On / Off Boarding | External Transfers
Overview
Where more than one company and/or frequency have been registered on the system, a need may arise for an employee to transfer from one entity to another. This article clarifies how to transfer an employee.
Edition
This feature is available on all Deel Local Payroll powered by payspace payroll editions
Navigation
Navigate > On/Off Boarding > Transfer
Details
The system offers a pre-defined workflow path that guides you through the sequence of transferring an employee between entities. The External Transfer Employee Workflow consists of the following screens:
Example of an External Transfer
The employee Transfer Screen
The Leave Setup Screen
The leave balances of the previous entity will not transfer automatically, unless leave schemes have been mapped, as explained above. Use the Leave Adjustments Screen to process leave adjustments for the various types of leave.
The Leave Adjustment Screen
The Leave Adjustments Screen: History Grid
The employee Position Screen
The employee Tax Profile Screen
Tip
The employee’s group join date, nature of person and tax status will be inherited from their previous record.
The Pay Rate Details Screen
The Recurring Payroll Components Screen
The Edit Payslip Screen
Tips
- When you have reached the Edit Payslip Screen, the transfer has been completed.
- The employee’s historical as well as current payslip records can be viewed on the Edit Payslip Screen. Similarly, if the employee is registered for Employee Self Service (ESS), the employee will have access to both entity’s payslip records.
Searching for a Transferred Employee
The Employee Search Screen
Tip
It is important to select the Incl. Terminated Box. Since the employee was transferred, the system will automatically terminate the record in the previous entity and update the employee number to_TR1.
Important
Retaining the Employee Number: When transferring between companies, the same number can be retained in both companies. This needs to be set-up on Company Level.
Upon accessing the terminated record, the Transfer Notification will be visible from the Location Menu.
The Location Menu
The Transfer History Screen
The transferred record can be viewed from the Transfer History Screen.
Navigate > On/Off Boarding > Transfer History
The Transfer History Screen
The New Engagements and Terminations Report
The transferred records will display in the New Engagement and Terminations Report
Navigate > Reports > Reports > Standard Classic > Category Heading: HR
Complete the New Engagement and Terminations Report Parameters and execute the report.
An Extract of the New Engagements and Terminations Report: Weekly Frequency
An Extract of the New Engagements and Terminations Report: Monthly Frequency
Important
- When transferring an employee, the employee’s record will automatically be terminated in the old entity and will be added in the new entity.
- Following the workflow path, you will be able to capture the relevant details of the employee in the new entity.
- The transferred employee will receive separate tax certificates.
- The payslip records that were processed in the previous entity for this employee, will be accessible from the employee’s Edit Payslip Screen in the new entity.
- The External Transfer Workflow should not be interrupted. Once activated, it needs to be completed. If not, please contact the Support Centre to reset the employee record.
Related Articles
South Africa: Transfers using the statutory override option for ETI
Employee Transfers Employees can be transferred between different frequencies in the same company and between different companies in the same company group. Navigate to the employee > On / Off Boarding > Transfer When an employee is transferred ...South Africa: Transfers using Statutory override for COIDA reporting
Employee Transfers Employees can be transferred between different frequencies in the same company and between different companies in the same company group. Navigate to the employee > On / Off Boarding > Transfer When an employee is transferred ...South Africa: Transfers using the statutory override option for UIF
Employee Transfers Employees can be transferred between different frequencies in the same company and between different companies in the same company group. Navigate to the employee > On / Off Boarding > Transfer When an employee is transferred ...What is the purpose of the "show company frequency selector column in the add new employee bulk upload template"?
This feature is available on all Deel Local Payroll powered by payspace payroll editions The company setting gives each organization the flexibility to choose where the frequency field appears in their workflow — either on the Basic Profile or the ...How do I transfer an employee from one frequency to another within the same company?
This feature is available on all Deel Local Payroll powered by payspace editions The transfer process of an employee from one frequency to another within the same company is initiated on the Transfer screen. For instance, if an employee is ...