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Rehire with New Employment and Rectifying an incorrect Hire Action

Today I will be focusing on rectifying records after an erroneous action has occurred.  The specific focus for my post will be regarding a “Rehire with New Employment” scenario.

First, a short background of WHY one would use “Rehire with New Employment” – this is a scenario that is necessary for a payroll environment, where a new payroll ID is required.  The difference between a normal rehire is this:  A rehire, the person’s Person ID and User ID will remain the same, whereas a Rehire with New Employment will keep the Person ID in place BUT crucially will assign a new User ID as well.  Not only does this aid in a new payroll ID, but there are also RBP benefits, preventing users not permissioned to see details of the previous employment.  (see section 4.8.3 in the EC Handbook)

Termination

In my scenario, Mateo Salazar has been terminated in order to be hired into a new legal entity in a different country, which requires Matea to have a new payroll ID.  The termination is then processed as normal, and Mateo is inactive.

Rehire employee

The HR Admin in the next legal entity then goes to Rehire inactive employee, but instead of selecting “Rehire with New Employment”, selected a normal rehire and processed the rehire.

Rectifying the error

Now to rectify this record to be able to “Rehire with new employment”.

You will need to delete the Rehire record from Job Information.  Unfortunately, that is not enough.  While it makes the employee’s status Inactive again, his Hire Date on Employment Details now reflects the latest date corresponding to the deleted rehire action, even though it has been deleted.  Furthermore, the Termination also does not reflect in Employment Details since the last action rehired him.

Fix the Hire Date

You would have to rectify this, but the Hire Date cannot be edited in the Employment Details portlet, so you will now need to download the Employment Details template from Import Employee Data, populate it, and upload to set the Hire Date back to what it was (if you don’t have a record of the date, a handy Change Audit Report can be used to obtain this date).

Add the Termination Details back

You will notice that the Employment Details STILL doesn’t have reference to the termination.  Download the Termination Details template from Import Employee Data, populate it, and upload back.  If you don’t do this step, Mateo will not show up in the Rehire Inactive Employee wizard.

Delete the Effective Dated Portlets

IMPORTANT:  In order to reprocess a different Rehire, you would need to remove the effective dated entry created from the previous erroneous transaction, i.e. Personal Information, Dependents, Compensation, Addresses, Job Relationships, etc.  If you do not delete these records, you will get an application error when attempting to process the new Rehire, since the Rehire wants to write records to those portlets and an entry already exists.  Unfortunately, the error is a plain application runtime error, not giving you an indication of why the transaction cannot be processed.

Rehire with new employment

Now you can proceed with the “Rehire with new employment”.  Go to Rehire Inactive Employee, search for Mateo, and select “Rehire with new employment”.

When you have completed, the result:

There are now two employment records that can be switched between.  RBP Target Population restrictions ensure that users that cannot see full employment details for users from Chicago, will only see the Public Profile when switching to the past employment record for example.  Also, while the Person ID remains the same, I can see that Mateo now has two User IDs and Usernames accordingly.

This behaviour ensures that a new payroll ID is generated.  If you think in terms of ERP, this translates into replicating and creating a new PERNR on your ERP in the case of a hybrid implementation.

Trust that you have found this blog helpful, and hope that it provides guidance going forward.  Comments and questions welcomed!

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