Properly offboard departing employees

When an employee leaves your company, there is more to do than just removing them from the roster. Final payslips, asset recovery, status updates, and record keeping all need attention. This guide walks you through deactivating an employee properly in Officaid.

Before Deactivating

Complete these tasks before changing an employee's status:

• Process final payslip including any outstanding salary, leave encashment, or deductions.
• Settle pending claims by approving or rejecting any expense claims awaiting review.
• Collect company assets and update inventory records to show items as returned.
• Review documents to ensure all necessary records are on file.
• Note the departure in the employee's Notes section with date and reason.

How to Deactivate an Employee

1. 1 Navigate to Team from the left sidebar.
2. 2 Click Directory from the submenu.
3. 3 Click on the employee you are offboarding.
4. 4 Click the Edit Employee quick action.
5. 5 Go to the Employment tab.
6. 6 Change Status to Inactive or Terminated.
7. 7 Click Save to apply the change.

Choosing the Right Status

When deactivating an employee, choose the appropriate status:

• Terminated for permanent departures like resignation, dismissal, retirement, or end of contract.
• Inactive for temporary situations like extended unpaid leave where the employee may return.

What Happens After Deactivating

Once you change an employee's status to Inactive or Terminated:

• They move from the Active tab to the Inactive tab in the Directory.
• Their seat is freed up for other employees.
• You cannot generate new payslips for them.
• Their leave balances are frozen.
• All historical data remains accessible including payslips, claims, documents, and notes.

Final Payslip Considerations

The final payslip may need to include:

• Pro-rated salary for partial months worked.
• Unused leave payout if your policy allows encashment.
• Notice period pay if applicable.
• Final deductions for any outstanding amounts.

Generate and send the final payslip before deactivating the employee.

Asset Recovery

Before deactivating, review the employee's Inventory section and ensure all items are accounted for:

1. 1 Go to the Inventory section in the employee's profile.
2. 2 For each item, update the Return Date when it is returned.
3. 3 Set the item's Active toggle to off.
4. 4 Note the condition in the Remarks if needed.

For Fixed Assets, this will update the asset status in the Finance module.

Compliance Considerations

Depending on the employee's nationality and circumstances, additional steps may be required:

• CPF contributions must be submitted up to and including the final month.
• IRAS year-end submissions will include income up to the departure date.
• Foreign employees may require tax clearance before final pay is released.

Frequently Asked Questions

What's Next?

Learn more about employee lifecycle management:

• Employee Statuses Explained covers what each status means.
• Understanding Seats explains how deactivating frees up seats.
• What is Offboarding provides broader context on the exit process.