Prior to terminating an Employee, make sure you've run the employees final payroll and paid out all remaining wages and vacation balances. Once you've approved the final payroll, it's been finalized and you see the final reports for that payroll, go back into the app and start the termination process.
Note: If the client has recently moved to Wagepoint and has historical payroll information in another payroll program, you will need to send a spreadsheet to firstname.lastname@example.org before initiating the termination process. The spreadsheet data should be broken down to include individual pay periods, with corresponding hours and gross wages per period. Include the employees name and start date. If the pay frequency changed when switching to Wagepoint, you will need to contact the Support Team prior to sending the spreadsheet. Once you receive confirmation from Wagepoint that they've received the spreadsheet and are forwarding it to the ROE department, you can proceed with the termination process.
ROE Web Authorization
Wagepoint has partnered with Service Canada to provide electronic filing of ROE documents. In order to provide this service, you must authorize Wagepoint to file the ROE via the ROE Web service. This service is included in the Wagepoint pricing. If you don't complete and e-sign the ROE Web Authorization form (which is highly recommended), the ROE is manually completed and emailed to you for a $5 fee.
You will find the authorization form under the COMPANY tab. Hover over the MORE tab and click on ROE AUTHORIZATION. Click on ESIGN NOW icon. This will open an e-form. Review the form and fill in any additional information as needed. Complete the e-sign field and submit. You will receive an email notification once the process is complete. To verify, go back to the ROE Web Authorization area. The ESIGN NOW icon should now read COMPLETED with the "Signed" date beneath it.
Terminating an Employee
- Select the "Employees" tab. The page will default to the "Active" tab.
- Click the "Delete" icon for the employee you are going to terminate.
- Select the "Termination Date" from the drop down calendar. If the employee still needs to get paid, remember not to terminate the employee.
- Identify whether or not the employee is "Eligible for Rehire"
- Select a "Reason for Termination" from the drop down menu provided
- Identify whether or not there is a "Request ROE" for this employee.
- Click "Process Termination" and you have completed the termination sequence.
Note: If you are going to pay the employee by cheque, it is absolutely critical that you remove all bank accounts from the employee record so as to avoid double paying an employee.
The termination process is now complete. Wagepoint will issue the ROE and notify you via email once it's complete. If you completed the ROE Web Authorization, they will automatically submit it to Service Canada and the employee will be able to access their copy of the ROE by signing onto their personal Service Canada account.