Terminating Employees (New UI) - Payroll Only

  1. From the dashboard, select the Employee Changes > Terminate an Employee link mceclip1.png
  2. You will be taken to a list of all the active employees, check the box next to the employee name you need to terminate, then click image15.png on the top right image22.png
  3. On the next screen, enter the Termination Date and click image21.png image19.png
      1. Additional information may need to be collected if the HRIS module is active (i.e. Reason, Notes, Rehireable, etc) 
  4. 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)
        1. For SICK, select Ignore.  Since sick time is not required to be paid out at termination, this balance will remain. If re-hired in the future, the balance will begin again at 0. image13.png
        2. 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:                                         2021-01-20_09h22_53.png                                                               2021-01-20_09h22_34.png
            1. 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
                • 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. image14.jpg**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**
            2. 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
                • 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.image5.jpg
            3. If the accruals are annually dumped and the employee is terminated mid-year.
                • 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. image19.png 
  5. Once all items are resolved, click image9.png  to complete the employee termination. You will receive a confirmation the termination is complete, click mceclip11.png                                                                                                  2021-01-20_10h17_33.png
  6. 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
  7. 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.

  8. Select mceclip2.png in the employee's profile to save changes.




A mass termination can also be performed if several employees should have the same ‘Terminated’ date

  1. Select the hamburger menu icon image7.png in the top left and navigate to Admin mceclip8.png > Company Settings > Mass Edit > Mass Edit Profiles
  2. Click Actions icon mceclip9.png 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
  3. Check the box on the left to select the employees to mass terminate
  4. Click image1.png
  5. Confirm the warning message by selecting ‘Ok’                                                                                                                 image2.png
  6. Enter the Termination Date and review the 'Resolution' options for all the employees. Once Resolutions are reviewed and a date is entered, click mceclip11.png at the bottom to confirm the mass terminationsmceclip12.png
  7. 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 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.