Reinstate Employee

The reinstate option is typically used when a previous employee returns to the company under a new contract for a new period of employment. If you wish to retain all previous pay data or if the termination was in error and needs to be reversed, please see the article on Undoing Terminations. 

Reinstating clears all pay related data prior to the new start date, essentially setting them up as a new employee without having to enter all of the Employee Details information and configuring settings again. As a result, all leave rates, leave balances etc will be cleared, and will act as if they are a new employee. Payslip History will be retained, but it will not be used in any calculations. Any previous Pay Packets will not be able to be Reverse and Adjusted.

Note: You cannot reinstate an employee if they have a Pay Packet in a current Pay Run (this may be a Termination Pay Packet), so if you are planning to Terminate and Reinstate to clear an employee's data when starting a new role, we suggest you plan to Terminate on the last day of a Pay Period, and Reinstate on the first day of the next Pay Period. We also suggest you do not Terminate and Reinstate within the same Pay Period, as it can cause incorrect residual negative termination values.

To make a start, navigate to the Employee tab and tick the Show Terminated Employee box in the Employee Search side bar.

Select the target Employee and choose Reinstate Employee from the ribbon. This will bring up the Reinstatement Wizard.

Select Reinstate and enter the required information and click Next.

Select the new home costing for the employee.

Select the new Employee Groups setup for the employee by double clicking or using the arrows. If the required Employee Groups are not available, select the ones that are available and you can add others later if you need to create them.

Any components previously assigned as Pay Components to the employee will be displayed. Tick any component assignments which are still relevant to the employee and should persist through Reinstatement.

Choose leave anniversary date options for Annual and Sick Leave.

Tick the necessary Rule Templates.

Once all of the required information has been entered, click Finish.

The employee has now been reinstated and can be added into Pay Runs. For the purpose of processing Pay Runs all pay related information from before their new Start Date is inaccessible.