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Separation List and Approval

Last Updated: October 22, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

System Overview​

The Separation List/Approval module under the Separation section enables administrators and HR personnel to efficiently manage employee separation requests from initiation to approval.

It includes list management, request creation, import functionality, and approval workflows, ensuring all separation processes follow organizational policy and audit standards.

Path: Separation → Separation List/Approval

The page contains two main tabs:

  1. List Tab – Displays all separation requests (default view).
  2. Approval Tab – Used for approving or rejecting pending separation requests.

Each tab contains tables, filters, and action buttons for easy tracking and management.

Step 1: List Tab​

Separation → Separation List/Approval → List (Default tab opens here.)

Table Fields​

  • Employee
  • Separation Type (Resignation, Termination, Retirement, End of Contract)
  • Application Date
  • Relieving Date (As Per NP)
  • Requested Relieving Date
  • Actual Relieving Date (Editable – click edit icon beside the record)
  • Reason
  • Approval Status (Approve, Pending, Reject, Revoked/Pullback)
  • Clearance (Initiated, Not Initiated, Required, Not Required, POC Clearance, HR Clearance)
  • Exit Interview (Initiated, Not Initiated, Required, Not Required, Completed)
  • Separation Status (Approved, Rejected, Resigned, Revoked, F&F Pending, F&F Paid)

Separation List Table

+ Request Button​

Click + Request to open a popup and submit a new employee separation request.

Step 1: Select Employee​

Select the employee from the Employee dropdown.

Employee Selection

Warning 1: If a separation request for the selected employee already exists, the system displays: “Resignation request for the particular employee already exists.”

Duplicate Request Warning

Warning 2: If no notice period is assigned to the employee, the message appears: “Notice period for this employee has not been specified.”

Notice Period Warning

To resolve: Navigate to Separation → Separation Setup → Notice Period and either:

  • Edit an existing policy to assign it to the employee, or
  • + Add a new policy and set its applicability to a department or employee.

Step 2: Separation Details (Dynamic Fields)​

After selecting an employee, choose the Separation Type — the form fields vary automatically based on the selection.

Separation Type: End of Contract​

Fields Displayed:

  • Separation Type*
  • Reason*
  • Contract End Date*
  • Notice Period
  • Actual Relieving Date
  • Requested Relieving Date*
  • Notice Period Shortfall
  • Personal Email ID
  • Mailing Address Same As
  • Attachment

Popup Buttons: Reset | Submit | (Close)

End of Contract Form

Separation Type: Resignation​

Fields Displayed:

  • Separation Type*
  • Reason*
  • Resignation Date*
  • Notice Period
  • Actual Relieving Date
  • Requested Relieving Date*
  • Notice Period Shortfall
  • Personal Email ID
  • Mailing Address
  • Resignation Letter
  • Attachment

Popup Buttons: Reset | Submit | (Close)

Resignation Form

Separation Type: Retirement​

Fields Displayed:

  • Separation Type*
  • Reason*
  • Retirement Date*
  • Notice Period
  • Actual Relieving Date
  • Requested Relieving Date*
  • Notice Period Shortfall
  • Personal Email ID
  • Mailing Address (Same As checkbox)
  • Attachment

Popup Buttons: Reset | Submit | (Close)

Retirement Form

Separation Type: Termination​

Fields Displayed:

  • Separation Type*
  • Reason*
  • Termination Date*
  • Notice Period
  • Actual Relieving Date
  • Requested Relieving Date*
  • Notice Period Shortfall
  • Personal Email ID
  • Mailing Address (Same As checkbox)
  • Termination Letter
  • Attachment

Popup Buttons: Reset | Submit | (Close)

Termination Form

Other Options in List Tab​

Import Separation​

Redirects to the Import Separation Page.

Steps:

  1. Download the sample Excel template.
  2. Fill in mandatory and optional fields.
  3. Upload the file (drag & drop or select).
  4. Click Next Step → validate data.
  5. Click Next Step → finalize import.
  6. Success message appears: Data imported successfully.

Import Separation Screenshot

Filter Option​

Purpose: Refine search results in the list.

Filter Fields:

  • Employee Status
  • Employee
  • SBU
  • State
  • Branch
  • Designation
  • Department
  • Grade
  • Employee Type
  • Employment Type
  • Separation Type
  • Separation Reason
  • Approval Status
  • Clearance Status
  • Exit Interview Status
  • Separation Status
  • From Date
  • To Date

Popup Buttons: Reset | Search | (Close)

Filter Popup

Step 2: Approval Tab​

Separation → Separation List/Approval → Approvals

Table Fields​

  • Employee
  • Separation Type (Resignation, Termination, Retirement, End of Contract)
  • Application Date
  • Relieving Date (As Per NP)
  • Requested Relieving Date
  • Actual Relieving Date
  • Reason
  • Approval Status (Pending, Approved, Rejected)

Approval Table

Approve or Reject Separation​

Click on an Employee Name in the table to open a Pending Actions Popup, which shows all pending actions of that employee.

Approval Table

If you click the ** (close)** button on this popup, a new popup opens for final approval or rejection.

Approval Table

Approval/Reject Popup Details​

Sections Displayed:

  • Employee Details Box
  • Separation Details Box
  • Status* – Dropdown with two options:
  • Approve → Displays additional fields:
  • Proposed Relieving Date*
  • Notice Period Shortfall*
  • Remark

Approval Table

  • Reject → Displays only Remark field (not mandatory).

Approval Table

  • Leave Details Button – Opens a popup showing the employee’s leave summary.

Approval Table

Popup Buttons:

  • Reset – Clears entered data.
  • Submit – Confirms the decision.
  • ** (Close)** – Closes popup without saving.

Additional Buttons in Approval Tab​

  • Import Separation – Same functionality as List tab.

  • Filter – Same as in List tab.

Example Workflow Summary​

  1. Navigate to Separation → Separation List/Approval → List Tab.
  2. Review existing separation requests.
  3. Click + Request to initiate a new separation.
  4. If required, assign a Notice Period first.
  5. Complete the form based on separation type.
  6. Use Import Separation for bulk upload.
  7. Apply Filters to narrow search.
  8. Switch to Approval Tab for decision-making.
  9. Click employee name → review pending actions → finalize approval or rejection.
  10. Record all remarks for audit tracking.

Best Practices​

  • Always ensure each employee has an assigned Notice Period before separation.
  • Use Filters to quickly locate pending or department-specific separations.
  • Provide clear Remarks for approvals/rejections to maintain audit transparency.
  • Review leave details before final approval.
  • Validate all uploaded data during Import Separation to prevent errors.

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