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When an employee finishes their employment, you'll typically process a final pay — this ensures that all leave balances are paid out. However, if you need to terminate and employee without processing a final pay, follow the steps below.
When an employee finishes and you terminate their employment, they remain in Payroll as an Ex-Employee. This is because the software needs to retain the employee pay history.
If you have terminated an employee in Payroll and that employee starts working for you again, follow the steps below to reinstate an ex-employee.
- Go to the Maintenance command centre and click Maintain Employee.
- Click Select Employee and choose the relevant employee, then click OK.
- Click the Leave Details tab.
- Click the Annual Leave & Holiday Pay tab.
- Ensure the Holiday Pay Due and Current Annual Leave due amounts are zero. Manually overwrite these figures to 0.00 if required. See our example below.
- Click the Other Leave tab.
- Ensure the Current Alternative Holidays Due amount is zero (under the Alternative Holidays heading). Manually overwrite this figure to 0.00 if required. See our example below.
- Click the Employment Details tab.
- Enter the employee's Finished Date.
The employee will now be shown as an Ex-employee:
When a previous employee begins working for you again, add a new employee and copy the required details from their original record.
- Click Maintain Employees.
- Press the F4 key to add a new employee.
- Enter an Employee Code. This must be different to the employee's original code.
- Enter the employee's First Names and Last Name.
- Click in the Copy the following information from Employee Code field and press the F9 key to select the relevant employee.
- Select the information you want to copy. Details can be changed once the employee is added.
- Click OK.
- Click Close.