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Rehire Ex-Employee

Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

UVA HRMS Staffing Specialist

UVA HRMS Staffing Manager

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Date Tracking

IS HRMS
N ® People Enter & Maintain
Decision

1.   If the current effective date is the date you wish to use, click the [No] button.  If not, click the [Yes] button, enter the date you wish to use in the Effective Date field, and click [OK].

Finding an Existing Person

2.   Enter all or part of the person's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

3.   Click the [Find] button.

Enter Final Process Date

4.   Click the [Others...] button.  Select End Employment from the list of values and click on [OK].

5.   Complete the following fields.

*If you are rehiring an ex-employee and the final process date is blank, try to enter your rehire one payroll prior to the start date. If you cannot enter your rehire one payroll ahead of time, look at the payroll the employee was prior to their last termination. The final process date will only accept the last day of the current prior payroll from the employee's last terminated record. If the entry is in a retro period prior to the current payroll, you will need to use the current payroll effective date and Email Human Resources Payroll, Benefits and Human Resources Consulting Services with the actual rehire date and request the retro payment.  

6.   Click the [Terminate] button.

7.   If you get this Caution message (or a similar caution message), click on [OK].

Some benefits elements are not ended at the Actual Termination Date and remain active in the system until the Final Process Date is entered.  Clicking OK ends those benefits elements.  New benefits elements will be created for the employee upon rehire.

8.   Close the Terminate window.

Change Person Type

9.   Click in the Action field on the Person form and use the list of values to select "Create Employment".

10. Select "Employee" from the list of values for the Person Types if adding a paid assignment.

11. Click on the [Update] button.

The Hire date field will complete automatically with the date to which you are date-tracked.  This is the new hire date of the employee.  The State Hire Date, used to calculate the length of service is located in the Additional Personal Details flexfield and is completed by Human Resources Consulting Services.

12. Save your work.

13. Verify and change all other information in the employee's record and give the employee a new assignment by following the steps in the appropriate navigation document from the list below.