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If no payroll entries exist in the last 12 months for an employee, you can delete the employee and the detailed payroll information associated with the employee.

When an employee leaves, we recommend that you make and file copies of each related Form W-2, then deactivate the employee record rather than delete him or her. For information on deactivating an employee, see Deactivating An Employee Record.

You cannot delete employee records that have activity within the last 12 months.

 To delete an employee's record
  1. Under Manage Records, click on the Records tab.
  2. In the drop-down list, select Add/Edit Employees and click Go .
  3. Select the employee record you want to delete and click Delete.
  4. When the confirmation message displays, click Yes.