·        On the request of the employee (if admin allows transfer request to employee) or on behalf, HR can initiate the transfer process of an employee. This transfer process initiates either within the entity or across the entity.

Case-A: Employee transfer process within the entity

·        Based on employees’ seniority and merit, HR can transfer the employees within the entity. This process is completed in 4 to 8 steps.

Navigation:

Promotion & Transfers >> Transfer >> Initiate >> Within Entity >> Proceed >> Submit.

**The hiding fields in step selection are mandatory to fill in the process of employee transfer**.

Step 1: Basic Details

Fill in the following fields, then click on continue.

Field Name	Example	Description
Transfer Type	Horizontal/lateral	HR can transfer the employee to either a horizontal/ Lateral mode.
Effective Date	03-11-2022	From the calendar, select the effective date of transfer for the employee.
Reason for Transfer	Employees shortage in other units	Enter the reason for the Transfer.
Experience Range	10-20 years	By dragging on, set the range of employee’s experience to transfer.
Load Data	----	By clicking on Load Data, the selected experience range of employees is listed.

 

Step 2: Work Place Details

In this step, by clicking on actions, HR can change the workplace and designation of the employee.

·        Click on change workplace in the action field.

·        Select the business unit and department for transfer.

Next, click on change designation/position in the action field. Then fill in the following fields to complete step 2.

 

Field Name	Example	Description
Choose work details	Designation	Select the work details of the transferred employee designation.
Designation	Officer/Manager/Head of the department	From the drop-down, select the designation of the transferred employee.
Choose Staffing Model	Job/Position	Choosing the transfer is either a job/position role.
Position	Professor	Select the work of the transferred employee.
Grade	G1,G2….	Select the grade of the position.

 

Job: Multiple employees for a single position.

Position: Single employee for a single job.

Designation: Title that you have in the organization.

**At a time, HR can change all selected employee's workplaces to the new identical workplace with the change workplace field**.

 

Step 3: Salary Details

In this step, HR can assign the salary details to the transferred employees. If the transfer is within the entity, this step is not mandatory.

·        If HR initiates salary for the transferred employees, click on config Pay, then fill in the following fields.

Field Name	Example	Description
Pay Band	Professor/General pay band/assistant professor.	From the drop-down, select the pay band for the transferred employee.
Pay Cycle	Monthly	Select the respective pay cycle for salary payment.
Gross Salary	1200000	Enter the gross salary per year. If the entered salary exceeds the available pay structure, then create a new pay structure.
Salary structure	Salary structure 1	Enter salary structure, If HR creates a new pay structure. Then enter the gross value of the structure.
Pay structure	Pay structure 1	From the drop-down, select the pay structure if the gross salary is within the entered limit.

 

Step 4: Time Details

In this step, HR can assign new shift groups, time policies, and leave policies to the transferred employees. This step is not mandatory if the transfer is within the field; otherwise, fill in the following fields.

Field Name	Example	Description
Shift group	General shift/Regular shift…	From the drop-down, select the available shift groups for the transferred employees.
Time policy	New time policy	From the drop-down, select the available time policies for the transferred employees.
Leave policy	Main leave policy	From the drop-down, select the available leave policies for the transferred employees.

 

After selecting the leave policy, HR can swap the employee’s current leaves to the new leave group.

Note: When changing the current leave group details to the new leave group, the total swappable balance must equal the total leave balance in the new leave group.

Sample data of the leave group change for an employee.

Step 5: Reporting Details

In this step, HR can assign a new reporting manager and new subordinates in place of old subordinates for the transferred employees. This step is not mandatory if the transfer is within the field; otherwise, fill in the following fields.

Field Name	Example	Description
Reporting Manager	M sudheer	From the drop-down, select the available reporting managers for the transferred employees.
Current subordinate’s RM	Samuel	From the drop-down, select the available current subordinates of RM for the transferred employees.
New Subordinates	Aditya	From the drop-down, select the available subordinates for the transferred employees.

 

 Step 6: Expanse Details

In this step, HR can assign a new expanse policy for the transferred employees. This step is not mandatory if the transfer is within the field; otherwise, fill in the following fields.

Field Name	Example	Description
Expanse Policy	Basic Policy 1	From the drop-down, select the available expanse policies for the transferred employees.

 

Step 7: Letters

In this step, HR can assign manual tags to the transfer letter template if manual tags are present. These manual tag details are reflected in the letter template.

Field Name	Example	Description
Transfer Template	Transfer Letter	Select the available transfer letter template from the drop-down for the transferred employees.

 

Step 8: Review & Submit

Here, HR can assign the approval flow for an employee’s transfer.

Field Name	Example	Description
Approval flow	Approval flow 1	Select the available approval flows from the drop-down.

 

Once previewing the employee transfer process, click on