When an employee leaves or is going to leave the company, you need to terminate them in Sage HR Online Services. 

Before you start

You can give terminated employees access to their payslips for up to a year after their termination date. For help with doing this, visit our allow ex-employees access to payslips - Sage HR Online Services guide.

How to terminate an employee

1. Log in to Sage HR Online Services as an admin user.

2. Go to the relevant employee's profile.

    

    

   
   Use the search bar on the top left, or click the Company tab to find the employee's profile. ▼ View a screenshot

   

3. When the profile opens, by default you are on the Employee tab of the profile menu.

4. Scroll down to the bottom of the page.

5. Click the Terminate button.

6. Enter the date they left the company. If they haven't left yet you can set this date in the future.

7. Select a reason.
   TIP: If you have the Core HR module. you can create new termination reasons.
   

8. If required, enter any additional comments.

9. Click Terminate.

The Terminated Employees report opens automatically. This lists the employees that you've terminated, but haven't deleted.

Next steps

Import leave date into Sage 50 Payroll

If the employee profile you terminated was linked to their Sage 50 Payroll record, you can import this in your payroll software. You can then easily import their leave date instead of manually entering it into their record.

Alternatively, if you haven't already done it, you can mark an employee as a leaver in Sage 50 Payroll separately.

Does this remove the employee from Sage HR Online Services?

Even though a terminated employee no longer shows in your company directory, they still appear in your terminated employees report. This is because their details still exist in Sage HR Online Services.

If you want no record of the employee at all in Sage HR Online Services, follow our guide to delete an employee.

Common reasons to need to delete a terminated employee include:

• No longer wanting the employee profile on record
• Needing to change an employee's email address
• Re-hiring a leaver using the same email address used for the previous record

NOTE: Deleting an employee profile is permanent and irreversible.