About Disabled Employees

Disabling an employee record removes the employee from lists throughout the AptaFund modules.

While the names of disabled employees will no longer display in lists, reports can still be created that reference any previous employee activity in the system.

Disabled employees & encumbrances

When Encumber is set to Yes in Master Position Management, the following statements apply:

• Disabling an employee record does not affect encumbrances. You must close a job to release any remaining encumbrances.

• Enabling an employee record makes the employee available again; however, enabling an employee record also does not affect encumbrances. Encumbrances occur when the job is approved. If you closed jobs when the employee record was disabled, you must re-approve the job to recreate the encumbrance.

Disabled employees & reports

• If the disabled employee received one or more paychecks during the current payroll cycle, the record is available for W-2s and will appear on reports, referencing data up until the time the record was disabled.

• Re-enabling the record resumes activity from the enabled date.

• Note that, depending on the report, the only indication that the employee record was disabled at one time will be the dates of transactions.

Disabling employees with active jobs

• Employees cannot be disabled if they have jobs in the Active state.

• If one or more paychecks have been paid for the job, you have to remove the employee from payroll before you can close the job. This action releases all associated payroll encumbrances.

• First remove the employee from payroll and close the active jobs, then disable the employee.

Return to Disable Employees

Return to Manage Employees Overview