Termination and On Leave checklist

Is the employee receiving a final payment?
- Yes: produce the payment on a regular run or Create an Extra Payroll Run.
- Yes: Terminated employees with Self Service have view only access to Self Service for 18 months after the Processed Date of the Pay Period in which they were terminated. This allows them to view, print and download their pay stubs and tax forms including next year’s tax form.Any changes made in Self Service including changes to personal information, such as an address change, are not saved. Employees must contact their employer to update their profile.
Salaried employees – Is the full salary amount to be paid?
- No: calculate and enter a one-time amount on the Employee Timesheet page. From the Payroll menu, select Regular Payment > Employee Timesheet.
Hourly employees – Enter the final hours to be paid on the Employee Timesheet page. From the Payroll menu, select Regular Payment > Employee Timesheet.
Are there other permanent earnings to be paid? For example, car allowance
- Is the full amount to be paid?
  - No: enter one-time values on the Employee Timesheet page. From the Payroll menu, select Regular Payment > Employee Timesheet.
Is there vacation to be paid out?
- Yes: if paying out the entire accumulator, confirm the amount on the Accumulators page. From the Payroll menu, select Adjustments > Accumulators.

Yes: if paying a specified dollar amount, select the appropriate vacation description and enter the amount in the Earnings section on the Employee Timesheet page. From the Payroll menu, select Regular Payment > Employee Timesheet.
Yes: see also Vacation pay scenarios
Does the employee calculate vacation pay on vacation pay?
- Yes: there will be a residual vacation accrual that represents vacation pay on vacation pay that is not payable on termination. This residual amount will drop off when the next payroll is processed.

Are payments for a future pay period being paid?
- Yes: enter the applicable period of time on the Employee Timesheet page. From the Payroll menu, select Regular Payment > Employee Timesheet.
Are there deductions or contributions to be taken?
- Yes: Regular Run. Does the full amount apply?
  - No: enter one-time amounts on the Deductions & Contributions page. From the Payroll menu, select Regular Payment > Deductions & Contributions.
- Yes: Extra Run.
  - Enter one-time overrides for all desired amount on the Deductions & Contributions page. From the Payroll menu, select Regular Payment > Deductions & Contributions.
Note: For employee deductions with targets set up, see Working with targets for employee deductions for instructions.
Does the employee have a garnishment?
- Yes: review the garnishment order to confirm if there are specific instructions for the final pay. Enter the one-time value on the Deductions & Contributions page. From the Payroll menu, select Regular Payment > Deductions & Contributions.
Is the employee paid by direct deposit?
- Yes: You have until noon on the day prior to your deposit date to make any changes. After that time the funds are legally owned by the employee and cannot be recalled.

Do you require a record of employment?
- Yes:
  - select Produce in the ROE Form field on the Status Change / ROE page. From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE.
  - enter the last day worked
  - enter the last day for which the employee received insurable earnings in the Last Day for Which Paid field (box 11). This date usually coincides with the last day of work; however, in some cases, employees continue to receive insurable earnings after their last day of work

Has the employee previously received an ROE?
- Yes: confirm the date displaying in the ROE First Day Worked field on the Insurable Earnings Adjustments page. From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments.. For additional information on the importance of this date see Reactivate an employee from On Leave status.
Is the employee going on leave?
- Yes: enter the expected date of recall in box 14 of the ROE on the Status Change / ROE page. From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE.

Are there any statutory earnings being paid?
- Yes: do any statutory holidays dates fall after the employee’s last day worked?
  - Yes: enter the amounts and dates in box 17B of the ROE.