Instructions

When a staff member leaves your clinic, follow these steps to process their final payroll, update their status in Jane, and ensure your records stay accurate. Once terminated, the staff member will be removed from future payroll runs and from your Jane Payroll subscription. Their payroll history will remain intact.

1. Process the Staff Member's Final Payroll

Make sure the staff member receives any final wages owed, along with any remaining vacation pay. You can include them in your next regular payroll run if the timing works, or run an off-cycle payroll just for them.

To run an off-cycle payroll:

1. Go to Billing > Dashboard.
2. Click Run off-cycle payroll.

2. Mark the Staff Member as Terminated

1. Go to the staff member's profile in the Staff tab.
2. Click Payroll.
3. Click Terminate.

4. In the termination window, enter the date of termination, the type of termination, and any optional notes.
5. Click Save.

🩵 Jane Tip: Termination notes are only visible to the Account Owner and Payroll Admin. They won't be visible to the staff member.

3. Enter the End Date in Their Contract (Optional)

For accurate records, you can add an end date to the staff member's contract.

1. Go to the staff member's profile in the Staff tab.
2. Click Payroll.
3. Click Edit next to Contracts.

4. Click Edit on their current contract.
5. Enter the end date and click Save.

4. Remove the Staff Member from the Pay Group

1. Go to Billing > Account > Pay Groups.
2. Click Edit.

3. Click Manage Workers.

4. Uncheck the terminated staff member from the list.
5. Click Save.

5. Request a Record of Employment (Employees Only)

If the terminated staff member is an employee, you'll need to request a Record of Employment (ROE). The ROE must be submitted via the ROE Web portal within five calendar days of the end of the pay period in which the interruption occurred.

See our guide on Requesting and Submitting a Record of Employment (ROE) for the full process.

What to Expect

Once you've completed these steps, the staff member will be removed from future payroll runs and from your Jane Payroll subscription billing. All prior payroll history remains intact, and year-end forms like T4s and T4As can still be generated for them.

Before the staff member loses access to your Jane account, let them know they can download their pay stubs and tax forms from their staff profile under Payroll > Payments > View details.

If they've already lost access, Account Owners and Payroll Admins can access pay stubs under Billing > Dashboard > Payroll Run List > View Details, then select the staff member and click Print earning statement to download and share the file.

Important Notes

• Once a staff member is marked as terminated, they are removed from your Jane Payroll subscription and won't appear in future payroll runs.
• If you forgot to process a final payroll before marking a staff member as terminated, cancel the termination first, run their final payroll, then mark them as terminated again.
• You can run an off-cycle payroll to pay a terminated staff member separately before your next regular payroll run. See our guide on Jane Payroll: Running an Off-Cycle Payroll for steps.

Related Workflows

Reinstating a terminated staff member

If a terminated staff member returns to your clinic, you can cancel their termination to make them active on payroll again.

1. Go to Billing > Staff > Former.
2. Select the staff member.

3. Click Cancel Termination.
4. Confirm the cancellation in the pop-up window.

Once cancelled, the staff member will be active on payroll again and can be included in future payroll runs. You can also start a new contract for them from their staff profile.

You're all set. If you have questions about offboarding a staff member, reach out to the payroll support team at [email protected].

Related Guides

• Payroll Guide Hub
• Requesting and Submitting a Record of Employment (ROE)
• Jane Payroll: Managing Vacation Pay and Vacation Time