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Minimising Incorrect Payments for Terminated Employees

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 applicable payroll rule that does not apply to terminated employees:

"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:

Field

Values

Code

E.CURRENT

Description

Current Employees

Clause

Termination date is empty

Security

No

If terminated employees will receive additional payments, then create queries for each pay period (weekly, monthly) to display only current employees or employees who were terminated in a specific number of previous weeks. 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). For example:

Field

Values

Code

E.CURR4WK-WK

Description

Current + Recent Term Wkly

Clause

(Termination date is in the last weeks 4

or

Termination date is empty)

and

Period code is equal to "W"

Security

No

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

Note: The query determines "in the last weeks 4" from your system date, not the date of the current pay.

 

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 Transaction View, use Customise Columns (F10) to add an Employee Column to Employee Details.
  2. In the new column, use Customise Column Extensions (Alt+F10) to set up Data source = Termination date.

    Now you can use this field to set up Quick Results to highlight employees who have a termination date.

  3. In a column such as Name, use Customise Column Extensions (Alt+F10) to set up the Results with:
  4. Save your layout with an appropriate name, such as PayingTerminatedEmployees.

You could use this layout with 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").

 

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.

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Topic: 28159