Has an old employee returned to your employment? It may be as simple as reinstating their profile. Here is what you need to know.
Updated: February 2024
Our Customer Success Team may be able to reinstate an archived employee profile for you on the spot in the following circumstances:
- If the employee was a casual or a contractor
- If the employee's final pay did not contain the paying out of a leave balance.
Please email the Customer Success Team with your reinstatement request.
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Please note: You cannot change the employee start date on a re-activated profile. The profile will keep the original start date from when it was first created.
If the employee was a permanent or a fixed-term employee with a leave balance paid out in their final pay, you will need to create a new profile for this employee.
An employee profile is treated as a whole from the start date, which is why you should never change the start date without contacting our team. The system uses the start date, pay history and leave settings to perform calculations in the back end to calculate leave accrual and other leave balances compliantly. For this reason, you cannot simply re-activate and reinstate an archived profile with leave balances paid out in a final pay. The system will calculate leave from the start date with the period away from your employment seen as continuous employment. Reinstating this profile will sabotage leave calculations.
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Contact the Customer Success Team when an archived employee returns to your employment. Our team will check the employee profile, final pay settings and everything that could impact the employee profile calculations and advise you on the best course of action. If the profile can be reinstated, they will do this for you correctly. |
How can I make an additional payment to an employee AFTER their Final Pay?
There could be many reasons why you need to make an additional payment to an employee AFTER their final pay has been processed. You may owe them a commission or have to do a correction. Whatever the reason, the process is the same as stated above regarding re-activating their employee profile.
When making an additional payment after the final pay, you have to get a New Tax Code Declaration (IR330) from the employee. You need this even if the employee profile has been re-instated by the Customer Success Team.