When terminating an employee in Deputy with Deputy Payroll enabled, there are a few things you need to do to pay the employee their entitlements and make sure you run the employee's final STP submission (finalisation) in payroll. In this article, we cover:

• Filling in the employee's cessation date and reason
• One Tap Terminate in Deputy Payroll
  • Review and edit unused leave payments
  • Redundancy, early retirement, and invalidity
  • Review and edit recurring payments, expenses and deductions
• Adding lump sum payments
• Review and edit the final Tax amount
• Archiving the employee in Deputy
• Employee access after termination

Filling in the employee's cessation date and reason

From the People tab, open the employee's profile. In the Personal section, click End employment.

In the End employment pop-up, enter:

• Last date of employment - last working day for the team member. In the case that the team member has taken leave up to the end of termination, this would be their final day of leave
• Reason for leaving - as per Single Touch Payroll definitions
• Sentiment
• Comments (optional)

Then click Confirm details.

You'll now see the termination details for this team member in their employee profile in the Employment section under "End of employment"

If you made a mistake and need to 'un-terminate' a team member, you can do this here by clicking Remove end employment.

One Tap Terminate in Payroll

When you start a pay run, any employee who has an End employment date within this pay cycle will appear in the info box at the top of the page.

Final

Clicking Final will indicate that this pay run is the team member's last one. 

In the One Tap Terminate pop-up, you'll see the following fields, which you can edit as necessary:

• Employee is automatically populated
• Rate field will populate with the employee's ordinary rate as set in their employee profile
• Default Location field will default to the employee's primary location in their employee profile
• Annual Leave hours and Leave loading fields will populate based on the figures in the employee's profile in the Payroll > Payroll calculation section. You can manually override these amounts if you need to.
• TIL/RDO hours is not currently supported in Deputy and should default to 0. You can manually override this figure if you need to.
• Long Service Leave hours: If you wish to pay out this Long Service leave (LSL), click Payout LSL? to populate this field with the LSL hours in the employee's profile in the Payroll > Payroll calculation section. It's likely you'll need to do some manual calculations to accurately ascertain the correct LSL figure. You can manually override this figure if you need to.
• Termination Date will populate based on the employee's Last date of employment in their employee profile
• Cessation Type will populate based on the employee's Reason for leaving in their employee profile

Note: If at this stage you make any changes to the employee's profile, you'll need to reprocess the payslip for these changes to be reflected.

Note: You should review all fields and data entered into this pop-up as it is your responsibility to ensure that you are correctly classifying and reporting payment types through Single Touch Payroll. It is also your responsibility as an employer to ensure that you are paying your employees correctly and so it is important that you carefully review (and if necessary, make any adjustments to) the payslips generated for each of your team members before completing the pay run.

Then click Terminate.

This will set the employee as Terminated, and set the Termination Date and Cessation Type, making them Final for their STP submission once the pay run is completed.

Review and edit unused leave payments

You will now see the employee's payslip with added pay lines for unused leave and leave loading, TIL/RDO, and Long Service Leave pre-filled from what you added in One Tap Terminate. 

In the example below, the final Leave payout items have defaulted to Overtime Class and the STP category has defaulted to 'Unused leave at termination'. 

You can check and edit the details of these pay items by clicking the Pencil icon to the right of the pay line to open the Update Payment pop-up. Adjust the details as required, then click Update Payment.

Redundancy, Early Retirement, and Invalidity

When adding unused leave payments as part of One Tap Terminate, the Class and the STP category will default to the standard Unused leave payment. In the case of a redundancy, early retirement, or invalidity, you'll need to adjust the Class and the STP category accordingly.

1. Click the Pencil icon to the right of the pay line to open the Update Payment pop-up
2. Adjust the Class and STP Category as required. You'll see the Termination (ETP) and Lump Sum options at the bottom of the STP Category dropdown. Please seek professional advice from your legal/tax adviser if you are unsure what to select in these fields.
3. Click Update Payment.

Review and edit recurring payments, expenses and deductions

Review the payslip for any recurring extra payments, expenses or deductions, and make sure that all these pay items are still applicable for this employee's final pay run. Edit or delete these pay items as required.

Adding lump sum payments

You may also need to add lump sum payments to the employee's final payslip. These could include:

• Ex gratia
• Payment in lieu of notice (PILON)
• Severance
• Unused Sick (personal/carer's) Leave
• Unused Rostered Days Off (RDO)

You can add these to the employee's payslip before or after completing One Tap Terminate.

Before you begin adding lump sum payments, you'll need the following information:

• Payment/s to be made
• Amount of payment
• Whether payment is superable or not
• Tax consideration of the payment
• STP classification of payment

To add a lump sum payment to the employee's payslip, click the + symbol to the right of the Payments section to open the Add Payment pop-up.

Fill in the details of the payment, making sure to select the correct Class and STP Category, and the correct Rate. 

When you're done, click Add Payment.

Review and edit the final Tax amount

You may also need to amend the tax calculation for this final payslip based on any termination payments you have added and whether they are taxable. 

You can find the Tax line at the very bottom of the payslip.

1. Click the Pencil icon to the right of the Tax line
2. Update the tax figure in the text box, then click the Save icon

Important Note: Deputy does not provide advice on employment law or taxation matters, including payroll specifics. Please seek professional advice from your legal/tax adviser if you are unsure what to select in these fields. 

It is your responsibility to ensure that you are correctly classifying and reporting payment types through Single Touch Payroll. It is also your responsibility as an employer to ensure that you are paying your employees correctly in line with applicable legislation, award/s and industrial instrument/s and so it is important that you carefully review (and if necessary, make any adjustments to) the termination payslips generated for your team members before "completing" the pay run.

Archiving the employee in Deputy

Archiving the employee in Deputy is the final step in terminating an employee. As long as the team member is archived by the end of the month, you will not be charged for them in your bill for the following month.

Archiving an employee involves ensuring they have no outstanding timesheets or shifts assigned to them. Follow this guide for archiving employees.

Employee access after termination

Team members will still be able to access your organisation in their Deputy app until they have been archived. At that point, they will no longer be able to access your organisation, and will not have access to their timesheets or payslips.

How can terminated team members access their payslips?

Before a team member is archived, they'll be able to view and download their payslips from their Deputy app.

Alternatively, you can download these payslips from the employee's profile in the Payroll section, under Payslips.