Purging terminated employees (Internet payroll)

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Purging terminated employees (Internet payroll)

Employee file > Tools > Protection of personal data > Purge terminated employees

 

 

hmtoggle_plus1What is it for?

This function allows you to permanently delete the file of terminated employees. Personal employee data is sensitive and becomes useless to keep once the employee has left the company.

hmtoggle_plus1Who can use this function?

Only the Application manager has access to this function. However, they can grant access to other User–access to functions who have access to all companies and Complete access to the business structure.  

How can you do this? Grant Complete access to the Purge terminated employees function, available under the Privacy protection section (User management > User profile). See Modifying access to functions.

 

1Use filters to search for your employees and click on Refresh.

2Under the List of employees that can be purged, select specific employees.

▪If the employee has more than one employment profile, click on the liste_blanc icon to view the other employment profiles.

▪Check the first box displayed in the left column of the table entitled Employee no. to select all employees on the current page. Then, you can uncheck the boxes that are not required.

 

Important

This operation is irreversible. It is your responsibility to ensure that this action will not impact your other reporting needs and obligations BEFORE proceeding.

 

3Click on Delete to complete the procedure.

 

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Good to know! Employee data can be purged when the following conditions are met:

1-The employee’s status is Terminated in our payroll application.

2-The employee file contains no year-to-date amounts for the previous or current year.

Example: To purge the data of an employee in 2024, there must be no year-to-date amounts for 2023 and 2024.

If the employee has many employment profiles, each profile must meet the conditions listed above.

If your company uses the Time Sheets solution, a message will inform you that time sheets are in the selected employee’s file. You will then be able to proceed with purging the terminated employee at your convenience.