Sometimes you may re-employee someone who previously used to work for you. As part of your offboarding process, it is likely that you have marked them as leaver in Sage 50cloud Payroll, and terminated them in Sage HR Online Services.
The process to rehire them in Sage HR Online Services is dependant on if you want the employee to use the same email address as previously for their record.
As the employee's email address is assigned to their old record, if you re-add them in Sage 50cloud Payroll with the same email address as their old record, you are initially unable to upload payslips using this email address.
What do I need to do?
The easiest way to be able to upload payslips for a returning leaver is to use a different email address for their new record in Sage 50cloud Payroll. However, if using a different email address is not possible, there are steps you can take so this email address can be used again.
We'll run you through how to process re-employing a leaver in Sage HR Online Services depending on what you want to do.
Do you need to use the same email address?
Create new employee record using different email address
All you need to do is add them as a new starter in Sage 50cloud Payroll.
Once you have created the new record enter their alternative email address for their record via Step 4 - Manage your employees in Online Services Settings.
See video below:
Make sure the email address is correct and has no typos. When you next upload their payslip their new profile will be created in Sage HR Online Services, or link with the profile if you manually created one for them in Sage HR Online Services.
📎NOTE: Make your employee aware that they must use this email address and not their previous email address to log in to Sage HR Online Services.
Create new employee record using the same email address
If you must use the same email address for the rehired employee, you must do the following:
Step 1 - Delete previously terminated profile in Sage HR Online Services
📎NOTE: This will delete all previous HR information for the old profile. You may want to export relevant information before you do this via the Reports section.
Logged in as an administrator, on the main menu, click Reports.
Click Employee data, then click Terminated employees.
Click the rubbish bin icon next to the employee you want to delete.
Confirm whether you want to delete them by clicking, Yes, go ahead.
The employee record is now deleted in Sage HR Online Services.
Step 2 - Edit emails in old and new employee record in Sage 50cloud Payroll
Log in to Sage 50cloud Payroll.
Open up employee record - you may need to click Criteria and deselect Current Year Leavers or Historical Leavers for the old employee record to appear on your list.
In the employee record, click the Analysis tab, then under Online Services deselect the tick box, and delete the email address.
Click Save, then open up the new record for this employee.
Click the Analysis tab, then under Online Services select the tick box and enter their email address, then click Save.
Step 3 - Upload payslips to create profile in Sage HR Online Services
📎NOTE: If you use Sage HR Online Services Version 1, and had to request Sage to delete your employee in the background, please wait for confirmation this has been done before you upload payslips.
Once deleted, the next time you upload their payslip their new profile will be created in Sage HR Online Services,
Alternatively it will link with their profiles together if you manually created one for them in Sage HR Online Services.