Human Resources Management System

Transaction Process for Transfer (XFR)

Definition: Use Transfer action when an employee moves from one position at UCB to another position at UCB with the same salary range maximum.

* = Required Field

Note: For employees transferring from another campus/lab use a Hire action.

Employee Inquiry

1. To verify the the employee's current department, go to Home>Administer Workforce>Administer Workforce (GBL)>Inquire. From the Inquire Menu, click Appointment Summary.
2. Type in the employee's Last Name, and click Search. (You can also search using Employee ID, First Name, Department, and Personnel Status.) If an employee record is found, verify it is the person you are transferring into your department.
3. Contact the employee's current department, and ask them to set the Alternate Department ID to your department ID to enable you to access the employee's job data.
4. After the current department has notified you they have set the Alternate Department ID to your department's ID, go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Job Data.
   1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
   2. If a list of employees is displayed, click the employee ID or name of the employee you are transferring. If there are no matching values, review your criteria and change it, as appropriate.

Job Data

5. On the Work Location page of Job Data, click the + button to insert the new transaction.
   The system will automatically copy the last row of data into the newly inserted row. Note: Effective Date defaults to the current date.
   1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar to select a date.
   2. Select Action* "Transfer" from the drop-down list of available Actions. Note: If the employee is linked to a job requisition, the Job Req # edit box is displayed. The disposition of the job requisition must be "Ready for Hire." Contact the requisition originator if this is a staff transfer with recruitment and Job Req # is not displayed.
   3. Type in the Reason* code or click the Magnifying Glass to lookup the appropriate Reason for the Transfer. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
   4. If this is a staff transfer with recruitment, type in the Job Requisition # and tab out. After you tab out, Job Req # is grayed out and cannot be changed. Department, Location, and Supervisor ID are carried forward from the job requisition. If there are no changes to these three fields, go to step 5.h.
   5. Type in Department* or click the Magnifying Glass to lookup the 5-character code. After you tab out, Control Unit is displayed.
   6. Type in Location* if it is different or click the Magnifying Glass to lookup the code, which is typically "Campus".
   7. Type in the Supervisor Employee ID or click the Magnifying Glass to search on last name or other criteria to obtain the Supervisor's employee ID.
   8. Click the Job Information tab.
6. Review and update information on the Job Information page. If this is a staff transfer with recruitment, Job Code, Full/Part, and FTE are carried foward from the job requisition and should not be changed.
   1. Update FTE (percent time worked; for example, 1.0 for 100%, .8 for 80%, .2 for 20%) if it has changed. Note: Total FTE for all jobs with Earnings Codes of regular pay (REG, RG1, SLN, SLR, and TAP) cannot exceed 1.0. If Earnings Code is "BYN" and there are not regular pay lines, FTE should be 0.0. Student employees may be scheduled to work up to a maximum of 49% of the working hours in the month.
   2. For academic positions with Appointment Types "X" or "Y," check the appropriate box to indicate whether the transfer is With Recruitment or With Waiver.
7. Review and update information on the Salary Plan page, as appropriate.
8. Review and update information on the Compensation page, as appropriate.
9. Click the Earnings Distribution link at the bottom of the page.

Earnings Distribution

10. Update information for each distribution line on the Job Earnings Distribution page including the chartstring for your department. For multiple distributions, click the + button to add additional distribution lines, and click Copy Fields on the new line to copy information from the previous line. Click the - button to delete a distribution line.
    1. Verify and change, as appropriate, the Begin Date* for each distribution, or use the calendar feature to select a date. Type in an End Date if applicable.
    2. Earnings Code defaults to "REG." Type in or select a different Earnings Code if appropriate.
    3. Type in the Distribution % (percent format, not decimal). For example, type 100 (not 1.0) for 100% or 80 (not .8) for 80%. The total of all distribution percents must equal job FTE. Leave Distribution % blank if the Earnings Code indicates that a flat rate should be used in Pay Rate/Amount.
    4. Type in Pay Rate/Amount if the Earnings Code indicates that a flat rate should be used.
    5. Type in Budgeted FTE for permanently budgeted positions (in decimal format, for example, 1.0 ).
    6. Select Work Study Program code for student employees in work-study positions. The program code is on the Work Study Referral form.
       Note: Refer to the Work Study website at: http://workstudy.berkeley.edu
    7. To enter a Speedtype, select the box next to the Speedtype edit box. Type in a Speedtype code or enter a partial value and click the Magnifying Glass to select a code from a list.
    8. Change BU (Business Unit) to "J" if appropriate.
    9. Type in the salary Account (REQ) or click the Magnifying Glass to select the account from a list.
    10. Type in the Fund*, Org code*, Program*, Project, Flex that are not populated by Speedtype. Click the Magnifying Glass to select any of the values from a list.
    11. Click Save to save the transfer transaction.

Personal Data

11. Go to Home>Administer Workforce>Administer Workforce(GBL)>Use. From the Use Menu, click Personal Data.
12. Update information, as appropriate, on the Address History page.
    • Click the + button beside Address Type to insert a row and select another address type (for example, "Dorm" for a student's UC Berkeley address or "Other" for a non-US citizen's foreign address). Complete address information for the additional address type.
    • To change home address, click the + button beside Effective Date and Status to insert a row.
    • Campus Address, Email Addresses, and Phone information are not effective-dated, and you do not need to insert a row if you are only making changes to that information.
    1. In the Campus Address section, type in the new Home Department code*, and tab out. Address will default to the mailing address assigned to this department. Select Paycheck Code* from the drop down list. If Paycheck Code is "Hold for Pickup," indicate Pickup Code.
    2. In the Phones section, review and update the Business 10-digit Area Code/Phone number. You do not need to format the number, the system will do it for you when you tab out. If there are multiple phone numbers, click the + button to add the next number.
    3. In the Email Addresses section, update the Business Email Address if appropriate. If there are multiple email types, click the + button to add the next email address.
       Note: Email Type and Email Address are necessary to receive workflow messages.
    4. Go to the Personal Profile tab.
13. Go to the Personal Profile page and review. Update information as necessary.
14. Go to the Identity page and review. Update information as necessary.
15. Go to the Eligibility page and review. Update information as necessary.
    1. If BELI (Benefits Eligibility Level Indicator) is changing, tab to BELI Code and select the appropriate BELI (Benefits Eligibility Level Indicator).
       • 1-Career
    • 2-Limited Career (Minimum 50% appointment for 12 months or more)
    • 3-Limited Career (100% for 3 months or more)
    • 4-CORE
    • 5-Not Eligible

    Tab to Effective Date and type in the effective date or use the calendar feature to select a date. For criteria, refer to chart at: http://hrweb.berkeley.edu/benefits/eligibilitychart.htm

    2. If BELI (Benefits Eligibility Level Indicator) is changing and Primary and Secondary Status Qualifier Codes are applicable, select the Primary and Secondary Status Qualifier Codes, and type in the Effective Date or use the calendar feature to select a date. For criteria, refer to chart in the following: http://hrweb.berkeley.edu/guide/benefits.htm#Eligibility
16. Click Save to save the personal data changes.
    Note: When an employee transfers to another department and the old department is transferring sick and vacation leave balances, the old department should write a memo to the new department reporting the sick and vacation leave balances and forwarding the employee's personnel file.