Checklist for when an employee leaves the company

1. Own salary
2. Select the employee from the list and choose the Employment tab.
3. Enter the employee's final date of employment in the Employment end date field.
4. Specify why the employee is terminating their employment under End of employment reason.

For non-administrative workers, you need to end the monthly reporting to Fora.

1. Select Own salary - Employees.
2. Select the employee in the list and select the Reporting tab.
3. Select an end date under Connected to Fora.

4. Click Spara.

The final pay is paid out on the payslip the month after the employee's departure. This is to be able to adjust and include all the deviations and events in time for the final pay.

1. Select Own salary - Pay runs.
2. Click New pay run.
3. Just make sure that all the boxes in the left column of the employee who you want to include in the pay run are checked.
4. Select Skapa.

5. Submit the payslip when you are done with all the registrations.
6. Send the payment to the bank, post it to ledger, and send the payslips.

1. Select Own salary - Employees.
2. Select the employee from the list and choose the Employment tab.
3. Check the Employment has ended and the final pay has been paid box.

If the employee who's leaving is a payroll administrator and administrator on Spiris, you need to make sure someone else gets the role. We recommend that you change administrator before the employee leaves the company.

Here’s how:

1. Change administrator on spiris.se
2. Change user role on spiris.se
3. Give access to Payroll

The employee is now administrator on Spiris and is therefore also payroll administrator in Payroll.

Remove access to the solution Payslip if the employee is using it. Then remove the login to Spiris.

Remove access to Payslip

Deactivate users on Spiris

According to GDPR, personal data may be stored for as long as the employer needs the data to follow legal obligations, laws and regulations. Personal data which is handled in the payroll process are viewed as bases which may be needed in cases of audits, disputes and controls in order to prove that the legal requirements have been followed. When personal data is registered and linked to transactions in the payroll process, the employee cannot claim the right to have such personal data linked to payroll transactions removed.

However, when an employee leaves the company, you should delete information that is not necessary to save. Below you see our recommendation on what data should be deleted.

Delete or pseudonymise data

It is not possible to delete the data of an employee for whom you have created payslips.

If you have employees that you cannot delete, but for which you no longer need to store personal data, you can delete the data.Read more under Data to delete as soon as the final salary payment has been made.

If you terminate your Own salary subscription, you will not be able to make changes to your company. You will only be able to view the information. In such cases you can pseudonymise the employees' sensitive data. To do this, go to each employee under Employees and click on Pseudonymise employee. Data such as address, email address and bank account number will then be removed.

Data to delete as soon as the final pay has been paid

The information in the following fields under Own salary - Employees should be deleted when the final pay has been paid.

• Payment to should be changed to Cash so that the settings under Clearing number and Account number are deleted (on the Pay tab).
• Notes (on the Basic information tab), such as next of kin contact details

Data to delete one year after an employee has ended their employment

Contact and postal information should be saved for a year after an employee has ended their employment at the company. The information in the following fields under Own salaryLön Smart - Employees and the Basic information tab should then be deleted:

• Address
• Postcode
• City
• Country
• Phone
• Mobile phone
• Email

We recommend that you set up a yearly routine to go through and delete data for any employees who have left the company during the previous year.