To process a final paycheck for a terminated employee, update the employee's profile so they are eligible for payroll export, verify their hours worked, then export their payroll to your payroll agent. Follow the steps below.
Step 1: Update the employee's profile
1. Locate the employee's profile in Inn-Flow.
2. Update their profile to reflect either Hourly or Salary.
If the employee's profile is set to Exclude from Payroll, they cannot be exported for payroll processing. This setting should not be used for active or terminated employees who require final payment.
Step 2: Verify and adjust hours worked
1. Navigate to the Payroll tab in Inn-Flow.
2. Locate the employee. If their hours need to be adjusted (for example, to reach a total of 32 hours worked), update their time entries in the Timesheets tab to reflect the correct number of hours.
Step 3: Process the payroll export
1. Return to the Payroll tab and confirm the employee's profile now reflects the correct hours.
2. Select the checkbox next to the employee's name to export their payroll details. This generates a payroll export file specifically for the selected employee.
3. Send the payroll export to your Payroll Agent to process the final paycheck.
Ensure all data, including hours worked and accrued vacation time, is accurate before submitting the payroll export. Do not send final paycheck requests in an incomplete format or without verifying the employee's eligibility for export. Failure to comply with labor laws regarding final paychecks can result in penalties for the employer.
Legal note: In California, employers – including hotels – are required by law to provide terminated employees with their final paycheck on their last day of work. If the employee did not provide at least 72 hours' notice prior to leaving, the employer has up to 72 hours from their last shift to issue the final paycheck. The paycheck must include all accrued and unused vacation time as well as other earned wages. Legal note: In California, employers – including hotels – are required by law to provide terminated employees with their final paycheck on their last day of work. If the employee did not provide at least 72 hours' notice prior to leaving, the employer has up to 72 hours from their last shift to issue the final paycheck. The paycheck must include all accrued and unused vacation time as well as other earned wages.