Separation and full-and-final settlement

Modules EXT, EMP, NTF, LVE, ATT, PAY, CLM, IAM, FFM · Release R2 · Specs Exit, Payroll

Context

In the reference product the employee submits a separation request that the HR Manager approves directly (the reporting manager is skipped); offboarding checklists end in "No Due"; there is no documented F&F, letters or access revocation [Observed and Inferred] (see Spryple analysis §8 and §16). Spyrl routes through the line manager and HR, computes notice shortfall, runs clearance with owners, revokes access at the LWD and settles F&F as a payroll off-cycle run.

Diagram

Steps

#	Actor	Action	System response	Module	Notifications
1	employee	Submits resignation (reason, requested LWD, note)	Submitted; notice required and shortfall shown	EXT	—
2	line_manager	Approves, records a retention note or counter-proposes the LWD	LWD proposal stored	EXT, NTF	Employee informed
3	hr_manager	Approves with LWD and notice treatment (serve, waive, buy-out)	Approved; employee status NoticePeriod; ext.separation.approved	EXT, EMP	Employee and manager informed
4	System	Restricts future activity	Leave beyond LWD blocked; FFM tracking and TSM memberships end at LWD; LMS enrolments closed	LVE, FFM, TSM, LMS	—
5	System	Creates clearance tasks	Offboarding template: IT (laptop, accounts), Admin (ID card), Finance (advances), manager (handover)	EMP, EXT	Tasks to owners
6	Clearance owners	Mark No Due, attach evidence, or enter recovery amounts	ext.clearance.completed when all done	EMP, EXT	Reminders for overdue tasks
7	employee	Completes the exit interview	Answers stored confidentially (HR only)	EXT	—
8	System	LWD passes	User deactivated at 23:59 local time; read-only ESS window for payslips and letters; status Separated	IAM, EMP, MOB	Employee informed of read-only access
9	System	Initiates F&F	FNF run created; employee excluded from the regular run for the final period	PAY, EXT	Payroll manager task
10	System	Gathers inputs	Days worked in final period (locked ATT), encashable leave balance, gratuity eligibility, notice pay or recovery, open loans and advances, approved claims, clearance recoveries, bonus due	ATT, LVE, PAY, CLM, EXT	—
11	payroll_manager	Reviews the worksheet and calculates	Gross to net with statutory deductions and TDS recomputed for the year	PAY	—
12	finance_admin	Approves	F&F Approved	PAY, EXT	—
13	payroll_manager	Locks, pays and confirms	pay.run.paid; loans SettledInFnF; leave ledger FNF_SETTLEMENT; claims Paid	PAY, LVE, CLM	—
14	System	Issues documents	F&F statement, relieving and experience letters	EXT, EMP	Email with secure link

Termination variant

#	Actor	Action	System response
T1	hr_manager	Records termination with category, reason and effective date (backdating within policy window)	Separation Approved at once; ext.termination.recorded
T2	hr_manager	Chooses access revocation: immediate or at LWD	IAM deactivates accordingly
T3	System	Clearance and F&F as above	Notice pay in lieu if the employer ends employment without notice (policy)

Exception paths

Situation	Handling
Employee withdraws before approval	Withdrawn; no effect
Withdrawal after approval, before LWD	Needs approval; status returns to Confirmed; clearance tasks cancelled
Manager does not act	Escalation per the approval pattern
Notice shortfall disputed	HR records waiver with approval or keeps recovery; both audited
Clearance incomplete at F&F due date	F&F can proceed with recoveries held, or wait (policy); due date is tracked on the report
Backdated termination into a locked period	No change to locked runs; overpaid salary becomes a recovery in the FNF run
Absconding employee	HR records separation type ABSCONDING; F&F held per policy
Death in service	Separation type DEATH; settlement to nominee from family records; gratuity rules for death apply (verify)
Net F&F negative	Recovery statement; employer decides to collect or write off, with approval