Ending an Employee's Service

Terminations can be performed at any point in your payroll processing cycle. For example, if someone will be terminated only in the next period, you can already set their termination date in the current period. The system will then keep creating payslips for the employee until the termination date is reached.

We do, however, strongly recommend that you set the termination date before finalising the employee's last payslip, as it may have implications for certain calculations. Once this last payslip is finalised, the employee's Current Status will automatically change to inactive. To confirm, go to their profile – you'll see Inactive next to their name.

You can record an employee's termination as follows:

On their profile, click on End Service.
Select the date of their Last Day of Service.
Select the Reason for Termination.
After you have selected a Reason for Termination, a new Action on termination section will appear if the employee will have an outstanding balance upon termination of service.

Check or select the termination action for each payroll item with an outstanding balance. More information about termination actions and preferences can be found here.
In cases where tax clearance applies, you should check the box next to Requires Form IR21 (exclude from IR8A e-submission file).

Tax clearance

More information can be found on the Tax Clearance and Employees Requiring Form IR21 help pages.
Click Save.

Managing an Employee's End of Service¶

Once an employee's service has been ended, you can perform certain actions to manage this. You will need to click on the drop-down list next to Current Status on the Employees screen, and then select "Inactive". From their profile, click on Manage End of Service, and then select the relevant option:

Cancel / Undo Termination¶

Cancelling or undoing a termination removes the record of that termination and allows you to continue processing payslips for the employee as usual. Note that you can undo only the latest termination, and only if the employee has not been re-instated.

Cancel termination vs re-instate employee

Cancel a termination if it was processed in error. If the employee returned after a break in service, re-instate them instead – see the steps below.

Update Termination Date / Reason¶

This allows you to edit the employee's date of termination and/or the reason for the termination.

As with undoing the termination, this can be done only for the latest termination, and only in cases where the employee has not been re-instated.

Re-instate the Employee¶

Use this option if an employee was, in fact, previously terminated but is now being employed again. The system will record a new service period for the employee and will ask you for a new appointment date.

This option should also be used for employees returning from long-term absences during which they were still employed. In these cases, a new service period will not be created.

In each of the above instances, the employee's next regular payslip will be generated for the period in which the re-instatement date falls.

Termination Payments¶

You may be required to make certain additional/special payments to the employee upon/after their termination. More information about termination payments can be found here.