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Delete Terminated Employees

**Released in Avanti 10**

Using Delete Terminated Employees, you can permanently remove terminated employees from Avanti anytime. Want more information on which employees are terminated? Go to Reviewing Terminated Employees.

Additional Information
For CRA compliance, employee pay records must be retained for 7 years after the employee was last paid. Provincial compliance for employee pay records varies by jurisdiction. 

Important Information
This is only available for Avanti SaaS Clients.

While you're deleting terminated employees, the regular Avanti users' daily processes may slow down. We recommend deleting employees outside of business hours. If you're deleting a large number of employees or the database is large, we recommend:

  • Identifying how long the process takes – To estimate the amount of time to delete employees, try deleting employees in a test environment and time the process for the number of terminations.

  • Deleting employees in stages – You can delete employees in different stages by selecting different Termination Dates.
    For example, you can select the year of the oldest termination date of the employee’s you’d like to remove from Avanti and run the process for the year. Then select the next year and delete the employees terminated during that year, until you’ve deleted all the terminated employees you’d like to remove.

Additional Information
Please ensure you've created a copy of your company before starting this process, as this process cannot be reversed or interrupted. Go to Backup Your Company to a Test Company for more information on copying your company.

If Delete Terminated Employees isn’t on your System Menu yet, go to How to Add New Items to Your Avanti Menus for more information.

How to Delete Terminated Employees

Step 1: Open Delete Terminated Employees in the Avanti Desktop Application.
By default, this can be found in Canadian Payroll >> Year End.

Step 2: Select a date to Remove employees Terminated on or before. Only employees terminated on or before this date will be deleted from Avanti.

Additional Information
For CRA compliance, employee pay records must be retained for 7 years after the employee was last paid. Provincial compliance for employee pay records varies by jurisdiction. 

Step 3: Select the Employment Status of employees that should remain in Avanti.

Additional Information
Unsure which employment status is assigned to an employee? Go to Reviewing Terminated Employees for a report displaying terminated employees and their employment status.

Step 4: Select OK.

Step 5: If Remove employees Terminated on or before is less than 7 years ago, a message will display to remind you that you’ll need a backup of the employees you’re deleting:

  • Select No to cancel the process.

  • Select Yes to continue.

Step 6: Confirm you want to delete terminated employees. This is the final opportunity to cancel the process:

  • Select No to cancel the process.

  • Select Yes to delete the terminated employees from Avanti.

Additional Information
This process may take a while, depending on the company’s size and the number of employees being deleted.

Step 7: Once you select Yes, the process will commence, and the results listing will indicate:

  • When the deletion process started and finished.

  • Any deleted employees.

Congratulations, you’ve finished deleting terminated employees.

M
Marlo is the author of this solution article.

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