Deactivating an employee in SVB T&E is simple, but taking the following steps beforehand will ensure that you will not need to reactivate their account or reimburse them outside of SVB T&E.
1. Do They Have Anything Left to Expense?
Does the employee have any denied expenses that they still need to resubmit? Only the employee can resubmit an expense that was sent back. On the Admin dashboard, filter for Denied and Resubmittable expenses for the employee. If any come up, let the employee know they need to resubmit them.
If the employee 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 employee'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? SVB T&E can reimburse employees after their account has been deactivated, but only so long as they have their bank account connected.
Navigate to the Reimbursements page, and click 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 your People page and click the trashcan or the edit icon next to the employee's profile, then select Deactivate. You can either deactivate the account immediately or chose a later deactivation date. To set a future date, click Set deactivation date, and select the desired date. The employee will be deactivated on that day.
Once an employee is deactivated, they won't be able to log in to their mobile or web SVB T&E accounts.
If you ever want to view or reactivate an employee, you can find them on your People page in the Status menu. Click Deactivated and you'll see a list of deactivated users. If you edit their profile, you'll be given the option to Reactivate their profile.