Changing Entity Codes

When entity codes are changed in PayGlobal, the changes do not flow through to Self-Service.

For example, if you change an employee's code in PayGlobal, then workflows, such as leave requests, timesheets, allowances, and payslips will still be assigned to the employee's original employee code in Self-Service. As a result, when the employee logs on to Self-Service using their new code, they will no longer be able to see or access any of their requests or workflow items.

If existing entity codes are changed, then errors may occur when users perform actions in Self-Service, or when workflows are resumed.

Important: Entity codes must not be changed using using a database script, or by accessing the database tables directly.

Acceptable changes

Entity codes can be changed if the records have never been used in Self-Service.

For example, when:

• changes are made before employees use ESS, such as during implementation
• an entity is created and incorrectly coded, so it is recoded immediately
• the code has not been used in ESS
• data is imported, for example, databases are consolidated. You can change the employee code of new employees being merged in because they will not have any ESS data.

Unacceptable changes

Changing codes after they have been used in ESS — including WAP codes, employee codes, and other entity codes, such as Allowances and Reasons.

• If a code needs to be changed, then use security profiles to remove access to the old entity, and create a new entity with the required code.
• Do not change an employee's code when they are terminated. Changing a terminated employee's code will also be unacceptable to auditors.

Topic: 41825