Even the best employers cannot retain their workers forever.
Employees’ departures are part of a company’s life cycle, but often, in their hurry to find a replacement and do a proper handing-over of duties, employers overlook crucial aspects of a worker’s last working day. This includes HR and payroll-related matters, data security, compliance, and employee experience.
Read on and find out how to make your employee’s last day successful.
While employees may announce their departure to you or to an HR representative in person or even on the phone, it is important to ask them for a resignation letter. Being able to prove that your employee resigned is something employers overlook – and then come to regret later on, when there is a discrepancy in their records.
The resignation letter should be signed by the employee and should include the date of resignation as well as the date of their last working day, if possible.
Other employees may send you their resignation letters by email, but even then, you may wish to ask for a properly signed resignation letter. Some authorities may not recognize an email as a legitimate resignation letter, pushing the argument that it cannot necessarily be verified. Instead – and this is especially applicable for remote employees – ask your workers to write the letter, sign it, scan it, and then send it to you.
Once you receive it, be certain to add the letter to the employee’s records, whether that means adding a physical copy to their file or a digital copy in your online HR and payroll system.
While employees must provide you with paperwork for your records, the opposite is also true. If there are any benefits that the employee will keep receiving after their departure (such as insurance or pension coverage), you are required to communicate that to them.
Your employee may also request a recommendation letter from you – if this is not something you wish to give them, you may, at the very least, give them a letter of employment. This document serves as proof that the worker was indeed employed by your company during a given period of time.
Exit interviews are important for employee experience as well as for your company’s continued success. Among other things, they help you determine the causes of an employee’s departure. They also point you in the direction of any issues with the working environment or the company’s systems and regulations, allowing you to correct or improve upon them for your remaining employees’ well-being.
Besides, exit interviews also show the departing employee that you value them and the time they spent with your organization. Through these kinds of gestures, you demonstrate your company values and in so doing, enhance your employer reputation.
Typically, an HR representative should be present during this interview. It need not be conducted on the employee’s last day, either. You may schedule it for a few days or even a week before their departure.
Whether you handle payroll in-house or outsource your payroll to a provider, it is important to let your payroll team know of your employee’s last working day. In this way, they can take the necessary steps to remove the person from your payroll, preventing any further payments from being processed.
Regarding payments, your departing employee is entitled to one last paycheck or salary payment covering the duration of their notice period. This must be duly paid for according to the terms of their employment contract and the labor laws in effect in the country where you do business. This should include any bonuses, benefits, and overtime payments the employee is entitled to. In some African countries such as Mauritius, accrued annual leaves that were not taken during the period of employment should be paid out to the employees as part of their last salary.
Employers typically have an obligation to store employee data for a given period of time. Depending on which country you do business in, that period of time and the conditions surrounding the data storage will vary significantly.
In Nigeria for instance, the law requires businesses to keep employment records for 3 years after an employee’s departure. In Algeria, this number rises to 4 years while Tanzania and Namibia both require employers to keep these records for at least 5 years.
It is important to follow these rules and regulations to the letter and to keep up to date with them. Otherwise, you risk not being compliant with the law and exposing your company to heavy fines and public scrutiny.
It is common for employers to ensure that company property such as laptops and electronic storage devices are returned – but they can overlook other important company property such as access keycards. This kind of omission can cost your company, especially if the ex-employee is not trustworthy. Even if the ex-employee is reliable, a keycard may easily fall into the wrong hands, once again exposing your company to security risks.
Other access permissions must also be rescinded. If an employee had access to your local computer network, email, financial accounts and other confidential data, they must be removed from the system entirely or their access must be blocked. Otherwise, you expose your company to data security risks – an issue that can easily blow up as has been the case over the years. According to the Ponemon Institute’s 2022 expense of Insider Threats Global Reports, the overall average expense of an employee-related incident increased to $15.38 million in 2021.
Completing all these steps while keeping on top of compliance and data security is no easy task – especially as you struggle to find a replacement for your departing employee.
Avoid such stressful situations altogether with Africa HR Solutions’ HR and payroll services. Our dedicated teams take care of onboarding and offboarding for you, requiring minimal to no input on your part to process new hires and departures. We also guarantee bulletproof compliance across 40+ African countries!
Ready to bid adieu to all the hassles of in-house HR and payroll? Contact our team now.
Grant Geraghty is the longest-serving member of the Africa HR team. This resident subject matter expert and client champion is responsible for gaining a deep understanding of our clients’ unique HR needs in Africa and providing tailored solutions that align with their business objectives. Grant collaborates closely with our clients to ensure that their requirements are properly implemented, providing ongoing support and guidance throughout the process.
Grant brings a wealth of experience to his role, having served as Africa HR’s longest-serving employee. He holds a Bachelor of Commerce degree, with a major in Economics and Business Finance, from the University of Natal in South Africa. Additionally, he has completed a certification program in Payroll and Tax Administration from the University of Cape Town, further enhancing his expertise in HR operations and compliance.
His commitment to delivering exceptional service and his extensive knowledge of HR in Africa make him an invaluable member of the Africa HR team.
Kevina Takoordyal has a BA Hons Business Management from the University of Glamorgan, UK, with MBA in leadership and Innovation, MBA General, PMP Certified, and Agile Scrum Master. She currently works as the Head of Operations at Africa HR Solutions Ltd with more than 20 years of proven leadership capabilities in Operations, Business Development, People Management, Process Optimization, and Project Management in the Financial Services, BPO, Banking Industry, and Heath Care Industry. In Senior leadership roles with an international footprint across Europe working and extensive Pan- African experience from a compliance, finance, and operations angle, Kevina comes across with a panoply of cross-functional skills. Kevina also serves on a few Boards, Non-Independent Executive at MioD and for NGOs on a voluntary basis, a coach and mentor to aspiring female leaders across Africa and Mauritius.
Kevina is a firm believer in Servant Leadership with a strong focus and commitment to uplifting others, with the ability to deliver through a highly engaged – diverse team, and works towards consistently synergistic value creation. While being a focused and adaptive thinker and Kevina is actively participating in panel discussions on Innovation, CX, Digital transformation.
Kevina serves as Project Assessor for the National Youth upskilling program. She has been recognized as Global Talent in a few companies, Ceridian, and International SOS Ltd whereby she has been awarded a few scholarships and had the opportunity to be mentored by Senior Vice President in the US. Award Winner in various fields and at a national level and recognized including Super Achiever Leader Award in Africa in 2016, Awarded Africa Women Leader 2018.
Viloshna is an experienced finance professional with 18 years of expertise in strategic financial planning, financial analysis, cash flow management, systems and controls implementation, financial reporting, and continuous process improvements. She currently serves as Head of Finance & Business Support, where she has successfully automated and leveraged the financial reporting system capabilities to ensure efficient company operations.
Viloshna’s background includes senior roles in a multinational pharmaceutical company and a large listed Mauritian conglomerate. Her meticulous attention to detail and strategic thinking have streamlined financial processes, making her a valuable addition to any finance team. Viloshna is a qualified finance professional with an FCCA qualification and an MBA, bringing valuable expertise to any organization.
In her current role, Viloshna leads the company’s Treasury and Payments function, including the fulfillment of the company’s cross-border payments into Africa. With her strong educational background and extensive experience, Viloshna consistently demonstrates her ability to optimize financial operations, minimize risks, and improve profitability. Her expertise in financial reporting and process improvements make her a valuable asset to any organization.
A qualified lawyer who joined Africa HR Solutions in July 2020, Mark Du Preez has experience working in private practice for a reputable law firm in South Africa. He also played commercially focused roles at a leading private bank, wealth management company, and outsourcing firm in South Africa and Mauritius.
Mark has played a pivotal role in Africa HR Solution’s risk mitigation strategy, which positively impacted P&L performance over the years.
He currently leads the Partnerships function of the company including relationships and oversight with in-country partners (ICPs) across Africa.
Alex has more than 15 years of experience in the global, strategic development of both enterprise and consumer brands in categories including technology, transport, enterprise software, entertainment, and travel.
With experience in roles on both agency and corporate side, he has worked across international brands and has led the development and execution of multi-discipline campaigns across EMEA, NORAM and Asia Pacific.
His focus is on driving meaningful business impact through brand differentiation and building high-functioning, digitally oriented, and analytically driven capabilities. He is motivated by working with, and developing dynamic people, teams, and organizations.
He leads, manages, develops and mentors the Key Account Management department, including line management responsibility for the team of Key Account Managers and Key Account Administrator who represent the Company as the primary communication link between all relevant stakeholders, including clients, third party in-country partners and internal functions.
Originally from Mauritius, he holds bachelor’s degrees in International Business, Finance and Management from the University of Nevada, Reno.