8.1 Hire, Rehire, Termination, and No-Show Transactions
Key Takeaways
- The Add New Employee wizard checks for duplicates by first name, last name, and date of birth; by first and last name; and by national ID.
- When a duplicate is found, the options are Accept Match, Rehire with new employment, and Ignore Matches.
- Manage Pending Hires completes hires started in Employee Central, Recruiting, and Onboarding from one interface.
- Only one termination record is allowed per employment; event reasons can be set to delete future-dated Job and Compensation records after termination.
- Report No-Show sets a new hire inactive with zero active days and is available only for 30 days after the hire date.
8.1 Hire, Rehire, Termination, and No-Show Transactions
Quick Answer: New employees are added with the Add New Employee (New Hire) wizard. A duplicate check runs against active and inactive employees and offers Accept Match, Rehire with new employment, or Ignore Matches. Manage Pending Hires completes hires from EC, Recruiting, and Onboarding. Terminate ends an employment and reassigns direct reports. Report No-Show deactivates a hire who never started, within 30 days of the hire date.
The Add New Employee Wizard
Some transactions are usually limited to HR administrators, notably new hire or rehire and terminate. The Add New Employee wizard is configurable. With custom hire templates you can build templates for scenarios such as seasonal workers, interns, or full-time employees, rearrange or add blocks, and include custom MDF objects (Section 10.2).
Basic Data screen: the screen where you pick a hire template is visible only when custom hire templates are enabled. Otherwise the standard pre-configured template is used automatically.
A typical hire (from THR81's exercise) captures the hire date, company (legal entity), event reason New Hire, name, National ID (country, card type, number, Is Primary), e-mail, address, Job Information (business unit, division, department, location, job classification, supervisor), and Job Relationships (for example an HR Manager). If a workflow is configured for hires, submitting starts the approval. After final approval the employee exists and can be found with Action Search.
The Duplicate Hire Check
When a new record is created, EC searches active and inactive employee records for a match on:
- first name, last name, and date of birth
- first name and last name
- national ID
If a match exists, choose one of:
| Option | Result |
|---|---|
| Accept Match | All information stored for the employee at the termination date is copied into the Add New Employee screen, for you to update. The person ID is retained from the previous employment. |
| Rehire with new employment | You enter all-new employment information (a new user ID) |
| Ignore Matches | You enter all-new person and employment information |
Rehiring with new employment keeps the previous employment's user ID unchanged and isolates the old employment record from the new one. Make sure the person has no currently active employment. The predelivered Rehire Configuration object (Hire/Rehire Configuration) lets you customize how the system validates duplicate users. SAP's Managing the Employment Lifecycle guide lists all settings.
Permissions for hire and rehire are centralized under Manage Hires in RBP.
Manage Pending Hires
Manage Pending Hires completes hires initiated from Employee Central, Recruiting, and Onboarding in one interface. It shows pending approval status and sent-back status, so users see whether action is needed. It also has a Drafts view. THR81's rehire exercise saves the rehire as a draft and finds it there.
- When Recruiting and Onboarding use automatic hire, new hires are added without manual action. They appear in Manage Pending Hires only if the automatic hire had an issue, for example missing EC data. Not every hire process supports automatic hire.
- Candidates hired through SmartRecruiters are always sent to Manage Pending Hires for employee record creation.
- All custom hire templates are fully supported in Manage Pending Hires.
Terminations
Termination ends an employment when an employee leaves. The termination date and termination reason are required. If an employee has several employments, you can terminate just one.
If the leaver is a manager with direct reports, a Transfer Direct Reports section appears:
- Everyone to upper manager
- Everyone to another manager (you provide the manager)
- Individual transfer of direct reports (a manager for each employee)
With Position Management, more options appear, such as transferring according to the position hierarchy (Section 12.4).
Other termination rules:
- Self-service termination: employees can be allowed to terminate their own employment. The permission's target population must be The Granted Users Themselves.
- Only one termination record may exist. When one is created, the system checks pending requests so that several termination requests for the same employee cannot be created.
- Automatic deletion of future-dated records: set Delete Future-Dated Records After Termination = Yes on the relevant event reasons (Manage Organization, Pay and Job Structures > Event Reason). Future-dated Job Information and Compensation Information records after the termination date are then deleted automatically, whether the termination comes from the UI, APIs, or imports. It does not apply to Time Off records or to changes made directly in the History UI. It also keeps downstream data such as Position Management consistent.
Reporting No-Shows
If a new hire never shows up, deactivate the user. Report No-Show avoids a termination, which can interfere with payroll:
- Choose Report No-Show in the employee's Actions and enter the No-Show Date, the Reason, and whether the person is OK to Rehire.
- Saving creates a new Job Information record effective on the original hire date, so the person has zero active days, which keeps payroll clean.
- If the no-show was assigned as a manager, you can reassign direct reports as in a termination.
- The action is available only for 30 days after the hire date.
Putting the Lifecycle Together
| Situation | Transaction |
|---|---|
| New employee signs a contract | Add New Employee (standard or custom template) |
| Former employee returns; history should carry over | Add New Employee > duplicate check > Accept Match |
| Former employee returns as a new employment | Rehire with new employment (new user ID, same person) |
| Hire started in Recruiting or Onboarding needs completion | Manage Pending Hires |
| Employee leaves | Terminate (reason, date, direct reports) |
| New hire never starts | Report No-Show (within 30 days) |
During Add New Employee, the duplicate check finds a former employee. The administrator wants the stored information from the termination date copied into the hire screen. Which option applies?
A new hire never arrives for work. The administrator wants the person inactive with no active days for payroll. Which action applies, and what limit exists?
A company wants future-dated Job and Compensation records removed automatically when an employee is terminated. Where is this configured?