Re-add a returning leaver to Sage HR Online Services
Description
When you re-employ a leaver, you must create a new record for them in Sage 50 Payroll. They then have two separate payroll records; one for their previous employment with you, and one for their new employment.
If you processed the leaver correctly in Sage HR, and didn't delete them, they should still have a profile in Sage HR listed in the terminated employees report. This terminated record is linked to their old payroll record.
This means that when you upload their new employment's payslips and re-use the employee's email address, an error appears stating that the email address is in use.
You have two options:
Use a different email address for the employee
This will create a new Sage HR record under a different email address. The employee's old Sage HR record under their original email remains in the terminated employees report.
Replace existing employee
This delinks the employee's Sage HR record from the old payroll record and links it to their new payroll record. This allows you to use the same email address and keeps all previous HR information. The only changes will be the payslips from the new payroll record to replace the payslips and P60s. If an employee ever needs payslips from their first period of employment, you can print these using Sage 50 Payroll.
Below we explain these options and what you need to do in more detail.
Cause
Resolution
When you use the same email address for a returning leaver, the first time you upload their payslip you see the error 'We've encountered a problem...'.
Amend New Employee's Email
When you click this option, enter a different email address. This creates a new Sage HR profile under this new email address.
Replace Existing Employee
Alternatively, you can use the Replace Existing Employee option. This links the employee's terminated Sage HR profile with their new payroll record instead of their old payroll record.
Use the Replace Existing Employee option.
Log in to Sage HR.
On the main menu click Reports.
Click Employee data, then click Terminated employees.
Find the employee then click their name to view their terminated profile. TIP:If the employee isn't listed here, you either didn't terminate them, or you deleted them.
When you find the employee, check to see whether their start date matches their new payroll record and whether the Payslips & P60s tab shows their new payslips instead of their old ones. This indicates that their new payroll record is successfully linked to their terminated employee profile.
To move the employee out of the terminated employee report, an admin user must start a chat within Sage HR so support can 'rehire' the employee for you.
After support rehires the terminated employee for you, the start date shows as the date support rehired them. This corrects itself the next time you upload payslips.
If the process above doesn't work, you can re-add the leaver by following the steps below to re-use the same email address.
These steps involve having to delete their previous record in Sage HR only. If you use the Sage HR modules such as Leave Management, you may want to export relevant information before you delete the employee. You can't retrieve this information once deleted. You can do this via the REPORTS section in Sage HR.
NOTE:If you don't want to delete their old profile, you must use a different email address for their new record in Sage 50 Payroll or update to the latest version of Sage 50 Payroll.
Re-add leaver with the same email address
To be able to re-use a returning leavers email address, you need to do the following:
Click on each step below for more details. Once you've done each step, you can mark it as completed to keep track of what you've done.
When you processed the employee as a leaver previously, you would've terminated the employee's profile in Sage HR Online Services. This is to show they're no longer a current employee. As a result, this employee should be on your terminated employees report.
NOTE: If you haven't terminated them yet, do this first before you follow the rest of these steps.
Log into Sage HR Online Services as an administrator, then on the main menu, click Reports.
Click Employee data, then click Terminated employees.
NOTE:If the employee isn't listed, then either you haven't terminated them yet, or you've already deleted them. To check whether you haven't terminated them, search for them in Sage HR Online Services.
Don't see the employee in search or in your company directory? This indicates you've already deleted them.
Click the rubbish bin icon next to the employee you need to delete.
Confirm whether you want to delete them by clicking, Yes, go ahead.
You've now deleted the employee record from Sage HR Online Services. You can now move on to the next step.
NOTE:This doesn't delete or affect their old employee record in Sage 50 Payroll. You won't be deleting them from Sage 50 Payroll at any point either.
The next time you upload the employee's payslip this creates their new profile in Sage HR Online Services. Alternatively, it links to their existing profile in Sage HR Online Services if you manually added them first.
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