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How to Archive an Employee Profile - Final Pay with No Payment

Archiving an employee profile moves an employee to your former employee list. 

Updated: January 2024

Info - Blue Block (1)Archiving an employee profile can be done in a normal pay run.

There could be times when you have to process a final pay for an employee without any entries or pay types loaded in the timesheet. It could be that the employee left early or was not required to work the week before departing the organisation and had no Alternative Leave days or other payments owing. This could also be for an employee who left the organisation ages ago but the final pay has not been processed and they may be owed holiday pay or leave. 

Whatever the situation, archiving an employee profile has distinct advantages:

  • The employee is removed from your active employee list, but their profile and record can still be accessed through reports.
  • Leave is finalised and closed off, all neat and tidy.
  • IRD is informed that the employee is no longer employed by you.
  • Most importantly: Unintended errors such as unintentional inclusion in pay runs cannot occur as their profile is no longer active. 

Info - Blue Block (1)A Final Pay can only be set if there are NO OTHER unprocessed pays on the dashboard for the employee.

Processing a Final Pay with No Timesheet Entries

Archive_LeavePayout

  1. Create a timesheet for this employee, If the Standard Pay row has prepopulated, delete each entry so that the row is empty.
  2. 'Update and Save' the timesheet.
  3. Click the 'Make this (Employee's Name) final pay' button to set the final pay.
  4. Check that the 'Gross' amount is ZERO for this pay.
  5. Any outstanding Leave Liability (if any)  is automatically included in the pay. To check the figures, simply scroll down the timesheet to the leave liability table below.
  6. Note that Payroll Giving donations and any other relevant deductions set up in the system will be deducted if leave is being paid out. 
  7. To edit or update this timesheet, simply left-click on the 'Undo Final Pay' button. Remember to set the final pay again once done.

Things to Note:

Archive_Dashboard_ZeroPay (1)

On the dashboard, you will see that there is a 'F'  by the employee's name  and if there is no leave to pay out Zero in the amount.

The profile will be moved to your former employee list when this pay run is processed.

Info - Blue Block (1) Important to note when processing Zero pays: The system will only file the leaving  informing at IRD if there is at least one timesheet (from another employee) with money being processed in the same pay run.

 

We recommend doing Zero final pays in a regular pay run so the IRD filing processes correctly.