Do not delete the employee record: settle the final month's salary, recover any advance, return the security deposit and withdraw their logins, then keep the profile so the Employee salary report and finance ledger still show every payment made.
Why should you keep a leaver's staff record instead of deleting it?
In any payroll system, the employee record is what links attendance, salary plans, payslips and accounting entries together. Deleting the person usually means losing the easy route back to that history, even if the money itself is still recorded somewhere.
In EDUBase, salary payments post to the finance module automatically, and the Employee salary report shows one employee's salary history and net pay over time. Keeping the profile in place means both remain readable when an auditor, a tax query or the former employee asks about past pay.
Deletions are also recorded in User Logging, which shows who created, changed or deleted a record. Treat deletion as a last resort, not as the normal way to handle a leaver.
What should be settled before the final salary is paid?
Work through the money and attendance side first, so the last payslip is correct and nothing is left open against the person's name.
- Complete the leaver's attendance for their final month, either daily or in the Monthly attendance grid.
- Run the month's salary calculation so late arrivals, short leave, absence and leave are applied as usual.
- Recover any advance salary still outstanding from the final salary.
- If the employee also holds an advance under a purchase requisition, settle it with the bill or a refund; the Outstanding advances report shows who still holds school money.
- Return the security deposit taken from the employee when they joined.
- Pay the salary, print the payslip and include it on the signature sheet.
- Lock the month's attendance so nothing changes after salaries are done.
How do you withdraw a leaver's access to EDUBase?
Once the person has gone, they should no longer be able to see school data or mark attendance. EDUBase gives each staff member per-user, per-screen and per-action rights with a campus scope, so an administrator can withdraw the screens and campuses previously granted to them.
If the leaver had attendance devices or phones registered, the Registered devices view lets you see and remove them; attendance tablets and phones use their own revocable credentials. For the Teacher App login created from the employee record, reassign the classes and subjects they taught to the replacement teacher and confirm with the support team if you need help closing the login.
An admin can also set a new password for any login the leaver knew from Core Settings, Users & Privileges, so a shared or handed-over account is secured.
Which documents should you issue when a staff member leaves?
HRM prints staff documents from your own print templates, so the leaver receives papers in the school's branding.
- Experience letter
- Character certificate
- Salary slip for the final month
- Bank account letter, if the employee's bank asks for one
Where can you find the leaver's salary history later?
Because the profile is kept, the Employee salary report still lists every salary and net pay for that person. The salary payments also remain in the finance module's general ledger, where GL inquiry lets you drill into the entries for any date range.
Staff attendance reports, including individual and monthly reports, remain available for the months the person worked.
What if the final salary was paid by mistake or wrongly calculated?
Payroll lets you reverse a salary paid by mistake and then pay it correctly. In the new ledger a posted entry is never edited or deleted; it is reversed, with both entries kept, so the correction is visible rather than hidden.
Salary plan changes and increments can also require a manager's approval, which helps stop last-minute changes to a leaver's pay going through unchecked.
Ways to handle a staff member who has left
| Approach | Salary history | Accounts and audit trail | Access risk |
|---|---|---|---|
| Delete the employee record | Hard to reach from the person's profile once it is gone | Deletion is recorded in User Logging; past pay must be traced through the ledger alone | Removed, but at the cost of the record |
| Keep the record, settle pay and withdraw access | Employee salary report still shows every payment | Salary postings stay in the ledger; corrections are reversals | Removed by withdrawing privileges, campus scope and devices |
| Do nothing after the person leaves | Kept | Kept, but open advances or deposits may be forgotten | Former employee may still have logins or registered devices |
Related modules
- Staff Management (HRM) — Employee records, shifts, documents, letters, leave and the Teacher App login, in one place.
- Payroll & Salaries — Salary plans, allowances, deductions, approvals, payslips and salary sheets, posted to the ledger.
- Employee Attendance — Daily or monthly staff attendance from the register, the app, QR or a device, locked once payroll runs.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- Certificates, Cards & Print Designs — Student cards, certificates, letters and every printout in your school's own branding.
- Purchase Requisitions — Ask, approve, pay and settle school purchases, with every rupee traceable to a person.