Notice must be given in writing except when it is given by an illiterate employee.
The notice periods ... Has letter of resignation been forwarded to the HR Dept. to.
1
RESIGNATION POLICY
Policy Number:
Approved Date:
Effective Date:
Review Date:
2 RESIGNATION POLICY Purpose The Municipality recognizes that an employee may resign from its employ for many different reasons and it will ensure that each terminating employee is treated with respect and dignity no matter what that reason may be. The purpose of this policy is to ensure that resignation advices and notice periods comply with the terms of the Basic Conditions of Employment Act. Scope The Municipality shall ensure that any employee who resigns feels welcome to return to the Municipality in the future, should a suitable vacancy arise. A contract of employment may be terminated on notice of not less than:
One week, if the employee has been employed for six months or less; Two weeks, if the employee has been employed for more than six months but not more than one year; Four weeks, if the employee has been employed for one year or more.
If an employee does not provide notice as stipulated above, the Municipality may deduct payment in lieu of notice from the employee’s final salary. Notice must be given in writing except when it is given by an illiterate employee. The notice periods do not apply to an employee who works less than 24 hours in a month for the employer. Termination of fixed term contracts will be in accordance with the terms of the contracts. If a contract does not specify the resignation notice period, then the contractor must be informed that this policy will apply. Every employee will be provided with a Certificate of Service when he /she leaves the company. The Municipality will not provide any other form of verbal or written reference. Any property belonging to or money owing to the Municipality must be returned or repaid before an employee leaves. If this is not done, the value of the property or money owing may be deducted from the employee’s final salary. If an employee living in Municipal property resigns, he/she must vacate the property by a date agreed with the Human Resources Officer. Responsibility All permanent and contract employees and managers at all levels in the organisation are expected to comply with this policy. All managers and supervisors must ensure compliance with this policy.
3 UBUHLEBEZWE
MUNICIPALITY
PROCEDURE WHEN AN EMPLOYEE RESIGNS AND CHECKLIST OF EQUIPMENT / ITEMS TO BE RETURNED DEPARTMENT
:…………………………………..
NAME OF EMPLOYEE WHO RESIGNED :…………………………………… SIGNATURE OF EMPLOYEE WHO RESIGNED :…………………………………… NAME OF SUPERVISOR / MANAGER :……………………………………………… SIGNATURE OF SUPERVISOR / MANAGER :…………………………………… Has the employee submitted his/her resignation in writing?
Yes
No
Has letter of resignation been forwarded to the Finance Dept. to ensure that the employee’s salary is stopped?
Yes
No
Has letter of resignation been forwarded to the HR Dept. to ensure that necessary applications for UIF, pension, etc are processed?
Yes
No
Yes
No
Are there any moneys owed to Council? e.g Has the employee served the required period in terms of Bursary Scheme?
Yes
No
Has the Laptop been returned, including the Bag, Mouse, Charger, Flash Disk(s) & Data Card(s)?
Yes
No
Has the employee served the required notice period? If not, the employee’s annual leave will be used to cover the notice period the employee should have served.
4 -2 Has Office Keys, Municipal Vehicle Keys, and any other keys been returned?
Yes
No
Has the equipment and items in employee’s office been verified? e.g Desktop (including software), Printer, Mouse, Keyboard, Calculator, Telephones, Stamps, etc.
Yes
No
Has Remote Control(s) been returned?
Yes
No
Has Petrol Card, Credit Card (where applicable), etc, been returned?
Yes
No
Has Exit Interview been conducted?
Yes
No
Has the employee been issued with Certificate of Service?
Yes
No
THE ABOVE CHECKLIST MUST BE COMPLETED BY THE SUPERVISOR / MANAGER OF A DEPARTMENT WHERE THE EMPLOYEE HAS RESIGNED.
5
UBUHLEBEZWE
MUNICIPALITY
CERTIFICATE OF SERVICE I ______________________________________________, HUMAN RESOURCES OFFICER, declare that _____________________________________(Full name of employee) _________________________________________________________ (Employee’s I.D. No.) was employed by UBUHLEBEZWE MUNICIPALITY
From __________________________ Until ________________________________ As _________________________________________________________(Job Title)
On termination of employment, he / she was earning:
R ______________ per annum
(Amount in words) …………………………………………………………………………………………………… …………………………………………………………………………………………………………………………………
________________________________ Employer’s signature
Date
________________________________
6 UBUHLEBEZWE MUNICIPALITY EXIT INTERVIEW FORM Name of terminating employee: __________________________________ Interview conducted by: ___________________________ Date: _________________
INFORMATION GIVEN BY THE TERMINATING EMPLOYEE IS CONFIDENTIAL
1. ADMINISTRATIVE DATA Race group
African; Indian/Asian; Coloured; White
Gender
Man; Woman
Age group
