EXIT & NOTICE PERIOD POLICY

AMPA ORTHODONTICS PRIVATE LIMITED

1st floor, Empire Plaza B Wing, Lal Bahadur Shastri Marg, Vikhroli (West), Mumbai - 400083
Contents
1. Objective
2. Scope
3. Resignation Guidelines
4. Notice Period Guidelines
● Expected conduct during Notice period
● Leaves/Absenteeism during notice period
● Unapproved/ Uninformed absenteeism during notice period
● Salary disbursement during notice period
5. Recovery of notice period
6. Exit formalities
7. Full & Final Settlement
8. History & Changes
Objective
This policy serves as a ready reckoner for organisation processes that need to be followed
from the time of resignation till the last working date.
Applicability
For all employees & Partners who are eligible for a Full & Final settlement from AMPA
Orthodontics
Resignation Guidelines
● All employees are required to raise resignation to their respective manager and HR
department on the HRMS tool only (i.e. Darwin Box). No email resignations will be
accepted. The resignation should clearly state the reason for resigning and the
intended last working day.
● Last working day cannot be on a holiday or week-off. In case such a date is selected
by the employee, the organisation will close employment on the last working day
before the holiday/week-off
● The manager has to approve / reject resignation within 3 days after discussion with
the employee.
● If the manager has not taken any action in 3 days, then the resignation request will
get escalated to skip level manager and HRBP
● If the manager has not taken any action in 10 days from the date of resignation, then
the resignation request will get escalated to HOD
Notice Period Guidelines
● All employees need to serve their full notice period as defined below –
● Notice Period for all Employees (Except Technology)

Notice Period In Probation After confirmation

1. Inside Sales Specialists (across all teams)

2. Key Account Executives
3. Relationship Managers 7 Days 30 Days
4. Customer Support Executives

All other employees outside of the upper group up

to L12 level (Associate to Manager level) 30 Days 30 Days

L11 to L8 level (Senior Manager to General

Manager/Director) 30 Days 60 Days

L7 level and above (Senior Director and above) 30 Days 90 Days

● For Partners on Service Provider Contracts (Field Sales for both Toothsi & Skinnsi)
Notice is applicable as per Contract Agreement

● For Employees in Technology, the following are the notice periods

Notice Period In Probation After confirmation

L18 to L15 30 Days 30 Days

L14 to L9 30 Days 60 Days

L8 level and above 30 Days 90 Days

Expected conduct during the Notice Period
● During this period, the employee is expected to complete all pending work and
handover all responsibilities to the manager or the next incumbent. Failure to
comply with this may lead to the employee being liable for recovery of damages as
determined by the company.
● Employees need to mark their attendance through the Biometric / Clock in Clock Out
option on Darwin Box till their last working day.
● Leaves/Absenteeism during notice period -
o To ensure that handover is completed on time and in full, employees must be
present while serving Notice period
o Leaves (Privilege Leaves) cannot be applied for during the notice period. If
there are pre-approved leaves which were applied before resignation, the
same needs to be reviewed by the manager and approved or rejected based
on handover timelines and requirements.
o In case an employee must take leave during notice period due to unforeseen
exigencies the same needs to be approved by the manager.
● Unapproved/Uninformed absenteeism during Notice Period
o If there is unapproved/uninformed absenteeism during the notice period,
Absconding Process can be initiated against the employee which can lead to
the termination of employment from the organization.
o If an employee starts reporting to work after the Absconding process is
initiated, then the notice period of the employee will be extended by the
number of days of unapproved absent days.
o Unapproved absent days will be marked as Loss of Pay days (LOP)

● Salary disbursement during notice period-

o In the notice period, salary for the last month of working is put on hold and
released along with F&F settlement.
o If the last working day is before 20th of the month, previous months and
current month’s salary will be put on hold
o If the last working day is on or after 20th of the month, previous month’s
salary will be released and current month’s salary will be put on hold
o Illustration based on last working day is as follows -
 Resignation Date Last working date Notice period salary

21st Apr 5th May April salary will be put on Hold

21st Apr 20th May April salary will be released. May

salary will be put on Hold

21st Apr 5th June April salary will be released. May &
June salary will be put on hold.

21st Apr 20th June April & May salary will be released.
June salary will go on hold

Recovery of Notice Period

● As stated earlier, all employees must serve their full notice period.
● In exceptional circumstances, an employee may request for a shorter notice period.
Such requests will be considered on a case-by-case basis and the final decision will
be at the discretion of the management.
● If the management approves the request, the employee will be required to pay an
amount equivalent to the notice period, or part thereof, as compensation to the
company.
● For example - Person A has a notice period of 30 days. While raising resignation, they
select 1st Apr as date of resignation and 15th Apr as Last Working Day. In this case,
since the employee is serving a notice of only 15 days, the remaining 15 days will be
recovered from the employee as part of their full and final settlement (F&F). F&F
statement will reflect “Notice Period Recovery” of 15 days’ pay.
● Notice Period Waive Off - In case an employee has requested for a shorter notice
period, it is on the sole discretion of the management to accept the shorter notice
period and waive off notice period recovery. HOD’s approval is required in such
cases. In absence of the required approval, F&F will be processed with notice period
recovery as per company policy.

Exit Formalities
● All employees are required to complete exit formalities on or before their Last
Working Day.
● It is the responsibility of the employee to mark their attendance as per the
Attendance policy for all days that they have worked and/or get it regularised by
their manager before their Last Working Date. In case of any technical issues with
the tool/ Biometric system or delays in regularisation approval by manager, the
 same needs to be highlighted to their respective manager AND HRBP before their
Last Working Date.
● In case attendance is not marked and not regularised by the employee before their
Last Working Date, only the present dates as per the attendance tracking tool will
be considered for F&F calculation and payout. Last date where attendance is
marked will be considered as the last working date with the organisation. No
changes in present days will be considered post Last Working Date of the
employee.
● Employees are required to return all company property, including but not limited to
laptops, mobile phones, ID cards, access cards, and any other equipment provided to
them. Failure to do so will result in recovery of the cost of the property from the
employee in their F&F.
● Location wise SPOCs for returning assets are mentioned below -

Location IT Administration
Asset Managed - Laptop & Asset Managed - Mobile, Tablets,
Headsets Sim Card & ID Card

Empire Plaza Vaibhav Sawant Sanket Mirgal

(Vikhroli) (vaibhav.sawant@toothsi.in ) (sanket.mirgal@toothsi.in)

Chintamani Jyotsna Mankar Mangesh Dalvi

Plaza (Andheri) (jyotsna.mankar@toothsi.in) (mangesh.dalvi@toothsi.in)

Mehta Labs Jyotsna Mankar Mangesh Dalvi

(Andheri) (jyotsna.mankar@toothsi.in) (mangesh.dalvi@toothsi.in)

Oberoi Garden Rahul Kale Dipesh Patil

(Chandivali) (rahul.kale@toothsi.in) (dipesh.patil@toothsi.in)

Bangalore Ranganatha Ranganatha

(ranganatha.bv@toothsi.in) (ranganatha.bv@toothsi.in)

● Employees working outside of the above-mentioned location need to continue

handing over their assets to their immediate reporting lead. However, post the
handover it's critical for them to drop an email to the below mentioned centralized
IT/Admin email address confirming the handover of assets.
IT Team - ITampa@toothsi.in
Admin - admin@toothsi.in
Full and Final Settlement -
● F&F settlement will be released to exited employees within 45 days from Last
Working Day, provided the employee has completed handover and all exit
formalities as mentioned in this policy. Non adherence to the prescribed protocol
can lead to delays in the F&F process.
● F&F in case of Absconding employees - In case an employee has not served notice
period and does not report to work for consecutive days without informing their
manager, they will be considered Absconding. In such cases, no Full & Final
settlement will be done and no relieving letter or experience letter will be issued to
the employee. Pending dues in such cases will be cleared as follows -
o Payment for present days plus leave encashment minus notice period recovery
minus asset recovery
● F&F in case of Terminated employees - In case of termination, the last working day
will be the same as the date of resignation. Only leave encashment will be processed
as part of F&F. No relieving letter or experience letter will be issued to the employee
in case of termination.
● All F&F queries need to be routed to separations@toothsi.in

Changes and exception to this policy -

● This notice period policy is subject to change at any time without prior notice.
Employees are expected to comply with this policy and any changes made to it.
● Any exceptions to this policy need to be approved by Head - HR and HOD.

Policy HR Policy – Exit & Notice Period Policy

Version V_1.0

Made by Tanya Mehta

Reviewed by Kshitiz Sehgal

Approved by Kshitiz Sehgal

Effective Date 11th May 2023