Move employees between pay runs for the DIFFERENT companies

Please follow the below steps that will assist you with removing employees from one pay run and adding them to a new one under the same company.

Make sure that the previous Payslip run is complete and that you have finalised the last run that they have been paid for before moving them. If the last pay run that they were paid for from the initial company is not yet finalised you will need to finalise it first. Not all the templates will be moved along with the employee, please generate a Cost report before you start the process.

Step 1: Remove the employee from the current pay run

1. Navigate to Payroll, Pay Runs.

2. Go into the pay run the employee is in.

3. Use the checkbox next to the employees name and select the employee.

4. In the special selection menu click on the trashcan next to Generate Payslip.

5. Please refresh your chrome browser.

View our full guide to remove employees here.

Step 2: Terminate the employee(s)

1. Navigate to Payroll, Employees.

2. Use the checkbox and select the employee(s).

3. Click on Resign on the top of the screen.

4. Enter the Termination date as the last date of the previous finalised pay run.

5. Select the UIF status as Transferred to another branch.

6. Enter a internal Termination reason if you wish - this will appear on your termination report.

7. Make sure that Pay Out Leave has been switched off.

8. Click on Resign.

Step 3: Re-enroll the employee

1. On the same Payroll, Employees screen, click on the green Active tag.

2. Select Inactive.

3. Use the checkbox to select the employee that we want to re-employee.

4. Click on Enroll.

View our full guide to enroll an employee here.

Step 4: Add the employee to the new Pay Run

1. Navigate to Payroll, Pay Runs.

2. Select the new pay run that this employee should go into.

3. Click on Add employee.

4. Click on the + next to No Employee linked.

5. Search and select the relevant employee.

6. You can use the pencil to edit the templates for this employee and make sure to add the template that is applicable to this employee.

7. Click on Add.

View our full guide to add employees here.

Step 5: Add the new active period for the employee

1. Once the employee has been added to the pay run you can enter their profile by clicking on their name (not the checkbox).

2. Click on Active period on the left hand side.

3. Click on Add Active period on the top right hand side.

4. Enter the start date and the correct company from the drop down.

5. Click on Add.

View our full guide to add an active period to an employee here.

Step 6: Set up the Original start date for the leave

1. While in the Active period section of the employee detail screen, hover with your mouse over the current active period you have just created.

2. Click on Edit on the right-hand side.

3. In the Set original start date section, enter the original date that the employee started with this company group.

4. Click on Update.

Please remember that not all his templates will move with him, only the rate stays in place. Please make sure to load all the templates applicable to the employee and to check the leave policy linked to this employee.