Transferring Employees

When employees are selected for CompanyTransfer, the selection criteria used is based mainly on the Level Codes defined on the Company Transfer window with the exception of the Termination Date in the Old Company. The following example shows the exceptions based on the Old Company Termination Date of 01/09/xx and the New Company Hire Date is 03/09/xx:

When the Bulk Transfer process is run, Leave maybe recalculated. If the Recalculate Leave field from the Company Transfer window is set to Y, it will take longer than when option N is selected.

If N is selected, the Calculate Leave Accruals process must be run to ensure that employee's leave is calculated up to the transfer date prior to running Company Transfer process.

As part of the Company Transfer process, one of the following options can be selected:

• Report Only
• Report and Update Database

The PPRE416 report is generated, displaying any warnings and/or error messages.

Report Only

One of the messages which may result is: "Check balance for Leave Type X - The employee Leave Balances must be checked."

Preceda has determined that maintenance has been performed on fields since the last Calculate Leave Accruals process was run and the changes to these field may have impacted the calculations.

Check the leave accrued for the employee if the following fields have been changed/maintained.

Report and Update Database

If the option to generate new ID numbers is used, the Process function will produce a report which lists the following additional information:

• Employee Current ID - before the transfer process
• Employee Report Name
• Employee Date of Birth
• New Employee ID number created
• Original ID number

The new employee ID number is not printed on the report until the Report and Update option is selected as the new ID numbers are not generated until this stage.

Leave Accrual codes can be set as part of the transfer process. The Accrual Code allocated to the employee in the New Company can be set for an individual employee if needed.

Program Control option TFR can be setup to determine how the Employee ID is to be transferred.

• Create or do not create a new Employee ID number when employee is transferred, hired or reinstated

  or

• New Employee ID field - Do or do not force the entry of a new ID number.

Preceda Support strongly recommends that the implications of changing to this method are discussed with your Consultant before implementation.

Depending on the setting in Program Control option TFR, one of the following will occur:

The Reinstate and Company Transfer processes allow you to optionally create a new employee record instead of creating a new version of the existing employee.

• The current reactivate process is not affected by this function.

The Transfer/Reinstate Table Control window is used to specify which files are to be included when transferring an employee. This only relevant when anew employee ID is created.

Some of the files that are copied to the new employee record can be specified using the Company Transfer/ Reinstate window. For example the employee's Attachments record may contain a CV or a photo ID which is also relevant to the new employee record.

Any of the following can be used to search for an employee by using the Quick Search function:

• The Employee ID number
• The Employee Name
• The Original ID number

It is possible to set the Original ID number to be the default search using theEdit Search function

The Original ID number can be added to the Results List by using the Data Title Function.

If Security Profiles are in place, the employee records that can be accessed are defined by Employee ID. A user may have access to an employee record, but records linked to the record through the Original ID may not be accessible.

If searching for ID number 064803 ;

If searching for ID number 075810;

If searching by employee name MOR*;

If searching for Original ID number 064803;

Any of the following can be used to search for an employee by using the Quick Search function:

• The Employee ID number
• The Employee Name
• The Original ID number

It is possible to set the Original ID number to be the default search using theEdit Search function

The Original ID number can be added to the Results List by using the Data Title Function.

If Security Profiles are in place, the employee records that can be accessed are defined by Employee ID. A user may have access to an employee record, but records linked to the record through the Original ID may not be accessible.

If searching for ID number 064803 ;

If searching for ID number 075810;

If searching by employee name MOR*;

If searching for Original ID number 064803;

When implementing the New Employee ID process, there are two types of transaction in Preceda that may not be paid immediately to the employee but held until a future payrun.

• Suspended transactions generated by time entry such as forward dated leave;
• Transactions generated by the system such as SGC payments, FID or BAD tax.

When an employee is terminated and then reinstated with a New Employee ID number or transferred to another Company with a new Employee ID number:

• All held transaction regardless of how they were generated will be paid against the original transaction ID.

The Close Year End function allows a user to specify a Delete Cut-off Date. All terminated records with a termination date prior to the Delete Cut-off date entered are deleted from the system.

When the process is run with the Program Control option TFR set to Y, the following additional rule is applied for the selection of records to be deleted:

• No employee record is deleted from the system if there are any other employee records with the same Original ID that are not being deleted.