Exit management for solar and energy companies

Plan demobilisation six weeks ahead

Six weeks before commissioning, list every person on the project with their contract end date and sort them into three groups: moving to the next project, staying on for O&M, or leaving at the end of their term. Talk to each person about their group before rumours do it for you. People moving to a new site are not exits at all; record a transfer, change their location and reporting manager, and their history shows the move. Only the third group goes through offboarding, with the exit reason recorded.

Clearance at the camp and the store

Clear people in the order they leave, not in one crowd on the last day. Use ZeniaHR's standard 8-item exit checklist and add a site sheet signed by the store keeper and the camp in-charge. If a camp charges for meals, settle the mess account with the worker, and check the deduction rules before recovering any balance from wages.

• Harness, helmet and other PPE your policy asks to be returned
• Tools such as the megger, torque wrench, crimping tools and multimeter
• Camp room, keys and mess account
• Site ID card and gate pass

Worked example: a fixed-term electrician's settlement

Sanjay's fixed term ran from 1 August to 20 March on a gross of ₹27,900. March has 31 days, so his day rate is ₹900 and 20 days come to ₹18,000. Add 18 days of site allowance at ₹250, which is ₹4,500, and ₹2,700 of approved overtime, and his settlement is ₹25,200 before deductions. Add leave encashment where due, and gratuity, which fixed-term employees earn in proportion to their term with no five-year minimum. If policy pays his train fare home, add it as a reimbursement input. An off-cycle run settles it, and the money is due by the second working day after 20 March.

Keeping skilled crews for the next project

Every project that ends is a chance to lose trained electricians and fitters to a competitor. Leavers stay on file among previous employees; add a short note on their skills, safety record and whether you would rehire them. When the next project is awarded, call them first; people who already know your safety rules and quality standards cut weeks from the next mobilisation.

How to set it up in ZeniaHR

1. Six weeks before commissioning, list every project employee with their end date and decide transfer, O&M or exit for each.
2. Record transfers for people moving to the next site, updating their location and reporting manager.
3. Take leavers through offboarding, choosing one of the 20 structured exit reasons, and attach the store and camp clearance sheet.
4. Run an off-cycle payroll with site allowance, overtime, leave encashment and any travel reimbursement as inputs.
5. Before paying, compare each amount with the gratuity and settlement reports; the money must be in the worker's account by the second working day after the exit.

Read more about employee records and exits in ZeniaHR.

Roles this applies to

Frequently asked questions