Archving Employees and Handling Employees Re-joining
Even though you may delete any employee records at will, however, for practical reasons (see below), it is highly recommended NOT TO DELETE an employee record unless really necessary. Instead, you should Archive the employee records for employees that are no longer under active employment.
The reasons that employee records have to be archived instead of being deleted:
More often than not, an employee's record may be referenced by other data of the system. For instance, an outgoing employee may be the Leave Approver of other employees, thus deleting the employee record will render leave transaction data in limbo state, i.e. you will not be able to figure out who the reviewer was.
In real life, employers will not burn employee files once they depart from any organization.
Employees may rejoin an organization after departure, particularly for part-timers.
To archive an employee, you may go to Employee->Management, then select the employee to be archived and click the Archive button, then click at the Archive menu. Pick a "Reason" (either Resigned, Dismissed, Contract Ended, Retired, Retrenched or Deceased) and an "Effective Date" for the action.
To delete an employee, you may go to Employee->Management, then select the employee to be deleted and click the Archive button, then click at the Delete menu.
When an employee is archived, he / she will no longer appear in the usual query result. To list Archived employees in the query result, you will need to change the Status in Condition 2 of the Query Criteria (on the left panel) to either Archived, All or any of the specific archiving reasons.
Note that archiving an employee does not automatically disable his / her Employee Web Account. If you do not want to let an employee who has left your organization to sign in the Employer's Portal, you will need to disable his / her Employee Web Account.
If an archived employee (say an employee who resigned) is under active employment again (re-hired), you may go to Employee->Employment Status, search for the employee (remember to change the Status of Condition 2 of the Query Criteria to Archived), then Edit the selected employee and add a new Employment Status for him / her. This way the employee's historical records will all be kept intact and you will always know when the employee leaves and re-joins the organization again.
Tracking Employment and Salary Changes
HR.my allows you to keep track of important changes to an employee's employment. Besides the change in Employment Status (such as the example in the previous section), you may also keep track of Job Status changes (which affects the change of Job Position, Line Manager, Department, Branch or Level), as well as Salary Adjustment and Visa / Work Permit.
For this purpose, Job Status, Employment Status and Salary Adjustment must always maintain at least one record.
As a typical example, if an employee happens to have a salary adjustment, you may add a new record registering the salary details and effective date for the latest change. Thus this employee's salary adjustment history will always be readily available for management purpose.