Background

In some situations, a customer may find it necessary to transfer an employee from one location within their company, to another location within the same company.  Staff can save time, and preserve historical records related to an employee by using the Employee Transfer feature which allows a permanent transfer (in contrast to the temporary “Employee Sharing” feature) of an employee from one location to another without the need to delete the record in the original location and recreate in the new location.


Initiating a Transfer

To Enable the Transfer Functionality, follow these steps:

  1. Navigate to the Admin > Transfer menu item in the main menu.
  2. A screen will be displayed, with the option to Add Transfer which will initiate a new transfer. Additionally, if you have previously transferred employees out of the currently selected location, these will be listed below along with the date of transfer, user who performed the transfer, and the destination that the resource was transferred to as shown in the screenshot below.
  3. Employee Transfers can only be performed for existing employees, with effective dates that have already passes.

Transferring an Employee

To initiate an employee transfer, click on the Add Transfer link at the top right corner of the screen, and should select “Employee” from the dropdown menu.



The user will be presented with the Transfer Employee interface, as shown below.



Using the Employee Selector, you can filter the employee list by using the search box as well as selecting multiple employees to transfer with the same effective date by placing a check next to each employee name you wish to transfer before moving them to the Selected Employees pane.


Location To: A list of locations the user performing the transfer has access to, and to which the employee can be transferred to.  Please note that by default, the transfer role is only assigned to company level administrators and cannot be performed by a manager of only a single location, as that user would only have access to their own location.


Transfer Date:  Employee Transfers may only be effective equal to the start date of any prior pay period.  For example, if the location has a weekly pay frequency, and the last pay period ended on Saturday, April 2nd, the permitted transfer date can be April 3rd, or any Sunday prior to April 3rd.

If the pay frequency is bi-weekly, the eligible transfer dates would be Sunday, April 3rd, Sunday, March 20th, and so on.


Important Notes

  1. It is imperative that the transferring location complete the employee’s payroll prior to completing the employee transfer.  Once an employee has been transferred, the original location will not be able to apply any guarantee or OT rules to the employee’s paid time, nor will they be able to create any pay-file records.

  2. When selecting employees to be transferred, the system does not currently have an indicator to differentiate between employees with identical names.  For example:  If you have two employees named “John Smith” the initial release of the Transfer functionality will not have a way to distinguish between these two records.  This will be addressed in a future release by making the Corporate Employee ID visible when hovering over the name of an employee.

  3. Errors when attempting to Execute Transfers
    1. If there are any tasks still assigned to an employee being transferred in the Daily Dispatch, an error message will be displayed indicating that the dispatcher must unassign the employee from the task(s) before the transfer can be completed.

    2. The system automatically unassigns the employee from any tasks they are assigned to in the Master Schedule

    3. If you are attempting to transfer multiple employees at once, and the system finds an issue with any of the employees in the list, the Transfer process will stop for all employees.  The user performing the transfer should unselect the employee with the issue and transfer the remaining employees and then address the issue with the employee that caused the transfer operation to halt.