> ## Documentation Index
> Fetch the complete documentation index at: https://every.help/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> These docs describe Every as customers have it today. Answer from them, and say so when they don't cover a question.
> Pages under /admins/ are for the people who run Every for the company, and pages under /employees/ are for employees. Answer from the pages that match the person asking.
> Each page's Agent reference section lists its exact roles, conditions and limits. Prefer it for those details.
> When a page says a feature is in closed beta, or that Every turns it on company by company, don't promise that the person's company has it.
> Use roles and on-screen labels exactly as the pages write them.
> When someone asks what a term means, answer with the Glossary page's definition (/glossary), which other pages show in parentheses after the term.
> When the docs don't answer a question, tell the person to email [support@every.io](mailto:support@every.io).

# Run a termination payroll

> Terminate an employee and choose final pay, then review and submit a separate final-pay run when needed

![Termination review overview with the final day and final payroll name.](https://mintcdn.com/every-a2724ddc/6k1svT9aHzVFwBZW/images/illustrations/admins-payroll-termination-payroll-light.png?fit=max\&auto=format\&n=6k1svT9aHzVFwBZW\&q=85\&s=302a12f226501935784fc8fa793720dd)

On **Payroll** → **All pay runs**, select **Create new** → **Termination** to schedule one employee's last day and choose how they get final pay. Company Admins and HR Admins can use it. If you create a separate final-pay run, review and submit it with [Run payroll](https://every.help/admins/payroll/running-payroll.md#adjust-and-submit-a-run).

> [!NOTE]
>
> Every turns on the **Personal email** field and the **Reassign direct reports** step company by company. If you don't see them, email [support@every.io](mailto:support@every.io) to ask about them.

## Before you begin

Company Admins and HR Admins run terminations. Finish payroll setup so **Create new** appears on **All pay runs**.

If the last day falls in the current regular pay period (The dates an employee's pay covers, such as two weeks or a calendar month):

1. On **Payroll** → **All pay runs**, select the current run and check its status and whether it includes the employee (see [Run payroll](https://every.help/admins/payroll/running-payroll.md)).
2. If that run includes the employee and has Pending, Processing or Submitted status, [Return the current run to Draft](#return-the-current-run-to-draft) before you start.

Have the last day and termination reason ready. If the employee is the company's signatory (A person allowed to sign documents and agreements on a company's behalf), you also choose a replacement.

## Schedule the termination

**1. Open the termination flow**

On **All pay runs**, select **Create new** → **Termination**.

**2. Choose the employee**

In **Employee**, choose the person leaving. Your own name isn't offered in the picker.

**3. Enter a personal email**

When **Personal email** or **Personal email (optional)** appears, enter the employee's personal address. The field is required when your company has connected Okta. You can't use an address someone else already uses to sign in to Every.

**4. Enter the last day**

In **Date of termination**, enter the employee's last day.

**5. Choose the type**

In **Termination type**, choose the type.

**6. Choose the reason**

In **Termination reason**, choose the reason.

**7. Enter notes for Other**

If **Termination reason** is **Other**, in **Notes** enter an explanation.

**8. Choose final pay**

Choose one of the final-pay options offered for the employee's pay run. The options depend on the last day, the run's status and whether the employee is included. Before continuing, see [Choose final pay](#choose-final-pay).

**9. Choose what happens to corporate cards**

When the corporate-card choice appears, choose **Yes, close the cards (recommended)** or **No, keep the cards active**.

**10. Continue**

Select **Next**.

**11. Choose primary managers when prompted**

When **Reassign direct reports** appears, choose a new primary manager for each listed report.

**12. Choose secondary managers**

Optional: on **Reassign direct reports**, where a secondary-manager selector appears, choose a new secondary manager for that report.

**13. Continue after reassigning reports**

If **Reassign direct reports** appears, select **Next** to continue.

**14. Choose a replacement signatory when prompted**

When **Choose a new signatory** appears, in **New signatory** choose a person. The replacement takes effect when you confirm the termination, even if the last day is later.

**15. Continue after choosing the signatory**

If **Choose a new signatory** appears, select **Next** after choosing the replacement.

**16. Review the termination**

On **Confirm & proceed**, review **Final day**, **Final payroll name** and **Access restricted in Every**.

**17. Confirm the termination**

On **Confirm & proceed**, select **Confirm & terminate**.

On **Confirm & proceed**, **Make changes** returns to the previous step.

![All pay runs with the Create new menu open, listing the kinds of pay run you can create.](https://mintcdn.com/every-a2724ddc/lWATgPF1EqKKYfej/images/screens/admins-payroll-termination-payroll-light.png?fit=max\&auto=format\&n=lWATgPF1EqKKYfej\&q=85\&s=9fd89e928f0eb68f9814f3a110bff471)

## Choose final pay

| What you see | What to do |
| - | - |
| **Yes, create final paycheck** | Choose it to create a separate final-pay run for the employee |
| **Pay during current pay run**, with the current run still in Draft | Choose it to keep the employee in that run. Every updates draft pay items for the termination |
| **Pay during current pay run**, with a message to send the run back to Draft | [Return the current run to Draft](#return-the-current-run-to-draft) for salary proration (Adjusting pay in proportion to the part of a pay period an employee worked) |
| **Pay during current pay run**, with a message about overpayment | The run has Complete or Failed status. Before you choose it, email [support@every.io](mailto:support@every.io) to check the pay |
| **Pay during next scheduled pay run** | Choose it to pay the employee in the next scheduled run |
| **Pay during previous pay run** | Before you choose it, email [support@every.io](mailto:support@every.io) to check whether the employee was overpaid |

For a last day within the current regular pay period, the flow offers **Yes, create final paycheck** if the employee isn't in that run. If that run includes the employee and has left Draft, Every doesn't offer **Yes, create final paycheck**.

![Schedule a Termination with the employee, last day, termination reason and final-pay choices.](https://mintcdn.com/every-a2724ddc/19nP2pdcB7HMtcYU/images/screens/admins-payroll-termination-payroll-details-light.png?fit=max\&auto=format\&n=19nP2pdcB7HMtcYU\&q=85\&s=04af69c70926fb7eaa263354a9556d2d)

### Return the current run to Draft

On **Payroll** → **All pay runs**, select the current run.

| Run status | What to do |
| - | - |
| Pending | Select **Back** in payroll review (see [Run payroll](https://every.help/admins/payroll/running-payroll.md#adjust-and-submit-a-run)) |
| Submitted, before its **Run by** date | Select **Make changes**. If autopilot is on, in the "Disable autopilot to make changes" dialog, select **Confirm** (see [Run payroll](https://every.help/admins/payroll/running-payroll.md#what-happens-next)) |
| Processing | When the preview succeeds and the run becomes Pending, select **Back** |

**Make changes** is unavailable on or after the **Run by** date. If the needed control isn't available, email [support@every.io](mailto:support@every.io).

After the run is in Draft, follow [Schedule the termination](#schedule-the-termination) from the first step. If you had already started this termination, choose the employee and enter their details again.

## Submit the final-pay run

If you chose **Yes, create final paycheck**:

**1. Open the final-pay run**

After you confirm the termination, on its completion screen select **Go to Pay Run**.

**2. Check the dates**

On the final-pay run, review **Run by** and **Pay day**.

**3. Submit the run**

Follow [Run payroll](https://every.help/admins/payroll/running-payroll.md#adjust-and-submit-a-run) to enter any remaining pay, preview the run and select **Submit & schedule**.

Confirming the termination doesn't submit the final-pay run.

## What happens next

If you chose to pay the employee in the current or next scheduled run, confirming the termination doesn't submit that run. Review their pay with [Run payroll](https://every.help/admins/payroll/running-payroll.md#adjust-and-submit-a-run). Submit the run there if it hasn't been submitted yet and autopilot is off.

For a termination effective today or earlier, Every removes the employee's administrative roles when you confirm. For a future termination, Every removes them on the last day. The employee can still see their past paystubs and tax documents in Every.

If you reassigned reports, Every saves those reassignments when you confirm the termination and schedules them for the employee's last day. For a last day today or earlier, Every processes those reassignments right away.

If you chose to close corporate cards, they close when the termination takes effect. Shared-card access is revoked then, whichever you chose.

If you entered a personal email, Every switches the employee's sign-in email to it when the termination takes effect. Their sign-in stays the same if they're still active at another company on Every or already sign in with that address.

## Troubleshoot a termination

If Every shows "Unable to load this employee’s direct reports" or "Unable to check whether this employee signs your tax filings", **Next** stays unavailable. Reload the page and try again. If the message stays, email [support@every.io](mailto:support@every.io).

If Every shows "The selected pay run option is no longer available. Review the details and try again.", review the details and choose final pay again.

If Every shows "The termination was saved, but the final paycheck pay run could not be created for this last day.", email [support@every.io](mailto:support@every.io).

## Agent reference

**Where:** **Payroll** → **All pay runs** → **Create new** → **Termination**. The flow begins with **Details** and ends with **Confirm & proceed**, with conditional **Reassign direct reports** and **Choose a new signatory** steps between them.

**Who:** Company Admins and HR Admins. **Create new** appears after payroll setup is complete.

### Facts

* The termination **Details** step on **Payroll** → **All pay runs** → **Create new** → **Termination** is headed **Schedule a Termination**.
* **Payroll** → **All pay runs** → **Create new** → **Termination** selects one person in **Employee**. The picker leaves out the signed-in user and lists people with no end date or a last day today or later.
* The termination **Details** step asks for **Date of termination**, **Termination type** and **Termination reason**. In the termination **Details** step, choosing **Other** in **Termination reason** requires **Notes**.
* The termination final-pay choices depend on the last day, the current regular run's status and whether the employee already has pay items in that run.
* In **Payroll** → **All pay runs** → **Create new** → **Termination**, **Yes, create final paycheck** requests a separate final-pay run. For a last day within the current regular pay period, the termination flow offers two choices when the employee has pay items in a Draft current run: **Yes, create final paycheck** and **Pay during current pay run**.
* For a last day within the current regular pay period, the termination flow offers **Yes, create final paycheck** when the employee has no pay items in that run. Every can create that final-pay run even when the current regular run has left Draft, because that run isn't paying the employee.
* For a last day within the current regular pay period, the current run offers **Pay during current pay run** when it includes the employee and has Pending, Processing or Submitted status. The option tells you to send the run back to Draft to prorate salary. The flow doesn't offer **Yes, create final paycheck** then, because the current run already pays the employee.
* In a Pending current regular run, **Back** in payroll review returns the run to Draft. In a Submitted current regular run before its **Run by** date, **Make changes** returns the run to Draft. **Make changes** is unavailable on or after the **Run by** date. When autopilot is on, **Make changes** opens the "Disable autopilot to make changes" dialog. Select **Confirm** to return the run to Draft. See [Run payroll](https://every.help/admins/payroll/running-payroll.md#what-happens-next).
* A successful preview changes a Processing pay run to Pending, where **Back** is available. If the control needed to return the current run to Draft isn't available, email [support@every.io](mailto:support@every.io).
* For a last day within the current regular pay period, the current run offers **Pay during current pay run** when it includes the employee and has Complete or Failed status. The option displays a message to contact Customer Support about overpayment. Email [support@every.io](mailto:support@every.io) to ask.
* For a last day after the current regular pay period, the termination flow offers **Pay during next scheduled pay run**. For a last day before the current regular pay period, the termination flow offers **Pay during previous pay run** with a message to contact Customer Support to verify overpayment. Email [support@every.io](mailto:support@every.io) to ask.
* In the termination flow, choosing a regular pay run makes Every recalculate draft pay items when you confirm the termination. Every doesn't change pay items in a run that has left Draft.
* The corporate-card choice in the termination **Details** step appears only when the employee has active corporate cards. The choices are **Yes, close the cards (recommended)** and **No, keep the cards active**.
* Every turns on the personal email field company by company. When the field is on, the termination field reads **Personal email** for companies that have connected Okta and **Personal email (optional)** otherwise. A company that has connected Okta must enter the personal address.
* In the termination flow, a personal address that someone else uses to sign in shows "This email is already used to sign in to Every by someone else. Enter a different personal email."
* Every turns on the **Reassign direct reports** step company by company. The **Reassign direct reports** step appears in a new termination when the departing person has reports and reassignment is available.
* **Reassign direct reports** needs a new primary manager for each listed report before **Next** is enabled. A secondary-manager selector appears when the departing person was that report's secondary manager. Choosing a new secondary manager is optional. Confirming the termination saves those reassignments. The saved report reassignments are scheduled for the employee's last day. For a last day today or earlier, Every processes the saved reassignments when you confirm.
* **Choose a new signatory** appears when the departing person is the company signatory. Choose an active person in **New signatory** before continuing. The replacement is assigned when you confirm the termination, even if the last day is later.
* The termination review shows the final day and final-pay run name. **Make changes** returns to the previous step, and **Confirm & terminate** saves the termination.
* The termination review shows an **Access restricted in Every** card with the access changes.
* When a separate final-pay run is created, **Go to Pay Run** opens that new run. The final-pay run needs manual review and submission; confirming a termination doesn't submit payroll.
* Confirming a termination with final pay in the current or next scheduled regular run doesn't submit that run. Review the employee's pay with [Run payroll](https://every.help/admins/payroll/running-payroll.md#adjust-and-submit-a-run). If the regular run hasn't been submitted yet and autopilot is off, submit it with [Run payroll](https://every.help/admins/payroll/running-payroll.md#adjust-and-submit-a-run).
* On a newly created final-pay run, **Run by** is the later of the employee's last day and the day you confirm the termination. Review **Run by** and **Pay day** on the final-pay run before submitting it.
* A final-pay run is submitted with **Submit & schedule** in payroll review. See [Run payroll](https://every.help/admins/payroll/running-payroll.md#adjust-and-submit-a-run).
* A termination effective today or earlier removes administrative roles immediately. A scheduled future termination removes administrative roles on the last day. The person can still see their past paystubs and tax documents in Every.
* When the saved card choice is to close corporate cards, Every closes the person's corporate cards when the termination takes effect. Choosing to keep corporate cards active leaves those cards open. Shared-card access is revoked regardless of the corporate-card choice.
* When the personal email field is on and a personal address was supplied, Every switches the person's sign-in email to the personal address when termination takes effect. A sign-in email already using the personal address stays unchanged, and active employment at another company on Every keeps the person's sign-in email unchanged.
* A termination can be saved before final-pay run creation fails. If Every shows "The termination was saved, but the final paycheck pay run could not be created for this last day.", email [support@every.io](mailto:support@every.io).
* A stale final-pay choice produces "The selected pay run option is no longer available. Review the details and try again." Review the termination details and choose an available option before resubmitting.
* On termination **Details**, a failure to load direct reports or signatory information keeps **Next** unavailable. Reload the page and try again. If the message stays, email [support@every.io](mailto:support@every.io).
* A lookup failure on termination **Details** shows "Unable to load this employee’s direct reports", with "Reassignment can’t be reviewed right now." Retry before terminating.
* A signatory lookup failure on termination **Details** shows "Unable to check whether this employee signs your tax filings", with "A replacement signatory can’t be chosen right now." Retry before terminating.

### Questions people ask

* **Can I terminate several people at once?** No. The **Employee** picker in **Payroll** → **All pay runs** → **Create new** → **Termination** selects one person at a time.
* **Why isn't my name in the Employee picker?** The termination flow removes the signed-in user from the picker.
* **Why can't I create a final paycheck?** For a last day within the current regular pay period, **Yes, create final paycheck** isn't offered when the current run includes the employee and has left Draft. Follow the displayed current-pay-run instruction or, for an overpayment warning, email [support@every.io](mailto:support@every.io).
* **Does confirming a termination pay the employee?** No. Confirming the termination doesn't submit a separate final-pay run or a current or next scheduled run. Open a separate final-pay run from **Go to Pay Run** for manual review and submission. For a regular run, review the employee's pay with [Run payroll](https://every.help/admins/payroll/running-payroll.md#adjust-and-submit-a-run). The regular run still needs normal payroll processing; submit it manually if it hasn't been submitted yet and autopilot is off.
* **When does the replacement signatory take over?** The replacement signatory is assigned when you confirm the termination, even for a future last day.
* **Can I keep the employee's corporate cards open?** Yes. When the card choice appears, select **No, keep the cards active**. The employee still loses administrative roles and shared-card access when termination takes effect.
* **Why is a personal email required?** The company has connected Okta, so the termination flow on **Payroll** → **All pay runs** → **Create new** → **Termination** needs the employee's personal address before you can confirm it.
* **Will the person's login change if they work at another company on Every?** No. Active employment at another company on Every keeps the person's sign-in email unchanged.
* **What does "The termination was saved, but the final paycheck pay run could not be created for this last day." mean?** The termination is saved, but its final-pay run wasn't created. To ask about final pay, email [support@every.io](mailto:support@every.io).

### Not covered here

* What happens to a report if the new primary manager I chose leaves before the employee's last day? To ask, email [support@every.io](mailto:support@every.io).
* When will final pay arrive, what state-law deadline applies and can it be sent as a check? To ask, email [support@every.io](mailto:support@every.io).
* Do contractors or employees in other countries get the same final-pay options? To ask, email [support@every.io](mailto:support@every.io).
* When do benefits end, how is COBRA handled and which emails does the employee get? To ask, email [support@every.io](mailto:support@every.io).
* What can a former employee still open in Every? To ask, email [support@every.io](mailto:support@every.io).
* What if the personal-email sign-in change fails? To ask, email [support@every.io](mailto:support@every.io).


## Related topics

- [Run payroll](https://every.help/admins/payroll/running-payroll.md)
- [All pay runs](https://every.help/admins/payroll/overview.md)
- [Create an off-cycle or bonus pay run](https://every.help/admins/payroll/off-cycle-payroll.md)
- [All payments](https://every.help/admins/bill-pay/overview.md)
- [FAQ](https://every.help/admins/getting-started/faq.md)


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