A leaver is cleared, settled and paid
Who is involved
| Role | What they do |
|---|---|
| HR manager | Starts the exit and ticks HR clearance items. |
| Payroll manager | Quotes and prepares the settlement. |
| Payroll approver | Approves, pays and posts it. |
| Accountant | Reviews the entry. |
Step by step
- HR manager
Starts offboarding in HR.
What they see:The exit is in progress.
- Payroll manager
Quotes the settlement with the last working day, reason and leave days.
What they see:End-of-service benefit, leave encashment and loan balance.
- Payroll manager
Creates the settlement.
What they see:A draft with a clearance checklist for HR, IT, finance, administration and the manager.
- HR manager
Marks the HR clearance items cleared; other teams mark theirs.
What they see:Outstanding items are listed by name.
- Payroll approver
Approves. Open clearance blocks it unless overridden through Copilot or the API.
What they see:The settlement is approved.
- Payroll approver
Records the payment reference.
What they see:The settlement is paid and the leaver's loans are closed.
- Payroll manager
Posts the settlement.
What they see:The entry goes to Accounting.
- Accountant
Opens the ledger entry.
What they see:An expense per earning, the deductions and the net payable to the employee.
Who is told what
Posting notifies payroll managers and HR managers in the app that the settlement was posted.
Related
- Payroll & WPS
- HR Management
- Accounting & E-Invoicing
- A new hire is set up in HR and paid correctly in the first run
- A reviewer sends a run back and the preparer fixes it
- An approved timesheet, with overtime, reaches the payslip
- A final settlement is booked in the ledger
- A leaver's final pay is settled with HR
- Team workflows