Employee Deactivation Checklist
Deactivating a member in Abacus is simple, but taking the following steps beforehand will ensure that you will not need to reactivate their account or reimburse them outside of Abacus.
1. Do They Have Anything Left to Expense?
Does the member have any denied expenses that they still need to resubmit? Only the member can resubmit an expense that was sent back. On the admin dashboard, filter for Denied and Resubmittable expenses for the member. If any come up, let the member know they need to resubmit them.
If the member is a corporate cardholder, the admin should first go to the Team Cards page. Scroll to their card. Do they still have unexpensed transactions? If no, move to Step 2.
If the answer is yes, you may want to wait to deactivate them. As the admin, you can always expense corporate card transactions on behalf of another cardholder, but if you need any more information from them on an expense, remind them to submit these expenses before their final day with the company.
Once the user’s outstanding expenses are submitted, mark their credit card as deleted if it should not be used.
2. Do They Still Need To Be Paid for Anything?
Has your employee submitted expenses that haven't been approved yet? Are they still waiting on payment for approved expenses? Abacus can reimburse employees after their account has been deactivated, but only if they have their bank account connected.
Navigate to the Reimbursable Expenses page and select the Completed tab.
Click Advanced Filters and remove all previously applied filters. Next, select the employee's name from the All Users dropdown.
Are any of the expenses that come up still pending approval? If yes, approve the expenses and check with your employee that their bank account is connected before you deactivate them
If no, proceed to Step 3.
3. Deactivate the Employee
Go to the People page and click the edit icon next to the employee's profile. You can either click Deactivate this profile, which will deactivate the account immediately, or you can set a later deactivation date. To set a later deactivation date, click Advanced, then schedule the deactivation date. On this date, the member will be deactivated.
Once a member is deactivated, they won't be able to log in to their mobile or web Abacus accounts.
You may un-assign them from their corporate card but keep them on the Team Cards page to maintain access to their historical data.
If you ever want to view or reactivate a member, you can find them on your People page in the Status menu. Click Deactivated and you will see a list of deactivated users. If you edit their profile, you'll be given the option to Reactivate their profile.