Paycom has a straightforward process to terminate an employee. If you are a manager or supervisor, you can execute the process by scrolling to the personnel action forms (PAF). These forms simplify the process of changing employee roles, reflect that change in the software, and store it in the database.

Additionally, the platform automatically updates the new roles and attributes associated to the employee's changed status and makes the process seamless. Let's unravel how to terminate an employee in Paycom in the guide below:

Step 1: Go To The PAF Section

  • Start by logging into your Paycom account using your official email and credentials provided by the company
  • Access the ‘Talent Management’ feature to begin the termination process 
  • Go to the PAF to update employee’s data 

Step 2: Initiate The Termination Process ?

  • Click on the 'Create New Personnel Action Form' option and create a new PAF
  • Look up the employee that you want to terminate and choose their profile from the employees' section
  • Here, the type of action that you will choose should be 'Termination'
  • In the next step, enter the important details, such as the termination date, reason for employee's termination, their job role, and similar information

Step 3: Begin Final Payout Process

  • Assess whether a final paycheck is required for the employee
  • If a paycheck is applicable, enter the details of last paycheck date, which should ideally align with the termination date 
  • To ensure the employee is unable to access the system in the future, set their evaluation entry system (EES) profile to ‘Terminated Employees’ tab 
  • Follow the standard company procedure and set a timekeeping period for the terminated employee

Step 4: Finalize The Termination

  • Once you have followed the entire workflow as per company’s guidelines, finalize the termination process by confirming the termination type of employee. This section should be in alignment with the earlier reason of termination 
  • Add the last date of employee at your company as it will be forwarded to the management and used in the verification processes later 

Before putting a period to the entire process, consider the employee’s eligibility for the re-hiring process later. If the employee is not eligible, consult their case with the human resources (HR) representative. 

Step 5: Submit The Termination PAF

  • In case the termination case requires any additional documents, upload those supporting documents along with the termination PAF (it can be the resignation letter)
  • Click the ‘Submit’ option and finalize the termination process by electronically signing the documents

Step 6: Track The Post-Termination Process

The termination process is not marked by putting an employee off the payroll. It is accompanied by some post-termination processes that need equally efficient management. These are:

  • You might want to conduct an exit interview with the employee so to address any grievances on their part as well as gain insights from them that might be helpful for the company
  • Ensure the return of all company assets that had been provided to the employee, such as phone, laptop, and relevant equipment

Terminating an employee, especially after they have served the organization for a considerable time, can be a sensitive matter and requires great attention throughout the process. Paycom software offers a seamless process that is intuitive and saves employers’ time. It facilitates efficient termination while ensuring a legally compliant and transparent process that protects both the employee and the company.