This guide details how to terminate an employee in the system, including navigating to employee info, selecting termination dates, and resolving accrual balances. It covers manual deduction ending, profile updates, mass termination steps, and mass editing deductions. Troubleshooting tips address common errors like missing managers, permission issues, locked pay periods, and accrual date mismatches. The process ensures proper termination handling and accurate employee records.
How To Terminate one employee within the System:
Manually Ending Terminated Employees Deductions:
Making additional updates to a Terminated Employees Profile:
How to Mass Terminate more than one employee at a time:
Mass Editing Scheduled Deductions:
How to Terminate one employee within the System:
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Click Menu > Team > My Team > Employee Information.
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You will be taken to your employee list, checkmark the box next to the employee name you need to terminate, then click the Terminated Button
on the top right.
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On the next screen, ensure that the Account Status is Terminated, then enter the Termination Date and click the Continue Terminate button (top right)
- Additional information may need to be collected if the HRIS module is active (i.e. Reason, Notes, Rehireable, etc.)
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Next, the system will have you review Items to Resolve (Common Items To Resolve relate to accrual balances, time entries after the termination date, or manager assignments).
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Note these items are based on the clients judgement of their companies rules and handbook on payouts of Accrued Time.
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Depending on your company rules the selection needing to be selected could be different. For SICK, if it is not required to be paid out at termination, then you would select ‘Ignore’. If SICK, should be paid out at hire, then you might want to click 'Rollback'.
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For VACATION, it is a bit more complicated. You may want to ‘Rollback’ if the hours have been accrued past terminated date or you may want to ‘Calculate and Update’ if the hours are not accrued up to the terminated date. Review the following scenarios:
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If Vacation is accrued at the end of each pay period and the employee is terminated BEFORE the end of the pay period, you can accrue up to termination date to give a partial accrual for their last pay period
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i.e.: You terminate an employee as of 1/28. The pay period was 1/16-1/31, but this employee was terminated 3 days before the pay period ended. If you select ‘Rollback’ this will give them a partial accrual for the 8 days they were active in that pay period (1/16-1/28). So, rather than the employee gaining 1.67 hours for the entire period of 1/16-1/31, they would accrue a partial amount of 1.36 hours for the partial pay period of 1/16-1/28.
- **Note: The ‘Updated To Date’ means up to but not including, so the date 1/29 means the employee’s balance has been updated to 1/28**
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If Vacation is accrued at the end of each pay period and the employee is terminated AFTER the pay period has ended, you can accrue a partial amount for the period they were active outside the pay period or leave their current balance since they completed the entire pay period
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i.e.: You terminate an employee as of 2/3. The pay period was 1/16-1/31 and this employee worked that entire pay period. If you select ‘Ignore’ this will allow the employee to keep their existing balance. So, the employee would keep their full accrual of 1.67 hours for the pay period 1/16-1/31. If 'Calculate and Update' is selected it will accrue an additional partial amount for the time they were active outside the pay period from 2/1-2/3 to give an exact balance at termination.
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If Vacation is accrued at the end of each pay period and the employee is terminated BEFORE the end of the pay period, you can accrue up to termination date to give a partial accrual for their last pay period
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If the accruals are annually deposited and the employee is terminated mid-year.
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i.e.: Employee receives 40 hours on 1/1 annually then is terminated 7/5. If you select ‘Rollback’, this option will remove hours from their current balance to only give them a partial accrual from 1/1-7/5. If you select ‘Ignore’ it will allow them to keep all 40 hours accrued as of 1/1 even though they did not work the entire year.
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Note these items are based on the clients judgement of their companies rules and handbook on payouts of Accrued Time.
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Once all items are resolved, click the Terminate button
- The termination is complete and the employee's accrual balance will remain on their profile. If ever re-hired the balance will automatically zero out. You do not need to manually update the balance
Manually Ending Terminated Employee's Deductions:
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Select the 'Payroll' tab of the employee's profile. Scroll to the employee's scheduled deductions and add an end date to all deductions by selecting each deduction, adding the end date and saving.
- Select the Save button
in the employee's profile to save changes.
Making additional updates to a Terminated Employee's Profile:
- On an employees file you may also have to make a few additional updates, such as Profiles:
- For Example under the Pay Prep Profile, you can say switch this from the Default to Do Not Export.
How to Mass Terminate more than one employee at a time:
A mass termination can also be performed if several employees should have the same ‘Terminated’ date
- To navigate click Menu > Settings > Mass Edit > Mass Edit Profiles.
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Click Actions icon
then 'Add/Remove Columns' to bring in a specific column to filter the list of employees by (i.e. ‘Department’) or just scroll through the list to locate the employees to mass terminate.
- Check the box on the left to select the employees to mass terminate.
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Click Terminate Selected Employees Button
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Confirm the warning message by selecting ‘Ok’
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Enter the Termination Date and review the 'Resolution' options for all the employees. Once Resolutions are reviewed and a date is entered, click the OK button
at the bottom to confirm the mass terminations.
Mass Editing Scheduled Deductions:
Employee deductions also need to be end dated. This can be for individual employees through their Employee Profile > 'Payroll' tab > Scheduled Deductions. Or multiple employees can have their deductions mass end dated by going to Menu > Team > Payroll > Employee Payroll Maintenance > Deductions. Filter for the employees that you have just terminated. You can only mass end date one deduction type at a time (i.e. you can select all the terminated employee's 401k deductions at once, but cannot select both 401k and Section 125 Medical deductions at the same time). Select the deductions to end-date, click mass edit, update the end date row to change selected, add an end date, and Apply.
Troubleshooting
Errors when terminating an employee are not common, but a few examples are:
Account Was Not Found, unable to complete the termination.
- One of the managers listed on the Employees Profile had been deleted from the system. The manager was the account that could not be found. To resolve: Remove or replace the deleted manager from the Employee Profile and complete the termination.
Oh no! Internal system error. Please contact your system administrator error.
- This could be several causes, but check to see if there is an HR Action being used for termination, and if the user has security permission to initiate the Termination HR Action.
- Rare, but it can sometimes be related to the Accrual profile. Try removing the Accrual profile and processing the termination.
Insufficient Rights Error when attempting to approve a Termination HR Action
- Security permissions are not sufficient within HR Action or Security Profile.
- Go to: Company Settings > Profiles/Policies > Security > HR Tab
- Employee Related Functions > Terminate Employee checkbox
- Go to: Company Settings > Profiles/Policies > Security > Reports Tab
- Enter a check in the All To Do Items checkbox.
"Not enough access to delete some time entries" when terminating an employee and trying to delete entries after the termination date.
- Some of the time entries trying to be deleted are on a locked pay period, so the system cannot edit the timesheet to remove the entries. Possible Resolution: Unlock the pay period in question, making sure to unlock the employee's timesheet. Complete the termination process and then relock the pay period. If that fails to resolve, try: Instead of selecting delete time entries, select Ignore and proceed with the termination.
Error "Accruals cannot be paid out." or "Updated to Date not Set."
- The Updated To Date for accruals updates and set past the employee termination date. Possible resolution is to manually update the Updated To Date to match the Termination Date, or rollback the Accrual to the Termination Date.
- Updated To Date is commonly used in Accruals. During termination, you may be asked to update an employee's Accruals to the exact termination date. If no Updated To Date is set originally, you will get that error. You can fix that by going to the employee's profile, under Accruals, find Edit Balance and put in a date with a comment.
Oh no! Value for 'Seniority Date' is not set for the employee.
- An Accrual Time Off Bucket is using the 'Seniority Date' as an Anchor Date. Either add update the missing 'Seniority Date' for the employee and process termination, or if the employee being terminated shouldn't have that particular Time off accrual, admin can choose 'Ignore' on the Error Resolution popup for Accruals when terminating the employee.