Reinstate an Employee Using the Rehire Reinstatement Template

This guide provides step-by-step instructions to reinstate a staff employee. Use the Smart HR Template transaction REHIRE_REI when the staff employee was automatically terminated.

23 steps

Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **Workforce Administration** homepage, click the **HR Tasks** tile.

Workforce Administration page with cursor drawing attention to the HR Tasks tile.

Obtain the employee's termination effective date.

For this example, the employee's Termination Date was 12/4/2024 and the termination Effective Date was 12/5/2024; therefore, the reinstatement date should be 12/5/2024.

On the left navigation pane, expand the **Smart HR Templates** folder.

Screenshot of the HR Tasks tile with the cursor drawing attention to the Smart HR Templates folder

Select the **Smart HR Transactions** option.

Screenshot of the HR Tasks tile with the cursor drawing attention to the Smart HR Transactions menu option

Smart HR Transactions Page

From the **Select Template** list of values, select **UC_REHIRE_REI** for Staff appointments or **UC_REHIRE_REI_AC** for Academic appointments.

In the **Effective Date** field, enter the termination effective date. **NOTE:** The effective date is not the same date as the termination date. Typically, the effective date for the reinstatement is the day after the termination date. If the termination date is a Friday, the reinstatement day is usually the following Monday.

Smart HR Transactions page with the cursor drawing attention to the Effective Date field.

Click the **Create Transaction** button.

Smart HR Transactions page with the cursor drawing attention to the Create Transaction button.

Enter Transaction Details Page

Enter the employee's **Empl ID**. When the employee's name appears to the right of the **Empl ID** field, confirm the correct employee was selected.

The **Effective Date** field is populated based on the date specified on the previous page. It cannot be changed on this page. The **Action** and **Reason Code** fields are populated based on the template selected on the previous page. They cannot be changed on this page.

Click the **Continue** button.

Enter Transaction Details page with the cursor drawing attention to the Continue button.

UCPath displays a message that the **Person ID** already exists. Confirm the employee details, and click the **OK** button.

Warning message with the cursor drawing attention to the OK button.

Enter Transaction Information Page

Optionally, click the **Click here to Hide Header Details** link to hide the information selected on the previous pages, including the **Template**, **Effective Date**, **Name**, and **Employee ID**.

Enter the employee's position number. **NOTE:** The position must be the same position the employee held when they were automatically terminated.

Enter Transaction Information page with the cursor drawing attention to the Position Number field.

In the **Expected Job End Date** field, type or select from the calendar icon the new appointment end date.

Enter Transaction Information page with the cursor drawing attention to the Expected Job End Date field.

Enter comments related to the reinstatement in the **Comments** field. **NOTE:** The comments in this field are reviewed by UCPC WFA Production.

Enter Transaction Information page with the cursor drawing attention to the Comments field.

In the **Initiator Comments** field, enter specific details or explanation regarding the reinstatement. **NOTE:** The comments in this field are reviewed by your Approver.

Enter Transaction Information page with the cursor drawing attention to the Initiator Comments field.

Click the **Save and Submit** button.

Enter Transaction Information page with the cursor drawing attention to the Save and Submit button.

Select an Action Page

If the employee has more than one Empl Record in UCPath, select the appropriate **Instance** (i.e., Empl Record) to be reinstated.

Click the **Save and Submit** button to initiate UCPath approval process.

Select an Action page with the cursor drawing attention to the Save and Submit button.

The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.

The employee’s Tracker I-9 Record and I-9 Security Clearance was inactivated upon termination. The Rehire Reinstatement template does not have a field for the Tracker Profile ID, therefore the Tracker I-9 Record must be manually corrected by the Central Resource Unit (CRU) Tracker Administrator and the Security Clearance must be manually corrected by the UCPath Center. Refer to the [Using the Rehire Reinstatement Template](https://scribehow.com/page/Using_the_Rehire_Reinstatement_Template__MmuFgLdUS66yiu6p5-bkhg) guide for instructions regarding Tracker I-9 Record & Security Clearance Implications.

Effective Date Error Message

If you receive an error message regarding the effective date for the reinstatement, verify the correct effective was used for the transaction. If the effective date was correct, create a case with UCPath Center and include the following details: - A screenshot of the error message - Employee’s termination date - Effective date being used for the template Continue with the following steps.

Click the **OK** button.

Click the **Save for Later** button.

Select an Action page with the cursor drawing attention to the Save for Later button.

Click the **OK** button.

Save for Later Confirmation page with the cursor drawing attention to the OK button.

The saved template transaction appears in the **Transactions in Progress** section.

Smart HR Transactions page with the cursor drawing attention to the transaction.

Reinstate an Employee Using the Rehire Reinstatement Template

This guide provides step-by-step instructions to reinstate a staff employee. Use the Smart HR Template transaction REHIRE_REI when the staff employee was automatically terminated.

23 steps

Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **Workforce Administration** homepage, click the **HR Tasks** tile.

Obtain the employee's termination effective date.

For this example, the employee's Termination Date was 12/4/2024 and the termination Effective Date was 12/5/2024; therefore, the reinstatement date should be 12/5/2024.

On the left navigation pane, expand the **Smart HR Templates** folder.

Select the **Smart HR Transactions** option.

Smart HR Transactions Page

From the **Select Template** list of values, select **UC_REHIRE_REI** for Staff appointments or **UC_REHIRE_REI_AC** for Academic appointments.

Click the **Create Transaction** button.

Enter Transaction Details Page

Enter the employee's **Empl ID**. When the employee's name appears to the right of the **Empl ID** field, confirm the correct employee was selected.

Click the **Continue** button.

UCPath displays a message that the **Person ID** already exists. Confirm the employee details, and click the **OK** button.

Enter Transaction Information Page

Optionally, click the **Click here to Hide Header Details** link to hide the information selected on the previous pages, including the **Template**, **Effective Date**, **Name**, and **Employee ID**.

Enter the employee's position number. **NOTE:** The position must be the same position the employee held when they were automatically terminated.

In the **Expected Job End Date** field, type or select from the calendar icon the new appointment end date.

Enter comments related to the reinstatement in the **Comments** field. **NOTE:** The comments in this field are reviewed by UCPC WFA Production.

In the **Initiator Comments** field, enter specific details or explanation regarding the reinstatement. **NOTE:** The comments in this field are reviewed by your Approver.

Click the **Save and Submit** button.

Select an Action Page

If the employee has more than one Empl Record in UCPath, select the appropriate **Instance** (i.e., Empl Record) to be reinstated.

Click the **Save and Submit** button to initiate UCPath approval process.

The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.

Effective Date Error Message

Click the **OK** button.

Click the **Save for Later** button.

Click the **OK** button.

The saved template transaction appears in the **Transactions in Progress** section.