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To delete a range of inactive employee records all at once, you can use the Delete Inactive Records window. To delete employee records one at a time, follow the instructions below.
Before you start
Be sure that:
- You have printed the employee's T4, Relevé 1 W-2s , payroll checks, and any reports that should include the employee.
- You have entered a termination date for the employee (on the General tab of the Employee Payroll window) and selected Terminated as the employee's status (on the Class Codes and Schedules tab of the window).
- The year-to-date transaction balances for the employee are zero.
- No transactions have been posted to the employee record in the current year.
- The employee does not have outstanding timecards or payroll checks to be processed.
- The employee is not referenced in your payroll history files.
To delete an employee record
- Open Payroll > Payroll Employees > Employees.
- In the Employee field, type the employee number. You can also use the field's navigation buttons or the Finder to choose an employee.
- Click the button.
Requirements to delete an employee record
The payroll program can delete employees only when:
- The employee's status is terminated.
- The current year-to-date transaction totals for the employee are all zero.
- No transactions have been posted to the employee record in the current year.
- The employee does not have outstanding timecards or payroll checks to be processed.
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The employee is not referenced in your payroll history files.
Both the Employee Payroll window and the Delete Inactive Records window allow you to delete only those employees who are not referenced in payroll history.
These restrictions preserve the integrity of your data and the audit trail.