The Temporary Reinstate process allows you to issue payments to employees who have left the organisation in a previous period, or those who have temporarily rejoined after a period of time. Use this process to accurately calculate and settle all final payments, such as outstanding wages, holiday pay, or contractual benefits, upon an employee's departure or return.
The Temporary Reinstate process makes an employee active for one period only, allowing you to make payments after they have left. If you want to permanently rejoin an employee rather than reinstate them temporarily, follow process joiners and rejoiners.
Watch the video below or follow the steps in this article to make a payment to a leaver.
Search for an employee
Change the employee status filter from active to dormant to locate the employee record.
Click Manage Payroll then highlight the relevant pay group.
Click the Inputs tab then click Manage Payroll Employees.
Click the filter icon, then from the Status drop-down menu, select Dormant.
To refine the results further, enter the leave date in the Leave Date field.
Click Apply.
Search for the employee then click View.
Temporarily reinstate an employee
Once you have located the employee record, review their allowances and deductions before temporarily reinstating them.
Click the Inputs tab then click Manage Payroll Employees.
In the search field, search for the employee.
Beside the relevant employee, click View.
Click Temporary Reinstate. The page confirms there are no active records for the employee.
If there are allowances, deductions, pension or benefits in kind (BIK) that need reinstating, click the corresponding tile.
Click Add, Amend or Delete records, then complete the required fields.
Click Temporary Reinstate.
The employee is now set up as a Temporary Rejoiner in the system. Their status changes to Active and they will be paid one more time in the current payroll cycle.
Add timesheets
After temporarily reinstating the employee, add timesheets to create the relevant payment to process.
Click Manage Payroll then highlight the relevant pay group.
Click the Inputs tab then click Manage Payroll Employees.
In the search field, search for the employee then, beside the relevant employee, click View.
Click the Timesheets Current Period tab then click ADD.
If the payment is regular, for example a final payment of wages and salaries, add a timesheet to the record as usual.
If the payment is irregular, such as an unexpected bonus or salary arrears, enter a value of one in the NI Band Override field. This applies a one-week NI threshold to the pay being processed.
If the payment is a mix of regular and irregular, leave the NI Band Override field blank.
Click Save.
Once you have entered the timesheets, complete the payroll process as normal.
PeopleXD automatically makes the employee dormant again once the update process completes for their pay group and the new payroll period starts.
🤓 Tip: Keep the following in mind when using the Temporary Reinstate function.
When using the Temporary Reinstate function, you do not need to process the employee as a rejoiner or enter a new leave date.
PeopleXD automatically terminates all deductions, allowances, pensions and benefits in kind (BIK) for employees marked as leavers. However, if a leaver record was migrated into PeopleXD from another system, verify that all deduction and allowance records have end dates.
This prevents unintended payments or deductions when the employee is temporarily rejoined. When you temporarily reinstate an employee, their cumulative values are not reset (as they would be for rejoiners). Cumulative values only reset if the employee is fully rejoined and multiple periods of employment are enabled.