Terminating an Employee Status Changes

Terminating an Employee Status Changes



Terminating an Employee


  1. On final payroll
  1. Remove Standard Hours 
  1. Go to Payroll – Employees – Modify Existing Employees
  2. Select employee 
  3. Click on Pay Codes tab and click the pencil to edit pay code 1 (may be 1-01 etc) 
  4. Click in the Standard Hours field change the amount to zero. 

  1. Stop accrual of leave balances
  1. While still on the pay code tab of the employee record, select the first leave pay code assigned to the employee
  2. Click the pencil to edit (if not already in edit view)
  3. Click on the Leave Rates tab
  4. Check the box to Stop leave time accrual (on the right hand side of the screen) 
  5. Repeat for each leave time pay code assigned to the employee
  1. Remove leave balances
  1. After processing the employees payroll check, print the leave time report to see the remaining leave balance for the employee by going to Payroll – Employees – Leave Report
  2. Go to Payroll – Employees – Enter Leave Time Adjustment
  3. Enter the employee (name or number), the leave time pay code and the hours as a negative amount to remove any remaining balances
  4. Repeat for each leave time balance the employee has
  1. After the final payroll for the employee
  1. Record the termination date
  1. Go to Payroll – Employees – Modify Existing Employees
  2. Select employee 
  3. Click on Job tab and enter the termination date (the last day worked by the employee/last day of employment) 


  1. Record a termination reason
  1. While still in Modify Existing Employees, click on the Notes tab for the employee being terminated 
  2. Enter a termination reason.  Common examples include retired, quit, but you can be as descriptive as your organization feels appropriate.
  1. Terminate access within the software for the employee (if applicable)
  1. Go to System Management – Security – Setup/Modify User Rights 
  2. Select the user by searching by the employee name 
  3. Uncheck the box for Activate user and Check the box for Lock login 
  1. Change employee status in miPayOnline to Read Only
  1. Log into your miPayOnline account and go to the Administration – Employee Menu 
  2. Select the terminated employee , click on the employee name (single click)
  3. Check the box to mark the employee as Read Only 
  1. Change the employee password in miViewPoint
  2. Notify support@civicsystems.com that the employee is no longer active for support/remote hosting.








Common issues regarding changes to an employee status 

(other than termination)

  1. Change in employee pay frequency.  
  1. Go to Payroll – Employees – Modify Existing Employees
  2. Select employee 
  3. Click on Positions tab and Wage sub tab 
  4. Change the Pay Period Frequency to the new appropriate frequency.  This is very important as it controls the tax calculation for the employee 


  1. Ending a Pay Code for an employee.  If an employee will no longer be earning or having a deduction/benefit made on a specific pay code, it should be terminated.
  1. Go to Payroll – Employees – Modify Existing Employees
  2. Select employee 
  3. Click on Pay Codes tab and click the pencil to edit pay code 
  4. Enter an End date on the employee or employer tab as appropriate.  The end date MUST be at least 1 day after the check issue date the pay code was used on last.  For example, if health insurance was last withheld/calculated for the employee on the 4/13/19 payroll and the check issue date of that payroll is 4/19/19, the end date must be 4/20/19 or later. This date may need to be recorded on both the employee and employer tabs of the pay code.  


  1. Starting a Pay Code for an employee.  If an employee will begin be a new earning/deduction/benefit, it may require a begin date.  The most common reason for a begin date on a pay code is if an existing employee becomes eligible for retirement or social security/medicare at a time other than upon hire.  A begin date will allow the system to accurately calculate the wage that are subject to retirement/social security/medicare.
  1. Go to Payroll – Employees – Modify Existing Employees
  2. Select employee 
  3. Click on Pay Codes tab and click the pencil to edit pay code (assumes you have already added it to the employee)
  4. Enter a Begin date on the employee or employer tab as appropriate.  The begin date should be the date the employee became eligible but MUST be at least 1 day after the last check issue date in which the employee was not eligible.  For example, an employee became eligible for retirement starting on the 4/14/19 payroll.  The prior payroll eneded on 4/13/19 payroll and the check issue date of that payroll was 4/19/19, the begin date must be 4/20/19 or later. This date may need to be recorded on both the employee and employer tabs of the pay code.
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