When an employee leaves

When someone stops working for you, you record their leaving date on their employee record. Bokapsys keeps them on file, because you still need their pay history for Forms 941 and W-2, but stops including them in regular pay runs. This page covers the whole exit: the leaving date, the final pay deadline, the final paycheck, and what to do if they come back.

1. 1Last regular payroll
2. 2Terminate with leaving date
3. 3Check the final pay deadline
4. 4Final pay run
5. 5Rehire if they return

Before you start

• Your role can end employment. By default Super admin, Admin and CFO can. See Team and roles.
• Know the last day they worked, whether they resigned or were let go, and anything you still owe them: unpaid wages, unused holiday you pay out, or severance.

Terminate after their last regular payroll

As soon as you terminate someone, they are left out of every regular pay run, even one whose period they worked in. Either calculate and post the regular payroll that covers their last days first, and then terminate them, or pay everything they are owed on a Final pay run afterwards.

Record that someone has left

1. Open Payroll → People and click the employee’s Employee #.
2. Click Terminate at the top of the page. A window titled End [name]’s employment opens.
3. In Leaving date, enter their last day. It cannot be before their hire date.
4. In How they left, choose Resigned or quit or Let go by the business.
5. Optionally add a Reason.
6. Read the final pay note under the fields (see below).
7. Click Terminate. You see Employee marked as left, and their status changes to Left.

The page heading now shows the leaving date. The employee can no longer change their W-4 from self-service, and their record, pay history and tax forms stay available for year-end.

The final pay deadline

States set their own deadlines for a leaver’s last paycheck, and many differ depending on whether the person quit or was let go. When you enter a leaving date, the Terminate window shows Final pay is due by a date, with the rule it comes from.

For California, Texas, Massachusetts, Colorado, Illinois, New York, Washington, Florida and Georgia, Bokapsys holds the rule. For example, in California final pay is due at the time of discharge if you let someone go, and within 72 hours if they quit without notice; in Texas it is due within six days of a discharge, or on the next regular payday if they quit.

For any other state, the window says Bokapsys does not hold that state’s deadline. Check your state labor department before you pay.

Pay their final paycheck

Use a Final pay run for anything still owed after their last regular payroll, such as unpaid wages, holiday you pay out or severance.

1. Open Payroll → Run Payroll and click New pay run.
2. Leave Pay schedule on No schedule (one-off run), enter the dates, and choose Final pay in Run type. Click Create draft.
3. In Earnings for this run, choose the employee (people who have left are listed), choose what the payment is for in Pay for, enter the Amount, and click Add. Repeat for each amount.
4. Click Calculate, check the figures, then approve and post the run as usual. See Run payroll.

A Final pay run pays only what you enter. Nobody else is paid from it, and the employee’s normal salary is not added.

Rehire someone

1. Open the employee’s record. Their status reads Left.
2. Click Rehire. The window shows the date they left.
3. Enter the Rehire date. It must be after the leaving date.
4. Click Rehire. You see Employee rehired.

If the rehire date is today or earlier they become Active straight away; a future date makes them Not started yet until that day. Their earlier pay history stays on their record. Check their pay, pay schedule and W-4 before their first payroll back.

Common problems

Message or symptom	What it means and how to fix it
The leaving date cannot be before the hire date	Check the dates.
The rehire date must be after the leaving date	Choose a later date.
A leaver was not paid for their last week	They were terminated before the regular payroll for that period was calculated. Pay them on a Final pay run.
You can’t find a leaver in the employee list	Choose Left in the Status list to show only people who have left.

Related

Employees

Run payroll

Payroll filingsW-2s for people who left during the year.