Delete Terminated Employees

Overview

ProPay lets you remove terminated employees who have no paychecks in the current year. This bulk cleanup tool scans your employee list, identifies terminated employees with zero paycheck records, and deletes them after your confirmation. Use this feature at the beginning of a new year to clean up employee lists carried over from the prior year.

Before You Begin

> Important: This operation permanently removes employee records. ProPay only targets terminated employees with zero paychecks in the current year. Employees who received any paychecks — even a single check — are protected and will not appear on the deletion list.

Requirements:

Employees must have a status of Terminated
Employees must have zero paychecks in the current year
You must review the deletion report before confirming

How to Delete Terminated Employees

Go to Payroll Main Menu > Employees.
Click Employee Menu at the top of the employee browse window.
Select Delete Terminated Employees.

ProPay scans the employee list and paycheck records, then:

A report opens in Notepad listing all deletion candidates.
Review the list. Each entry shows the employee number, name, SSN, and paycheck count (zero).
Close Notepad when you are finished reviewing.
ProPay prompts you to confirm the bulk deletion. Click Yes to proceed or No to cancel.

What Gets Deleted

Deleted	Not Deleted
Employee master record	Employees with any current-year paychecks
	Active employees
	Employees on leave (not terminated)

Deleting a Single Employee

To delete an individual employee instead of running the bulk tool:

Go to Payroll Main Menu > Employees.
Select the employee from the list.
Click Delete.

> Note: ProPay blocks deletion of any employee who has paycheck records. You must first void or remove all paychecks for the employee before the system allows deletion.

Tips and Warnings

> Tip: Run this tool at the start of each new payroll year, after year-end processing is complete and W-2s have been filed. Terminated employees from the prior year who had no current-year activity are safe to remove.

> Warning: This action cannot be undone. Back up your payroll data before running the bulk deletion. See Backup Strategies.

> Note: ProPay also performs an automatic year-end purge during the year-end transfer process, where only active employees carry forward to the new year. The Delete Terminated Employees tool lets you perform this cleanup on demand at any time during the year.