Terminating an Employee

What steps do I take if an employee is being terminated?

Employees cannot be removed from the system if a paycheck has been processed for them. If an employee is no longer working for your organization, change the employee status to Terminated to ensure that they do not receive subsequent pay. A terminated employee will not be eligible for payment but will still be included in tax calculations and payroll reports. To terminate an employee complete the steps below:

  1. Complete all final payments and adjust out unused leave for the employee to be terminated.
    • Final payments that occur during a normal pay cycle can be processed as usual. If the final payment occurs mid-pay cycle, process the final pay as a supplemental payroll.
    • Print an Employee Payroll Summary report for the employee to be terminated using Reports>History>Quick Employee Payroll Summary. Use the leave balance information reported to adjust out the unused leave for the employee on the Activities>Set Up/Adjust Employee Balances form. This adjustment will preserve the accuracy of your leave liability reports since the terminated employee's leave is no longer an obligation.
  2. Delete all timesheet information.
    • Select Timesheets>Enter Default Timesheets. Then select the employee name from the drop down list, and click the Delete button at the bottom of the form to delete the default timesheet.
    • Select Timesheets>Enter Regular/Supplemental. Then click the Find button at the bottom of the form to locate and delete all existing timesheets for the employee to be terminated.
  3. Update employee information using the Maintain>Employee Information form.
    • Complete termination date.
    • Change status to {D} Terminated.
    • Save changes for the employee.