Understanding the Transfer Action in the Actions Menu

The Transfer action allows you to move employees to another entity. The Employee profiles on applying the Transfer action will have two fields:

• Transfer In Date: Marks the start date of an employee’s position within a new Home Budget Entity (HBE), beginning their tenure in the new HBE.

• Transfer Out Date: Indicates the end date of the employee’s position in their previous Home Budget Entity.

In workforce planning, these dates are critical for:

• Budget Allocation as the Transfer Out Date determines when the previous entity stops accounting for the employee in its budget and the Transfer In Date determines when the receiving entity starts accounting for the employee.

• Headcount Reporting as it reflects when the employee is removed from one team or location and added to another.

• Compensation Adjustments as the changes in pay, bonuses, or other compensation elements take effect from the Transfer In Date. Currently, only the Annual Salary is used for computing any advanced action impacts.

The system creates two employee profiles for each transfer:

• Transfer-Out: Reflects the employee’s departure, prorating annual salary and merit calculations up to the Transfer Out Date.

• Transfer-In: Logs the employee’s arrival at the new position, carrying forward relevant details while locking certain fields (e.g., Home Budget Entity). You cannot update the Home Budget Entity for a Transfer-In record.

  Notes:

  Salary adjustments and budget raises are automated, ensuring accurate updates in reports and payroll.

  • The Transfer Out Date can be modified later.

  • When an employee is transferred, and to delete a transferred employee, the Transfer-In profile must be deleted first, followed by the Transfer-Out profile.

  • Deleting a Transfer-In record or promoted position automatically clears the Position End date for the old employee profile. Additionally, the Transfer-Out employee profile resets to Unprocessed and you must reprocess it again.

How To Transfer an Employee

To Transfer an employee, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The employees roster displays all the employees added to that scenario.

3. Search for the employee and click the Employee Number link from the employee roster to open the employee profile. The employee profile appears.

4. Click the Actions Menu and select Transfer. The Transfer Out pop-up appears.

   Note:

   You cannot perform the Transfer Out action for employees holding multiple simultaneous positions. However, it is available for employees with a single position and multiple incremental (non-overlapping) positions.

    

5. Enter the Transfer Out date in the Date field. The Transfer-In Date will automatically display the next day of the Transfer Out date field and is non-editable.
   
   

6. Select the Home Budget Entity and click Proceed.  
   

   
   You will be on the employee profile where you will see:

   1. The disabled Actions menu.

   2. A Transfer-In label displaying the scheduled transfer-in date (the day after the selected transfer-out date).

   3. The disabled Home Budget Entity field.
      
      

7. Modify the employee number, if required.

8. Click Save to confirm your changes. A Transfer-In employee profile is created and the Actions menu is enabled.

9. Click on the Back button to navigate back to the roster and search for the original employee for whom you have applied the transfer date.

10. Click the Employee Number link to view the original (old) profile, which now has:

    1. A Transfer-Out label with the scheduled transfer-out date.

    2. An Update Transfer-Out Date icon next to the scheduled date, allowing you to edit it.
       Note: The Actions menu, Home Budget Entity field, Save & New, and Save options are disabled in the old profile and you cannot perform any other actions on this employee profile except editing the Transfer - Out date.

       Note:

       Salary adjustments and budget raises are automated, ensuring accurate updates in reports and payroll.

    For example, if a transfer occurs for an employee, where the position start date is 1/25/2025, with an annual salary increase from $12,000 to $18,000 as the Budget Raise is 50%.
    On 8/2/2025, the transfer occurs and the system calculates the budget raise and creates a transfer-in record with the Annual Salary set to $18,000, reflecting the 50% budget raise. The system prorates the salary for the old position up to 1/24/2025. From 8/2/2025, the new salary of $18,000 applies, with the 50% budget raise accurately reflected for 2025 and 2026.

How to Edit the Transfer Out Date

To edit the transfer date, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The employee roster displays all the employees.

3. Search for the employee and click the Employee Number link from the employee roster to open the employee profile. The employee profile appears.
   Note: The Actions menu, HomeBudget Entity field, Save&New, and Save options will be disabled.

4. Click the Update Transfer Out Date icon to edit the termination date. The Update Transfer Out Date pop-up appears.
   
   

5. Modify the termination date. The Transfer in Date value will automatically display the next day of the Transfer Out Date.
   
   

6. Click Update and you will be on the Transfer-In employee profile (created when the Transfer action was performed), and the profile is updated with the new Transfer in Date.  At this point, the Actions menu is disabled.

7. Click Save to confirm your changes and the Actions menu is enabled.

8. Click the Back button to return to the roster and search for the original employee for whom you have applied the transfer date.

9. Click the Employee Number link to view the original (old) profile, which now has:

   • A Transfer-Out label with the new or updated scheduled transfer-out date.

   • An Update Transfer-Out Date icon next to the scheduled date, allowing you to edit it.
     

     Note:

     The Actions menu, Home Budget Entity field, Save & New, and Save options are disabled.

Limitations

The Transfer Out action has specific conditions, restrictions, and system behaviors based on employee classification, position structure, and workflow processes.

• You cannot change the Home Budget Entity of the Transfer In profile via dropdown selection. The only way to modify the Home Budget Entity is by initiating a new transfer for the Transfer In employee.

• You cannot reverse transfer the employee to their original Home Budget Entity.
  For example: If an employee is transferred out from Home Budget Entity Product to Sales, they cannot be transferred back from Sales to Product. However, they can be transferred out to a new Home Budget Entity that is neither Product nor Sales.

• You cannot revoke a transfer.