Date of Joining corrections

Date of Joining corrections

As an HR Manager you can correct the date of joining of an employee whose record has been updated. To do so the following steps are to be followed -

1. Go to HR Manager > Employee Details page

2. Click on "Date Of Joining Corrections" button, select the name of the employee and input the revised date of joining.


3. Click on "Proceed"

4. System will check the conditions associated with this change and in some cases might now allow the change, the messages will clearly show the reason and the actions which need to be taken


5. If you are fine with the changes then click on "Yes" else click on "No"

Changes in date of joining can be seen from "Reports > HRIS Reports > HR Info Changes", select value HRIS Record as Date of Joining.

Data correction when Date of Joining is changed

Making date of joining changes in an active record can lead to deletion or changes in some related data, please refer to the following write-up to understand the possible impact.

Scenario 1 - When Date of Joining is in future and it has to be changed to another date in future
Example - Assume today is 01.09.2015 and employee’s DOJ is 10.09.2015 and we want to change this to 12.09.2015 or any other future date.

This completely safe and there is no impact, some data which is created on confirmation is corrected, for example -
  1. Leave initialization and accrual data will be changed as per new DOJ
  2. Attendance / Holiday / Weekly Off data will be created as per new DOJ
  3. Probation request will be created on the new DOJ
  4. If the candidate has come from the recruitment module, then revised DOJ will be updated in recruitment records

Scenario 2 - Date of Joining is in future but it changed to a date in past
Example - Assume today is 01.09.2015 and employee’s DOJ is 10.09.2015 and we want to change this to 10.08.2015 or any date prior to 02.09.2015.

This is also a safe change similar to Scenario 1.

  1. Leave initialization and accrual data will be changed as per new DOJ
  2. Attendance / Holiday / Weekly Off data will createe as per new DOJ
  3. Probation request will be created as per new DOJ
  4. If the candidate had come from the recruitment, then revised DOJ will be updated in recruitment records

Scenario 3 - Date of Joining is in past and it needs to be changed to an earlier date in past
Example - Assume today is 01.09.2015 and employee’s DOJ is 10.08.2015 and we want to change this DOJ to 01.08.2015.

  1. Leave initialization and accrual data will be changed as per new DOJ
  2. No impact on existing requests
  3. Pending attendance will be created as per new DOJ for incremental period
  4. Holiday and Weekly Off data will also create as per new DOJ
  5. If there is a submitted or approved separation request, then you cannot change DOJ. Withdraw the separation request first and then change DOJ
  6. Probation request will be created as per new DOJ
  7. If probation confirmation letter has been created then a warning message will show - "Probation confirmation letter has been generated, this will be retained as it is." In this scenario confirmation date will not change
  8. If probation extension letter has been created then a warning message will show - "Probation extension letter has been generated, this will be retained as it is.
  9. If the extension request has been submitted that request will removed
  10. If the status is "Separation Requested", it will remain as it is, and new record would be created on Probation
  11. If appointment letter has been generated then a warning message will show - "Appointment letter has been generated, it will be cancelled."
  12. For all data where history is yes, the first row should show the new date of joining as the start date.
  13. If the candidate had come from the recruitment, then revised DOJ will be updated in recruitment records

 Scenario 4 - Date of Joining is in past and it changed to a later date in past
Example - Assume today is 01.09.2015 and employee's DOJ is 10.08.2015 and we want to change it to a date after 10.08.2015 - for e.g. 25.08.2015.

Leave initialization and accrual data will be changed as per new DOJ

Submitted / Approved requests will be rejected automatically, a comment "Change of Date of Joining from ... to ... " will show. A warning message will show "There are WFH / Tour / OD / Leave request before <New DOJ> which will be rejected if you proceed."

  1. Leave encashment data will be removed a warning message will show
  2. Attendance records, back-dated attendance request and time modification request will be removed for the period of change
  3. Calendar mapping will be as per new DOJ
  4. If there is a submitted or approved separation request, then you cannot change DOJ. Withdraw the separation request first and then change DOJ
  5. DOJ change will not be allowed if there are submitted or approved timesheets
  6. You cannot change DOJ if there is a project mapped
  7. Probation request will be created as per new DOJ
  8. If probation confirmation letter has been created then a warning message will show - "Probation confirmation letter has been generated, this will be retained as it is." In this scenario confirmation date will not change
  9. If probation extension letter has been created then a warning message will show - "Probation extension letter has been generated, this will be retained as it is
  10. If the extension request has been submitted that request will removed
  11. If the status is "Separation Requested", it will remain as it is, and new record would be created on Probation
  12. If appointment letter has been generated it will be cancelled
  13. Transfer letters will be deleted for the intervening period
  14. For all data where history is yes, the first row should show the new date of joining as the start dat
  15. If the candidate had come from the recruitment module, then revised DOJ will be updated in recruitment records

Scenario 5 - Date of Joining is changed from a past date to a future date
Example - Assume today is 01.09.2015 and employee's DOJ is 10.08.2015 and we want to change it to 25.09.2015.

  1. Leave initialization and accrual data will be changed as per new DOJ
  2. Submitted / Approved requests reject automatically, a comment "Change of Date of Joining from ... to ... " will show. A warning message will show "There are WFH / Tour / OD / Leave request before <New DOJ> which will be rejected if you proceed."
  3. Leave encashment data will be removed a warning message will show
  4. Attendance records, back-dated attendance request and time modification request will be removed for the period of change
  5. Calendar mapping will be as per new DOJ
  6. If there is a submitted or approved separation request, then you cannot change DOJ. Withdraw the separation request first and then change DOJ
  7. DOJ change will not be allowed if there are submitted or approved timesheets
  8. You cannot change DOJ if there is a project mapped
  9. Probation request will be created as per new DOJ
  10. If probation confirmation letter has been created then a warning message will show - "Probation confirmation letter has been generated, this will be retained as it is." In this scenario confirmation date will not change
  11. If probation extension letter has been created then a warning message will show - "Probation extension letter has been generated, this will be retained as it is.
  12. If the extension request has been submitted that request will removed
  13. If the status is "Separation Requested", it will remain as it is, and new record would be created on Probation
  14. If appointment letter has been generated it will be cancelled
  15. Transfer letters will be deleted for the intervening period
  16. For all data where history is yes, the first row should show the new date of joining as the start date
  17. If the candidate had come from the recruitment module, then revised DOJ will be updated in recruitment records



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