How Do I Inactivate or Delete an Employee?

How to Inactivate an Employee

From the employee list:

1. Go to Payroll > Employees > Employee List.
2. Find the employee name.
3. Change the “Status” from Active to “Inactive” or “Terminated,”
4. Enter an effective date.
5. Enter a last payroll date (Optional). The last payroll date is the last date the employee will be in payroll. Note: If you have selected a date in the middle of a pay period, the employee will still show on the payroll step one screen.
6. Confirm by selecting “Yes” on the prompt.

From the employee record:

1. Go to Payroll > Employees > Employee List.
2. Click the employee’s name.
3. Go to the “Employee Info” section and
4. Click the “Edit Employee Info” button
5. Slide down the page to the “Status Information” section
6. Change “Active” to Inactive or Terminated.
7. Enter an effective date.
8. Enter a last payroll date (Optional). The last payroll date is the last date the employee will be in payroll. Note: If you have selected a date in the middle of a pay period, the employee will still show on the payroll step one screen.
9. Enter a Reason (Optional).
10. Enter Comments (Optional).
11. Click the “Save Employee” button at the bottom of the page.

Patriot TIME Users:

• You cannot inactivate an employee if they have unpaid hours in a saved time card.

How to Delete an Employee

You’ll only be able to delete an employee if you have not run payroll for them and they also do not have any payroll history entered in the software.

If you have any type of transactions with the employee, you will not be able to delete them and will not see an option for this. You will need to “Inactivate” the employee instead. For employees that do not have payroll history or payrolls:

1. Go to Payroll > Employees > Employee List
2. Select the employee’s name.
3. Go to the Employee Info tab.
4. Scroll down to the bottom of the page.
5. Click the “Delete Employee” link.
6. Confirm the deletion by clicking “Yes.”

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