What This Process Does

  • When a Personnel Demographics Record was inadvertently created, and HAS NOT been paid and WILL NOT be used, the Purge Personnel Demographics Process can be Run to Remove the Record.
  • This process marks the Selected Personnel Demographics Record for Deletion.

Best Practices

  • It is imperative that the Personnel Demographics Record does NOT have any pay associated with it. 
  • If the Personnel Demographics Record has Jobs, Deductions and/or Leave associated ~ the Jobs, Deductions and Leave Masters should be MANUALLY Deleted PRIOR to Running Purge Personnel Demographics.

NOTE: Interested in purging former employees who have not been paid in the current calendar year? Please submit a Helpdesk Ticket or call RDA at 800.338.4984 for guidance and recommendations.

Purge Personnel Demographics

  1. HR → Personnel → Maintenance Tab → Purge → Personnel Demographics
  2. Select the Range on Personnel Identification field, and Enter the Personnel ID to purge 

Note: It is IMPERATIVE to either Range on Personnel ID or Name to be sure NOT to inadvertently purge the Personnel Demographics for multiple Employees.

            Under normal circumstances, NO other Range Criteria is used (however, there are additional options if needed)


NOTE: RANGING IS ESSENTIAL TO AVOID DELETING/PURGING ALL PERSONNEL DEMOGRAPHIC RECORDS

FIELDS
Opt.Rec.Req.
Description
Personnel Identification——♦Enter the Desired Personnel ID 
(Highly recommended Range Criteria for this process)
Name (L/F/M/L)♦——Enter the Desired Name 
Status♦——

Choose the Desired Status in the Dropdown

Pay Location♦——Choose the Desired Pay Location in the Dropdown
Personnel Class♦——Choose the Desired Personnel Class in the Dropdown
Termination Date♦——Enter the Desired Termination Date
Last Paid Date♦——Enter the Desired Last Paid Date 
NOTE: This option should NOT be utilized because this process is used to Purge Personnel IDs that HAVE NOT and WILL NOT be Paid.
Select When Current Employee False—♦—Select to Include FORMER/Inactive/Terminated Employees
Select When Current Employee True♦—

Select to Include CURRENT/Active Employees

Opt. = Optional  Rec. = Recommended  Req. = Required


        3. Click Select (cog)

        4. In the Device Name field ~ Choose the desired Print Location for the Report

        5. REVIEW the REPORT to Confirm that the Personnel ID shown is the CORRECT one to be Purged

        6. IF the Personnel ID displayed is CORRECT ~ Click Set Flags/Update

        7. IF the Personnel ID displayed is NOT CORRECT ~ Click Quit/Cancel to get out of the Report Chain Window

Managed IDs

  • If Managed IDs are being used, once a Personnel ID is Purged, Remove Deleted Records needs to be run in order to allow the number to be used again
  • Once Remove Deleted Records is COMPLETED~ Go to HR → Personnel → Setup → Manage Personnel IDs → Personnel IDs
  • Load the desired Deleted Personnel ID ~ Uncheck Delete this record and Uncheck Assigned ~ Click Save