How to Update an Employee Status

Understanding Employee Statuses

Each employee status reflects their employment standing and affects whether they appear on the payroll screen (step one of payroll):

• Active: The employee is currently working and included in payroll.
• Inactive: The employee is not currently working but is still on file (e.g., seasonal or furloughed).
  • New hires are “inactive” until the effective hire date, but can be paid before the effective hire date by indicating a “first payroll date.”
  • Inactive employees are not included when running payroll past the “Final Payroll Date” set.
• Leave of Absence: The employee is on approved leave and temporarily not working. Employees on Leave of Absence are included when running payroll.
• Terminated: The employee is no longer employed and is excluded from payroll. This can be due to the employee quitting or being fired. Terminated employees are not included in payroll past the “Final Payroll Date”set. 

See “Viewing Employee Status History”  to view all recorded status changes.

How to Update an Employee’s Current Status

There are two ways to update or edit an employee’s current status effective today from the employee list or the employee record:

From the Employee list:

1. Payroll > Employees > Employee List.
2. Click the dropdown by the employee’s name in the status column.
3. Select the Status from the dropdown list: Active, Inactive, Leave of Absence, or Terminated.
4. Enter the Effective Date of the status change.
   • Effective dates in the future will show on the employee list in the Pending Status column.
5. (Optional) If updating the employee status to Inactive, or Terminated, enter the Final Pay date. 
6. (Optional) Enter a Reason.
7. (Optional) Enter any Comments.
8. Click “Save.”
   

From the Employee record:

1. Payroll > Employees > Employee List > {select Employee’s Name} > Employee Info tab.
2. Click the ‘Edit’ option next to the Employee’s name.
3.  Find the “Status” section.
4.  Click the “Edit” icon in the current status row.
5. Select the Status from the dropdown list: Active, Inactive, Leave of Absence, or Terminated.
6. Enter the “Hire date” if this is a new employee, or the Effective Date if changing a status.
   • You will be able to view all future status changes on the employee list in the pending status column.
7. Enter payroll effective dates.
   • (Optional) If adding a New Hire and you want to pay the employee before the hire date, click the “Pay this employee before the Hire Date” box, and enter a “Payroll Start Date.” 
   • (Optional) If updating the employee status to Inactive, Leave of Absence, or Terminated, enter the Final Pay Date. 
8. (Optional) Enter a Reason.
9. (Optional) Enter any Comments.
10. Click “Save.”

Understand how rehire dates work

If you rehire an employee, the rehire date will be shown on the Employee Info tab under the status section. The original hire date will remain in the Status History section.

Patriot HR reports include both the Hire Date and a Rehire Date (if there is one). The Hire Date in the reports will be the value of the first “Hire Date” field on the employee’s record. The Rehire Date will be the most recent effective date associated with an “Active Status” in the Status History section.

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