Employees Tasks and Processes > Employee Tasks > Delete Employee Record

Delete Employee Record

You can remove an employee from the Sage HRMS databases, including all information associated with the employee. Because deleting an employee is irreversible, use extreme caution when you perform this task.

We suggest you remove active employees from your database only if you make a serious error. For example, perhaps you entered the same employee information into the system twice with different employee numbers. Use the Delete Employee Record to remove the duplicate record.

Tip: Instead of deleting a valid employee record with history, we suggest you terminate and then archive the employee instead.

Points to Consider Before Deleting an Employee

When you delete an employee, all information in the employee’s record is deleted and cannot be retrieved.
You cannot delete an employee if they are defined as being eligible for an employer-sponsored retirement plan. If you need to delete an employee in this situation, go to the employee’s Tax Withholdings page and select No for the Pension Plan field. Then proceed with this task.
If you are using Sage HRMS, you will receive a warning if the employee you are deleting has unexpired benefits. You might want to run the Benefit Coverage by Employee report, to review the employee's benefit enrollments before deleting the employee's record.
If you are using Sage ESS and the employee has an existing logon to Sage ESS, you must delete the employee's logon before you delete the employee's record. To delte the login, log on to Sage Employee Self Service as the Master user, open the Login Maintenance page and use the Delete Login function to delete the employee's logon.
If you are using Sage ESS, you should never delete an employee who is currently enrolling in open enrollment or a life event, or who is associated with an open enrollment or life event that has not yet been transferred to Sage HRMS.

To Delete an Employee's Record

Select Employees > Tasks > Delete Employee Record.
Find the employee you want to delete. The Delete Employee Record dialog box opens and shows you the employee's name, employer, employee ID, and status.
Click OK to confirm this is the employee you want to delete. Otherwise, click Cancel. Sage HRMS warns you if the employee has current benefits and prompts you before deleting.
Click Yes to confirm the deletion or click No to stop the task.

As the task proceeds, Sage HRMS shows you the records as the system deletes them. When all records are deleted, the task ends.

Note: If you are also using Sage ESS and the employee has an existing logon, you will receive a warning that you must delete the logon.