Set Termination Dates in Linq ERP

In Linq ERP, on the master screen, Emp Status drop down, click TR for terminated, then tab over to Dates. Clicking on Dates will bring you to a Set Termination Dates screen:

Enter the termination date of the employee (last day working), then enter the Date Code (click on the drop down and choose the code best suits the reason for termination).

Under Deductions/Benefits

• Deductions/Benefits to Terminate Immed: Check this box. The date should be the end date of the paid period for the last pay on pay status. Example: If the last day worked was 10/28/24, the date to enter would be 10/31/24.
• Post Term Deduction/Benefits: This box should be checked. The date should be the end date of the paid period two weeks (1 pay period) following the actual date of terminated. Example: If the last day worked was 10/28/24, the date to enter would be 11/15/24.
  

Under Jobs and Pays

• Terminate Jobs And Pays should be checked
• Set All End Date – in most cases, this should be unchecked
• Set Null and Post Termination End Dates, this should be checked. Use this one because it will NOT change the end date for positions already completely paid out (i.e., Summer Pay).
• Contract Year: Pick the contract year for which all of the employees jobs/pays will need to end (usually the current year or if at the end of a school year, then you may need to choose the following year). Example, if the employee’s last day working is 10/28/24, you would enter 2025 (for the 24/25 school year).
• Contract End Date: This should be the actual termination date of the employee. Example, if the employee’s last day working is 10/28/24, enter 10/28/24.
• Pay End Date: This should be the last pay period end date that the employee is in paid status. Example, if the employee’s last day working is 10/28/24, enter 10/31/24.
• Set Roll Flag to N: This should be checked (we do not want the pay to roll over to the next school year)
  

Under Leaves

• No need to touch this because we do not use Leaves in Linq ERP at this time.
  

Once this has been done, click the Set button, then you will go back to the Master Screen and:

• Change the Emp Status from TR to PT (pending terminated). This will allow you to continue to pay the employee before their actual date of termination and also to create payouts for the pay period following their date of termination (if applicable).
  

Now go to the Dates screen and enter the following:

• DEXT – if the employee was a contracted employee such as teacher, secretary, administrator, etc. then enter the termination date under this DEXT and enter the same code as you entered for the termination date. If the employee has a DENT date, then a DEXT date should be entered.
• ESEP – Enter the NJ Smart separation code. In most cases, the code would be VOL for voluntary separation. However, if the employee is not leaving on their own, ask the HR Supervisor what code should be used: INV (Involuntary separation) or MUT (Mutual agreement). Rarely, you may need to use OTH (Other) as well.
  

Once the payout or the last time this employee will be paid for anything is completed, then you must:

• On the Master Screen on the Emp Status drop down box, click on TR for terminated.