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"A termination reason must be provided" employee file sync error

Updated

This article provides instructions on how to resolve the "error validating employee details: a termination reason must be provided" issue that may occur when syncing employee files between Xero or Employment Hero Payroll classic integrations.

Why Does This Error Occur?

This error typically appears when an employee's profile was terminated before the current payroll integration was set up. The termination reason listed on the employee's file does not match one of the seven Termination Types required by the Australian Taxation Office (ATO) under Single Touch Payroll Phase 2 (STP2) regulations.

How to fix the error

There are two ways to fix this error. If the employee's profile no longer needs to sync with payroll, you can unsync it (Option 1). Otherwise, you can reactivate and then offboard the employee profile (Option 2).

Option 1: Unsync the employee profile from payroll
  1. Click the   People menu.
  2. Click the People list submenu.
  3. Click the name of the employee you want to unsync.
  4. Click the Pay Details submenu.
  5. Click the Pay Run Details tab.
  6. Untick the Synchronise with payroll? box.
    Pay details.jpg 
  1.  
Option 2: Reactivate and offboard the employee profile
  1. Click the   People menu.
  2. Click the People list submenu.
  3. Filter by Employee Status.
  4. Choose to include Terminated employees from the drop-down menu.
  5. Click the Actions button.
  6. Click the Re-active Employee button.
    Screenshot of the HR platform showing how to reactivate an employee who is terminated.
  7. Choose from the following options:
    • No, I do not want to trigger onboarding checklists.
    • Yes, I want to trigger onboarding checklists.
  8. Click the Re-Activate button.
    Re-activate_2.jpg
  9. You will then need to offboard the employee again.  To do this:
    1. Click the   People menu.
    2. Click the People list submenu.
    3. Click the Action   button next to the employee that needs off-boarding.
    4. Click the   Offboard Employee button.
      screenshot of the employees page, with a highlight on the actions dropdown and offboard employee buttons 
    5. Complete the following fields, which can change depending on the type of termination:
      • Termination date.
      • Termination type.
      • Employee access.
      • Would you consider this personnel for rehire?

      • Payroll cut-off date.

        Helpful Hint

        The Payroll Cut Off Date field allows you to choose a different time you like the platform to terminate the employee on your payroll platform if it is integrated with the Employment Hero platform. For example, so you can still finish the remaining leave and expense approvals or process your final Pay Run.

    6. Click the Terminate button.
      Offboard employee with terminate highlighted

Explore related content:

  • Customise leave balance visibilityThis guide walks you through how to customise your employee's leave balance visibility in your Employment Hero platform.
  • Common Xero import conflictsThis section contains a range of error resolution articles that cover common import conflicts our clients run into when syncing their Xero data.
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