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Reinstate a leaver

Created on  | Last modified on  Highlight Matches

Summary

How to reinstate a leaver in Sage Payroll who rejoins or who you've marked as a leaver by mistake.

Description

If an employee leaves your company then rejoins in the same tax year, you must reactivate their existing employee record.

NOTE: If an employee left in a previous tax year they'll no longer have a record in the software for the current tax year. In this instance you should Create a new employee record for them as a new starter.

Resolution

There are a couple of ways you can reactivate employees who rejoined in the same tax year, we'll go through the main points below.

NOTE: As part of the new Revenue requirements, an employee must have a unique Employment ID for each period of employment (or multiple roles) within a company. The Employment ID is not the employee's payroll number (employee code). It is a separate field to indicate how many periods of employment an employee has had in your company. 

The Re-Instate Leaver utility

  1. Click Processing then click Re-Instate Leaver.
  2. Locate an employee that you want to reinstate, then select the Re-Instate check box.
  3. In the New Employment ID box, enter a value using any combination of the following:
    • Upper and lower case letters
    • Digits 0 to 9, and the following special characters - \ _

    The New Employment ID must be different to the value that is held in the Employment ID box.

  4. Repeat these steps for each employee you want to reinstate.
  5. Click Reinstate selected Employees, then click OK.
  6. Within Employee Details enter the new start date.
  7. In the Tax/PRSI/USC Tab amend the employee's Tax/USC Status to 'Emergency'. 

Congratulations, you've successfully reinstated the employee(s) in your payroll. Once you've done this, you must notify Revenue to let them know the employee(s) rejoined your company.

Re-instate a leaver within Employee Details

  1. Click Processing then click Employee Details.
  2. Next to the Surname box, click browse  and click the relevant employee.
  3. Click the Tax / PRSI / USC tab.
  4. Click the Tax/USC Status arrow, then click Emergency.
  5. In the Finish Date box, remove the date.
  6. In the Finish Period box, type 0.
  7. Click the Personnel tab.
  8. Under Salary, in the Start Date box, enter the employee's new starting date.
  9. Click Save. Then select the option, The employee is re-joining the company when prompted.

    The Remove Finish Date and Finish Period window now expands and you're prompted to confirm the employee's New Employment ID value.

    You can either use the New Employment ID value that Sage Payroll has automatically assigned to the employee, or you can enter a different value using any combination of the following:

    • Upper and lower case letters
    • Digits 0 to 9, and the following special characters - \ _

    The New Employment ID must be different to the value held in the Employment ID box.

  10. Once you're happy with the New Employment ID value; to proceed, click Save then click Yes.