This article reviews rehiring employees when Workforce Payroll is enabled. If Workforce Payroll is not enabled, please refer to the Mark an Employee as Inactive article.

Article Topics:

• Employee Rehiring Overview
  • Employee Separations & Payroll Companies
  • Rehire Jobs
  • User Record & App Access
  • Hire Date & Rehire Date
  • Rehire Tracking
  • Correcting Rehire Mistakes
• Rehiring an Employee

Employee Rehiring Overview

Employee Separations & Payroll Companies

When an employee is onboarded to payroll, they are associated with the payroll company for their work location. If an employee is onboarded to multiple payroll companies, they can be separated from one or all of them at the same time. 

When an employee is separated from a payroll company, they will no longer be included in traditional pay runs for that payroll company, and cannot receive one-time payments from that payroll company. Learn more about employee separations here.

If an employee has been separated from a payroll company, rehiring them will reactivate them in payroll. Once rehired, the employee will be included in the traditional pay runs for that payroll company and can receive one-time payments from that payroll company.

Employees can only be rehired to payroll companies that they have been separated from. If the employee has been separated from more than one payroll company, they can only be rehired to one at a time.  

The payroll company that the employee will be rehired for is determined by the legal entity selected during the rehire process. Learn more about payroll companies and their relationship to legal entities here. 

Rehire Jobs

When rehiring an employee, the job they are being rehired for must be selected. Only jobs associated with locations associated with the legal entity they are being rehired for can be selected. The rehire job does not need to be the same job that the employee held when they were separated.

The effective start date of the rehire job will be the same as the rehire date for the employee. 

User Record & App Access

When an employee is separated from all legal entities associated with their work locations, their app access is removed and linked User Record is deactivated. 

Rehiring an employee will reinstate their app access and linked User Record. Once rehired, the employee will have access to the R365 Mobile App and will be able to access their payroll information from the My Pay section.

Hire Date & Rehire Date

Once rehired, the employee's original hire date will be displayed in the Employment Info section of their Employee Record, while their rehire date is displayed in the Employment History section. Both of these dates are used throughout R365. 

Rehire Tracking

Once an employee has been rehired, their rehire date is displayed in the Employment History section of the Employment tab of their Employee Record. Any notes entered during the rehire process are also displayed here. 

Correcting Rehire Mistakes

When the rehire process for an employee has been initiated incorrectly, the rehire status change can be aborted as long as the rehire date is 'today' or a future date. When the rehire process is aborted, the job added when initiating the rehire is removed from the employee's Employee Record. 

The rehire process is aborted by deleting the associated row in the Employment History section of the Employment tab of the employee's Employee Record. 

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Rehiring an Employee

Follow these steps to rehire a separated employee:

Click images to enlarge

	Navigate to the desired employee's Employee Record.
	Click Actions in the header.
	Click Rehire. The Rehire wizard will open.
	If the employee has been separated from multiple payroll companies, select the legal entity associated with the payroll company/location they are being rehired for. Note: Only one legal entity can be selected.
	Click Continue.
	Enter the Rehire Date. Note: The rehire date must be after the employee's separation date.
	Enter any notes about the rehire.
	Click + Add Job. The Add Job wizard will open.
	Select the desired location, then click Next. Note: Only locations associated with the selected legal entity will be listed.
	Select the desired job, then click Next. Note: Only jobs associated with the selected location will be listed.
	Enter the job details.
	Click Add. The Add Job wizard will close.
	Click Rehire.

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