USR Exit help

See the screens

Sample company data. Screens can change as the app improves; the steps stay the same.

Welcome to USR Exit

USR Exit takes a person from resignation to a clean goodbye. It records the resignation, collects clearances from each department, works out the full and final settlement, takes the exit interview, issues the letters, and then keeps in touch with the person as an alumnus, so you can rehire them or take referrals later.

OUR USP: One sign-in, one record, one bill. USR Exit is part of USR One, so your people, customers and numbers are never typed twice. AI helps in every app through USR Assist, and AI never takes a decision for you. ISO 27001, ISO 42001 and DPDP Ready.

• Resignations, retirements, end of contract, termination and absconding, with notice period
• Clearances from Manager, IT, Admin, Finance, HR and Assets
• Full and final settlement within the Code on Wages time limit
• Exit interviews, with themes that show why people leave
• Exit letters, alumni network, rehire and alumni referrals

USR ONE: USR Exit uses the employee record from USR HRIS, sends the settlement to USR HRMS for payment, sends rehires to USR Hire, and sends the exit interview through USR Survey. Approvals appear in the same Approvals list as every other USR app.

A year in USR Exit

Exits happen all year. This is how a year looks in USR Exit.

Key ideas in simple words

CONCEPT: Exit. The whole process of a person leaving the company.

CONCEPT: Resignation. A person chooses to leave. Other types are retirement, end of contract, termination and absconding.

CONCEPT: Notice period. The days between the resignation and the last working day. It depends on the grade.

CONCEPT: Last working day. The final day the person works. Also called LWD.

CONCEPT: Clearance. Each department confirms the person has returned or settled what they hold.

CONCEPT: Full & final. The last settlement of pay and dues, after the last working day.

CONCEPT: Regretted exit. A person you did not want to lose.

CONCEPT: Alumni. People who have left and keep in touch.

CONCEPT: Boomerang hire. A former employee who comes back.

Why a good exit matters

How a person leaves is remembered. A smooth exit protects you from disputes, pays people on time, and keeps the door open for the person to return or refer others. Exits are also the best source of honest feedback about your company.

The legal time limit for payment

Under the Code on Wages, wages due should be paid within 2 working days of the last working day. USR Exit works out the settlement from the agreed last day, leave balance, notice, gratuity and clearance dues, so that you can pay on time. You can choose a longer period in the Exit policy if your company policy and your payroll adviser allow it.

Consent and privacy

New employers and background-check agencies ask to confirm dates and role. USR Exit answers only with the alumnus's consent, and only with what the person agreed to share, as the DPDP Act expects. Contact details of an alumnus who did not opt in stay hidden.

What each role sees

HR and admin guide: features step by step

5.1 Dashboard

What it is: Dashboard shows what needs you this week and how healthy your exits are.

#### How to do it

1. Open Dashboard.
2. Read the cards.
3. Click a card to go to the list.

#### Fields and buttons

TIP: Look at Why people leave every quarter.

5.2 Resignations

What it is: Resignations lists every exit with its type, reason, dates and status.

#### How to do it

1. Open Resignations.
2. Click + Record an exit or open one that is waiting.
3. Accept it and confirm the last day.

#### Fields and buttons

WATCH OUT: A last day marked requested is not final. Agree it before you start clearances.

5.3 Clearances

What it is: Clearances makes each department confirm its part before the person goes. The employee sees progress on their phone.

#### How to do it

1. Open Clearances.
2. Click Clear in your department's column when the work is done.

#### Fields and buttons

WATCH OUT: Dues recorded here reduce the net amount in Full & final.

5.4 Full & final

What it is: Full & final works out the last settlement from the agreed last day, leave balance, notice, gratuity and clearance dues, and sends it to USR HRMS for payment.

#### How to do it

1. Open Full & final.
2. Check the earnings and deductions.
3. Send for approval and pay by the date shown.

#### Fields and buttons

WATCH OUT: Under the Code on Wages, pay within 2 working days of the last day unless your Exit policy says otherwise. Check with your payroll adviser.

5.5 Exit interviews

What it is: Exit interviews shows why people leave, in their own words, and turns it into themes.

#### How to do it

1. Open Exit interviews.
2. Read the scores and comments.
3. Click Themes and actions for management.

#### Fields and buttons

TIP: Comments are best taken by USR Survey, on WhatsApp or email, in any language.

5.6 Exit letters

What it is: Exit letters creates the letters from your letterhead and signatory. Every issued letter is copied to the alumni portal.

#### How to do it

1. Open Exit letters.
2. Click Create in the letter you need.
3. Check and issue it.

#### Fields and buttons

WATCH OUT: Relieving and experience letters become available when the person reaches the settlement stage.

5.7 Approvals

What it is: Approvals shows exit items that wait for a decision, such as a full and final settlement.

#### How to do it

1. Open Approvals.
2. Read the request.
3. Click Approve, Send back or Reject.

#### Fields and buttons

TIP: Approvers can also decide from the email or WhatsApp message.

5.8 Alumni network

What it is: Alumni network is the list of people who left, with what they do now and whether you would rehire them.

#### How to do it

1. Open Alumni network.
2. Choose a filter.
3. Click Send to USR Hire for someone who wants to rejoin.

#### Fields and buttons

WATCH OUT: Contact details of alumni who did not opt in stay hidden.

5.9 Rehire

What it is: Rehire lists alumni who would come back and are eligible. Boomerang hires join faster and stay longer.

#### How to do it

1. Open Rehire.
2. Click Send to USR Hire.

#### Fields and buttons

5.10 Exit policy

What it is: Exit policy holds the rules for notice, settlement and letters.

#### How to do it

1. Open Exit policy.
2. Set each value and save.

#### Fields and buttons

WATCH OUT: Under the Code on Wages, basic and DA should be at least half of total pay. This affects gratuity and leave encashment.

5.11 Plan & billing

What it is: Plan & billing shows your plan, invoices and the plans you can choose. One bill covers every USR app through USR Billing.

#### How to do it

1. Open Plan & billing.
2. Choose Yearly or Monthly, then a plan.

#### Fields and buttons

WATCH OUT: If a payment fails, you get a reminder on the due date and 3 and 7 days later. After 21 days the account becomes read-only, never deleted, until it is paid.

If something is not working

Questions people ask

#### Law and privacy

When must the settlement be paid?

Under the Code on Wages, within 2 working days of the last working day, unless your Exit policy sets a longer period. Check with your payroll adviser.

Who can see alumni contact details?

Only alumni who opted in. Employment verification is answered only with their consent.

#### Using the app

Is this linked to payroll?

Yes. The full and final goes to USR HRMS for payment.

Is there a free plan?

Yes. Free allows up to 5 exits a year, with clearances and letters.

Can I take exit interviews on WhatsApp?

Yes, through USR Survey, in any language.

Glossary: words you will see