thread Team member termination & PTO in Staff & Payroll

Team member termination & PTO

unleashedmutt — Fri, 06 Mar 2026 15:49:39 GMT

I have an employee who is terminating on 03/02. Payroll run 02/27 - 03/05. I need to pay her for her unused PTO. Do I terminate her now or after the payroll run, and if I terminate her as of the 2nd how am I going to calculate her PTO from 0227 - 03/01?

Re: Team member termination & PTO

TheRealChipA — Fri, 06 Mar 2026 15:57:00 GMT

@unleashedmutt It doesn't really matter. You should know the number of PTO hours you are going to pay her for. So, personally, I would terminate her as of her last day worked. You can either enter those PTO hours for that regular payroll run, or you can create an off-cycle payroll run with just her and her PTO hours due. Just remember -- don't actually terminate her until AFTER you have submitted the payroll runs for processing.

Re: Team member termination & PTO

unleashedmutt — Fri, 06 Mar 2026 16:30:16 GMT

Well it does matter because she falls within that payperiod. Our PTO is accrued so I don't know what she accrued for the 3 days she did work. Normally I would add them onto this payroll, but since I don't know exactly what the total hours are going to be it ponders me to think I should just terminate after this payroll run.

Re: Team member termination & PTO

TheRealChipA — Fri, 06 Mar 2026 17:37:55 GMT

Ah. Thank you for that follow-up, because it was very important. Since I don't do accrued PTO -- but rather a flat amount given at the beginning of the year -- that did not occur to me. Having that bit of omitted information in your original post allows me to change my answer.

In this case, you will have to wait until after this team member's final payroll has run. Then, you can run an off-cycle payroll for just them followed by terminating them. This will not affect your regular payroll run later in the week. You can not terminate them after the final payroll run, however, because you won't be able to pay them their PTO balance. You must wait until after the off cycle run to terminate.

I hope that helps.