Transfer employees to new assignments

Sparkrock 365 includes functionality to help you manage the transfer of an employee to a new assignment.

Employee benefits for a transfer

When an employee transfers to a new assignment, Sparkrock 365 makes changes to the employee's Employee Benefits page as follows:

• If the benefit plan of the new assignment is the same as the previous assignment, Sparkrock 365 does not make any changes to the employee's Employee Benefits page. In other words, the employee's benefit plan code remains the same.

• If the benefit plan of the new assignment is different than the previous assignment, and the effective date of the transfer is less than or equal to today, Sparkrock 365 updates the employee's Employee Benefits page to have the new benefit plan code.

• If the benefit plan of the new assignment is different than the previous assignment, and the effective date of the transfer is in the future, Sparkrock 365 does not update the employee's Employee Benefits page to have the new benefit plan code until the effective date of the transfer is reached.

To transfer an employee to a new assignment

1. Choose , enter hr requests, and then choose the related link.

   The HR Requests page opens.

2. On the action bar, choose New.

   The HR Request page opens.

3. On the General FastTab, perform the following steps:

   1. In HR Reason Code, specify the code that represents an assignment transfer, for example, 25-TRANSFER.

      The No. field is automatically populated.

   2. In Effective Date, specify the date on which the transfer is to take place.

   3. In Employee No., specify the employee number that corresponds to this HR Request.

   4. Specify values for other fields as required.

4. On the action bar, choose Home > Details.

   The HR Request-Transfer page opens.

5. On the General FastTab, perform the following steps:

   1. In HR Emp. Assignment Entry No., specify the employee’s current assignment that is being transferred.

   2. In To HR Position Code, specify the employee’s new assignment.

   3. Specify values for other fields as required.

6. On the Payroll FastTab, perform the following steps:

   1. In HR Company Code, specify a company.

   2. In HR Pay Cycle Code, specify the new assignment's HR pay cycle.

   3. In HR Pay Code, specify the new assignment's HR pay code.

   4. Specify values for other fields as required.

7. If an employee’s assignment is to be divided into multiple dimensions, on the Allocations FastTab, perform the following steps for each allocation:

   1. In Account Set Code, specify a value.

   2. Specify values for other fields as required.

8. To record any qualifications that an employee has, on the Assignment Details FastTab, perform the following steps for each qualification:

   1. In Qualification Code, specify the code that represents the employee's qualification.

   2. Specify values for other fields as required.

9. To manage earnings that an employee might receive, but for which the employee does not have a specific assignment, for example, a stipend for a cell phone, complete the Assignment Allowances FastTab. To complete the Assignment Allowances FastTab, perform the following steps for each allowance:

   1. In Allowance Code, specify the code that represents the allowance.

   2. In Start Date and End Date, specify dates.

   3. (Optional) In Description, specify a description.

   4. In Total Amount, specify the allowance amount.

   5. Specify values for other fields as required.

10. Choose Close.

    You are returned to the HR Request page.

11. Process the HR request.

    To learn more about processing an HR request, go to Process HR requests.

Leave assignments

Sparkrock 365 supports transferring employees who are on leave to a new position.

To support this feature, you can specify values for the following fields on the HR Request-Transfer page:

• Leave FTE: Specifies the proportion of work hours that are allocated to the leave.
• Leave HR Pay Code: Specifies the HR pay code that is associated with the leave.
• Total FTE: Specifies the sum of the Active FTE and Leave FTE.
• Cause of Inactivity Code: Specifies the cause of inactivity code that represents the reason for the leave.

When a leave assignment is selected on a transfer HR request, Sparkrock 365 automatically updates or populates related fields such as the following based on that assignment:

• Active FTE
• Leave FTE
• Hours/Day
• Hours/Week
• Hours/Year
• ROE Reason Code

As required, users can edit the following fields:

• Cause of Inactivity
• Leave FTE
• Leave HR Pay Code
• Leave Hours/Week

When the HR request is processed, Sparkrock 365 copies the values for these fields to the new assignment.

Reversal processing

If the HR request is reversed, the new assignment that was created as part of the transfer is cancelled. The leave related fields are retained on that assignment.

The following fields on the original assignment are retained or restored:

• Leave FTE
• Leave HR Pay Code
• Total FTE
• Cause of Inactivity Code
• Cause of Inactivity
• Leave Hours/Week

Related information

HR requests
Transfer an employee temporarily to a different assignment
Change a temporary assignment transfer

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