date for system recording and payroll exclusion

Notice Period

Types:

• Full Notice: Employee served complete notice period
• Short Notice: Employee left before completing notice (recovery in F&F)
• Notice Waived: Employer waived notice period
• Payment in Lieu: Employee paid for notice not served

Impact:

• Notice pay recovery if short notice
• Notice period affects left date calculation
• Affects F&F settlement amount

Common Mistakes to Avoid

1. Wrong Employee Code: Double-check codes before import
2. Future Left Date: Typically should not be future (unless planned)
3. Forgetting F&F: Mark left only after F&F process initiated
4. Duplicate Import: Importing same employee multiple times
5. No Communication: Not informing employee or team
6. Asset Pending: Marking left before asset return
7. No Backup: Not exporting before making bulk changes
8. Wrong Exit Type: Incorrect classification affects reports and compliance

End of Documentation