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Manage employee rehiring process

Updated on May-2023

In various organizations, an employee might resign from his/her job and desire to join back in the next month or any time in the future. Rehiring a former employee can bring both benefits and challenges.Β 

Sometimes there can be duplicate entries of the employee’s unique identities. Duplicate entries of an employee's identity information can lead to various issues such as incorrect data, resource wastage, security risks, and compliance problems. Having a standard process to identify and remove duplicate entries is important.

The RehireCheck feature in the Add Employee page enables you to compare key identifiers, such as employee name, social security number, or employee ID, for new records with existing records in the system. This avoids creating multiple records for the same employee and errors in payroll processing and other HR-related tasks.

To add a former employee back to the database, perform the following actions:

  1. Remove employee’s separation details.

  2. Add former employee as new employee.

Remove employee’s separation details

To remove the separation details of an employee, perform the following actions:

  1. From the greytHR Admin login, click Employee > Information > Separation.

  2. From the Employee Type dropdown list, select Resigned Employees.

  3. In the Search Employee text box, search for the employee whose separation details you want to remove.

  4. Under the Resignation Status section, from the Separation Mode dropdown list, select Working.

  5. Clear all the details from the Resignation Details, Exit Interview, and Exit Details sections. Once all the separation details are removed, the employee profile will be reactivated.

Add former employee as new employee

Before adding an employee to the database, you must first perform the duplicate record check of the employee. The RehireCheck feature is enabled by default in your account. However, you can always disable the option or make changes in the settings from the Employee Options page if required.

  1. From the greytHR Admin login, click Search Actions > search "Add Employee". A form appears.

  2. Under Step 1: Rehire Check, enter the Name, Date Of Birth, Aadhaar Number, and PAN Number in their respective fields.
    Note: For the default accounts, only the Aadhaar Number field will be visible.Β 

  3. Click Check to check for any duplicate entries. A list of employee records matching with given details appears.
    Note: The employee records include both exited and active employees.Β 

  4. Click the > arrow on the relevant employee card to view the joining/exit details of the employee. The Rehire Check pop-up appears.Β 

  5. Click View Details to view the complete off-boarding details of the exited employee. For active employees, The View details option will take you to the employee profile.

  6. After checking all the required information, select the radio button on the exited employee card.Β 
    Note: By selecting the employee, you can continue adding the details of the employee.Β 

  7. Click Next. Step 2: Basic Information section form appears with the prefilled information of the resigned employee.
    Note: On opting to copy the details of the exited employee, only fixed information and its supporting documents will be copied.

  8. Enter the basic details of the employee, such as Employee Number Series, Employee No, Reporting Manager, Date Of Joining, and Emergency Contact Number. We recommend you fill in as many details as possible.
    Note: If you incorrectly enter an Aadhaar number that matches with an existing employee's number, the system will not accept it.

  9. Select Allow the employee to fill in their information check box to allow the employee to fill in their information during onboarding.

  10. Click Employee Onboarding Policy. The link redirects you to the Employee Information Settings page. The page enables you to make changes to the employee onboarding form.

  11. Click Next. Step 3: Employee Position form opens.

  12. Enter the employee details such as Designation, Department, Grade, Location, and Attendance Scheme.

  13. Click Next. Step 4: PF, ESI & LWF form opens.

  14. Enter employee details such as PAN Number, PF Number, and UAN Number.Β 

  15. Select an appropriate PF Excess Contribution option.

  16. Click Next. Step 5: Payment Mode form opens.

  17. From the Payment Type dropdown list, select the mode of payment.
    Note: If you select the option Bank Transfer/Demand Draft, you must enter the additional details such as Bank Name, Bank Branch, DD Payable At, and Account Number.Β Β 

  18. Click Finish to complete the process of adding a new employee. A page appears which displays the summary of details of the new employee.

    1. If you click Cancel, you can lose the unsaved changes.

    2. The View Profile button redirects you to the Employee Profile page. The page allows you to add more details to the employee’s profile.

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