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Make a final payment to someone who has left

Learn the process to follow in order to pay a leaver any monies due to them.

Written by Terence Cassidy

Need to make a final payment to an archived leaver?

If a former employee has been archived but you still need to make a final payment, such as paying out accrued holiday, you can temporarily bring them back without permanently reinstating them.

Worker Archiving Conditions

Workers in Access Pay & Bill are archived based on specific conditions. The Archive Worker task will archive a worker only when all the following criteria are met:

  1. A leaving date is recorded for the worker.

  2. A P45 printed date exists (applicable for UK/Irish employers).

  3. The feature switch DISARCFUTWRKS determines whether future-dated leavers are archived:

    • If the feature switch is enabled, workers with a leave date after the current period end date will not be archived until that period is reached.

    • If the feature switch is not enabled, workers will be archived once the other conditions are met at the period close.

Here's how to temporarily restore the worker:

  1. Click Workers and select Movements.

  2. Click Cancel Leaver and enter the Worker Reference.

  3. Click Final Payment.

The worker will be restored to an active status for the current period only, giving you time to process any outstanding payments.

šŸ“Œ Note: Once the period closes, the worker will be automatically archived again.

Handling Payroll Corrections Across Periods

If you encounter an issue during payroll processing, you can complete the current session and make corrections in the next period. Hereā€™s how:

  1. Proceed with your current payroll processing session and complete the session end.

  2. Create the necessary reversal or correction in the next session or period when the worker is next paid. This approach ensures that your current session is not blocked and allows for seamless payroll processing.

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