HCM: Transfers

Transferring to a New Department

Employees often transfer into jobs in other departments. (A lateral move is a Transfer, while a Promotion is a new job with a higher salary maximum and a Demotion is one with a lower salary maximum.) For the receiving department to do the transfer, they must request access to the record from the releasing department.

To find out which department has access to the record, the new department will need to go to Workforce Administration > Personal Information > Organizational Relationships > Person Organizational Summary. Contact the department and request that they add a Transfer Out row on the record releasing the record to you. You will need to tell them the effective date (so they can make their row effective the day BEFORE your job begins) and your 5 digit department code.

Old department: Turning over a record/Transfer Out

When an employee is leaving your department, you may be asked by the receiving department to enter a Transfer Out row to release the record from your department to theirs. Do NOT terminate the record since there is no break in service. Note, you are not adding the new job to Transfer them into the new job, only transferring the record OUT of your department. The action serves as an indicator, marking when the employee left your department and where the employee went.

Go to Workforce Administration > Job Information > Job Data. Call up the appropriate record. Add a Transfer Out row effective dated the DAY BEFORE the new job (the last day they will be in your department). Type in the new department code in the Transfer To field that came up in the right hand corner when you selected the Action/Reason (do not change the department code from yours at the bottom of the page). Check the dates on Earning Distribution page. Then click Save. The new department will now have access to the record.

Note: Weekends/holidays do not count as a break in service. So if the person's last day with your department is a Friday and starting the new job on Monday, you can add a Transfer Out row with Friday's date, then the new dept will add a Transfer/Promotion/Demotion row with Monday's date to start the new job.

New Department: Transfer In/Job Data

After the releasing department turns over the security access to the record by adding the Transfer Out row, you will be able to add the Transfer In (or Promotion or Demotion) row by going to Workforce Administration > Job Information > Job Data and entering the appropriate data.

NOTE: If the position was advertised in TAM (Talent Acquisition Manager) you need to start at to Workforce Administration > Manage Hires which will lead you to the appropriate job data screens with the recruitment information filled in. Remember that the TAM job opening will not be closed/filled until the Manage Hires-Transfer In (Promotion/Demotion) is done.

New Department: Personal Information

Once you have finished updating and saved the employee's Job Data, go to the employee's Personal Information > Modify A Person and change the Home Department code to your department, so the employee's campus mail (paychecks, etc.) will come to your department. You are now the administrator of the employee's personal information, so you will input any future Personal Information updates and changes (BELI, Visa, etc).