Rehiring restores payroll eligibility, user access, and system permissions only for the selected Legal Entity / Payroll Company. If an employee was separated from multiple payroll companies, each rehire must be completed one payroll company at a time.
All validation and confirmation messages display using the user’s local time zone to ensure consistent date interpretation across regions. When organizations span multiple time zones, minor differences in warning dates may appear.
Setup
Employees are linked to a Payroll Company based on their work location.
When separated:
They are excluded from pay runs and one-time payments.
Their user record and app access are deactivated if separated from all legal entities.
When rehired:
Payroll eligibility is reactivated for the selected payroll company.
User access and system permissions are restored for that legal entity.
Employees can only be rehired to payroll companies they were previously separated from.
If separated from multiple payroll companies, process one rehire at a time.
The payroll company for rehire is determined by the Legal Entity selected during the process.
User Record & App Access
When an employee is separated from all legal entities associated with their work locations, their app access is removed and linked User Record is deactivated.
Rehiring an employee will reinstate their app access and linked User Record only if the employee was separated from all legal entities. If the employee remains active in another legal entity, app access is restored only for the rehired payroll company
Hire Date & Rehire Date
Once rehired, the employee's original hire date will be displayed in the Employment Info section of their Employee Record, while their rehire date is displayed in the Employment History section. Both of these dates are used throughout R365.
Payroll Area | Date Used |
|---|---|
Deductions – Minimum Start Date | Hire Date |
Employee Merge – Hire Date Selection | Hire Date |
Employee’s Jobs – Minimum Effective Start Date | Rehire Date |
Employee Separations – Minimum Separation Date | Rehire Date |
Historical Paystubs & W-2s | Hire Date |
The Rehire Date controls job effective dates, future separations, and payroll job history.
The original Hire Date is retained for historical reporting only.
Rehiring an Employee and Payroll Processing
Rehiring an employee does not automatically include them in payroll.
When an employee is rehired:
The rehire applies only to the selected Legal Entity / Payroll Company
Payroll eligibility is restored for that payroll company only
The employee must complete payroll onboarding for that payroll company before they:
Appear in on-cycle or off-cycle pay runs
Receive a paycheck
Have earnings, taxes, or deductions calculated
If an employee is rehired but has not completed payroll onboarding, they will not appear in pay runs, even though their status shows as active.
Before processing payroll, confirm that:
The employee was rehired to the correct Payroll Company
Payroll onboarding is complete for that payroll company
Required tax forms and payroll details are finished
Failing to complete these steps may result in missing employees, delayed pay, or failed pay runs.
Steps to Rehire an Employee
Follow these steps to rehire a separated employee.
1) Navigate to the employee record.
2) Click Actions, then select Rehire.
3) Review separation details and add a rehire date.
Rehire Date: Must be on or after the most recent valid separation date. If invalid, a blocking message prompts correction.
If post-separation activity exists, non-blocking warnings appear for review:
“This employee has labor punches after the selected termination date.”
“This employee is included in a finalized pay run after the selected termination date.”
4) Add a note. (Optional)
Notes: Enter relevant details about the rehire. Notes appear in the employee’s job history.
5) Click Add Job to open the rehire workflow.
6) Select a Location.
Only locations tied to the selected legal entity appear.
7) Click Next.
8) Select a Job.
Only jobs linked to that location appear.
9) Click Next.
10) Enter Job Details.
11) Click Add.
11) Review details and click Rehire.
Verify all details, including the rehire date, location, and job information. The employee is restored to active status, with payroll eligibility and system access re-enabled.
