Final settlement, terminations and exit interviews

Settle what a leaver is owed (or owes), handle a dismissal with a legal review first, hear why people leave, and keep a list of former employees you may hire again.

Who can use it

Task	Who
Prepare a settlement, add lines, send it for approval	Staff who can create settlements (HR)
Approve, send back or dispute a settlement	Staff who can approve settlements (usually whoever approves payroll runs). Never the person who prepared it.
Record the payment	Staff who can pay settlements.
Propose a termination	Staff who can propose terminations
Clear or reject a termination	Legal reviewers only
Ask for and record exit interviews	HR with the exit interview permission
Fill in your own exit interview	The leaver, under My resignation

Where: HR → Offboarding: Final settlements, Terminations, Exit interviews, Alumni. The settlement and the exit interview also show on each Exit case.

Final settlement

What it includes

9bx works out each line from your own records and, where installed, the country rules of the legal entity:

Line	Where it comes from
Pay through the last working day	Monthly pay on file, from the day after the last finished payroll run that paid the person to the last working day. If no finished run ever included the person, from the first month your workspace ran payroll in 9bx
Unused leave	All days left in leave types marked as encashable, at the day rate. Days left in other types are listed in a note, not paid
Income tax	Taken the same way payroll takes it (tax slabs, or the tax component of a payroll template): a month's share of the yearly tax for each month of pay owed, and the extra tax the leave and notice pay add. Left out when the country rules carry a tax of their own
Pay in lieu of notice	When the company ends the job early and the country rules say to pay the notice
Notice not served	When the person resigns without serving their notice and was not released early, if the country rules say so
Loan balance	What is left of every open loan
Gratuity, end-of-service, severance, statutory deductions	The end-of-service rules of the country pack
Lines added by hand	An asset not returned, an agreed payment

Each line has How this was worked out: click it to see the dates, rates and rule behind the figure.

If the country rules have not been verified, a yellow Check these figures note shows on the worksheet and on the statement. If no country rules are installed, only the lines from your own records are included and the worksheet says why: the person has no legal entity, no country pack is installed for it, or the pack has no end-of-service rules. Install them from the country pack opens the legal entity's page.

If no joining date is on file, the length of service is counted from the day the person was added to 9bx and a note says so; Set the joining date opens the employee. Click Recalculate after fixing either.

Step-by-step

Start a settlement

1. Open the exit case (Offboarding → Exit cases).
2. In the Final settlement card, click Start settlement. The worksheet opens.
3. Check the lines and Worked out from on the right.

Correct it

• Click Add a line under Owed to the employee or Taken back, give a description and an amount.
• Remove a line you added with the bin icon.
• Changed the last working day, repaid a loan or changed pay? Click Recalculate. Lines you added by hand stay.

Approve it

1. Click Send for approval. The figures are now locked.
2. A second person opens the settlement and clicks Approve. If your company has an approval flow for final settlements, it waits in the approvals inbox instead and is approved there.
3. Wrong figures? Click Send back (or Dispute once approved) and say why. It returns to draft.

Pay it

1. On an approved settlement click Record payment (or Record money received when the employee owes the company).
2. Choose the payment method and add the reference.
3. 9bx closes the open loans, marks the unused leave as paid and makes the statement. Click Download statement to get the PDF. A copy is filed in the employee's documents.

A paid settlement is final. Payroll runs after the settlement no longer pay the person, so salary is never paid twice.

Example scenario

Rahim resigns with a last working day of 24 March. HR starts the settlement: 24 days of March pay, 6 days of unused leave, a gratuity line from the country rules and his loan balance of 400 taken back. HR adds "Laptop charger not returned, 25.50". The finance lead approves it, then records a bank transfer with reference TRX-1042. Rahim's loan is closed and his statement is in his documents.

Terminations

A termination is proposed first and reviewed by legal. Until it is carried out, only the person who proposed it and the legal reviewers can see it. The employee and the exit case list see nothing.

1. Offboarding → Terminations → Propose a termination. Pick the employee and last working day, choose a reason, and write the Grounds (what happened, warnings given). Click Send for legal review.
2. A legal reviewer opens it and clicks Clear, or Reject with a note. You cannot review your own proposal.
3. Once cleared, the proposer clicks Carry out, changing the last working day if needed. A normal exit case starts with its checklist, and the final settlement follows as above.
4. Withdraw drops a proposal that is still in review or cleared.

Exit interviews

1. On the exit case, in Exit interview, click Ask the employee and choose an exit form (forms of the Exit category from the form builder). Leave the form empty to hold the interview in person.
2. The leaver sees the form under My resignation and sends their answers.
3. HR clicks Record interview to add the Reason for leaving, Would come back and a summary. You can also type the answers in for the person. If they will not take part, click Declined.

The reason also classifies the exit. You can set or change it when you complete the exit case.

Exit reasons: on Exit interviews, click Exit reasons to rename, add or switch off reasons, and to mark a reason as voluntary, involuntary or other, and as regrettable. A reason already used is switched off, not deleted.

Why people leave: click Exit reasons report (or open Reports → Exit reasons) for exits per reason, the voluntary share, regrettable exits, average service and how many would come back. The Attrition report shows the rate.

Alumni

Offboarding → Alumni lists everyone whose exit is complete, with the date, the reason and whether they Can be rehired. Filter by rehire status or search by name or employee ID. The rehire answer is given when the exit case is completed.

Related

Payroll runs and payslips · Leave · Employee self-service · Privacy