Terminating an Employee
- On final payroll
- Remove Standard Hours
- Go to Payroll – Employees – Modify Existing Employees
- Select employee
- Click on Pay Codes tab and click the pencil to edit pay code 1 (may be 1-01 etc)
- Click in the Standard Hours field change the amount to zero.
- Stop accrual of leave balances
- While still on the pay code tab of the employee record, select the first leave pay code assigned to the employee
- Click the pencil to edit (if not already in edit view)
- Click on the Leave Rates tab
- Check the box to Stop leave time accrual (on the right hand side of the screen)
- Repeat for each leave time pay code assigned to the employee
- Remove leave balances
- 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
- Go to Payroll – Employees – Enter Leave Time Adjustment
- Enter the employee (name or number), the leave time pay code and the hours as a negative amount to remove any remaining balances
- Repeat for each leave time balance the employee has
- After the final payroll for the employee
- Record the termination date
- Go to Payroll – Employees – Modify Existing Employees
- Select employee
- Click on Job tab and enter the termination date (the last day worked by the employee/last day of employment)
- Record a termination reason
- While still in Modify Existing Employees, click on the Notes tab for the employee being terminated
- Enter a termination reason. Common examples include retired, quit, but you can be as descriptive as your organization feels appropriate.
- Terminate access within the software for the employee (if applicable)
- Go to System Management – Security – Setup/Modify User Rights
- Select the user by searching by the employee name
- Uncheck the box for Activate user and Check the box for Lock login
- Change employee status in miPayOnline to Read Only
- Log into your miPayOnline account and go to the Administration – Employee Menu
- Select the terminated employee , click on the employee name (single click)
- Check the box to mark the employee as Read Only
- Change the employee password in miViewPoint
- Notify support@civicsystems.com that the employee is no longer active for support/remote hosting.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)
- Change in employee pay frequency.
- Go to Payroll – Employees – Modify Existing Employees
- Select employee
- Click on Positions tab and Wage sub tab
- Change the Pay Period Frequency to the new appropriate frequency. This is very important as it controls the tax calculation for the employee
- 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.
- Go to Payroll – Employees – Modify Existing Employees
- Select employee
- Click on Pay Codes tab and click the pencil to edit pay code
- 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.
- 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.
- Go to Payroll – Employees – Modify Existing Employees
- Select employee
- Click on Pay Codes tab and click the pencil to edit pay code (assumes you have already added it to the employee)
- 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.