WFM UK: UI Refresh HR: Rehiring an Employee

Overview

The HR & Payroll solution provides the option to rehire an employee who has previously been employed by a customer under a particular PAYE Company.  

If an employee has already worked at a company and been terminated but is returning to employment, then they would need to be rehired. 

This is because the system would not accept some details to be duplicated, such as NI and Passport number. This is especially relevant within the Hospitality industry due to the volume of seasonal workers and students returning to employment. 

This article describes the process of rehiring an employee. The process is regarded as Best Practice to keep Rotas tidy, Payroll efficient and an employee’s Holidays correct. 

Rehiring an Employee

• Go to the HR Module

• Select Rehire Employee in the Employees drop-down menu

Fig.1 - Rehire Employee

• Select the Former button

• Search for the employee to be rehired using the search fields

• Select the Employee Name 

Fig.2 - Former Employees List

A pop-up will display, asking for confirmation to rehire this employee.

• Select OK

The system will proceed with the necessary set up of the employee.

Please Note: It is important to review all the Employee’s details to ensure that they are correct. Proof of Eligibility and Nationality will need to be re-entered.

Fig.3 - Rehire confirmation pop-up

If the System States 'This Employee Cannot be Rehired'

• When an employee is terminated, the System asks if an employee should be rehired and this option can be set to Yes or No.
  
• If No is selected, then when trying to re-hire this employee, an error message will display - see Fig.4

Fig.4 - Employee cannot be rehired error message

To resolve this:

• Go to HR

• Select Employee List in the Employees drop-down menu

Fig.5 - Employee List in Employees drop-down menu

• Select the Former button

• Search for the required Employee to be rehired

Fig.6 - Former employee search

• In the Employee’s Former Record page, select Termination Details in the Employee Info drop-down menu

Fig.7 - Termination details in the employee info drop-down menu

• Review the Termination Reason and Notes

• If the decision is made to continue with rehiring the employee, change the Re-Employ? option to Yes 

Fig.8 - Re-employ? option

If the 'Re-employ?' button is greyed out, it is due to different Termination Reasons having being set up to have re-employ set to ‘No’ as default, such as ‘Dismissed, Gross Misconduct’.

• To allow the employee to be rehired, the Termination Reason needs changing to one that is not set to ‘Don’t Rehire’ as default.

Prevent Rehiring of Employees over X Months

Some customers do not allow Employees to be rehired on the system a certain number of months after they have been terminated.

A Global Setting can be applied in the HR Module, where the number of months after termination an Employee can no longer be rehired can be specified.

• Go to HR > Administration > Global Settings > Edit Employee Creation
• Enter the number of required months in the box against Prevent Employees being rehired after x months

Fig.9 - Prevent employees from being rehired after x months Global Setting

When going to rehire an Employee, if the number of months specified in the Global Setting has passed since the Employee’s termination date, a message will appear to inform that they cannot be rehired.
 

Fig.10 - Rehire message if an employee is outside of the specified rehire period