• Considerations when making staff members inactive
  • Transactions Display on the Report
  • Writing off outstanding time or expenses
  • How to write off outstanding time or expenses
  • Deactivating a Staff member

Deactivating a Staff member

Prior to making a staff member inactive, ensure all related staff assignments, projects, budget entries, time and expense, and WIP are cleared for this staff member.

Note: For Time users with Cloud Integration enabled, this operation can only be performed from Time.

Prerequisites

• Ensure all prerequisites are met as defined in Considerations when making staff members inactive.

• You must be Online to perform this operation. When you are Offline, this operation is disabled.

 With Protection activated, you require the following right in the file

In the Setup: Staff category:

• Staff: Edit

Procedure

1. Access the Staff dialog from the menu Setup | Staff.
2. Specify a Staff No.

3. Select Inactive in the Type box.

    Note: If Cloud Integration is enabled and you are working Online, then a merge is automatically performed with CaseWare Cloud immediately after this step.

4. The Inactive Date box appears. The inactive date is set by default to the first day of the next period. Click the drop-down menu to select another date.

   You can deactivate staff members who have outstanding time and expense entries as long as the entries are in the current or a previous period. In other words, they must be in a period prior to the inactive date. Time prevents the deactivation until this is true.

   Click OK.

5. Click Close to finish.

Results

Time checks to see if the employee is assigned as a partner or manager anywhere. If not, then Time checks to see if the employee is a team leader or in-charge person on any projects or for any clients or other staff.

When the employee is cleared of all assignments as partner, manager, leader or in charge, then Time asks the user if budget entries for this staff should be moved to another. If the answer is yes, a dialog comes up to select the replacement employee. It will then reassign the entries to the successor.

Notes

• Inactive staff members can no longer "log onto" or access the file. This is the most effective way to remove a staff member from the Time protection system.
• Inactive staff members with no time or expense entries are excluded from the new year's file automatically after a year end close.