Prototype logic only. Country-specific dependencies require validation by Legal, Payroll, and local specialists before operational use.
Case Classification
Country
Not selected
Case Type
Not selected
Employee Type
Employee
Risk Level
Pending classification
Effective Date
To be confirmed
SLA Target
14 working days
Required Reviews
ER & Transitions
Required
Payroll
Required
Legal
Country-specific dependency
Finance
Required
Immigration / Mobility
Review required
Manager
Required
Required Documents
Calculation Support
EOS calculation support tools are available for the following validated jurisdictions. Select a country above to activate.
Calculation support only. Final settlement figures require payroll and legal validation before processing.
Calculators for other jurisdictions can be added once Legal validates formulas and rules.
Transition Workflow
Process stages, owners, dependencies, and expected outputs. Indicative workflow input only.
Stage
Dependency / Trigger
Owner
Status
Expected Output
01
Case Received
Notice received from employee, manager, or HR system. Formal record created.
ER & Transitions
Active
Case ticket created
02
Case Classified
Case type, country, risk level, and employee type confirmed. SLA clock starts.
ER & Transitions
Pending
Classification record
03
Documentation Validated
Required documents collected and verified. Missing documents flagged for follow-up.
ER & Transitions
Not started
Document checklist complete
04
Country Checkpoints Reviewed
Country-specific notice period, consultation requirements, and visa dependency confirmed. Legal review required flag raised if applicable.
ER & Transitions / Legal
Not started
Checkpoint sign-off
05
Legal Review
Raised only when required by country rules, case complexity, or risk classification. Human review required.
Legal
Conditional
Legal sign-off memo
06
Payroll Inputs Confirmed
Final salary, leave balance, and deductions confirmed with Payroll. Notice period pay and accruals verified.
Payroll
Not started
Payroll handoff form
07
EOS / Final Settlement Reviewed
End-of-service calculation reviewed using validated country formula. Calculation support tools available for UAE and Kuwait.
Payroll / Finance
Not started
Settlement summary
08
Employee Communication Issued
Formal communication sent to employee confirming timeline, entitlements, and next steps. Human review required before sending.
ER & Transitions / Manager
Not started
Communication log
09
Final Settlement Processed
Payment approved and processed by Finance. Payroll system updated. EOS amount disbursed.
Finance / Payroll
Not started
Payment confirmation
10
Case Closed
All documents filed. Systems updated. Audit trail confirmed. Approval before closure required.
ER & Transitions
Not started
Closure record
11
Lessons Learned Captured
Recurring issues, delays, and rework reasons recorded. Feeds into SOP update cycle and automation backlog.
ER & Transitions / Product
Not started
Lessons log entry
Stage 07 - Calculation Support Actions
Available for validated jurisdictions only. Other countries pending legal formula validation.
Calculation support only. Final settlement requires payroll and legal validation before disbursement.
Standard Operating Procedure
Showing: UAE - Resignation. Change country or case type above to update.
Purpose and Trigger
PurposeTo manage the end-to-end resignation process in a compliant, documented, and auditable manner across jurisdictions.
TriggerEmployee submits written resignation notice. Ticket created in HR system.
OwnerER & Transitions Lead
Escalation PointER&T Manager, then Legal (if country-specific risk flag raised)
Review CadenceQuarterly, or following a significant case pattern or legal update
Required Inputs
Employee recordStart date, contract type, salary, country
Leave balanceConfirmed from HRIS
Notice periodPer contract and country rules - validation required
Signed noticeWritten resignation or termination letter
Immigration statusVisa dependency check for non-national employees
Step-by-Step Procedure
Exceptions and Edge Cases
E1
Employee withdraws notice
Escalate to ER&T Manager. Confirm with Legal whether withdrawal is permissible under country law. Document decision.
E2
Employee is under a performance or disciplinary process
Flag to Legal before proceeding. Separate process may apply depending on country rules.
E3
Notice period shorter than country minimum
Country-specific dependency. Do not proceed without Legal validation. Risk flag raised automatically.
E4
EOS calculation disputed by employee
Escalate to Payroll and Legal. Do not disburse until dispute resolved. Document all communications.
Audit Evidence Required
A1
Signed resignation or termination notice
Date-stamped, filed in employee record.
A2
Checklist completion record
All items marked and signed off by ER&T owner.
A3
EOS calculation log
Calculation method, inputs, and final figure validated by Payroll and Legal.
A4
Communication log
All written communications with employee and manager retained.
A5
Payment confirmation
Finance sign-off on final settlement disbursement.
Risk and Compliance Controls
Operational checkpoints only. Controls do not constitute legal advice. Human review required before action.
These controls are indicative workflow inputs. Country-specific legal requirements must be validated by Legal and local specialists. Risk flags are prototype logic, not legal determinations.
Legal Review Required
Applies when case type, country rules, or risk classification trigger a legal review requirement. Escalate before proceeding with notice or settlement.
Legal validation required
Human review required
Missing Document Risk
One or more required documents not yet received. Case should not progress to settlement stage until document checklist is complete.
Medium risk
Human review required
Notice Period Risk
Notice period in contract or action differs from country minimum. Country-specific dependency. Validation required before confirming effective date.
Country-specific dependency
Validation required
Final Settlement Risk
EOS or final settlement calculation not yet validated by Payroll and Legal. Do not disburse until both have signed off.
High risk
Human review required
Calculation support only. Final settlement requires payroll and legal validation.
Payroll Handoff Risk
Payroll inputs not yet confirmed. Delay in handoff may cause processing errors or SLA breach. Assign and track handoff task.
Medium risk
Assignable
Labour Card and Visa Dependency
Relevant in UAE, Kuwait, and other GCC jurisdictions. Work permit cancellation must be processed within required timeframe. Immigration team must be notified.
High risk
Country-specific dependency
Works Council Consultation Dependency
Required in Germany, Netherlands, France, and other jurisdictions for collective or individual transitions. Must be completed before notice is served.
Country-specific dependency
Legal validation required
Sensitive Employee Data Flag
Employee data must be handled in line with applicable data protection rules. Access restricted to named case owners. Do not share beyond required reviewers.
Data sensitivity flag
Role-based access
Approval Before Closure
Case cannot be marked closed without sign-off from ER&T owner and Finance. Audit trail must be complete before closure is recorded.
Approval gate
Audit trail required
Automation Opportunities
Concept-stage automation logic. None of these automations are deployed. Validation by Product, Security, Legal, and Engineering is required before any production use.
All items below are concept or pilot proposals. Implementation status reflects prototype classification only, not live deployment.
Auto-create checklist from country and case type
Concept
When a case is created with a confirmed country and case type, the system automatically generates a pre-populated document and task checklist. Reduces manual setup time and ensures no standard item is missed at intake.
Benefit
Faster intake, reduced rework rate
Required data
Country, case type, employee record
Owner
Product / Systems
Risk level
Low
Guardrail
ER&T owner reviews and confirms checklist before case progresses
Status
Concept
Auto-route high-risk cases to Legal
Pilot proposal
When intake classification assigns a high-risk flag based on country, case type, or employee category, the system automatically adds a Legal review task to the workflow and notifies the Legal team.
Benefit
Reduces legal escalation rate, improves response time
Required data
Risk classification rules, Legal team routing config
Owner
ER&T / Product
Risk level
Medium
Guardrail
Legal team confirms receipt. No action taken automatically.
Status
Pilot proposal
Auto-flag missing documents
Concept
System checks document checklist at defined intervals. If required documents remain uncollected beyond a set threshold, a flag is raised and the case owner is notified.
Benefit
Reduces SLA breach risk, lowers missing document rate
Required data
Document checklist status, SLA threshold config
Owner
ER&T / Product
Risk level
Low
Guardrail
Notification only. Case owner decides next action.
Status
Concept
Auto-remind owner before SLA breach
Concept
Automated reminder sent to case owner 48 hours before SLA deadline if case is not at closure stage. Escalation notification sent to manager if unresolved at SLA breach.
Benefit
Reduces SLA breach rate
Required data
Case open date, SLA config, owner assignment
Owner
Product / Systems
Risk level
Low
Guardrail
Reminder only. No automated case action.
Status
Concept
Auto-generate payroll handoff task
Concept
When documentation is confirmed complete, a payroll handoff task is automatically created and assigned to the Payroll team with case reference, effective date, and salary data pre-filled.
Benefit
Reduces payroll handoff delay
Required data
Employee salary data, effective date, HRIS integration
Owner
Product / Payroll
Risk level
Medium
Guardrail
Payroll team confirms receipt and validates inputs before processing.
Status
Concept
Auto-detect repeated delay drivers
Research stage
Pattern analysis across closed cases identifies recurring delay causes at specific workflow stages. Findings surfaced in Metrics tab and fed into SOP update cycle and automation backlog.
Benefit
Drives continuous improvement, reduces rework rate
Required data
Closed case history, delay reason codes, stage timestamps
Owner
ER&T / Product / Analytics
Risk level
Low
Guardrail
Findings reviewed by ER&T lead before SOP changes are made.
Status
Research stage
AI Guardrails
Safe AI use cases for ER&T operations. AI assists; humans decide. All use cases are concept proposals requiring security and legal review.
AI does not make final employment decisions. Human approval is required before any action. All AI use cases below are concept proposals. Data sensitivity and access controls must be reviewed by Security and Legal before implementation.
Core Guardrail Principles
AI decision authority
None
AI does not make or approve employment decisions
Human approval
Required
Before any AI-assisted output is acted upon
Knowledge base
Approved only
AI retrieves from Legal-reviewed sources only
Data minimisation
Enforced
Sensitive data input minimised at all stages
Audit log
Retained
All AI-assisted actions logged with reviewer ID
Employee communication
No unsupervised
AI drafts only. Human reviews and sends.
Case Summary Draft
Draft assistance
AI assists with
Generating a structured case summary from ticket history, classification inputs, and workflow stage notes. Reduces manual write-up time.
AI must not do
Determine liability, advise on legal entitlements, or send any output directly to the employee or external parties.
Human review
ER&T owner reviews and approves summary before it is used or shared.
Privacy guardrail
Employee identifiers minimised in AI input. Role-based access enforced.
Missing Document Detection
Operational assist
AI assists with
Comparing the current document checklist status against the expected list for the selected country and case type. Surfaces gaps for case owner review.
AI must not do
Override the checklist, mark documents as received, or close out a document requirement without human confirmation.
Human review
Case owner confirms each gap and determines next action.
Audit trail
Detection event logged with timestamp and case reference.
Knowledge Base Retrieval
Research assist
AI assists with
Retrieving relevant country-specific procedural guidance from an approved, Legal-reviewed internal knowledge base. Surfaces relevant SOP sections and country notes.
AI must not do
Generate legal advice, interpret statutes, or provide country guidance from non-approved external sources.
Source requirement
Source citation required for every retrieved item. Non-approved sources blocked.
Quality check
Knowledge base reviewed quarterly by Legal. Outdated entries flagged and removed.
Risk Flag Suggestion
Decision support
AI assists with
Suggesting a risk level based on country, case type, and employee category inputs. Provides a rationale for the suggestion for case owner review.
AI must not do
Set the final risk classification, route the case, or trigger escalations without explicit case owner confirmation.
Human review
ER&T owner reviews suggestion and confirms or overrides before classification is recorded.
Data sensitivity
Employee name and salary not included in AI input. Case ID and country used only.
Draft Employee Communication
Highest sensitivity
AI assists with
Generating a draft employee communication based on case type, stage, and approved template. Saves initial drafting time for ER&T owner.
AI must not do
Send communication to the employee. Generate content outside approved templates. Reference specific legal entitlements without human verification.
Human review
ER&T owner reviews and edits. Legal reviews if case is high risk. Manager approves before sending.
Audit trail
Draft version, reviewer ID, edits made, and final send timestamp all retained.
Decision Support Summary for ER&T Owner
Decision support
AI assists with
Compiling a structured summary of case inputs, outstanding actions, risk flags, and indicative next steps to support the ER&T owner's decision-making. Not a recommendation.
AI must not do
Recommend a course of action, determine entitlements, or replace ER&T owner judgement at any point in the process.
Human review
ER&T owner reviews summary before taking any action. Summary is a working aid, not a decision record.
Quality check
Summary accuracy reviewed periodically against closed case outcomes. Feedback loop to prompt improvement.
Operational Metrics
Sample prototype metrics only. Values are illustrative and do not represent live data.
Avg cycle time
11.4 days
Target: 14 working days
Cases near SLA breach
3
Requires owner action
Checklist completion rate
87%
Target: 95%
Legal escalation rate
18%
Above target of 12%
Rework rate
11%
Target: below 8%
Missing document rate
23%
Main delay driver
Payroll handoff delay
2.1 days
Average delay post-doc complete
Quality review pass rate
91%
Target: 95%
Operational Health Indicators
Lessons Learned Loop
Recurring case patterns feed into SOP updates, tooling requests, and automation backlog.
Recurring issue
Root cause
Action taken
Missing documents at intake
No automated checklist. Manual intake process inconsistent.
SOP updated. Auto-checklist automation added to backlog.
Payroll handoff delayed
No standard handoff form. Data passed via email informally.
Standard handoff form created. Auto-task automation scoped.
Legal escalation above target
High-risk case types not consistently identified at intake.
Intake risk classification logic improved. Auto-routing proposed.
EOS calculation disputed
Manual calculation error. No validated tool in use.
UAE and Kuwait EOS calculators validated and deployed as support tools.
Country Reference - Indicative Workflow Inputs
Indicative only. Country rules require validation by Legal and local specialists before operational use. Not legal advice.
| Country | Notice period (indicative) | EOS entitlement (indicative) | Legal review flag | Visa dependency | EOS calculator |
|---|---|---|---|---|---|
| UAE | 30 to 90 days (contract-dependent) | 21 days/yr (yrs 1-5), 30 days/yr (yrs 5+). Cap: 2 years basic salary | Required | Yes | |
| Kuwait | 15 days to 3 months (contract-dependent) | 15 days/yr (yrs 1-5), 1 month/yr (yrs 5+). Cap: 1 year salary | Required | Yes | |
| United Kingdom | Statutory minimum 1 week; contract-dependent | Statutory redundancy only. Court-awarded for unfair dismissal. | Required for risk cases | Usually N/A | Pending legal validation |
| Germany | 4 weeks to 7 months (service-dependent) | No statutory severance. Negotiated via settlement. | Required (KSchG) | EU freedom of movement | Pending legal validation |
| France | 1 to 3 months (service-dependent) | 1/4 month per year (yrs 1-10), 1/3 per year (yrs 10+) | Required | EU freedom of movement | Pending legal validation |
| Netherlands | 1 to 4 months; must end at month-end | 1/3 month per year (yrs 1-10), 1/2 per year (yrs 10+) | Required (UWV or court) | EU freedom of movement | Pending legal validation |
| Spain | 15 days (flat) | 20 days/yr (objective), 33 days/yr (unfair). Caps apply. | Required | EU freedom of movement | Pending legal validation |
| Poland | 2 weeks to 3 months (service-dependent) | 1 to 3 months (employers 20+, non-employee reasons only) | Required | EU freedom of movement | Pending legal validation |
| South Africa | 1 to 4 weeks (service-dependent) | 1 week per year (retrenchment only). Misconduct: none. | Required (BCEA/LRA) | Case-dependent | Pending legal validation |