End of Service

End of Service is the audited departure workflow. When an employee leaves, whether they resign, are terminated, finish a contract, retire, leave by mutual agreement or die, you open a departure case. The case confirms the last working day, tracks the clearance and handover checklist, builds the final settlement from your real records (salary, overtime, bonuses, leave balance, advances, deductions), asks for a second person's approval, records the payment, and ends the employee's employment on the right day. Every step is logged with who did it and when.

Three ideas make this different from a simple "settle and pay" screen:

• Nothing is typed by hand. The settlement is calculated from source records and your approved company rules. Nobody can overwrite an amount; if a source record changes, the settlement must be recalculated and approved again.
• Employment ends on the last working day, not on payment. The employee stays Active through the last working day. Shortly after that day ends, SolaHR changes their status and switches off their portal link, whether or not the settlement is paid yet.
• Money moves in controlled steps. Approve the settlement, then record one or more payments, and reverse a wrong payment with a reason. A paid case is closed explicitly.

An employee's own resignation request starts a case automatically when it is approved (see Resignations). HR can also start a case directly for any reason.

Where to find it

The menu items appear when your plan includes end of service and your role has the permission (see below).

Permissions

The employee who is leaving can never approve their own departure or settlement: "A different authorized reviewer must approve your own departure or settlement."

Set the company rules first

SolaHR applies no legal formula by default. Before the first settlement, open Employee Departures → Departure Policies and enter your approved rules for each departure reason: "Enter reviewed company rules for each departure reason. No legal defaults are applied. Salary uses calendar days. Benefits use the configured months per service year; enter zero explicitly where not applicable."

Click Save; the card Configured policies lists each saved rule with Edit. A case for a reason with no rule shows the issue "Required policy configuration is missing" and cannot be approved.

The tool does not know UAE law. If you follow the UAE gratuity rules (Federal Decree-Law 33 of 2021: 21 days of basic salary per year for the first five years, 30 days after that), the single "months per service year" number cannot express both rates. Choose the rate that fits most of your staff, or ask your accountant how to record the rest through payroll.

The cases list

Header: End of Service — Manage employee end-of-service procedures.

Tiles: Awaiting approval (Pending), In clearance, Completed this month, Total this year.

Filters: Search ("Search by name or employee number…"), Status, Reason, Reset.

Newest first, 15 per page. Empty state: No end-of-service requests.

1. Open a case

1. Click New EOS Request. The page is New EOS Request.

2. Fill in Request Details:

   Field	Required	Rules / defaults	Notes
   Employee	Yes	A searchable list of active employees, and of former employees who have no case yet (marked "Resigned · no end of service recorded").	Use the second group to give a missing leaving date.
   Termination reason	Yes	Resignation, Termination, Contract End, Mutual agreement, Retirement, Death, Other, plus any custom reason you defined.	Decides the final status and which rule applies.
   Request Date	Yes	Default today.
   Last Working Day	Yes	On or after the request date.
   Settlement cutoff	No	On or before the last working day.	The date the settlement is calculated up to. Leave empty to use the last working day.
   Notice period	Yes	Immediate, 15 days, 30 days (default), 60 days.	For the record.
   Details & Notes	No	Free text.
   An exit interview was conducted	No	Shows Interview notes.

3. Click Start Termination Procedures. You see Created successfully and land on the case. Status Pending, stage Preparation.

A person can have only one open case or resignation: "An active resignation or departure case already exists."

SolaHR adds three checklist items: Equipment and assets, Handover and Outstanding obligations. Add more with Add clearance or handover item.

Rules that follow from the reason: Resignation ends as Resigned, Contract End as Contract ended, every other reason as Terminated.

The case page

• Header: Request Details, the employee's name and the status badge.
• Departure workflow card: "Employment remains active until the confirmed last working day" (or "Employment ended") and the current stage; the buttons Change confirmed dates, Add clearance or handover item, Open controlled correction, Close departure case (each only when it applies); a file box to attach a supporting document (PDF, JPG or PNG up to 5 MB) and, once one exists, a Download supporting document link.
• Four tiles: Request Date, Last Working Day, Progress, Reason.
• Employee Information: employee and number, Department, Job Title, Service Duration.
• Details: Notice period, Exit Interview, notes.
• Clearance Steps: each item with its department and a button.
• Itemized settlement (see below).
• Procedure Timeline and Departure audit trail: every event with who and when ("Case created", "Departure approved", "Settlement calculated", "Settlement approved", "Payment recorded", "Payment reversed", "Dates changed; approval required", "Correction opened", "Employment ended", "Case closed", "Supporting document added", "Clearance updated"...).
• Buttons at the bottom: Approve Request, Start Clearance Procedures, Create Final Settlement, Cancel Request.

The stages are Preparation, Clearance and handover, Settlement review, Settlement payment and Closure.

2. Approve the case

A person with Approve end of service clicks Approve Request and confirms "Approve this end-of-service request?". Status Approved, stage Clearance and handover, with the approver and time on the timeline. The case is now confirmed: the last working day is binding.

3. Clearance

1. Click Start Clearance Procedures and confirm. Status In Clearance.
2. Click Mark clearance item as done? on each item as it is handed over; the button becomes Done (click to undo). Progress updates.

All items must be done before the settlement can be approved: "Complete clearance and handover before settlement approval."

4. The itemized settlement

Click Create Final Settlement (on an Approved or In Clearance case). Nothing is typed in: SolaHR reads your records and builds a table titled Itemized settlement with the columns Source record, Type (Earning, Deduction, Previously settled) and Amount. The lines come from:

The totals row reads Total earnings, Total deductions, Previously settled, Settlement payments and Remaining payable. Printing: Print statement (a "Final Settlement Statement") and, for each payment, Print receipt.

Issues that block approval

If anything is unresolved, the box Resolve these items before approval lists it, and Approve settlement stays disabled. Typical items:

Recalculate and approve

• Recalculate from source records rebuilds the draft when records change. Allowed until the settlement is approved.
• Approve settlement (approvers) freezes the figures, reserves the sources (advances are reduced to zero, leave days are taken from the balance), and moves the case to Settlement payment. If any source changes afterwards the payment is refused: "Source records changed. Recalculate and obtain approval again."
• A negative remaining amount means the employee owes the company: "The balance is owed by the employee. Record the obligation before closure; do not issue a negative payment." A zero balance: "No payment is due. Close the case after employment ends."

5. Record the payment

1. On an approved settlement click Record settlement payment.
2. Fill in Amount (more than 0, up to the remaining payable, two decimals), Payment date (today or earlier), Method (Bank or Cash) and Reference.
3. Click Save. The payment is listed with Print receipt and Reverse payment. Several partial payments are allowed until the remaining payable reaches zero. Submitting the same payment twice does nothing: each form carries a unique key. Overpaying is refused: "Payment must be positive and cannot exceed the remaining balance."
4. To undo a payment, click Reverse payment, type the Reason and confirm. The payment is marked reversed (↶), the settlement is unpaid again, and the reversal is logged.

Employment ends automatically

Every five minutes a background job looks for confirmed cases whose last working day has passed. The last working day stays available through its end; at the next local midnight (in your organization's time zone) the job:

1. changes the employee's status to Resigned, Contract ended or Terminated (by reason) with the effective date the day after the last working day,
2. marks them as no longer on the job and stores the end date,
3. revokes their employee-portal access,
4. records Employment ended on the case.

This happens even if the settlement has not been paid. If a person's status was already changed by hand, the case simply records Existing departure recorded.

6. Close the case

When employment has ended, the settlement is approved and nothing remains payable, an approver clicks Close departure case. For a negative balance a note is required ("obligation note"), because the debt is recorded, not paid. Status Completed, stage Closure.

Changes, corrections and cancelling

Statuses and lifecycle

The settlement has its own approval status: Draft, Approved (and Cancelled).

Worked example 1: setting the rule for resignations

Al Noor Trading LLC (Dubai) agrees its policy with its accountant. On Departure Policies, HR enters: Reason resignation, Jurisdiction United Arab Emirates, Approved policy reference HR-POL-07 rev 2, Days per benefit service year 365, Leave payout per day 250, Benefit salary months per service year 0.7 (21 days ÷ 30), Notice adjustment 0, Leave types eligible for payout Annual Leave, no taxable components. Save: the rule appears under Configured policies. Without it, every resignation case would show "Required policy configuration is missing".

Worked example 2: Sara Khan resigns

Sara Khan (salary AED 7,000, started 1 February 2022) resigns. Mariam (HR) approved her resignation with last working day 2 December 2026 (see Resignations). A case exists with reason Resignation, settlement cutoff 2 December 2026.

1. Omar Haddad (HR director) clicks Approve Request. Status Approved. Mariam clicks Start Clearance Procedures; IT, finance and security tick the three items over the next weeks. Progress reads 100%.

2. On 2 December Mariam clicks Create Final Settlement. The table:

   Source record	Type	Amount (AED)
   Salary · 2026-12	Earning	451.61 (7,000 × 2 days ÷ 31)
   Allowances · 2026-12	Earning	0.00
   Leave payout	Earning	2,375.00 (9.5 days × 250)
   End of service benefit	Earning	23,694.52 (7,000 × 1,765 ÷ 365 × 0.7)
   Notice adjustment	Earning	0.00
   Outstanding advance · ADV-9	Deduction	1,000.00

   Total earnings 26,521.13, Total deductions 1,000.00, Remaining payable 25,521.13. No issues are listed.

3. Omar clicks Approve settlement. Her advance is reduced to zero and the 9.5 leave days are taken from her balance.

4. On 4 December finance transfers the money. Omar clicks Record settlement payment: Amount 25,521.13, Payment date 2026-12-04, Method Bank, Reference TRF-20261204-17. A receipt prints from Print receipt.

5. At the next local midnight after 2 December the job sets Sara to Resigned and revokes her portal link. Omar clicks Close departure case: Completed.

6. December payroll: the settlement already pays her December salary, so she is not paid again in the run (the payroll page lists her under "left on 2 December; the final settlement already pays this month's salary").

How it connects

Confirmations and outcome notices

Every action opens a confirmation. Success shows Updated successfully (or Created successfully). Refused actions show the reason, for example "This action is not available at the current stage." If the connection drops you see Status not confirmed; open the case and check its status before repeating.

Tips and common problems

Related

• Resignations · Employees · Payroll Runs · Advances
• Leave · Settings · Audit Log · Contracts