Objectives


To streamline the guidelines for offboarding employees by defining required hold periods, asset recovery and clearance procedures.. 

Types of Offboarding


A Groworxer may offboard Groworx in two ways:

  • Voluntary - by means of resignation, where an employee submits a resignation letter to his/her Immediate Supervisor, with HR  in CC, with at least 30 calendar days prior to the intended last working day. 

  • Involuntary - by means of termination of employment as initiated by the Groworx Management. This may be due from disciplinary measures, non-regularization, retrenchment or redundancy. 

Voluntary Separation


In general, an employee can voluntarily terminate his contract of employment at any time, without just cause. All resigning employees should adhere to the following guidelines:


  1. Submit a written notice  addressed to the Immediate Supervisor at least 30 calendar days prior to the intended last day of work. 

    1. Should an employee voluntarily resign with more than 30 calendar days notice period, Groworx reserves the right to approve or reject the extension of the rendering period.

    2. Should an employee voluntarily resign with less than 30 calendar days, notice period, Groworx may withhold and forfeit, in its favor, any salary / benefits due to the employee, as stipulated in a Groworxer’s employment contract. 

  2. On the last working week of the resigning employee, he/she should secure a Clearance Form from HR, which is initiated in Beacon. 

    1. As part of the clearance process, an employee is required to return all keys, access cards, laptop / desktop, phone, office equipment, files and other company properties before leaving. 

    2. Any outstanding indebtedness (Cash Advances, Employee  Loans, Asset Recovery charges, HMO Dependents) will be deducted from the employee’s final pay. This does not include Government loans such as SSS and/or Pag-ibig loans. Should an employee opt to have their loans paid in full, he/she must notify HR of such. 

  3. An employee should ensure that the clearance is completed prior his last day in Groworx. 

  4. Groworx reserves the right to put an employee’s salary on hold prior his/her last day. The employee’s payroll for the last 10 working days will be put on hold  to ensure coverage to  any indebtedness.

    1. If the employee’s last day is on 5th of June 2020 (Friday), his/her salary from  25 May to 05 June will be put on hold. 


Involuntary Separation

An employee may be involuntarily separated to Groworx by means of:


  • Non-Regularization - If an employee fails to meet the standard performance requirements, Groworx may terminate his/her employment. 

  • Termination due to Misconduct- if an employee commits any acts subject for disciplinary actions with a penalty of Termination, as defined in the Table of Penalties.

  • Retrenchment - in accordance with DOLE rules and regulations, an employee may be retrenched should the company suffer from Financial losses by keeping a specific role.

  • Redundancy - in accordance with DOLE rules and regulations, an employee may be declared as  redundant should the company position or services are in excess of what is reasonably demanded by the actual requirements of the enterprise to operate in an economical manner.


Procedures for Involuntary Separation

Non-Regularization

  1. In line with the Performance Management Process, the Immediate Supervisor conducts an Objective Setting discussion with the employee, to discuss the goals and objectives of the employee for the duration of his/her probationary period. 

  2. The Immediate Supervisor conducts a 2nd month evaluation to the employee, to check whether the employee is headed to the right direction in achieving the goals and objectives set. 

  3. An Immediate Supervisor may opt to have monthly evaluations should he/she finds a need to do so. 

    1. Groworx may terminate the employee after the 2nd month should there be any proof of non-compliance to Groworx’s performance standards. 

  4. The Immediate Supervisor  conducts a 5th month evaluation to determine whether the employee is eligible for regularization. If the employee is not eligible for regularization, the Immediate Supervisor  will give notice, of at least 30 days, to the employee of such decision. The decision to not regularize an employee should always be supported by the result of the Performance evaluation. 

    1. An employee may be given a maximum of 30 days as a rendering period, prior his/her last day of employment, if he/she is terminated through non-regularization. The Immediate Supervisor must ensure that the last working day of the employee will not coincide with his/her 6th month. 

    2. The Immediate Supervisor must give prior notice (of at least 1 week) to Human Resources for any non-regularization procedures.

  5. The non-regularized employee must ensure that he/she returns all Groworx assets and properties prior his last day of employment with Groworx. 

  6. A non-regularized employee is still required to process his/her clearance as defined in this policy. 

  7. Depending on the agreed exit period, the payroll of any non-regularized employee may be:

    1. Not impacted, if he/she is required to render at least 10 working days

    2. Put on hold, if he/she is required to exit immediately or required to render at most 9 working days

Termination / Retrenchment / Redundancy

  1. If upon deliberation, it has been determined that the employee will be either terminated, retrenched or tagged as redundant a Notice of Termination / Retrenchment / Redundancy will be issued to the employee, at least 1 week prior to his/her last day of employment.

    1. An employee who has on-going deliberation for Termination will have his/her salary put on hold. 

  2. A terminated employee must ensure that he/she returns all Groworx assets and properties prior his last day of employment with Groworx. 

  3. A terminated employee is still required to process his/her clearance as defined in this policy. 

Final Pay /  Separation Pay


In line with DOLE Rules and Regulations, the following pay types are issued to the ex-employees, depending on how they are off boarded.


Final Pay

  • Applicable to: Resigned / Terminated / Non-Regularized Employees 

  • Coverage

    • Salaries withheld during the notice period

    • Pro-rated 13th month pay

    • Tax refund or Tax adjustments (if any)

    • Leave conversion (as per DOLE guidelines for Service Incentive Leave)

    • Deduction for HMO Additional Dependents (if any)

    • Deduction for Government Loans (if opted)

  • Expected Release: 30 days from last day, provided that the clearance procedures have been completed. 

    • Release of Final Pay may be delayed if the clearance of the employee is not yet completed. 

    • The employee may invoke the ruling in the case of Milan v. NLRC (G.R. No. 202961, 04 February 2015) where the Supreme Court upheld the withholding of the employee’s salaries pending return of the company property.

Separation Pay 

  • Applicable to: Retrenched Employees

  • Coverage

    • Salaries withheld during the notice period

    • Equivalent to ½ of the monthly salary for every year of service, a fraction of 6 months is considered as 1 year.

    • Pro-rated 13th month pay

    • Tax refund or Tax adjustments (if any)

    • Leave conversion (as per DOLE guidelines for Service Incentive Leave)

    • Deduction for HMO Additional Dependents (if any)

    • Deduction for Government Loans (if opted)

  • Expected Release: 30 days from last day, provided that the clearance procedures have been completed. 

    • Release of Final Pay may be delayed if the clearance of the employee is not yet completed. 

    • The employee may invoke the ruling in the case of Milan v. NLRC (G.R. No. 202961, 04 February 2015) where the Supreme Court upheld the withholding of the employee’s salaries pending return of the company property.


Separation Pay 

  • Applicable to: Redundant Employees

  • Coverage

    • Salaries withheld during the notice period

    • Equivalent to 1 month of salary for every year of service, a fraction of 6 months is considered as 1 year.

    • Pro-rated 13th month pay

    • Tax refund or Tax adjustments (if any)

    • Leave conversion (as per DOLE guidelines for Service Incentive Leave)

    • Deduction for HMO Additional Dependents (if any)

    • Deduction for Government Loans (if opted)

  • Expected Release: 30 days from last day, provided that the clearance procedures have been completed. 

    • Release of Final Pay may be delayed if the clearance of the employee is not yet completed. 

    • The employee may invoke the ruling in the case of Milan v. NLRC (G.R. No. 202961, 04 February 2015) where the Supreme Court upheld the withholding of the employee’s salaries pending return of the company property.