To reinstate a terminated employee, complete the following steps:
Navigate to the employee record.
Select Re-Hire Employee.
You will be prompted to choose between "Use Previous Account/Profile" and "Create a New Account/Profile". The former reactivates the employee’s previous profile, retaining their history and ensuring continuity, while the latter creates a new profile with a distinct employee number, useful for separating employment periods.
Update the employee's details such as their current roles, location, departments, etc.
Resend the employee a new user invite under User Listing to allow them access to the Definitiv app.
Any unpaid leave accruals during termination will always remain within the profile of the employee, as there is no current functionality in Definitiv to stop or clear the remaining leave accrual balance.
To clear a leave accrual balance, process an ADHOC pay run for the same dates as the pay run that the employee was terminated in, using the relevant pay item accruals to negate the unwanted leave from the profile when an employee is rehired.
If a new profile is created and the employee is rehired within the same financial year, note that the Australian Taxation Office (ATO) will receive two income statements for the employee—one for each employee number. This does not result in duplicate income reporting, as each statement corresponds to different periods of employment.