Purge Terminated Employees

Use this option to purge employees whose pay rates have been terminated and whose records include a code from the Termination Code table. The Terminated Employees process usually should be run at the end of a calendar year, but only after you run your year-end reports and process employees' W2's.

• Running the Terminate process for an employee in the Employee Information page sets the status of the employee's pay rates to Terminated and adds a termination code to the employee's record. For additional information, refer to Terminate Employee Page.Terminate Employee Page.

• If a previously terminated rate's Status field is reset to Active or Inactive, the employee will still be listed in the Terminated Employee Summary report, provided that a termination code is still assigned. However, in this case, the system will not purge the employee's records. For information on generating the report, refer to Terminated Employees.

• You can terminate an employee's rates in the Pay Rate Information page, but this does not assign a termination code to the employee.

Menu Path:  System Administration > Administration > Human Resources Purge Options > Terminated Employees

Important
The system will only list employees whose pay rates have been terminated and whose Employee Information pages include a Terminated Information section. Also, employees who have fiscal-to-date earnings and deductions will be listed but cannot be purged.

Purging records for employees whose pay rates have been terminated

1. Select System Administration > Administration > Human Resources Purge Options > Terminated Employees to display the Purge Terminated Employees page.

2. In the page's Terminate Employee section, enter criteria to identify the employees to purge.
   Employee Number Enter an employee's ID, or use the pipe symbol to select a group of employees. For example, 12945|18261|24832 selects three employees.
   Termination Code Select the code that applies to the employees being purged.
   Last Date to Pay Enter the last date on which an employee was paid, or use query symbols to identify multiple dates. For example, <01/01/2018 identifies all terminated employees who received their last pay prior to the first day of 2018.
   Last Date Worked Enter the date of the employee's last work day, or use query symbols to identify multiple dates. For example, 12/01/2017:12/31/2107 identifies all terminated employees whose last work day was in December 2017. 
   You must complete at least one field, or the system will not list any employees.

3. Click Find. You also can run an advanced search using the Advanced button.

4. In the List section, review the records displayed to make sure these are the terminated employees you want to purge.

5. Click Purge on the page's Action Bar.

6. In the Confirmation dialog, click Yes.

7. In the Print window, specify how you want to generate the report, and then click OK. The report's default file name is purges.rpt.
   A Processing window displays showing the system's progress.

8. In the Purge Complete dialog, click OK. The dialog indicates the number of records purged.