On / Off Boarding | External Transfers
About
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 PaySpace editions.
Overview
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:
Important Comments
The External Transfer Workflow Comments
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 therefore 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.
Tip
Before transferring the employee, review the Company Payslip Pay Dates Screen of the current entity to ensure the pay run, from when the transfer should be effective, is open.
Navigation Path
Navigate > On/Off Boarding > Transfer
Ensure that the correct employee is selected.
The location menu
Example of an External Transfer
The employee Transfer Screen
The External Transfer Workflow: Step 2
If there are differences between the two entities to consider, it will be listed in Step 2.
The Leave Setup Screen
Transfer Balances to New Profile
This option is only relevant where leave schemes have been mapped on Company Level and an employee is transferred to a new frequency. Mapping of leave schemes is only available on Master Payroll Edition.
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
Tips
- Save: The information that has been processed on screen, will be committed to the History Grid. This will enable you to add leave adjustments for other leave types before continuing with the workflow path.
- Position Details : Use this option to proceed with the workflow path after saving the leave adjustments. Alternatively, this option can be used to skip the screen without adding any information. You can then return to this screen to update at a later stage.
The Leave Adjustments Screen: History Grid
The employee Position Screen
The employee Tax Profile Screen
Tips
- The employee’s group join date, nature of person and tax status will be inherited from their previous record.
- The employee’s employment date will display as processed in Step 1.
The Pay Rate Details Screen
The Recurring Payroll Components Screen
Tip
The employee’s recurring components will transfer to the new record. Since loans and garnishees have balance dependencies, these recurring components will have to be added in the new entity.
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 EMP130_TR1.
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
Tip
The system allows for a single unique e-mail address per employee record. Should an employee have several active profiles across entities, a need may arise to link the profiles to enable the employee to have access to historical payslips.
The option, Add Transfer Record, can be used to link employee profiles, including terminated profiles.
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
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