The Departments File

 

By creating and assigning employees to departments you may run separate payrolls or reports by specific groups. Each employee may be included in only one department. To open the Departments File, click on Data Setup, and select Departments File.

To add a new department:

 

• Click on the Add button.
  
• Key in a department number (a one-, two-, or three-digit number up to 999) and Description.
  
• Click on OK.

 

You may edit the name (description) of a department at any time.

 

To delete a department:

• Click on the department name and click the Delete button.
  
• Click on OK.

 

Deleting/Terminating an Employee

 

If an employee ends employment, then you may want to change the person's Pay Type to Terminated on the General1 tab of the Employee File. When an employee is terminated, then no pay will be calculated for this person. A W-2 will still be generated at the end of the year if there is pay during the year.

 

Once an employee has had no pay in neither the current year, or in the previous year, you may delete that person's record completely.  We recommend retaining the record for five years after terminating.

 

• Click System Administration and Delete Employee/Contractor.
  
• Select either Employee, or Independent Contractor.
  
• Type (or confirm) the current date.
  
• Click Next. The system will generate a list of those employees or contractors who have no pay calculated in the current or previous year. Select the person you’d like to delete. Then, click Finish. When an employee is deleted, all information for that employee for all years is deleted.