Address
Kaypian, San Jose Del Monte City, Bulacan Philippines
Work Hours
Monday to Friday: 8AM - 6PM
Weekend: 10AM - 5PM
Employee offboarding is just as important as onboarding — and one of the most requested documents during this process is the Certificate of Employment (COE). For HR teams, manually preparing COE for separated employees can be time-consuming and prone to errors, especially when dealing with multiple requests.
With HRIS (Human Resource Information System) automation, HR managers can generate COE documents for separated employees in just a few clicks, making the offboarding process efficient, compliant, and stress-free.
What is a COE for Separated Employees?
A COE for separated employees is an official company document issued to employees who have resigned, retired, or been terminated. It serves as proof of their employment history and is often required for future job applications, loans, or legal purposes.
A typical COE includes:
- Employee’s name and designation
- Employment start and end dates
- Final employment status (resigned, terminated, retired)
- Company details and authorized HR signature
Why Automating COE Generation is Crucial for Offboarding
Reduce Administrative Workload
Manual COE preparation requires HR staff to pull data from multiple sources. HRIS automation eliminates repetitive tasks and speeds up document creation.
Ensure Accuracy and Consistency
An automated HRIS pulls real-time data from employee records, reducing the risk of typos, missing information, or inconsistent formatting.
Support Legal and Compliance Requirements
Labor laws in many regions require employers to issue a COE within a specific timeframe after separation. Automation ensures HR meets deadlines and avoids compliance risks.
Enhance Employee Experience
Fast, accurate COE issuance leaves a positive impression, even for separated employees, which helps maintain a good employer brand.
Maintain Secure Recordkeeping
HRIS keeps an audit trail of COE requests and issuances, helping HR maintain organized and secure documentation.
Key Features to Look for in an HRIS COE Module
- Customizable Templates: Ensure that COE format aligns with company policies and legal requirements
- Automated Data Pulling: Populate employee details automatically from HR records
- Approval Workflow: Route COE requests for HR or manager approval before release
- Electronic Signature Capability: Enable quick sign-off without printing
- Audit Logs: Keep track of when and by whom the COE was generated
How to Implement COE Automation for Separated Employees
- Review Your Current COE Template: Standardize your format to ensure compliance.
- Configure Your HRIS: Set up the COE generation feature with the correct data fields.
- Train HR Staff: Ensure the HR team knows how to generate and approve COE requests in the system.
- Enable Self-Service: Allow separated employees to request their COE through a portal (if supported)
- .Test and Monitor: Run test requests to confirm accuracy before going live.
The Bottom Line
A smooth offboarding process is critical for maintaining compliance and protecting your company’s reputation. By automating COE generation for separated employees through HRIS, HR departments can save time, reduce errors, and provide a better overall experience.
If your HR team is still creating COEs manually, now is the time to embrace HRIS automation and make offboarding a seamless process for everyone involved.