UNITRANS SA TERMINATION CHECKLIST NOTES: 1. This form applies to all terminations and needs to be submitted along with the required supplementary documentation to the HR Department within the following deadlines through U-Move: 1.1 Weekly paid employees - 10am on the 1 st Tuesday 1.2 Monthly paid employees - close of business before/ on the 7 th of the month 2. Please refer to the Termination HOW TO Guide (HR/07/06) for guidelines and assistance. 3. Please note that an employee who is terminated as a result of medical incapacity and is due to receive disability benefits will transfer to the Unitrans disability payroll. Surname Full names Region/ Business Unit SECTION A - EMPLOYEE DETAILS Termination date Employee number Contract/ Department Y Y Y Y M M D D SECTION B - REASON FOR TERMINATION (Indicate with ) 1. Dismissal - Misconduct YES 2. Dismissal - Poor Performance YES 3. Medical Incapacity YES 4. Mutual Agreement YES 5. Resignation YES 6. Retirement YES 7. Retrenchment - Operational Requirements (Sec.189) YES 8. Transfer of Employment (Sec.197) YES 9. End of Fixed Term Contract YES 10. Death in Service YES SECTION C - STANDARD DOCUMENTS REQUIRED FOR ALL TERMINATIONS TASK/ DOCUMENTS DOCUMENT ATTACHED Bank Stamped Proof of Banking Details YES Not older than 3 months Certified ID Copy YES Compulsory Confirmation of Termination YES Compulsory Provident Fund withdrawal form REQUIREMENT YES N/A Unitrans Provident Fund for NBC employees YES N/A Steinhoff Umbrella Fund for TCTC employees YES N/A Group Life Assurance Scheme for temp employees Termination Checklist YES Compulsory Created: Zene Olivier Reference: HR/07/05 Human Resources Date Created: 2014/11/01 Termination Checklist Page 1 of 2 Date Reviewed: 2018/02/22 Form Revision No: 10
UNITRANS SA TERMINATION CHECKLIST SECTION D - DOCUMENTS REQUIRED FOR SPECIFIC TERMINATION DISMISSAL MISCONDUCT AND INCAPACITY Disciplinary Inquiry documentation YES N/A Including outcome Details of Preservation Fund YES N/A RESIGNATION Resignation letter YES N/A Compulsory RETIREMENT Retirement consultation form YES N/A Compulsory In case of preservation of Provident Fund payout Details of retirement Annuity to be purchased YES N/A In case of purchase of Retirement Annuity RETRENCHMENT Retrenchment letter YES N/A Including severance pay amount MUTUAL AGREEMENT TERMINATION Settlement Agreement YES N/A Including settlement amount TRANSFER OF EMPLOYMENT CONTRACT Section 197 Transfer Letter YES N/A Compulsory DEATH IN SERVICE Certified Death Certificate YES N/A Compulsory SECTION E CHECKLIST FOR LINE MANAGER CONFIRM THAT THE FOLLOWING USER ACCESS / PROFILE HAS BEEN ADVISED / DEACTIVATED: DriveCam YES NO N/A Other (please specify below): YES NO N/A Entropy YES NO N/A YES NO N/A Tracking Company YES NO N/A YES NO N/A Fatigue O Meter YES NO N/A YES NO N/A Customer / Client Site YES NO N/A YES NO N/A I-FOX YES NO N/A YES NO N/A Access Control YES NO N/A YES NO N/A SECTION F - SIGNATURES I hereby confirm that Section E above has been fully completed / communicated as necessary and that any outstanding relocation amounts due to the Company has been communicated to the employee, as noted on the Confirmation of Termination Form (HR/07/01). Line Manager name Signature and surname Date Y Y Y Y M M D D Created: Zene Olivier Reference: HR/07/05 Human Resources Date Created: 2014/11/01 Termination Checklist Page 2 of 2 Date Reviewed: 2018/02/22 Form Revision No: 10
UNITRANS SA CONFIRMATION OF TERMINATION FORM NOTES: 1. Upon termination of an employee s services this form must be submitted to the HR Department as part of the Termination Checklist. 2. A copy of pages 1 & 2 of this document should be given to the employee for his/ her record. SECTION A - EMPLOYEE DETAILS Full names Employee number Surname Date of termination Y Y Y Y M M D D Region Mobile no Contract/ Depot Home phone number SECTION B - TERMINATION DETAILS Dear Employee, This is to confirm that your employment with the Company will terminate on the above date as a result of your: REASON FOR TERMINATION (Indicate with a ) Death in Service Dismissal End of Fixed Term Contract Medical Incapacity Mutual Agreement Resignation Retirement Retrenchment (Section 189) Transfer of Employment (Section 197) In preparation of your termination you are required to complete a Termination Pack and submit this with the required supplementary documentation listed below, to the relevant Administrator without any undue delay. Confirmation of Banking Details Letter not older than 3 months Details of Preservation Fund if applicable for all terminations excluding Retirement and transfer of employment Resignation letter in case of resignation Created: Zene Olivier Reference: HR/07/01 Human Resources Date Created: 2014/11/01 Confirmation of Termination Page 1 of 3 Date Reviewed: 2017/05/25 Form Revision No: 05
UNITRANS SA CONFIRMATION OF TERMINATION FORM You will receive your final salary payment (if any) on your normal pay date. Note that the provisions of the Relocation, Bursary and Company Loans Procedures and any other relevant company policy will be applied where applicable. Hence, should there be any monies outstanding by you to the company in terms of unpaid loans or unreturned company property etc; this will be deducted from your final payment. Please contact the Benefits Department for any medical aid queries (benefits@unitrans.co.za). We wish you all the best for the future. Yours faithfully The Human Resources Department SECTION C - EMPLOYEE SIGNATURE I, hereby acknowledge my termination of employment from the Company. I further acknowledge that I will be held liable for any moneys owing to the company in lieu of any period of notice which I failed to work as stipulated in my employment contract, any loss or damages incurred by the company as a result of my negligence and/ or failure to return any items issued to me in good working order and/ or any outstanding company loans or breach of my bursary agreement or relocation if applicable. I acknowledge my responsibility to update my medical aid debit order details accordingly, if applicable. Failing which, the company will cease all payments to the medical aid on my behalf upon date of termination. I understand that any outstanding amounts as described above will be deducted from my final payment. Employee Name Employee Surname Signature Date Y Y Y Y M M D D Created: Zene Olivier Reference: HR/07/01 Human Resources Date Created: 2014/11/01 Confirmation of Termination Page 2 of 3 Date Reviewed: 2017/05/25 Form Revision No: 05
UNITRANS SA CONFIRMATION OF TERMINATION FORM SECTION D - FOR OFFICE USE Employee name & surname Employee number DEDUCTIONS TO BE MADE FROM FINAL SALARY PAYMENT Unreturned/ damaged items Loss/ damage as a result of negligence Notice period not worked Pro-rata back payment in lieu of Bursary received Outstanding Company Loan Pro-rata back payment in lieu of Relocation Allowance received Other (Specify): Other (Specify): REFER TO: Items Issued Form Disciplinary outcome indicating loss Payroll to calculate Bursary agreement (Training to calculate) Loan Agreement Payroll to calculate AMOUNT TO BE RECOVERED Any other instruction for payroll / comments: Line Manager Signature Date Y Y Y Y M M D D Created: Zene Olivier Reference: HR/07/01 Human Resources Date Created: 2014/11/01 Confirmation of Termination Page 3 of 3 Date Reviewed: 2017/05/25 Form Revision No: 05
UNITRANS SA EXIT INTERVIEW FORM NOTES: 1. The Line Manager must issue this form to all employees (grade 9 and below) to complete and submit it to the HR Department as part of the Termination Checklist. 2. The HR Manager is responsible to conduct this exit interview with all employees (grade 8 and above) within their region who resign from the Company SECTION A - EMPLOYEE DETAILS Full names Employee number Surname Contact number Physical Address Postal Code Employee consents to exit interview? (Indicate with ) YES NO Employee Signature: Note: If employee does not consent to conducting the exit interview, submit only this page to the HR Department. Interview conducted by: Date Y Y Y Y M M D D SECTION B - QUESTIONS Please tick the block, which describes your reason for leaving Unitrans and complete the comments section if applicable. Should you have more than one reason for leaving, please rank your reasons, 1 being the most important reason, 2 the next, etc. RANKING REASON COMMENT/S Pregnancy Overseas travel Husband/ Wife/ Partner transferred Personal problems Marriage Illness Family commitments Earning potential not high enough Job no longer a challenge Personality Clash Lack of future prospects Created: Zene Olivier Reference: HR/07/02 Human Resources Date Created: 2014/11/01 Exit Interview Page 1 of 6 Date Reviewed: 2017/05/25 Form Revision No: 03
UNITRANS SA EXIT INTERVIEW FORM Stress/ Pressure of Job Not suited to Industry Not suited to company culture Lack of adequate training Other Please specify 2. What if anything, could Unitrans have done to have avoided your resignation? 3. If you have been offered another position, how does it compare with ours? (e.g. salary, responsibility, etc) 4. What did you enjoy about your job? 5. What did you dislike about your job? 6. How does the job compare with, or differ from, the way in which it was originally described to you? Created: Zene Olivier Reference: HR/07/02 Human Resources Date Created: 2014/11/01 Exit Interview Page 2 of 6 Date Reviewed: 2017/05/25 Form Revision No: 03
UNITRANS SA EXIT INTERVIEW FORM 7. Thinking back on your career with Unitrans, what do you consider to be your achievements? 8. What were your greatest disappointments? 9. What about Unitrans, made a positive impression on you? 10. Where do you feel Unitrans could improve as a company? Please list your suggestions? 11. What does your Husband/ Wife/ Life Partner think about Unitrans as an employer? Created: Zene Olivier Reference: HR/07/02 Human Resources Date Created: 2014/11/01 Exit Interview Page 3 of 6 Date Reviewed: 2017/05/25 Form Revision No: 03
UNITRANS SA EXIT INTERVIEW FORM 12. Did you receive the following and in which way did it help you? 12.1 Updated Job Description 12.2 Regular feedback on your Performance 12.3 Quarterly reviews and performance development discussions 13. What did you like/dislike about your immediate Manager s management style? 14. Did you discuss with your Manager how you felt about those areas? (refer to 13)? Created: Zene Olivier Reference: HR/07/02 Human Resources Date Created: 2014/11/01 Exit Interview Page 4 of 6 Date Reviewed: 2017/05/25 Form Revision No: 03
UNITRANS SA EXIT INTERVIEW FORM 15. Did you discuss the way you felt with your Manager prior to resigning? 16. What action was taken by your Manager after your discussion? 17. How would you describe your relationship with: 17.1 Your immediate Manager 17.2 Your departmental Manager 17.3 Your Director Created: Zene Olivier Reference: HR/07/02 Human Resources Date Created: 2014/11/01 Exit Interview Page 5 of 6 Date Reviewed: 2017/05/25 Form Revision No: 03
UNITRANS SA EXIT INTERVIEW FORM 18. General Comments Would you like the HR Department to contact you with regards to any of the issues you have mentioned in this exit interview? (Indicate with ) YES NO Contact number Employee signature Person conducting interview signature THANK YOU FOR TAKING THE TIME TO COMPLETE THIS INTERVIEW Created: Zene Olivier Reference: HR/07/02 Human Resources Date Created: 2014/11/01 Exit Interview Page 6 of 6 Date Reviewed: 2017/05/25 Form Revision No: 03
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