AWOL or absent without leave is applied for absences without prior notice and approval.
Here’s another email inquiry, this time about AWOL. Sharing my response to this Q because non observance of 30 days notice in employee resignation is a general HR concern.
Dear sir Sonnie,
Good morning. I just want to ask your opinion about our employee who submitted a resignation letter dated last June 30, 2019 and his last day will be effective July 31, 2019. However, he is not reporting since June 19 until now and mentioned his consent to our Finance Manager that he will not anymore get his claims and last pay and will just go AWOL.
In this case, shall we still need to send an official AWOL Letter to him or we will just let it be? By the way he is a Probationary employee who was hired April 15, 2019. Thank you for your advice.
My response:
First and foremost, 1 month notice notice is a requirement of the law. In some companies who offer gratuity benefit, 30 days is counted as “working days”. In the absence of a policy, 30 days is counted as “calendar days”.
Non observance of 30 days (unless those exempted by law) gives management the prerogative to run after the offending employee and collect financial damages.
Going back to the question, how do we handle AWOL in connection with employee resignation:
Case 1: Resignation letter states 30 days notice and resignation was duly accepted
Case 2: Resignation letter states 30 days notice, document received but resignation not yet accepted because of a pending case.
Case 3: Resignation letter do not comply with the 30 days notice and resignation is not yet accepted
Case 4: Resignation letter do not comply with 30 days notice but resignation was accepted
Case 1: Resignation letter states 30 days notice and resignation was duly accepted
If employee suddenly stopped reporting for work without approved leave, management can proceed with sending two AWOL letters in a period of of 10 days, 3rd letter will be abandonment of work. Treatment of authorized leaves depends on company policy.
Case 2: Resignation letter states 30 days notice, document received but resignation not yet accepted because of a pending case.
If employee is under administrative investigation, management has the prerogative to withhold acceptance of resignation pending result of the investigation.
Same AWOL application as above if employee stopped reporting for work within the rendering period. After the investigation, management may either accept the resignation or proceed with termination if that is the result of the investigation. Acceptance of resignation, however, do not absolve the employee on his accountabilities.
If without a case and employee absents himself after the rendering period, company do not have the right to force employee to stay or extend his employment, Any extension is subject to the concurrence of the employee. Forcing employee to extend is tantamount to involuntary servitude.
Case 3: Resignation letter do not comply with the 30 days notice and resignation is not yet accepted.
Option 1: State/write on the RL that the notice is not accepted unless 30 days notice is complied. If employee insisted that he will proceed with the original schedule of resignation, then issue an NTE, re: why an *amount of _______ will not be collected from employee for non compliance to article 300 of the labor code.
[better option] Option 2: Respond in writing that the resignation notice is non compliant to Art 300 of the labor code, and if employee pushes thru, then financial damages in the *amount of ________ will be collected. Let employee sign and acknowledge.
*amount representing damages should have basis, stated in the policy or stipulated in the contract and discussed during new employee orientation.
On the computation of the final pay, such amount should be included on employee accountability. Clearance depends on full settlement or as agreed upon.
But management cannot withhold certificate of employment.
Case 4: Resignation letter do not comply with 30 days notice but resignation was accepted
With the acceptance, it may be assumed that the employer waived its right to the 30 days rendering period. It frees employee from financial damages resulting from the non compliance to the 1 month notice rule. AWOL is not also applicable in this instance.
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Hi sir Sonnie,
Allowed po ba na iextend ng management ang pagrender ko ng 30 days with the condition na matapos lahat ng pending items ko? Thanks
your obligation is 30 days turn-over. Extension is subject to your concurrence.
This is my case, I passed my resignation letter on Jan 5 which was received on Jan 6. After that, they already open my position for applicants but they only accepted and approved my resignation on Feb 1 subject to the following conditions: completion and submission of all pending job assignments; complete propeer turn over of all records, job assignments and responsibilities to my replacement. Currently no replacement has been hired. When should I start counting the 30 days and is the submission and completion of pending job assignments a valid condition? Thanks
counting of 30 days is upon submission of RL. You should have proof that they received (not accepted) your RL. Turnover is to the immediate head, not replacement
Hello Sir Sonnie, I have one employee who submitted his resignation letter and got accepted. However, he contracted CoViD-19 related symptoms but was never tested of it. He Self isolated for 14+ days and was able to submit a medical certificate proving that he was indeed sick and needed to be quarantined based on the existing government protocol. Now, the employee is back to work, and is now serving his final days at work. However, it does not seem that he rendered the 30day period due to his absence from work. Can we require the employee to extend his time… Read more »
original effectivity date