Summary

This topic contains suggestions on how to set up your database to minimise errors when paying terminated employees.

Payroll Rules

To minimise the number of automatically generated transactions for terminated employees, you should include the following Employee Clause in every payroll rule:

"Termination date is empty”

Queries

You can set up queries so users can see only:

• current employees

  - or -

• current and recently terminated employees.

This type of filtering will help reduce the risk of users incorrectly adding transactions for terminated employees.

You need to determine whether terminated employees will receive any additional payments through the payroll system.

• If terminated employees will not receive additional payments, then create a query to exclude terminated employees.

  For example, "Termination date is empty".

• If terminated employees will receive additional payments, then create a query to exclude employees who were not terminated within a specific number of previous weeks.

  For example, "Termination date is in the last weeks 4 or Termination date is empty".

  The time period depends on your business processes, but most organisations would complete all termination payments and adjustments within one month of termination (4 weeks).

When you create the queries, ensure that Queries | Details tab | Security = "No" so the query will be included in the Transaction View - Query list.

You could apply these queries in Transaction View or in Security Profiles as a Default Query.

Transaction View

You can pay terminated employees in a similar manner to current employees so you should set up a Transaction View layout that clearly identifies terminated employees.

1. In the Transaction View | Query field, select a query that excludes employees who were not terminated within a specific number of previous weeks ("Termination date is in the last weeks 4 or Termination date is empty").
2. Customise Columns (F10) to add an Employee Column to Employee Details.
3. In the new column, use Customise Column Extensions (Alt+F10) to set up Data source = "Termination date".
4. Now you can use this field to set up Quick Results to highlight employees who have a termination date.
5. In a column such as Name, Customise Column Extensions (Alt+F10) to set up the Results with:
   • Quick Results = "Employee.Termination date is not empty"
   • Details tab - Customise colours if results = "Yes" and select colours, such as a yellow background (BG).
6. Save your layout with an appropriate name, such as “PayingTerminatedEmployees”.

Post-termination payment allowance

To enable you to clearly identify and audit payments to terminated employees, you could set up a termination allowance with a description such as "Post-termination payments” and Type = "X. Termination" that you would use for all post-termination payments.