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Payroll

Employee exit clearance and final dues tracker

Track each leaver's clearance, from returning company property to final pay, and see what is still pending before you release their dues.

Employee exit clearance and final dues tracker template

A smooth exit needs several things to happen: handover, return of property and the right final payment. This tracker lists each leaver with their last working day, whether property has been returned and the handover is done, their final salary, leave pay, notice pay and deductions, and shows the net final dues and whether they are cleared.

HR officers and managers handling resignations, dismissals and the end of contracts, and payroll teams preparing final pay.

What is included

  • Clearance checks for property and handover
  • Net final dues from pay, leave and notice less deductions
  • Cleared or pending status
  • Total final dues for all leavers
  • Summary of cleared and pending exits with a chart

Screenshots

  • Exit clearance and final dues of Employee exit clearance and final dues tracker
  • Final dues by clearance of Employee exit clearance and final dues tracker

How to use it

  1. List each leaver with their last working day.
  2. Mark whether company property has been returned and the handover is done.
  3. Enter the final salary, leave pay, notice pay and any deductions.
  4. Read the net final dues and the cleared or pending status.

Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.

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What the employee exit clearance and final dues tracker does

A smooth exit needs several things to happen: handover, return of property and the right final payment. This tracker lists each leaver with their last working day, whether property has been returned and the handover is done, their final salary, leave pay, notice pay and deductions, and shows the net final dues and whether they are cleared.

Who it is for

HR officers and managers handling resignations, dismissals and the end of contracts, and payroll teams preparing final pay.

How to use the workbook

  1. List each leaver with their last working day.
  2. Mark whether company property has been returned and the handover is done.
  3. Enter the final salary, leave pay, notice pay and any deductions.
  4. Read the net final dues and the cleared or pending status.
  5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

  • Clearance checks for property and handover
  • Net final dues from pay, leave and notice less deductions
  • Cleared or pending status
  • Total final dues for all leavers
  • Summary of cleared and pending exits with a chart

The workbook has these sheets: Instructions, Exits, Summary. The main table has the columns Employee; Last working day; Property returned; Handover done; Final salary; Leave pay; Notice pay; Deductions. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

  • Pay final dues on time even when a dispute is open on a small item.
  • Only deduct what the contract and the law allow, and record why.
  • Get a signed acknowledgement when the final payment is made.
  • Keep the clearance form with the employee's file for at least five years.

Why keep this record

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. Free calculators that go with it: Terminal dues tax calculator, Severance pay calculator. See more payroll templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

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