Offboarding a Worker in Aaniie Payroll

Overview

When a worker leaves your organization, there are several important steps to complete in both Aaniie and Aaniie Payroll.  Properly offboarding workers helps maintain accurate payroll records, reporting, compliance, workers' compensation documentation, and historical employment records.

Important: The termination information in Aaniie and Aaniie Payroll are separate records. Updating one system does not update the other. Both must be completed.

Step 1: Complete the Worker Termination in Aaniie Payroll

Navigate to the worker's payroll profile and complete the termination information. 

Complete the following fields:

• Termination Date

• Termination Type

• Internal Notes

See Screenshots:

Why These Fields Matter

Termination Date

The termination date records the worker's official separation from your organization.

This information is important for:

• Payroll recordkeeping

• Tax reporting

• Employment history

• Audits

• Historical payroll accuracy

Termination Type

Selecting the correct termination type is extremely important.

This information is commonly used for:

• Workers' compensation documentation

• Insurance reporting

• Audits

• Employment records

• Compliance reporting

Always choose the option that best reflects why the worker is no longer working with your organization.

Internal Notes

Use the Internal Notes section to document any important details surrounding the worker's separation.

Examples include:

• Ie: Worker walked out during shift and yelled at client - voluntary termination

• Resignation details

• Performance concerns

• Return of company property

• Other relevant documentation

These notes remain internal and can be extremely valuable if questions arise later or documentation is needed during an audit or legal matter.

Step 2: Update the Caregiver Tracking Section in Aaniie

For best practice, also update the worker's Staff Profile within Aaniie.

Navigate to:

Staff Profile → Caregiver Tracking

Enter the worker's:

• Termination Date & relevant notes

Although this field is separate from payroll, this is the date that Aaniie Reports and Aaniie KPI’s read for caregiver turnover rates, termination dates, etc. It also creates historical data of employment records for your agency in the event the worker returns.

Best Practice: Even though this information is entered in Aaniie Payroll, it should also be entered within Aaniie since the systems maintain separate termination records.

Step 3: Inactivate the Worker in Aaniie

Once the worker should no longer have access to Aaniie, change their status to Inactive.

This prevents the worker from:

• Logging into the Aaniie Mobile App

• Accessing schedules

• Viewing messages

• Receiving new assignments

• Accessing agency information

Go to: Staff Profile > Priority Info > Status

Once inactivated, they will no longer have access to their paystubs.

Step 4: Remove the Worker from the Payroll Pay Group

After the worker has received their final paycheck, remove them from the payroll Pay Group in the Employer Profile.

This helps prevent:

• Accidental inclusion in future payrolls

• Payroll processing errors

• Additional payroll review

Important: Do not remove the worker from the Pay Group until after their final payroll has been successfully processed.

Best Practices

• Complete the termination information in Aaniie Payroll.
• Complete the termination date in Aaniie Caregiver Tracking.
• Remember that termination fields in Aaniie and Aaniie Payroll are separate and must both be updated.
• Inactivate the worker once they should no longer have system access.
• Wait until the worker's final paycheck has been processed before removing them from the Pay Group.
• Add meaningful internal notes to maintain complete historical records for future reference, audits, or legal documentation.

Need Help?

If you need assistance, contact: support@aaniie.com