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Select Payroll Main menu > Employee Maintenance. On the Employee Maintenance Main tab, click Change Status.

Use Change Employee Status to terminate, inactivate, or reactivate an employee. Use this task to isolate an employee record from the Payroll Data Entry process, excluding it from future processing activities.

An employee status cannot be changed to terminated or inactive if Payroll Data Entry is in progress. You can delete a terminated employee's record only if the employee's record contains no payroll data for the current year.

When accessing Employee Maintenance, an employee status of *** Terminated *** or *** Inactive *** appears at the top of the window for terminated and inactive employees.

If the Reactivate Employees During Data Entry check box is cleared in the Payroll Options window, the record for a terminated/inactive employee is locked from data entry and remains on file, allowing a W-2 Form to print. Only terminated employees are removed during year-end processing. Terminating or inactivating employees does not increase the available file space; it only prevents accidental payment.

Note Terminated employee records are purged during year-end processing based on the number of years entered in the Years to Retain eFiling Check History field in Payroll Options. To retain terminated employee information longer than the number of years entered in Payroll Options, change the employee status from Terminated to Inactive before year-end processing.

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