Managing Employee Rejoining and File Creation: Best Practices and Insights

Hi,

I am an HR professional in a firm. Recently, one of our ex-employees rejoined us. I had already closed his previous file when he left our firm. Accordingly, I have opened a new file for him since he has joined again. I have a question: should I open a new file for him or continue with his previous file? Please help me out.

Thanks

Dear Kedar,

I think you have to open a new file for the employee, as the person had left the organization and is re-joining. You have to calculate his service period only from the date he rejoined. If you are generating an employee code, you need to generate a fresh one. In the case of maintaining a personal file, it's better to get a fresh one, but if you want, you can use the previous personal file of that employee. Make sure you have a copy of his relieving letter in the file.

No, you have to treat him/her as a fresh employee if he/she had quit the company and rejoined. If you continue with it again, then you have to calculate the days worked when it comes to paying gratuity. There are many complications. It's better to consult your boss/superior so that you are not answerable if there are issues arising due to reopening of the file.

Regards,
Tahir

You have to consider him as a new employee and go for a new personal file. The old file is in no way connected with his new employment.

Hi to all of you,

My last company offered me a better salary than my current one, but the working environment was not good, and they were not professional. Should I go back there or not?

Hi to all of you,

I have an NSN (National Security Number) plastic card. Can I use it to directly withdraw my PF form from the PF office?

Vijay

Dear Kader,

Rejoining does not indicate continuous service. For statutory provisions like P.F., E.S.I., Gratuity, Leaves, etc., you have to allot a new PF number and open a new file. But if you don't want to show for the above provisions a break in service, treating it as leave, then you can continue with the previous file and not need to allot a new PF number. In this case, there is no service break. The condition is that during the meantime, he should not work in another organization, so he can be considered to have continuous service.

Bai,
P. Sathish Kumar

Hi Kader,

You will have to open a new file, as you have already paid him all his benefits and you are re-employing him. He is the same as a new starter to the company now.

Dear,

What is the impact of consolidating all employee history into one file? In fact, it is crucial to maintain employee relations (records) with the company in one centralized location.

Regards,
Sudhir

You need to continue the old file. An employee's file is supposed to relate to the employment history that he has with the company. Additional reasons for keeping the old file are:

1. Given the time that he has rejoined the company, there may be some statutory requirements for the continuation of benefits.
2. You may want to view any disciplinary records from his first period of employment for trending.

It's better that you open a new file and issue a new employee code to them because you had closed their file with all their relieving formalities. Now, maintain a new file and start counting their experience from their rejoined date.

Thanks,
Priyanka

Dear Kader,

You have to open a new file for the ex-employee who has rejoined. In our company, we rehired 2 people who had left us some time back. However, as we gave them a fresh offer letter, all the other documentation work was done again, and we have opened a new file for them. As per the new offer letter, they will have to undergo a probation period as well.

Regards,

Sheetal Sahasrabudhe

Hello Kadar!

When the employee rejoins, you have to treat them as a new employee and open a new file for them. Additionally, you should keep the old file as an exit employee for future reference, as all the exit processes have been completed previously.

Goodbye...

Hi Kedar,

You can use his previous file for your reference, but as he has rejoined your company, you have to open a new file for him.

Regards,
Ajay Choudhary

Hi,

There should not be any confusion. When a person rejoins any company, he should be treated as a fresh employee. A new file is to be opened for him, while his old file should be closed when he left the job.

If you have completed Full & Final settlement and he has settled his PF, Gratuity, and a new appointment order has been issued, then a new file should be opened. Perhaps you should collect an updated resume and educational proof.

C.N. Jayaanandh
Email: cnjayaanandh@gmail.com

Dear Kader,

Please keep the old file as a supplement and start with a new file, new employee number, etc. For the purpose of performance appraisal, you can refer to the earlier performances. This will help you in evaluating better.

Moreover, there are so many things which you would have already done for the employee earlier, like training, educating, workshops, and attendance at seminars, which should not be duplicated. Therefore, it's always better to keep the old file as a reference/supplement to the new file.

Regards,
Capt. Deepak Moharana

Dear Kader,

I partly agree with the views of a few, especially with the comments that the old file has to be recorded and noted in the new file when starting a new dossier for the re-entrant. He may have utilized company benefits, availed facilities, rendered warnings, which have to be properly noted. The reason for his exit and his entry in the new 'avatar' has also to be clearly indicated, which could help in the assessment of the individual at the end of the year.

Regards, Murali K Senan

If you want to use his/her previous file, you should decide whether you are giving him continuity in service. If yes, you can use the same or you have to put a new file.

Regards

I think it depends upon the policy of the company regarding ex-employees rejoining. In some companies, the same personnel file is continued, while in others, a new file is created. Anyways, as you have already created a new file, I don't think that should be a problem.

Dear Kedar,

You have to open a new file because he will be treated just like a new employee. This will be convenient for you, his service record and appraisal.

Thanks,
R.K. Vishwakarma

Keep old records of any employee for reference. At the time of new joining, prepare a new file/records, numbers, etc.

Rajesh Chauhan