Terminate Employee Form

Use the Terminate Employee form to terminate and create a final pay for an employee. You can select the employee and view their details and also set the reason for termination, what their status should change to and the termination date, which is used for leave calculations.

The Process buttons open new forms or run a process. Click the Create Final Pay button to load a new Create Final Pay form for entering the final pay detail in.

Note: Clicking the Payout Balances button also recalculates tax on leave (in Australia). If you change the leave payout, you must click this button again to ensure the tax is correct. The payout balances will also calculate annual leave paid on termination for the 8% calculation for New Zealand as well.

Note: Due to the complexity of the calculations, you should thoroughly check all calculations, leave accruals, and payouts.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Code

Enter or select the employee by code that you want to terminate.

Surname

Enter or select the employee by surname that you want to terminate.

First Name

Enter or select the employee by first name that you want to terminate.

View

This field determines which records you have access to. The default view is set in module control. You can modify your view (depending on your security level)

All: All records are available, no limitation based on the owner of the record.
Mine: Only the records that are assigned to you are available.
Team: Only the records that are assigned to your team(s) are available.

Note: The View field respects the security settings defined in User Preferences. Logging in as super gives you access to all records.

Start Date

This is a display only field showing the employee's start date.

Date of Birth

This is a display only field showing the employee's date of birth entered on the employee form.

Age

This is a display only field showing the employee's age using the date of birth entered and today's date. This field updates when you enter the Termination Date.

Years Service

This is a display only field showing the employee's years of service based on their start date. This field updates when you enter the Termination Date.

Reason

Select from the lookup the reason for the termination.

Change status to

Select from the lookup the status that the employee will be set to once terminated.

Termination Date

Enter or select the date to terminate the employee on. This date will be used to calculate the date to pay to for the final pay and the date to use to calculate the final accruals.

Comments

Enter any comments relevant to this termination. These will also be viewable on the Employee Maintenance form for this employee.

Outstanding

This field displays the outstanding amounts for the employee of any AR offset lines, reducing payments and reducing deductions.

Any AR Offsets and reducing deductions will try to be taken from the final pay. If the final pay does not fully cover these amounts, the differences will be highlighted in this box.

Create/View Final Pay

Click this button to load the Create Final Pay form where the periods can be set, standard pay lines can be selected and ETP amounts can be entered. Once the final pay is created, press this button to view the final pay and make any changes required.

Calculate Accruals

Click this button to process the accruals for the employee up to their termination date.

Payout Balances

Click this button to add the balance of all the leave types for the employee to the final pay. Click this button again to recalculate tax on paid out leave lines.

View AL Payout Details (New Zealand Only)

Click this button to see how the annual leave payout is calculated. This information is also attached to the employee and can be added to reports.

Terminate Employee

Click this button to terminate the employee. This will set the employee to the selected status.

Print Separation Certificate (Aus Only)

Click this button to link to the Centrelink website to print a separation certificate.

Print ETP Summary (Aus Only)

Click this button to run the ETP Payment Summary report for the terminated employee.

Un-Terminate Employee

Click this button to reverse the termination of the employee. The user will be prompted to select a new status and will delete the final pay as long as it hasn't been paid. This process will also deleted any balance adjustments that were created as part of the termination.