How do I delete terminated employees?

Delete Terminated Employees

In certain cases, an organization may want to delete terminated employee records from the Payroll database. It may be to clean up the database, save space, or do both to improve performance. You can use the Delete Terminated Employees routine (formerly known as Delete Inactive Employees in version 2021.08 or earlier) to delete the employee record for a terminated employee from the Payroll database if the terminated employee does not have any transactions for the current year. If a terminated employee does have transactions in the current year, you will need the employee record so you can create a W-2 for the employee.

Contents

How do I delete terminated employees?

Before you get started

Back up the Payroll database. This routine will delete records from the database. If you need to restore the deleted records, you will need to use the backup file. To create the backup file, use Send Databases in System Management .> System Tools. More

Deleting terminated employees

1. Open Connect Payroll > Employees > Delete Terminated Employees.

2. Verify the Termination Date.

3. Use the grid to select the terminated employees to delete from the Payroll application.

Warning: Use caution when using this routine to delete terminated employees if the organization hires and then terminates seasonal employees.

The grid shows only the terminated employees who have a termination date and do not have any transactions recorded in the current year.

To delete a terminated employee and all of the transactions and records tied to the terminated employee, click to select the checkbox.
To keep a terminated employee, leave the checkbox blank.

4. Click GO (CTRL+G).

The selected terminated employee records, related records for the employee, and transactions created for the employee are deleted from the Payroll database.

202111, 2021Sep16

Finding terminated employees that can be deleted

If the none of the terminated employees that you're expecting appear in the search results, you may need to do a little troubleshooting to find out why the terminated employee record is missing from the list.

Run Employee Checkout.
Select the Find Terminated Employees That Can Be Deleted checkbox.The Checkout report will search for terminated employees who have a termination date that occurs in the current year. Make sure the terminated employee has a termination date recorded on the Job tab in the employee record (Modify Existing Employees). Only terminated employees with a termination date will be included in the search critera.
Select the Find Terminated Employees With Issues checkbox. The Checkout report will search for termianted employees who have transactions that were created in the current year. Check if there are any transactions tied to the terminated employee that occured in the current year. Connect will not delete a terminated employee record if there are payroll transactions tied to the terminated employee in current year.