Employee Company Transfer

Business Scenario

Use the Company Transfer when an employee from one Company is re-assigned, transferred, or hired by another Company in the same client system.

For instance, an employee is transferred to another company in the client system and receives a different default labor distribution and a pay raise. A user completes the Employee Company Transfer wizard to terminate the original employment and to hire the employee into the new company.

All accumulated dollar amounts and taxes for the original company assignment remain, and accumulations associated with the new company assignment begin with the next payroll.

Processing Logic

Through the Employee Company Transfer, processing includes the following:

Effective and termination dates. The effective date entered during the wizard is used to apply all begin dates. The payroll termination date is used to end-date payroll details through termination processing. The benefits termination date is used to end-date benefit details through termination processing. The termination effective date, if any, defines all termination dates that aren't otherwise specified during the wizard.
Labor distributions. Through the wizard, labor segment changes populate the new Organization tab and the following records where the following have labor segment 1 through 4 values that equal those on the Organization tab: Employee Auto Pay Details, Employee Position Details, and Employee Pay Rates Details.
Position and job changes. Any job and position change populates the new primary Position Detail and uses the effective date entered during the wizard where HR records are copied.

Shift. For a shift change, where the shift value on the following equalled the original shift value on the master, then the shift code on the Auto Pay Detail is updated and the shift code on the master record is updated where payroll records are copied.
Tax filing. A tax filing status change populates the selected tax filing information from the FIT and SIT fields to the new tax details. Where there is an additional percentage entered, it is passed to the corresponding FIT or SIT tax details that are created. New tax records for the new employee record are copied without the accumulated dollar amounts for the previous employee record and company.
Payroll amount or compensation amount changes. Payroll amount or compensation amount changes populate the new master compensation information. Pay mode, pay amount, and hours entered populate the Compensation tab and compa-ratio. The following applies when payroll records are copied:
A pay mode or pay amount change in the wizard creates an Employee Salary Detail record that is marked as posted.
A pay mode or amount change updates Auto Pay, Pay Rate, and Position details when the indicator to use the master hourly rate is selected on the detail.
The wizard updates the hourly or compensation amount on an auto pay detail based on the payroll salary, hourly rate, and compensation amount entered when "Use Defined" isn't selected. On an auto pay detail, if "Use Payroll Salary" is selected, then the compensation amount is updated. If "Master Hourly Rate" is selected for the auto pay, then the hourly rate is updated.
An update to Pay Period Hours updates an Auto Pay Detail's number of hours if that detail's number of hours equals the employee's original pay period hours.
Audit logs. Depending on the records that existed for the employee and the processing options selected, completing a transfer can produce a TERMINATION audit log record in addition to audit log records for inserting new records.

If you select "Copy Benefits," it is recommended that you also select "Copy HR Records." Otherwise, employee beneficiary records may be copied without the supporting contact detail records.

Select Option	To
Copy HR Records	Copy the following Human Resource details to a new employee number: + Absences + Assets + Awards + Certifications and licenses + COBRA + Contacts + Correspondence + Disabilities + Disciplinary + Education + ESS PIN Detail and password (not copied: role assignments and workgroup assignments) + Employment History (prior employers) + Positions + Health and Welfare + I-9 data (a new record is also created) + Official Documents + OSHA Cases (the record for the previous employment record also still exists) + OSHA Physician Visits (the record for the previous employment record also still exists) + Out of Office + Performance review (and corresponding competency details) + Primary Care Providers (HMO) + Salary (review) details + Skills + Termination details + Testing + Training Detail (accessed through the Back Office Suite only) Employee Tax Details are auto-created, such as with a new hire, but settings such as additional amounts, are not transferred. The following records are not copied: pending transactions, termination details, the employee demographics photo and any other attachments to a master record, employee Message Center messages and reminders.
Copy Pay Records	Copy the following assignments to a new employee number: + Auto pays + Deductions (no processed amounts) + Net pays (no processed amounts) + Pay rates + Taxes (no processed amounts) + Guaranteed net pay + Payroll alerts The new employee number has a fresh payroll history for the new company without year-to-date information. The following payroll information is not copied: online pay stub information, Pay Checks Detail, W-2 Forms, pay/time entry records, weekly timesheet time and expenses, and earnings detail records.
Copy Benefits	Copy the following (through Enterprise Client only) to a new employee number: + Benefit details + Beneficiary details Completing the Company Transfer wizard with a Benefit Profile selected assigns benefits using the same logic that new hire processing uses. Note: Selecting "Copy HR Records" is recommended when "Copy Benefits" is selected. The "Copy HR Records" option copies records for COBRA, Contacts, and Primary Care Providers (HMO).
Terminate	Process a termination for the individual's employment with the original company. Results of this option are comparable to completing the termination wizard for the original employment record. Refer to Employee Terminations for the results of a termination.
Remain Active	Leave the original Employee Master and employee records and avoid processing a termination at this time. The employee remains an employee of the original company and becomes an employee of the new company.