Add a returning leaver to Sage HR Online Services

Summary

How to add an employee to Sage HR Online Services who has worked for you before.

Description

Sage HR Online Services holds your employees' payslips in an online portal that employees can access and view anytime. When an employee leaves, this data remains in place.

If they return to work for you, you need to follow different process compared to when you originally added them to Sage HR.

Resolution

The steps you need to follow depend on whether you want to keep the Sage HR data from the employee's original employment.

For example, if you use extra Sage HR modules there may be data in Sage HR that you'd prefer to keep.

Select the relevant option below for your next steps.

▼ Keep the Sage HR data from their old employment

You have two options to do this, either use a different email for the new employment, or use the 'Replace existing employee' tool. Select your preferred option below to view the steps.

▼ Use different email address

Follow these steps if you're going to use a different email address to the employee's original Sage HR profile.

If you haven't already done it, create their new employee record in Sage 50 Payroll.

TIP: The re-employ a leaver tool can help save you time by copying some details from their old record.

Double-click the employee on your employee list to open their record.
Go to the Analysis tab.
Select the checkbox beside Enable Online Services.
Enter the employee's new email address in the Email address field.
Select Save then Close.

When you upload their first payslip, your software creates their new profile in Sage HR under the new email address. This is where your software uploads all their future payslips for their new employment.

The employee's old profile still appears in the terminated employees report under their previous email address. Their previous payslips and data remain here unchanged.

Can employees access their old payslips?

Employees only have access to their old data if you set this when you terminated them. Also, this access can only last for a maximum of one year from termination.

If the employee doesn't have access, and they need a payslip from their previous employment, print or email their payslip from Sage 50 Payroll.

▼ Use the same email address

Follow these steps to use the same email address as the employee's original Sage HR profile.

This option merges the employee's old and new profiles, however the employee can only view new payslips from the new employment.

The employee doesn't receive a welcome email after this process, and they can log in using their original email address and password.

Use the Re-employ a leaver option in Sage 50 Payroll to create a new record for them in payroll.
Log into Sage HR as an admin, then click Reports.
Click Employee data, then on the dropdown, click Terminated employees.
Find the returning employee and click their name to go to their terminated profile.
TIP: If the employee isn't on this list, you either didn't terminate them, or you deleted them.
Scroll down to the Work email field and copy this email address.
Go back to Sage 50 Payroll and open their new payroll record.
Enter or paste the email address in the Analysis tab of this new payroll record.
Select the Enable Online Services checkbox.
Your next step is to upload a payslip. If the employee doesn't have a payslip ready to upload yet, either wait until they do have one, or upload a 'dummy' payslip:
- Upload payslips to Sage HR Online Services
- Upload a dummy payslip to Sage HR Online Services
When you upload the payslip, the message 'We've encountered a problem' appears.
Select ▼ Replace Existing Employee then continue to publish the payslip.
Go back to the terminated employees report in Sage HR, and go to the relevant employee's terminated profile.

The employee's profile delinks from their old payroll record, and links to the new payroll record. When this is complete, any new payslips you upload replace the old payslips from their previous employment.

Click the Payslips & P60s tab and check whether you can see the payslip you uploaded, then follow the relevant section below.

New payslips are there

This means you've completed the process successfully. Sage HR support can now move the employee out of the terminated employees report for you.

New payslips aren't there

If the old payslips still show, this means the process hasn't worked. Check you uploaded a payslip from the employee's new employee record in Sage 50 Payroll, and not the old one.

If this doesn't resolve the issue, try to upload them with a different email, or contact Sage technical support.

▼ Delete all Sage HR data from their old employment

This option involves deleting the employee's old employment from Sage HR, then upload their new payslips to Sage HR. This option allows you to use either the same email as their last employment, or a new one.

These steps involve having to delete their previous record in Sage HR only. If you use other modules such as Leave Management, consider whether 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, follow the keep the Sage HR data from their previous employment section.

Add leaver with the same email address

Follow the steps below to add the employee with their original email address.

1. Delete their old profile from the terminated employees report in Sage HR Online Services

Check that you've already terminated the employee's profile in Sage HR Online Services.

This is to show they're no longer a current employee, and it moves them to your terminated employees report.

Log into Sage HR Online Services as an administrator.
On the main menu, select Reports.
Select Employee data then Terminated employees.

NOTE: If the employee isn't on this list, then either you haven't terminated them yet, or you've already deleted them. To check if you've terminated them, search for them in Sage HR Online Services.
Click the ▼ delete button beside the employee you need to delete.
Select Yes, go ahead to confirm their deletion.

You've deleted the employee from Sage HR Online Services, and are ready to move on to the next step.

NOTE: This doesn't delete or affect their old employee record in Sage 50 Payroll, which remains in place throughout this process.

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2. Remove the email address and disable Online Services in the employee's old record

In Sage 50 Payroll, double-click the employee's old record on your employee list.
TIP: If it's not there, click Criteria and clear the Current Year Leavers and Historical Leavers options.
In the employee record, go to the Analysis tab.
Delete the email address under the Online Services heading.
Clear the checkbox beside Enable Online Services.
Select Save then Close.

3. Enable Online Services in the Analysis tab of the employee's new record

Double-click the employee's new record on your employee list.
Go to the Analysis tab.
Select the checkbox beside Enable Online Services.
Enter their email address in the Email Address field.
Once you've entered the email address, stay on this record and move on to the next step.

4. Upload the employee's payslips

The next time you upload the employee's payslip your software 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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