Reinstate

This window is used to reinstate an employee who has been terminated and has returned to the organisation.

When reinstating an employee, a new record will be created with zero year-to-date figures and all leave balances will be cleared. When payment summaries are printed, one will be produced for the old record and one will be produced for the new record.

Prerequisites

  • The employee must be terminated.

Rules and Guidelines

  • This process can only be run on Terminated employees. This will update the employee status from T (Terminated) to A (Active).

  • The Reinstate process creates the new record and copies the information from non-effective dated files defined on the Transfer and Reinstate Table.

    For effective dated files, a copy of the record that was active at termination is created from the reinstate date to infinity.

    In the non-mandatory case, if a record does not exist at the termination date, no record is created.

  • Reinstating an employee may require maintenance on A/D codes, Salary, Costing, Superannuation, etc. Make sure of verifying the employee record after the Reinstate job is completed.

  • Check the Program Control option TFR for the setup of employee ID Numbers. Separate payment summaries are issued for the different periods of employment.
  • If using employee version, all details at the time the employee was terminated, such as Position and Payrun Group remain unchanged and are reinstated.
  • If changes have occurred to these details, they will have to be maintained manually.
  • On completion, the selected employee is reinstated and the message, "Job successfully completed" is displayed. If the option is to create a new employee, the ID Number when reinstated is setup, and the message will include the new ID Number (i.e. "Job successfully completed - New ID Number 800065 created").
  • All effective dated records existing for the employee at the time of Termination will be copied to the new version of the employee record with From date = 'Reinstate Date' and To date = '31/12/9999'.

    Example:

    An employee is reinstated on '01/03/2016'. The Meal Allowance A/D Code, that was enabled at the time of termination, will be added to the new employee record as follows:

    FromTo
    01/03/201631/12/9999

     

  • In reinstating an employee, a new Salary record on the new employee record will be created using the values of the record that was effective at the time of Termination, and dates From = 'New Hire Date' and To = '31/12/9999'.

  • If an employee was on a Salary Code at the time of their termination, then upon reinstate, they will still be on the same Salary Code regardless of whether the Salary Code is still active. If the salary code is not active (i.e. it has been ended), the employee will not be paid in the payrun and the Salary Code will trigger a warning as part of the payroll reports.

  • Click Run Process.

Field Information

Type or select the ID Number of the employee you want to reinstate.

Note: If you reinstate this ID Number, a new record will be created with zero year-to-date figures. When payment summaries are printed, one will be produced for the old record and one will be produced for the new record. All leave balances will be cleared.

Enter the new Hire Date.

The Hire Date should be after the existing Termination Date.

If left blank, the current system date is used.

  • The Payment Summary Start Date displays the New Hire Date of the reinstate record.
  • Transfer Effective Date displays the New Hire Date of the reinstate record.

 

The following date will not be effected by the New Hire Date:

  • Paid up to Date
  • Probation Date
  • Position Start Date
  • Expected Return Date
  • Last Increase Date
  • Leave Accrued up to Date
  • User Dates