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HRIS Online Inquiry and Entry Guide –
Chapter 3 – HRIS Online Data Entry

How to Delete Employees from All Tables on HRIS Database

Perform the following steps to delete employees from all personnel tables on the HRIS database.

  1. Enter DE in the OPTION field of the HRIS System Maintenance Menu.

    – or –

    From any screen in HRIS, press Home to advance to the top-left corner of the screen at the ALT CMD field, then enter SMDE.

  2. Press Enter. The Employee Purge/Delete Employee From All Applicable Tables screen appears.
USER123  F48CSMDE                HRIS                      MM/DD/YYYY 02:42:58 
      ALT CMD: ____           EMPLOYEE PURGE                                    
                 DELETE EMPLOYEE FROM ALL APPLICABLE TABLES                     
                                                                                
  AGENCY NO:  ___     SSN:  _________
                                                                                
  ----------------------------------------------------------------------------- 
  EMPLOYEE NAME:                                                                
                                                                                
  AGENCY NAME:                                                                  
                                                                                
  AGENCY ADDR:                                                                  
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN  MENU  REFR                    DELT               END 
 9039 PLEASE ENTER AGENCY NUMBER AND SSN
  1. Enter the following key mandatory fields:

    AGENCY NO (Key Mandatory)
    Enter your agency number.

    SSN (Key Mandatory)
    Enter the Social Security number (SSN) of the employee whose records are to be completely deleted from the HRIS database.

    Note: Upon completion of this screen, all data subsequent to any termination transaction will be deleted. If no termination transactions are entered, the employee will be deleted entirely from the system. No data will be stored on the system other than the actual delete transaction, which can be viewed from the inquiry screens.

  2. Press Enter.

    The system will retrieve the employee name, agency name, agency address and reason code originally used to load the employee to the HRIS database.

  3. Verify that the information retrieved by the system corresponds with the SSN you are about to delete.
  4. Press F9 to confirm delete.
  5. Press F6 to confirm transaction.

    If successful, HRIS accepts the employee deletion and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

    Note: If error message 9106 (Employee Table Must Be Updated Manually) is displayed, contact HRIS personnel to complete the transaction.

    Note: If payroll information has been reported for the SSN to be deleted, HRIS will not allow the "Delete Employee from all Tables" transaction to process. Contact HRIS personnel to complete the transaction.