When archiving employees you are moving them to another Data folder. You want to be able to access those employees, run reports, and possibly move them back if rehired.

A. Create the new folder.

1. In Payroll, from the File menu, select New Company.
2. Enter the company name and address. Press the TAB key.
3. Accept the default data folder path that prefills based on the company name, or type a new path. This is where the new data will be located and stored on your computer.
4. To use the general setup of the current data folder, select the Use current setup check box. If you want to set up the controls for the new data folder yourself, do not select this check box. If you select the check box, it copies the accounting method and batch controls from Data Folder Settings; all settings in the Batch Control Totals window; all settings in File Locations and Custom Descriptions, including sections for Accounts Receivable invoices, Contracts contracts and items, General Ledger accounts and Job Cost jobs and cost codes; and post and interface settings if applicable.
5. Click OK. The new data folder is now the current data folder with which you are working.

• Tips:
• Selecting Use current setup can save time when setting up a new company if both companies are the same or very similar. If selected, verify and change any necessary items if you plan on processing in the new data folder.
• Refer to the setup documentation you received with your software for additional information about starting a new data folder and the decisions to make during the setup process.

B. Move applicable employees into the new data folder.

Note: For detailed steps and considerations, see How do I move employees in Payroll?

C. Move the checks of the employees above to the new data folder's transaction files, if necessary.

Note: For detailed steps and considerations, see How do I move payroll checks? (moving payroll checks from Current to Current)

To access employee and check records in the archive data folder, it must contain (or point to a file location that contains) the System.prs, Master.glm, and Master.jcm files, in addition to the Master.prm file. For example, when you need to print reports or move an employee record back to your live data folder. If these files are not already in the data folder, see How do I move or copy files using File Tools?. Do not copy the Ts.ctl file. This file is created when you first created the new Data Folder. If this file is missing, please contact support for help.