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Describing the Rehire Process in SAP SuccessFactors Onboarding

Objectives

After completing this lesson, you will be able to:

Describe the rehire function in the onboarding process
Differentiate between old employment and new employment in the rehire function

The Rehire Process

SAP SuccessFactors Onboarding uses the existing Hire/Rehire Configuration in the SAP SuccessFactors HCM Suite for the onboarding process. Using this feature in Onboarding will detect information from inactive employees in the system that may match an incoming new hire’s information. There are currently five Rehire conditions in the Hire/Rehire Configuration. You can enable search for employees using the following criteria:

First name and last name
First name and date of birth
Last name and date of birth
First name, last name, and date of birth
National ID

When any of these conditions are enabled, and one of these conditions is detected with the rehire check, Onboarding will carry out the following actions:

Trigger the rehire verification process.
Enable it as a task on the Data Review card on the home page.
Allow a user or participant to decide if the onboardee should be classed as a new hire or rehire, or if the onboarding process needs to be canceled.

The Profile Match Verification page shows the matching inactive employee records based on the Hire/Rehire Configuration conditions and allows the user to select the next action. Inactive employee records also include canceled onboarding profiles. On the Profile Match Verification screen, canceled onboarding profiles are flagged with an Onboarding Canceled label.

The rehire check can be triggered in two different stages in the onboarding process:

Two stages of rehire check triggers in the onboarding process. Information about rehire check triggers is provided below.

Pre-Onboarding Rehire Verification – This is triggered after initiating the onboarding process. This rehire task is displayed on the Data Review card on the home page.
Onboarding Rehire Verification – This is triggered after the new hire completes the Personal Data Collection step is completed in the onboarding process. This rehire check only displays on the Data Review card if the Pre-Onboarding Rehire Verification did not detect a matching inactive employee record.
Rehire Verification in Manage Pending Hires – If the two rehire checks in the onboarding process fail to trigger, the rehire check in Manage Pending HIres from SAP SuccessFactors Employee Central (with license) can trigger as long as it is configured in Employee Central too.

Note

Date of Birth, national ID, legal entity, and the previous recruiting manager display on the Profile Match Verification page.
Records of no-show candidates and canceled onboardees are available in the Profile Match Verification dialog box. When onboarding is initiated for a canceled onboardee, you can choose Rehire with New Employment to continue using the same person’s record.
A welcome email template is available for rehires.

The Rehire Verification Task in Onboarding

An onboarding participant (such as the hiring manager and recruiter) needs to perform the rehire verification task when the system detects a matching inactive employee record. To do this task, you need to assign specific permissions to an onboarding participant.

Before discussing these permissions, let’s go over the difference between the two actions: Rehire on New Employment and Rehire with Old Employment.

Rehire with New Employment

Rehire coordinators can rehire a former employee by initiating a new employment. In this process flow, a new employment entity is added to the Old Person entity. The Employee Central personal entities, such as National ID, Person ID, and Employee ID continue from the previous employment. Other entities, such as User ID and Employment ID, are regenerated. The rehired employee’s profile includes separate records of the new and previous employments with the organization.

Note

The Profile Match Verification page also displays matching active employee profiles. This allows active employees with future dated termination dates to be rehired with new employment. This is a feature that can be used for rehiring contingent workers.

Rehire with New Employment on Legal Entity Transfer

There are some situations where the organization needs to transfer an existing employee from one legal entity to another within the organization. This transfer can be either within the same country/region or across countries/regions. To make this transfer, rehire coordinators can terminate the employee's employment, then rehire them with a new employment.

To use Rehire with New Employment for legal entity transfers, you must carry out the following actions:

Assign the Rehire Inactive Employee with New Employment (by ‘match’ in New Hire) permission to the user who will perform the rehire verification task.
In SAP SuccessFactors Employee Central, set a future termination date.
In SAP SuccessFactors Employee Central, set the rehire start date for the day after the termination date.

Before the employee has been rehired, they will have two employee profiles. They can switch between these two profiles using a Context Switcher. The employee must use this Context Switcher to complete the new hire tasks on the future (inactive) employee profile.

Two employee profiles are highlighted on the Home page. The employee can switch between these two profiles using a Context Switcher.

Note

Rehire with legal entity transfer is currently not supported when onboarding is initiated manually.
A separate welcome message email template is available for legal entity transfer in Email Services - (ONB) Legal Entity Transfer User Welcome Message Template.
Rehire with New Employment for legal entity transfer supports External Applicant Tracking System (ATS) integration. More details can be found on SAP Help Portal – Initiating Legal Entity Transfer Using an External Applicant System.

Rehire with Old Employment

Rehire coordinators can rehire a former employee using the employee’s old employment records. This can streamline the hiring process, particularly for organizations that hire on a season basis. Rehiring former employees with their old employment information is possible if onboarding is initiated either manually through SAP SuccessFactors Recruiting or an external ATS. Using this function, you will also be able to process rehires using details from their previous employment.

Required Permission: Rehire Inactive Employee (by 'match' in New Hire)

Note

Rehire with Old Employment does not currently support legal entity transfer.

Additional Configurations

Purpose	Action
Make the Rehire with Old Employment appear and function in the Profile Match Verification page.	In Onboarding General Settings, activate Rehire with Old Employment.
Perform the Review New Hire Data step and BPE service tasks for rehires.	In Employee Data, provide permissions for OnboardingInfo object, HR Information, and Employment Details. In Employee Central Effective Dated Entities, provide permissions for HR Information.
Assign rehire coordinators based on conditions (especially for data privacy).	Create Responsible Groups.
Control how a rehire coordinator is selected and assigned the rehire verification task.	Configure the Assign Responsible Group for Onboarding Rehire Check business rule.
Prevent legal entity changes on the Manage Pending Hire and Data Review for Rehire pages.	Set up a business rule that enforces new employment when any change is made to an existing legal entity. For more information, visit Configuring a Business Rule to Enforce New Employment on Legal Entity Updates in the SAP Help Portal.

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