Produce an Employee's Final Pay (4%) and Termination of Employment

Step 1: Disable Access Rights 

On the employee's last day of work, be sure to remove their access rights to the system.

Step 2: Generate the Last Pay with Vacation

In order to produce an employee's last payroll, you will need the employee's vacation and sickness records.

Click on the Payrolls > Reports > Payroll Report menu. 

To view the cumulative totals, select the employee for whom you wish to process a termination payroll, then enter the pay period during which they worked for you. You can simply leave the Start Date and End Date fields blank to include all payrolls in the report. You can then click Submit to generate the report.

On the Payroll Report page, enter the following data:

• Employee;
• Selection method;
• Starting month;
• End month;
• Report type.

Then click on Send.

In order to see the totals, select the employee for whom you want to do a termination pay, and then insert the pay period for which he worked for you. You can simply empty the "Start date" and "End date" fields so that all the pay periods are included in the report. You can then click on Send to generate the report. Note: if an employee is not on the list, it is because he was put inactive too quickly. See Step 4. Here is an example of the report this will produce:

At the top of the report, you will see the Vacation Provision (Cumulative), and the Sick provision (Cumulative).

Please note that if no provision has been accumulated for the employee, they will not be displayed.

You can therefore note these values, and then proceed to make the last payroll for this employee.

Insurance

If you offer an insurance program, remember to adjust the insurance deduction for the last month.

If you pay bi-weekly, you will need to triply the deduction amount to apply the premium due to the fact that the employee was covered on day one, but does not start paying after 30 days.

Time Bank

Go to the menu Human Resources > Time bank. Write an endnote for the job.

Notes on Pay Stub

Note: The last paycheck includes your accumulated vacation & illness. Note that as stipulated in the insurance agreement, the first month's premium was billed on your last pay statement.

To make the termination pay, simply make a standard payroll as indicated in this FAQ: How to generate a standard payroll for one or all my employees. You will see that in the Revenues section, you can indicate amounts in the "Sickness" and "Vacation" lines. This is where you will indicate the total cumulative amount of the employee noted in the previous step, in order to pay him the amounts and reset his cumulative to 0. You can enter 1 in the field "hours", and then the cumulative amount in the "rate". After the payroll is completed, the accumulated vacation and sick leave will be reset to 0.

Step 3: Filing the Termination

Currently, GEM-TMS does not allow you to generate Records of Employment automatically.

You will therefore need the pay slips in order to proceed via the federal government website accessible.

In order to obtain the payroll totals, go to the Payroll > Reports > Payroll Report menu, you will see several report options in order to obtain the information you will need to produce your terminations.

First, choose the human resource (or all of them if you have several left in the same period), enter the dates of the period corresponding to the calendar year from January 1 to December 31, select the type of report "Cumulative employee" and check the option "Hours report".

The generated report will show you the totals of all payrolls for the selected period.

In addition, you will see the cumulative totals of all the incomes and deductions, as well as the sick and vacation banks at the top of the report.

Note: If you are “missing” a pay period for an employee, it means that the hire date must be earlier than the start date of the pay period. This is because an employee can be hired multiple times, and only the pay periods for the current hire period should be included.

As shown on the following screen, the pay period and the number 3 are missing.

Step 4: Make the Employee "Inactive"

Go to the menu Human Resources > Human Resources and click on the employee's name in the grid on the right.

In the status menu select: Inactive. Click on the Save and Close.