How to Delete an Employee ID and Employee Record in HR (PeopleSoft)

Removing Employee ID and Employee Record in Peoplesoft

Picture yourself in a situation where you need to erase an Employee ID or an instance of an employee ID, perhaps due to mistakenly hiring an employee who didn't show up on the first day or left the organization immediately (poor guy, wonder what made them leave so abruptly... 🙄).

So, what's next? Removing the Employee ID in Peoplesoft... 🤐 Nightmare, isn't it?

For tech enthusiasts, the initial instinct might be to pinpoint all records containing the EMPLID field and execute delete scripts for that employee. Seriously...? Want to know a secret? There's a much simpler solution than this... 😉

Deleting EMPLID

Peoplesoft offers a delivered process (HR_PER502) designed to delete an employee ID. Simply input the employee ID here and let the process take care of the rest.

Set Up HCM > System Administration > Database Processes > ID Delete

While the aforementioned process streamlines our tasks, it's important to note that Peoplesoft advises against deleting an Employee ID that has already undergone Payroll processing.

Imagine deleting an Employee after Payroll has been executed for that ID. This would leave the records in a state where pay calculations are disrupted, making it exceedingly challenging to reconcile the figures, potentially leading to Audit or Compliance issues. Thus, resorting to a back-door approach to rectify an error should be avoided. Instead, I would suggest adding a Termination row in such cases to maintain a clean audit trail.

It's crucial to understand that the above process doesn't eliminate all audit records (beginning with AUDIT_...).

Changing EMPLID

There will be instances where you need to modify the EMPLID to a different identifier, such as when an employee rejoins the company and is assigned a new employee ID instead of going through a Rehire action.

Guess what? You can utilize the same process to update an EMPLID to a new number.

Navigate to Set Up HCM > System Administration > Database Processes > ID Change.

Deleting an Employee Record

But hold on - there's an additional valuable delivered process that assists in removing an Employee Record instance created in error. You can access it through the following navigation:

Set Up HCM > System Administration > Database Processes > ERN Delete Process > ERN Delete Process

The system safeguards against the deletion of EMPLID/EMPL_RCD combinations utilized in crucial processes such as payroll, benefits, and time reporting.

In summary, rather than undertaking intricate database procedures involving numerous delete scripts, it's advisable to utilize the Peoplesoft-delivered processes outlined above. We welcome your feedback and suggestions.