From the payroll system:
- Copies of last 6 salary slips
If HR/Admin co-operates, get them stamped with the company seal. This helps if you’re still looking for a job. You should also look for any Loss-of-Pay (LOP) days in there (see below).
- Form 16s for the years you’ve been with the company
This has to be on your file! It is mandatory to process loans, and also required for visas and insurance at times. If not available in your online HRMS, Finance or HR will surely have a copy.
- Copy of the Tax slip for the current year
This highlights the heads under which you were paid and how much tax was deducted. This will be a life-saver when filing returns (if your old company delays/denies you a Form-16) in the following year, because your CA has to access salaries received from both companies.
From the leave & attendance system:
- Snapshot of leave balance in each leave category
This will allow you to reconcile the balance days you’ve been paid for in the F&F (full & final) statement.
- Track of Loss-of-pay days
Whatever your company calls it: leave-without-pay or loss-of-pay, keep track of these days by going over salary slips for the past months. If possible, regularize these days, get them approved and reconcile in your F&F.
- PF account number/office OR PF deposit slips
Good news! In India, your PF account is now online on the EPFO website; all you need is your PF account number & office/zone to keep track of the balance. You can get this info from your HR/Finance department. They would also have a deposit slip for each year, showing the amount they’ve deposited that year, total balance, and also details of your account number & zonal office.
- Your employer’s TAN ID
If you haven’t received a Form-16 before, try finding the TAN on your salary slip or ask your Finance department. This is required when filing your income tax return.
- Follow-up on Reimbursements & Claims
This could include a bunch of things that you’ve filed for, but not paid for:
- reimbursements for conveyance, meals, outings, etc.
- perks or flexi-pay components like telephone/internet bills, uniform allowance, petrol, etc. (may save tax)
- extra day allowance, travel per diem
- medical allowance claim (saves tax)
Send Admin/Finance a summary of all pending claims (type, date submitted, amount) and copy HR on it to make sure its considered in your F&F.
Document & submit achievements against the incentive plan and submit your claim. It might need pro rata adjustment depending on the policy.
Update your correspondence address
My colleague Vivek Mahadik brought to my notice that one should also update their new correspondence address with HR so you don’t miss the F&F. At the same time, you should change the address with all institutions such as banks, credit cards, professional memberships, educational institutes that dispatch mail to your office address.
How to carry all this outside the organization?
None of the above information should violate data security policies, but its always good to consult HR before hand. See if they’re willing to print you copies of this information. But my recommendation would be to use a free PDF write like doPDF to keep soft copies, save paper & be less messy. Having said this, have IT review & email these to your personal ID – don’t even raise a suspected violation during your notice period.
And some unwanted advice…
Unless your company/HR stays committed to being employee-friendly right to the end (cradle-to-grave commitment), your last few days at the company can get tough. Don’t be surprised if your boss, team or service functions start acting in strange way (read hostile). It might turn in to a cold war, and the last thing you want to do is trigger a policy violation. For all you know, someone cruel might be waiting to trap you. I don’t want to sound skeptical, but I’ve heard crazy stories. All that I would expect in return of my hard-work and dedication, is to be relieved with dignity.
Another piece of advice: you might be leaving your job for a higher pay-scale or a foreign posting: whatever it is, don’t let the opportunity get in to your head. I’ve seen folks become ignorant & arrogant which get them unnecessary attention. Keep a low profile, while still delivering what you’ve promised during notice in the company contract. Make sure your work is well-documented & handed-over in a manner that allows someone to continue. And please, do not indulge in unethical practices such as destroying knowledge/information, stealing data, or treating your notice period like honeymoon.