Use the Terminate Employee page to terminate or reinstate an employee. This page allows users to set the employee's status, assign a termination code and reason, enter the last date to pay, and last day worked, and optionally set a deductions stop date. Upon accepting the termination, the system automatically updates pay rate statuses to Terminated, adjusts pay rate End Date and Pay End Date fields, clears position control occupancy, deletes future pay rate records, unlinks the employee from any associated vendor record, saves leave bank history, and logs the status change in the status history. This page is also used to reinstate previously terminated (unpurged) employees by clearing the termination code and updating the status.
Menu path
From the Human Resources menu, select Entry & Processing. From the Employee menu, select Employee Information. On the Employee Information page, search for and select an employee record. On the action bar, select Action, then Terminate.
Terminate an employee
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On the Terminate Employee page, refer to the Field descriptions, and enter or select valid information.
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Select Accept, then Yes.
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Select OK.
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Select a Destination:
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Select PDF to download the report in .pdf format. The default file name is terminationDeduct<YYYY-MM-DD####_#####>.pdf.
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Select Excel to download the report in .xls format. Select the required Excel Options. The default file name is terminationDeductrpt<####_#####>.xlsx.
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Select OK.
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Save the .pdf or .xlsx file.
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Upon confirmation, the system automatically performs the following:
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Sets all pay rate Status fields on the Pay Rate Information page to T - Terminated.
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Clears all pay rate Include Dock fields on the Pay Rate Information page.
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Updates all pay rate End Date and Pay End Date fields as described in the Field descriptions.
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Recalculates all pay rate Days Worked fields on the Pay Rate Information page based on the updated dates.
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Inserts a record on the Status History page.
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Unlinks the employee from any associated vendor record.
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Sets the End Date on the position control occupant record on the Occupants page to the Last Day Worked date, sets the Vacancy Date, and marks the record as Not Occupied.
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Deletes all future pay rate records, future position assignments, and future distribution records (with an audit trail).
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Updates the fields in the FTE section on the Edit Batch Position page.
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Flags child support deduction addendum records as terminated (if applicable).
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Saves leave bank balances to the CRDC leave history.
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Inserts pay rate history records.
After the termination, you can purge the employee record or pay the employee by entering a manual timecard. The Payroll Edit report generates the message TIMECARD ENTERED FOR TERMINATED EMPLOYEE to alert you about the employee's status.
Reinstate a terminated employee
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On the Terminate Employee page, refer to the Field descriptions, and enter or select valid information.
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Select Accept, then Yes.
Upon confirmation, the system automatically:
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Clears the following fields on the employee record:
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Termination Code
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Last Date to Pay
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Last Day Worked
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Sets the Status on the Employee Information page to the newly selected active status.
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Inserts a record on the Status History page with the new status.
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Updates the Applicant Manager employee status back to Employed (if Applicant Manager is licensed).
The reinstatement process does not automatically restore pay rate records. After reinstating the employee, you must go to the Pay Rate Information page and:
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Change the Status field from T - Terminated back to an active status on each pay rate that should be reactivated.
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Update the End Date and Pay End Date fields as needed for the new employment period.
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Assign new pay rates if needed (for example, when the employee is being rehired into a new position).
Field descriptions
The following table describes the fields on the Terminate Employee page.
|
Field |
Description |
Data source and Valid values |
|---|---|---|
|
Status |
The current employment status of the employee.
If the status changes, the system inserts a record on the Status History page. If the Last Date to Pay is entered, it is used as the status effective date; otherwise, today's date is used. |
The values in the drop-down list are retrieved from the Status Code Table page. |
|
Termination Code |
The reason for the termination. When a code is selected, the Last Date to Pay and Last Day Worked fields are required. When reinstating an employee, select the blank entry from the drop-down list to clear the code. In 25.7, clearing the code automatically clears the Last Date to Pay and Last Day Worked fields. |
The values in the drop-down list are retrieved from the Termination Code Table page. |
|
Last Date to Pay |
The date through which the employee will be paid. This field is required when a Termination Code is selected and must be blank when no Termination Code is selected. The date must be later than the Pay Start Date on the Pay Rate Information page. In 23.10 and earlier, this date updates the pay rate End Date if it falls before the existing End Date. In 25.7, this date updates the pay rate Pay End Date on the Pay Rate Information page if it falls before the existing Pay End Date. The End Date field value on the Pay Rate Information page is instead updated from the Last Day Worked field. A future date can be entered to continue paying the employee after termination; however, a manual timecard must be entered to process the payment. The Payroll Edit report generates the message "TIMECARD ENTERED FOR TERMINATED EMPLOYEE" to alert you about the employee's status. When reinstating an employee, verify that this field is blank. In versions before 25.7, you must manually clear this field. |
Not applicable |
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Last Day Worked |
The employee's last physical working day. This date can differ from the Last Date to Pay. For example, a teacher may work until June 6 but be paid through August 22. In 23.10 and earlier, this field is optional. In 25.7, this field is required when a Termination Code is selected and must be blank when no code is selected. In 25.7, this date updates the End Date on the Pay Rate Information page if it falls on or before the existing End Date, and the system recalculates the Days Worked on each pay rate accordingly. This date is also used to set the Position Control occupant stop date and vacancy date. If the End Date on the Pay Rate Information page is set earlier than the Pay Start Date, the system resets the End Date to the Pay Start Date. When reinstating an employee, verify that this field is blank. In versions before 25.7, you must manually clear this field. |
Not applicable |
Summary of 23.10 vs. 25.7 Differences
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Area |
23.10 |
25.7 |
|---|---|---|
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End Date field on the Pay Rate Information page |
Updated from Last Date to Pay |
Updated from Last Day Worked. |
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Pay End Date field on the Pay Rate Information page |
Not separately updated |
Updated from Last Date to Pay |
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End Date scope |
Only updated if the Termination Date falls before the End Date field on the Pay Rate Information page (skips old rates). |
Only updated if Last Day Worked falls on or before the existing End Date field on the Pay Rate Information page. |
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Last Day Worked required? |
Not required |
Required when a Termination Code is selected. |
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Deductions Stop Date field |
Not present |
Present |
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Position Control tables |
Uses legacy tables (positiondata, pctl_orgn, posnhist). |
Uses new tables (posn_occupant, fut_posn_occupant, future_payrate, etc.). |
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Future pay rates |
Not deleted during termination. |
Deleted (with audit trail) during termination. |
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Reinstatement date clearing |
Manual |
Automatic. The dates are cleared when the Termination Code field is cleared. |