Payroll treats the word "Terminated" as a reserved Pay Schedule value, not a schedule you name or configure. When an employee record, or the time cards, expenses, or time-off balance tied to that employee, carries a Pay Schedule of exactly "Terminated", Payroll expects that employee to already be inactive with a Termination Date on file, because that value routes the record toward final-pay processing instead of a normal payroll run. If the employee still shows as active, has no Termination Date, or has a Termination Date that has not happened yet, Payroll refuses the record rather than guess at how to pay someone who is both terminated and, according to the data, still working. This article covers only that termination check; Payroll has no equivalent validation tied to an employee's hire date.
Error Messages
| Message text | Direction | OCcurs when | Outcome | Fix |
|---|---|---|---|---|
| The employee belongs to the Terminated pay schedule but is still active in the source system. The record will not be synced. Please correct the data and run the sync again. | Write (source system into Payroll) | Employees and Time Off Balances: the record's own Pay Schedule value is exactly "Terminated" (any letter case), and the record's active indicator is not explicitly false. For Employees that means the Active field is true; for Time Off Balances that means the employee-active flag carried on the record reads "true" or is missing entirely. Time Cards and Expenses: the "Pay Schedule" value chosen for that sync run itself is "Terminated" (any letter case), regardless of what the individual employee's own Pay Schedule says, and the employee-active flag carried on the record reads "true" or is missing entirely. | Record skipped in all four entities. See the second table below for what is lost in each case. | Confirm whether the employee is truly terminated; if not, remove the "Terminated" Pay Schedule value, otherwise mark the employee inactive in the source system and rerun the sync. |
| The Termination Date is required for employees in the Terminated pay schedule. The record will not be synced. Please correct the data and run the sync again. | Write (source system into Payroll) | Same "Terminated" Pay Schedule condition as above, plus: Employees: the record has no Termination Date at all. Time Cards, Expenses, Time Off Balances: the Termination Date carried on the record is missing or blank. | Record skipped in all four entities. See the second table below for what is lost in each case. | Add a Termination Date to the employee's record in the source system and rerun the sync. |
| The Termination Date cannot be set in the future for employees in the Terminated pay schedule. The record will not be synced. Please correct the data and run the sync again. | Write (source system into Payroll) | Same "Terminated" Pay Schedule condition as above, plus a Termination Date is present, plus: Employees: that date falls after today, compared in UTC. Time Cards, Expenses, Time Off Balances: that date can be read as a valid date and falls after today, compared in UTC. If the date on the record cannot be read as a valid date at all, this specific check is skipped, so the bad value stays on the record, so check it by hand if this message is not the one showing. | Record skipped in all four entities. See the second table below for what is lost in each case. | Correct the Termination Date in the source system so it is not after today in UTC, then rerun the sync. |
| Entity | Outcome | What you lose |
|---|---|---|
| Employees | The whole employee update is dropped. | Any demographic, pay, tax, or other change coming from the source system for that employee. The employee record in Payroll stays exactly as it was before this run. |
| Time Cards | The employee's whole time record for that pay period is dropped, including every time card in it. | Every hour of worked or logged time for that employee in that pay period. None of it posts to Payroll, so hours worked will be missing from payroll processing. |
| Expenses | The employee's whole expense record for that pay period is dropped, including every expense line item in it. | Every expense reimbursement for that employee in that pay period. None of it posts to Payroll. |
| Time Off Balances | The employee's whole time-off balance record is dropped. | Any update to that employee's plan balances (for example vacation or sick time) for this run. Payroll keeps whatever balance it already had. |
Confirming the Error
- Open the sync execution for the run in question, and find the step whose destination is the Payroll connector.
- On that step, find the entity row for Employees, Time Cards, Expenses, or Time Off Balances, whichever entity is missing data. Each row shows Errors, Warnings, Information, Failures, Added, Updated, and Unchanged counts.
- This family shows up as a non-zero Errors count. Open that entity row's errors list.
- Match the text against the three sentences in the table above. None of them contain placeholders, so an exact text match confirms which one you are looking at.
- Note which entity row the message came from before doing anything else. The same sentence appearing under Employees, Time Cards, Expenses, or Time Off Balances is the same rule firing, but the impact is different in each case. See the second table above.
- Check the Failures count on that entity row. This family always reports through Errors, not Failures. If Failures is non-zero, that is a separate, more serious problem, and the steps in this article will not resolve it.
Confirming the Error
Which system holds the field to fix depends on the entity the error appeared under. For Employees, it is whichever HR or time source is connected for that connector, commonly the Core HR system or Arcoro Time (formerly ExakTime). For Time Cards, Expenses, and Time Off Balances, it is always Arcoro Time, since that is the only source that supplies those three entities today.
The Employee Belongs to the Terminated Pay Schedule but Is Still Active in the Source System
- Open the employee in the source system identified above.
- Decide whether the employee is genuinely terminated. If not, change the employee's Pay Schedule so it is no longer "Terminated".
- If the employee is genuinely terminated, mark them inactive in that source system.
- Rerun the sync and confirm the record now shows as Added or Updated on that entity row instead of appearing in the errors list.
The Termination Date Is Required for Employees in the Terminated Pay Schedule
- Open the employee in the source system identified above.
- Enter a Termination Date on the employee's record.
- Rerun the sync and confirm the record moves out of the errors list for that entity.
The Termination Date Cannot Be Set In the Future for Employees in the Terminated Pay Schedule
- Open the employee in the source system identified above and review the Termination Date.
- Correct the date so it is today or earlier. The comparison uses today's date in UTC, so a date you consider "today" in their own time zone can still register as being in the future.
- Rerun the sync and confirm the record moves out of the errors list for that entity.
When to Escalate
If any of the following occur, you may need to reach out to Arcoro support for additional assistance.
- The same message keeps appearing after the employee's active status, Pay Schedule value, and Termination Date have all been corrected and the sync has been rerun.
- The message text in the errors list does not match any of the three sentences in the table above. That is a different error and belongs in a different article.
- The entity row shows a non-zero Failures count. This family never produces Failures, so that points to a separate problem.
- The text in the errors list looks like it came directly from your source system rather than from Payroll, such as unfamiliar wording or formatting. That is passthrough text, not an Arcoro message, and needs different handling.