The Checks and Quick Entry sub-tabs of Payroll > Pay Run Management both include the Terminated button. You can use this button to manually add employees whose employment status was terminated in past pay runs to the pay run that you’re working on. This allows you to record additional payments or checks for employees who have been terminated. Without manually adding terminated status employees, they are only included in a pay run if their last pay date is set to a date that occurs during or after the pay period.
Before you add terminated status employees, the application does not display them in the Employee Name or Employee No. fields of the Quick Entry or Checks sub-tabs, and you and other users cannot add entries for them.
Once you've manually added employees with terminated status to the pay run, they are available in the Employee Name or Employee No. fields and you can add entries for them as usual. You can also add entries for these employees in the Checks and Quick Entry sub-tabs of the Data Entry tab, but only for the pay run to which you manually added them.
When you add the entry, the application displays the warning icon in the first column of the entry, and a warning message is displayed in the Problems panel. However, you can still save the entry.
Note: Because adding terminated status employees to a pay run and then recording quick entries against them can impact pay and result in a terminated status employee receiving additional earnings, it is important that the employee’s banking details are still accurate.
Clicking Terminated opens the Select Employees dialog box, where you can use the filter to search for terminated status employees to add to the pay run:
The Pay Group filter has the pay group you’re working on selected, while the Status filter has the Terminated status selected, and you cannot remove or edit these two filters. However, you can click Add Filter to include any of the following filters:
- Attendance Policy
- Department
- Effective Date
- Employee Group
- Entitlement Policy
- Holiday Group
- Job
- Name
- National ID Number
- Number
- Organization
- Overtime Group
- Pay Class
- Pay Policy
- Pay Type
- Payroll Policy
- Time Entry Policy
- Rate Policy
- SSN/SIN
- Schedule Rule Policy
- Shift Rotation
- Shift Trading Policy
- Status
- Time Off Policy
- Works At Location
From this list, you can use the Effective Date filter to filter employees by the date that their employment status was updated to Terminated. For example, if you enter an effective date range of December 1, 2016 to December 31, 2016, the application only returns employees whose status changed to Terminated during that period.
When you click the Saved Items tab in any pay run to which you have access, the application displays the filters and employee lists that you have saved:
When you select a saved filter, the application populates the search results with all of the employees that meet the search criteria, and then you can move the necessary employees over to the Selected Employees list.
Moreover, you can click the edit icon to the right of a saved filter to edit the filter:
When you select a saved list, the application populates the search results with all of the employees that you had previously saved to the list.
To manually add terminated status employees to a pay run:
- Go to Payroll > Pay Run Management and load a pay run.
- Click the Quick Entry or Checks sub-tab.
- Click Terminated to open the Select Employees dialog box.
- Click the arrows to move employees to the Selected Employees list.
- Click Select.