Leaver Process

When an employee resigns they must do so in writing, rather than verbally. It is the line manager’s responsibility to talk to them to discuss the reasons why they have resigned and to agree leaving dates based on their contractual notice. You can check their notice period with HR.

You will need to forward the resignation letter or email to the SUHRteam, notifying the HR team of the agreed final date of employment. HR will then calculate any outstanding accrued annual leave to be used during the notice period and ask you to agree a final working date based on this information.

HR will process the final salary payment at the end of the month of leaving and issue a P45 that will be sent via email.

A member of the HR team will get in touch with the staff member directly to arrange a face to face exit interview before they leave. The purpose of this interview is to get feedback from the individual regarding their employment with the organisation, to enable us to make positive changes as a result. It also provides the individual with an opportunity to ask any questions they might have about the leaving process – i.e. annual leave, pay, references etc. The content of the exit interview will not be shared with the individual’s line manager but a summary may be presented to the senior management team where there are concerns or suggestions for improvement.

An Employment Reference is a standard reference, which may only be given by HR. The information on this reference is minimal and will confirm job title and dates of employment. If you receive a request for an Employment Reference please forward this on to HR.

Line managers may give Personal References or Character References for any members of staff if you wish to do so but it must be made clear on the reference that it is not an Employment Reference.