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If an employee has been terminated by your company but returns to your employment, you will need to add them to the payroll as a new starter. This is because Pento would have reported them as a leaver to HMRC, and a P45 would have been processed for them.
Adding them to Pento
To add the re-hire as a new starter, you will first need to update the email address on their terminated record (if it is the same email address they wish to use as a new starter) to a dummy address; this is because Pento uses the email address defined in Pento to send employees their payslips, P45, and other employee documents. In order to comply with GDPR regulations, we require each employee record to have a unique email address. To update the terminated record, you will need to follow the steps below:
- Select Employees from the left sidebar
- Select the Terminated tab
- Search and select the relevant employee
- On the General tab, update the email address to a dummy address e.g. 'name@example.com'
- Select Save changes
Once you have updated their terminated record, you can add them as a new starter.
Please note – You will have to allocate a unique and previously unused Employee ID, Pento will not allow you to use the employee's previous ID in line with HMRC requirements.
For further guidance on adding new starters, please refer to our help article How to Add a New Starter to Pento
Integrations and rejoiners
If you are integrated with your HRIS, you will need to create a new record for them in your HR software. If you decide to allow for continuous service, you will still need to create a new record, but you can add the original start date.
You will first need to update the email address on their old record (if it is the same email address they wish to use as a new starter) to a dummy address; this is because Pento uses the email address defined in Pento to send employees their payslips, P45, and other employee documents. In order to comply with GDPR regulations, we require each employee record to have a unique email address.
Once you have added them to your HRIS, their information will sync to Pento based on their Employee ID.
Please note – You will have to allocate a unique and previously unused Employee ID, Pento will not allow you to use the employee's previous ID in line with HMRC requirements
For further guidance on HRIS integrations, please refer to our help articles: