ADP Rehires

ClearCompany has built out functionality that allows for rehires (terminated ADP employees) to be reactivated and updated with new information in ADP if they are rehired in ClearCompany.  When a former employee is re-onboarded within ClearCompany, we can update their employee profile in ADP with new information.  This is true if a terminated employee already exists in ClearCompany, or if they only existed in ADP before the rehiring. This article covers the process and information needed to rehire a former employee.

In this article:
Prerequisites
Rehires in Action
Rehire Scenarios
Supported Fields for Rehires
Best Practices
F.A.Q.
Additional Resources

Prerequisites

Rehires functionality is currently only available for clients who:

• Utilize ADP Workforce Now (US or Canada). TotalSource WFN is not supported at this time.
• Are configured with the Applicant Onboard V2 version* of the ADP integration.
• Have the Rehire setting enabled on your ClearCompany account.
• Have Employee Job Change enabled in your ADP settings (see menu below).

*Please talk to your CSM to ensure you have these prerequisites covered before trying to send a rehire through the integration.

Please Note:

At this time, our ADP Rehire integration does not support Direct Deposit Information. If a rehire has the same account deduction code entered on the direct deposit form as the original employee, we will not send that information and you will see an error (“This direct deposit code was already added as of XX-XX-XXXX. Enter a unique direct deposit code”). If you enter a different account deduction code on the form, we will overwrite the direct deposit information in the terminated pay profile, and no direct deposit information will be added to the new pay profile. It is recommended that the direct deposit information be updated manually.

Employee Job Change Setting

To enable this permission in ADP:

1. Navigate to Setup → Access Permissions → Manage Profiles → Standard Practitioner → Process → HR

2. Select Employee Job Change to enable the setting.

   

If your ADP account is missing the Employe Job Change option as listed above, please connect with your ADP service rep and have them follow the below path to enable the option for your organization.

Below is the information the ADP Service Rep should reference:

• The WFN Client Setup Wizard > 3. Activities Selection > HR > Employee Job Change option is not enabled.
• After updating the Client Setup Wizard, then the Employee Job Change option has to be enabled for the profile within WFN.

Terminology

Rehire

If we are sending the data for the same ADP Company Code (also known as the Payroll Group Code), we will reactivate the existing position, and then change any details as needed. To learn more about the additional fields that are updated, see the table below.

Change Position

If we are sending the data for a different company code than the employee's Primary position, rather than reactivate that position, we will add the new position, and then mark the new position as Primary. 

Rehires In Action

Rehires do not go into the “in-progress” section in ADP, their profile is re-activated. The previously terminated record in ADP will be automatically reactivated and then updated with new personal and role data sent from ClearCompany (see the table below for the updated fields). You can locate the employee in ADP by conducting a direct search on your active profiles.

When you are ready to send a rehire through to ADP, you do not need to do anything different than you would if you were syncing a new hire to ADP.  This means that whichever trigger you have set up for your integration (onboarding packet complete or workflow change) stays the same for rehires.  The integration does a check and processes a rehire if one of the two following conditions is met:

• A match is found for a rehire based on Social Security Number. This is looking for an SSN in the ADP System.
  
  OR
• the candidate is linked in ClearCompany to a terminated employee via the ClearCompany Rehires functionality.  More on the ClearCompany rehires functionality can be found here.

Once a candidate is successfully rehired in ADP, the text from the Candidate Hire tab will change to say “ADP Rehire”

Rehire Scenarios

Below are some frequent scenarios that happen with the Rehire functionality. If we are sending the data for a different company code than the employee's Primary position, rather than reactivate that position, we will add the new position, and then mark the new position as Primary The new company code must be pulled in from the personal data sheet, or elsewhere. This does not create a new employee record in ADP. 

Scenario #1

Overview: An employee who is terminated and never had an account with ClearCompany.

1. A user is terminated in ADP, before setting up the System of Record with ClearCompany.
2. This terminated user does not exist in the client’s ClearCompany account, as we do not pull over previously terminated users in the System of Record.
3. The terminated individual applies to an open requisition in ClearCompany 6 months later.
4. Since this individual never had a ClearCompany account, there is no link with a terminated user in our system.
5. The onboarding packet is launched to this individual through ClearCompany’s Onboarding Platform.
6. The social security number is provided on the personal data sheet, and linked to the ClearCompany System field for Social Security Number during the onboarding process.
7. Upon completion of the onboarding paperwork, we check the SSN number against the SSN of your terminated users in ADP.
8. If there is a terminated user on record in your ADP account with the same SSN number, ClearCompany will trigger off the Rehire protocol to reactive the terminated employee profile in ADP and update the relevant details. See the table below for the supported fields.
9. If no terminated user in ADP has a matching social security number to the individual you have just re-onboarded in ClearCompany, the rehire protocol will not be followed. The user will be created using the standard new hire transfer and will be created as a new “In-Progress” hire in ADP.

Scenario #2

Overview: A terminated employee who had a ClearCompany account when they worked for the employer previously.

1. A user is terminated in ADP after the System of Record with ClearCompany is enabled.
2. This terminated user does exist in your ClearCompany account, as they were pulled over as an active employee in the System of Record and terminated after the fact.
3. The terminated individual applies to an open requisition in ClearCompany 6 months later.
4. Since this individual previously had a ClearCompany account, 1 of 2 things may happen:
   • Option 1: If the individual applied with the same personal email address as is listed on their terminated user profile in ClearCompany, the system will automatically link the candidate to the terminated profile, and a “Former Employee Tag” will be placed on the candidate’s profile.
   • Option 2: If the individual applied with a different personal email address, or their personal email address is not on file in their terminated user profile in ClearCompany, the system will not link the candidate automatically. You can manually link the candidate to the terminated employee profile in ClearCompany under ToolsSetupUsersManage Records. **This must be done prior to the onboarding packet being completed by the individual.
5. The onboarding packet is launched to this individual through ClearCompany’s Onboarding Platform.
6. Upon completion of the onboarding paperwork, the Rehire protocol will be triggered and the terminated employee profile in ADP will be reactivated and the information is updated.
7. If the individual applied with a different personal email address, or the personal email address is not on file in their terminated user profile, the user will be created using the standard new hire transfer and will be created as a new “In-Progress” hire in ADP.

Scenario #3

Overview: A candidate was manually added by a recruiter, and the recruiter was unaware this was a previous employee.

1. A user is terminated in ADP, prior to setting up the System of Record with ClearCompany.
2. This terminated user does not exist in your ClearCompany account, as we do not pull over previously terminated users in the System of Record.
3. 6 months later your recruiter adds the individual's resume manually into ClearCompany under a newly opened requisition.
4. The recruiter has only been at the company for 3 months, and they are not aware this person has previously worked for the organization.
5. Since this individual never had a ClearCompany account, there is no link with a terminated user in our system.
6. The onboarding packet is launched to this individual through ClearCompany’s Onboarding Platform.
7. The social security number is provided on the personal data sheet, and linked to the ClearCompany System field for Social Security Number during the onboarding process.
8. Upon completion of the onboarding paperwork, we check the SSN number against the SSN of your terminated users in ADP.
9. If there is a terminated user on record in your ADP account with the same SSN number, ClearCompany will trigger off the Rehire and reactive the terminated employee profile in ADP and update the information below.
10. If no terminated user in ADP has a matching social security number to the individual you have just re-onboarded in ClearCompany, the rehire protocol will not be followed. The user will be created using the standard new hire transfer and will be created as a new “In-Progress” hire in ADP.

Scenario #4

Overview: A terminated employee has more than one profile in ClearCompany. Only one profile was onboarded in the past, and none of those profiles were transferred to ADP.

1. If the candidate profile they are rehiring in ClearCompany isn’t the one with the onboarding packet, the employee will need to fill out an onboarding packet to collect the data needed to transfer to ADP.
2. If you are transferring the profile that was onboarded, there is data already and the data will be updated with the new information.
3. If the employee has a profile on ADP that was terminated and the profile has a matching SSN to the one that they have on their onboarding packet in ClearCompany, the employee will be transferred as a rehire.
4. Please note: if you do have users with more than one profile, you should clean up the account by keeping the one that is being used, then merging and then deleting the duplicate profiles.

Supported Fields for Rehires

The fields listed below are the fields that can be sent for rehires. Please note, that these fields will only be sent if they are included on the candidate's profile prior to sending them to ADP.

Acceptable Fields	Fields Sources
Job Title	Requisition
EEOC Job Classification Code	Requisition
EEOC Job Classification Name Code	Requisition
Pay Grade	Offer Letter
Reports To	Requisition
Home Department	Requisition
Location (Office)	Requisition
FLSA	Offer Letter
Hire/Rehire Date	Offer Letter
Reason for Hire/Rehire	Fixed Value: Rehire
Address 1	Personal Data Sheet
Address 2	Personal Data Sheet
Address 3	Personal Data Sheet
Address City	Personal Data Sheet
Address State / Province / Territory	Personal Data Sheet
Address County	Personal Data Sheet
Address Zip/Postal Code	Personal Data Sheet
Address Country	Personal Data Sheet
Pay Frequency	Offer Letter
Pay Period Rate Amount	Offer Letter
Daily Rate Amount	Offer Letter
Hourly Rate Amount	Offer Letter

Best Practices

Promoting an Existing Employee

If this user already exists in ClearCompany and has a user profile. You can send them the offer letter directly through their user profile

1. Navigate to the user profile, and select compose on the bottom right.
2. Click Send Offer Letter.
   1. If approvers are included in the offer letter, the approval process will begin.
   2. If no approvers are included on the offer letter, then the letter will be sent to the employee for review and signature.

Please note:

Employee promotions will not be transferred from ClearCompany to ADP. You will need to update that information in ADP directly. Once they are updated in ADP the updated information including role, office, department, supervisor, etc. will then flow through the System of Record and update the employee profile in ClearCompany.

Rehiring a User

If you are rehiring an employee who has an existing user profile in ClearCompany:

1. Ensure that the existing user profile in ADP is terminated, this will in turn terminate the employee in ClearCompany.
2. The candidate (former employee) applies to an open requisition.
   1. If they applied with the personal email that was listed on the existing, now terminated, ClearCompany user profile, they will be linked and have a ‘former employee’ tag added to their candidate profile.
3. The Offer Letter should be initiated from the candidate profile, sent to the candidate, and signed.
4. If using onboarding, a new onboarding packet should be launched to the new hire to collect all their updated information.
5. Upon moving the candidate to a hired workflow or the completion of their onboarding packet (depending on your integration trigger), the new hire transfer to ADP will be triggered.
6. Once we find a matching SSN in ADP, the rehire protocol will be initiated the updated information will be available in ADP and the profile in ADP will be reactivated.

Best Practices

Below are some things to keep in mind.

1. Make sure you are using the Former Employee Tag- use this label to correctly identify previous employees.
2. Merge Profiles: If an individual applies with a different email address or does not link a personal email address to their profile, AND the recruiter does not catch this before they hire them, a User Admin can merge the new and old user profiles.
3. When the employee leaves, their personal email address becomes their Primary email address. Then, when they reapply with their personal email address, the system recognizes them and links their profiles.

F.A.Q

Can 2 terminated employees be linked together?

No. Only an active employee can be linked to a terminated employee or multiple terminated employees.

Why do you need to use ClearCompany Onboarding for Rehire to work?

We create a link between the candidate and former employee when the onboarding packet is created and Onboarding is where the SSN is collected and placed into the System Field, Social Security Number.

What is the expected behavior when a rehired candidate's Emergency Contact is sent to ADP (Vantage)?

When sending the rehire once accepted the Emergency Contact supplemental export can be sent and will create a new record found under the Emergency Contact section under the Personal tab in the employee profile within ADP. This occurs regardless of the information matching.

Where do rehires show in ADP?

A rehired employee would be reactivated in ADP and you should be able to see that they have been rehired on their employee profile in ADP. They will not come through as “in progress” hires like a standard new hire where they can complete additional information in ADP.

When you rehire an employee, the previously terminated record in ADP will be automatically reactivated and then updated with new personal and role data that was sent from ClearCompany. You can find the employee in ADP by conducting a direct Search or viewing your list of Employment Profiles.

Additional Resources

ADP Bi-Directional: Troubleshooting if your New Hire did not send to ADP
ClearCompany Rehires (Non-ADP) - Rehiring Employees