The Change Employee ID process is available if you use Sage HRMS without payroll. This is because the employee ID is used to connect the payroll and HR databases.
This process allows the Sage HRMSoperator to assign a new employee number to an existing employee. All references to the existing ID are removed and the employee is then associated only with the new employee ID. If the employee does not have an existing logon to HRMS Employee Self Service, it is not affected.
The issue
If the employee does have an existing HRMS Employee Self Service logon, changing the employee ID breaks the relationship between the Sage HRMS employee and the HRMS Employee Self Service logon. Thus, when the employee tries to log on using his Username and password, the logon fails since it is associated with the old employee ID. The old employee ID remains in Sage HRMS and cannot be removed. The result is that the employee record counts towards the employee user license count. Also, any pending transactions for the old employee ID are no longer related to the employee (such as time off requests, data change requests, and open enrollment).
The employee must create a new logon that is associated with the new employee ID. However, the employee will be considered a new employee and have no HRMS Employee Self Service history. If the employee does not create a new logon and another employee in HRMS Employee Self Service acquires the employee's old ID, the employee who had the original ID has access to the new employee with the same ID.
The resolution
If HRMS Employee Self Service is installed, when Change Employee ID is selected, the following message displays with instructions to delete the existing logon for the employee before you change the employee's ID.
You have HRMS Employee Self Service installed. If a logon exists for this employee, you must delete the employee logon from the Logon Maintenance page in HRMS Employee Self Service before you change the employee ID.
Do you wish to continue?
If the employee has an existing logon, you should stop the process (not continue), log on to HRMS Employee Self Service as the Master User, open the Logon Maintenance page, and use the Delete Logon function to delete the employee's logon.