If a Terminated employee returns to work a new TFN Declaration will need to be provided to the Employer. A new Employee record should be created so that the correct periods of service for the Employee are reported to the Australian Taxation Office (ATO). As the employee will have two separate records, one for each employment period, they will have two Income Statements in MyGov, one for each record or employment period.
You can duplicate the employee record to create the new one. This can be used when re-hiring a terminated employee, or when an employee moves from one Payroll Company to another. It will copy all employee's details.
Note: If the employee is returning within 3 months of being terminated, they may still retain their original start date from their original employment for the purpose of accruing the Long Service Leave Entitlement. The subsequent employment is deemed to be a continuation of the original service period, and if in the same tax year, it may be reasonable to reinstate the original record by un-terminating that employee. Additionally, adjust the Long Service Leave balance only if it is incorrect to ensure the employee's entitlement aligns with their service history.
To duplicate a new employee:
Go to Payroll, Maintenance, Employees, Employees.
Highlight the Employee you want to duplicate.
Right-click on the Employee and select Duplicate. This copies all information held in the Employee record.
Enter a new Code.
Click OK to save.
Edit the employee and review each screen, making any necessary changes.
Clear the Termination Date to activate the new record.
Set the Service Hours to Date to 0 if the new period should start fresh.
On the Leave:
For leave that restarts (e.g., sick or annual leave):
Set the Entitlement and Pro-rata dates to the new start date.
Set the leave hours to 0 to restart the balance.
For leave that continues (e.g., Long Service Leave):
Set the Entitlement Date to the date from which leave started to accrue.
Update the leave hours to reflect the accumulated hours from the previous employment.
Set the Pro-rata date you want the employee to accrue from.
Ensure the Hire Date and other service-related values are updated to reflect the new employment period.
Review the Additions and Deductions, Bank Details and Superannuation to ensure they are current. You may need to remove the Terminated Date from the Fund.
Review all other screens to ensure they are correct.
Click OK.