Use the Cross Employer Transfer task to transfer an employee from one employer to another employer within the enterprise. The system copies employee information required for processing and reporting to the new employer. This includes savings and insurance benefits, attendance accruals, dependents, and job history. You can also choose whether or not to transfer optional human resource data such as skills, education, or previous employment information. See Data copied to the new employer.
All employee information in the original employer remains intact. When you finish transferring the employee, the system reminds you to terminate the old employee.
To transfer an employee:
- Select Employees > Tasks > Cross Employer Transfer.
- From the table of employees, select the employee to transfer, and then click .
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On the Steps for Cross Employer Transfer Task page, select the Complete check boxes for the steps you want to complete now. Select the Schedule check boxes for the steps to schedule for yourself or another user to do later.
Note: Cross Employer Transfer is a required step so the Complete check box is automatically selected.
- Click to start moving through the steps you selected to complete now.
Note: At any time as you go through the steps, you can click Stop to terminate the transfer. Sage HRMS reverses all the steps you completed and marks for deletion all records the system copied to the new employer. If you terminate the Cross Employer Transfer task, you should run the Optimize Databases system process to remove all records marked for deletion.
Steps in the Cross Employer Transfer task
The Cross Employer Transfer page displays the name of the employee you selected, along with the current ID and current employer.
- Enter the New Employee ID to be used by this employee in the new employer. If you enter an ID that already exists in the new employer, Sage HRMS alerts you to choose another ID.
- Select the New Employer. Except for the current employer, all employers to which you have security access appear in the list.
- If you want the system to create a job history record for the employee in the new employer, enter the Change Date and select a Change Reason.
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If you want to copy the additional HR data for this employee to the new employer, click the Copy Optional HR Data tab and select Yes for the following items that you want to copy.
- Skills
- Education
- Previous employment
- Events
- Wellness
- Workers' compensation
- Leave of absence
- Termination
- Custom screen data
- OSHA
- OHS.
- Click to save your selections and continue.
- When the transfer is complete, a message reminds you to terminate or delete the employee from the old employer if you do not want to save the employee in the old employer. Click .
Notes:
- After you transfer an employee, there might be references to invalid codes in the new employer. To correct this situation, make sure that each of the employers has the same code table values.
- If you terminate the Cross Employer Transfer task, we recommend you perform the Optimize Databases system process to remove all records marked for deletion from your system.
Use the tabs on the HR Status page to edit information about an employee’s seniority, employment eligibility, military history, and union affiliation. The change date from the Cross Employer Transfer page is automatically filled in for Last Hire Date on the Seniority tab.
Click to move to the next step.
Use the tabs on the Current Pay page to edit information about the employee’s pay rate, frequency, and annual pay.
Click to move to the next step.
Use the tabs on the Current Job page to edit information about the employee’s employment status, job, job classification, and organization levels. The change date from the Cross Employer Transfer page is automatically filled in for Change Effective Date on the Job tab
If an employee will have additional jobs in the organization, click the Secondary Job tab, click Add, enter the details on the Secondary Job page, and click .
Click to move to the next step.
Review the Job History page, which contains a table of the employee's job history, including the date of the change, the pay rate, frequency, annual pay, and performance rating.
Click to move to the next step.
Verify the information on the Dependents and Beneficiaries page, which contains a table with information about the employee's dependents and beneficiaries.
If needed, add, edit, or delete dependents and beneficiaries.
Click to move to the next step.
The Savings Benefits page contains a table of savings benefit plans in which the employee enrolled with the previous employer. Add, edit, or delete the savings plans as necessary.
Click to access the Insurance Benefits page, which contains a table of insurance benefit plans in which the employee enrolled with the previous employer. Add, edit, or delete the insurance plans as necessary.
Click to move to the next step.
(Only if you have Time Off)
The Absence Transactions page shows all absence transactions for the employee. Review the table and make any necessary changes. You can add, modify, or delete any of these transactions.
Click to move to the next step.
(Only if you have Time Off)
Use the Attendance Summary page to see the attendance plans in which the employee participates. Review the table and make any necessary changes. To review the details of an attendance plan, select the plan in the table, and then either click the button next to the plan or select the plan and click More to open the plan’s detail page. When done, click to return to the summary page.
Click to finish.