OnPay helps with every step of your employee payroll, from onboarding to termination. In the event that a worker leaves your company and will no longer be on your payroll, you will need to either make them inactive, or terminated in OnPay.
Getting started
To open the employee's profile, go to Workers, and choose the worker's name from the list. You can also click their profile picture under “MY TEAM”.
In the employee profile, click to edit Employment Options.
Scroll down until you see "Employment Status". You can toggle the worker from "Active" to "Inactive", or you can click Terminate. Both actions can be undone.
When to select "Inactive" or "Terminated"
Inactive
If a worker is leaving the company temporarily, seasonally, or even if they're just rehirable, you can make them "Inactive" in OnPay. That way if and when they return to the organization, they're already in OnPay, saving you the administrative time it takes for to re-onboard. Inactive workers are not counted toward your monthly rate.
Terminated
If a worker is leaving the company permanently, and it is not realistic that they will return, you can click Terminate to remove them from your payroll. This is helpful when documentation of the termination reason and date is necessary. Of course, terminated workers' information and pay history are still available in OnPay, and are included in your reports and regular tax filings.
Making a worker inactive
Under "Employment Status", click Inactive. This will remove this worker from your payroll. You can still search for them in the Workers tab by setting the filter to "Inactive".
Terminating employment
Under "Employment Status", click Terminate. You can undo this action.
Enter the last day this employee will be on payroll, select the reason for termination, and click Schedule Termination.
Once termination is scheduled, it can be undone at anytime before the termination date.
Need to stop the termination process?
If for any reason, you need to cancel a scheduled termination, you can do so by returning to their profile, and clicking the ellipses to the right of "Termination Reason".
Click Delete Termination to remove the termination date and reason in OnPay. The worker profile will remain unchanged. After the termination date has lapsed, you can select Rehire to return the employee to your payroll.
For employees who are rehired multiple times, OnPay records the most recent rehire date.
Viewing terminated and inactive workers
Terminated and inactive employees will remain visible in your Dashboard and in the Employees page until their final paycheck has been processed. After that time, terminated employees can still be viewed in the Employees page by selecting their employment status.
In the Workers tab, select Inactive Employees from the menu above the employee list.
Rehiring a previously terminated worker
From the "Inactive employees" list, click on the employee's name to open their profile. In their profile, click to edit Employment Options.
Click the ellipses to the right of "Termination Reason", asnd click Rehire.
Click Rehire. This will return the worker profile to the "Active Employees" list, and add them to your payroll.
Handling terminations
Whether a worker is fired for cause, or is laid off due to a change in your business, it can be an uncomfortable conversation for both you and them. The Four steps to handling terminations the right way offers actions you can take to make the process as smooth as possible, limit potential liabilities, and safeguard worker morale and your company culture.
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