Employee Termination Merge

The Employee Termination Letter Word merge is designed for PEOs to send letters to their client's employees informing them that the PEO is canceling their agreement with them.

Note: Currently, to use the Employee Termination Letter merge, you will need to add the merge record and a custom link. (See Merges and Configuring Custom Dataform Links . If you need assistance, please log an Extranet case.) In an upcoming release, we will add a pre-configured merge record and custom link as well as a filter page.

Configuration

The Employee Termination Letter Word merge uses a stored procedure named peo_merge_ee_termination. The Merge Admin Detail configuration form is located in System Admin > Outputs > Merges:

Merge Fields

Dataform/Fields	Notes
From Client Master:
Client Number (ClientNumber)
PEO ID (PEOID)
From Organization Detail:
Name
DBA (AKA/DBA)
From Employee:
Address 1 (Address1)
Address 2 (Address2)
Address 1 and 2 (Address1and2)	Address 1 and Address 2 are concatenated. A comma and space are inserted in between Address 1 and Address 2 if Address 2 is not blank/null.
City
State	Uses two-letter abbreviation.
Zip Code (ZipCode)
City, State and Zip (CityStateZip)	City, State, and Zip Code are concatenated. A comma and space are inserted after City.
County
Employer ID (EmployeeIdentifier)
Employee First Name (EEFirstName)
Employee Middle Initial (EEMiddleInitial)
Employee Last Name (EELastName)
Employee Fule Name (EEFullName)	Employee First Name and Employee Last Name are concatenated.
DOT Employee (luDOTEmployee)	Uses the Decode value from the Lookup.
Salutation (luSalutation)	Uses the Decode value from the Lookup.
Med Card (MedCard)
Employee Nickname (EENickname)
Phone
Mobile
Fax
Email
W2 Address 1 (W2Address1)
W2 Address 2 (W2Address2)
W2 Address 1 and 2 (W2Address1and2)	W2 Address 1 and W2 Address 2 are concatenated. A comma and space are inserted in between W2 Address 1 and W2 Address 2 if W2 Address 2 is not blank/null.
W2 City (W2City)
W2 County (W2County)
W2 State (W2State)	Uses the two-letter state abbreviation.
W2 Zip Code (W2ZipCode)
W2 City, State and Zip (W2CityStateZip)	W2 City, W2 State, and W2 Zip Code are concatenated. A comma and space are inserted after W2 City.
From Employee > Employment:
Employment Status (crEmploymentStatus)	Returns Decode value as EmploymentStatus.
Employment Type (crEmploymentType)	Returns Decode value as EmploymentType.
Hire Date (HireDate)	Format is MM/DD/YYYY.
Home Department (HomeDept)	Uses Decode value.
Job Code (JobCode)	Uses Decode value.
Job Title (JobTitle)
Last Date Worked (LastDateWorked)	Format is MM/DD/YYYY.
Last Payroll Date (LastPayrollDate)	Format is MM/DD/YYYY.
Last Payroll Update (LastPayrollUpdate)	Format is MM/DD/YYYY.
Client Location ID (fkClientLocationID)	Returns "Location Code - Location Name" as LocationCodeName.
Original Hire Date (OriginalHireDate)	Format is MM/DD/YYYY.
Pay Frequency (luPayFrequency)	Returns Decode value as PayFrequency.
Pay Method (luPayMethod)	Returns Decode value as PayMethod.
Seniority Date (SeniorityDate)	Format is MM/DD/YYYY.
Employee Shift (luEmpShift)	Returns Decode value as EmpShift.
Standard Hours Per Period (StandardHoursPerPeriod)
Start Date (StartDate)	Format is MM/DD/YYYY.
StatusChangeDate	Format is MM/DD/YYYY.
luSUTAState	Returns the two-letter state abbreviation as SUTAState.
TerminationDate	Format is MM/DD/YYYY as TermDate.
ReasonforTermination	Returned as TermReason.
WageRate	Rounded to two decimal places with no dollar sign.
WorkersCompCode	Returned as WCCode.
WorkersCompCodeTitle}	Returned as WCCodeTitle.

Running the Merge

To run the merge:

Access the Employees module and employee record.
1. Click the Employees module shortcut on the Module bar.
  
  The Employees dashboard displays.
2. To open the desired employee record, double-click the record in the grid or click (Open) next to the employee's Full Name.

In the Action Center, under Reports, click EE Term Merge.
Retrieve the merge document from your Windows Downloads folder.