Note: If applicable, the Employee File is shared between Payroll and Human Resources, so when an employee is deleted from the Employee File in one module, the employee is removed from both modules. If an employee was defined only with an Entity Role of Employee, it will be completely deleted from the system with this process; however, if the employee had multiple Entity Roles, the ID will remain valid for the other applicable areas and just the Entity Role of Employee will be deleted. If an employee has been paid in Payroll or is tied to any positions, training events, or checklist instances in Human Resources, the system will not allow it to be deleted; however, an employee that will no longer be used can be made inactive by removing the checkmark for the Active field within the Employee File.
From the Payroll or Human Resources screen, select the Maintenance menu and then Employees.
Note: If a calculate payroll batch has been created and not yet updated, a message will appear stating a payroll is in progress and the changes may not take effect until the batch is recalculated; click OK. Also, if desired, to access the Employee File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Employees.
At the Employees screen, enter the ID of the employee to delete in the Employee ID field. If the ID is not known, click the down-arrow button or the Find button to select the correct one.
Note: If the specified employee is included in a calculate payroll batch that has not been updated, a warning will appear in the status bar stating a payroll is in progress for the employee; the employee cannot be deleted.
Tip: The Find button in the Employee File automatically filters to show only those employees with a status of Active (unless the Show Inactive on Employee File Search field is selected in the Payroll System File); to view all employees, change the filters for the Active field and the Employee field on the search screen.
Once the employee to delete is displayed on the screen, click the Delete button; when prompted to delete the record, click Yes.