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:

Termination Date	Result
31/08/xx	Employee not selected as Termination Date is Before the Old Company Termination Date
04/09/xx	Employee is selected as the Termination Date is after the New Company Hire Date
01/09/xx	Employee is not selected as the Termination Date is the same as the Old Company Termination Date
02/09/xx	Employee is selected as the Termination Date is after the Old Company Termination Date
03/09/xx	Employee is selected as their Termination Date is after the Old Company Termination Date

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.

Example: The following example shows the effect of recalculating leave if the Old Company Termination Date is 07/11/xx and the New Company Hire Date is 8/11/xx and a Default Leave Accrual Code of AB has been added in the New Company: Carry Forward or Pay Out Recalculate Leave Old Company New Company     Accrual Code Accrued to Date Accrual Code Accrued to Date Carry Forward No AA 31/10/xx AB 31/10/xx Carry Forward No None   AB 8/11/xx Pay Out No AA 31/10/xx AB 31/10/xx zero entitlement Pay Out No None   AB 8/11/xx zero entitlement Carry Forward Yes AA 31/10/xx Recalculated to 7/11/xx AB 8/11/xx Carry Forward Yes None   AB 8/11/xx Pay Out Yes AA 31/10/xx Recalculated to 7/11/xx AB 8/11/xx zero entitlement Pay Out Yes None   AB 8/11/xx zero entitlement The following example shows the effect of recalculating leave if the Old Company Termination Date is 07/11/xx and the New Company Hire Date is 8/11/xx and a Default Leave Accrual Code of AB has been added in the New Company: Carry Forward or Pay Out Recalculate Leave Old Company New Company     Accrual Code Accrued to Date Accrual Code Accrued to Date Carry Forward No AA 31/10/xx AB   Carry Forward No None   AB   Pay Out No AA 31/10/xx AB   Pay Out No None   AB Carry Forward Yes AA 31/10/xx Recalculated to 7/11/xx AB   Carry Forward Yes None   AB 8/11/xx Pay Out Yes AA 31/10/xx Recalculated to 7/11/xx AB   Pay Out Yes None   AB 8/11/xx zero entitlement The following would be the result if the employee Leave Accrual Date was after the Transfer Date: Carry Forward or Pay Out Recalculate Leave Old Company New Company     Accrual Code Accrued to Date Accrual Code Accrued to Date Carry Forward No AA 01/12/xx AB 01/12/xx same as old company Carry Forward No None   AB 08/11/xx Pay Out No AA 31/10/xx AB 01/12/xx zero entitlement Pay Out No None   AB 08/11/xx zero entitlement Carry Forward Yes AA 31/10/xx Recalculated to 7/11/xx AB 8/11/xx zero entitlement Carry Forward Yes None   AB 8/11/xx8/11/xx zero entitlement Pay Out Yes AA 31/10/xx Recalculated to 7/11/xx AB 8/11/xx zero entitlement Pay Out Yes None   AB 8/11/xx zero entitlement

 

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.

Hire Date	Base Rate Code	Base Rate
Base Rate Type	Award Rate	Other Rate3
Leave Accrual Code	Base Hours Code	Annual Super Gross
Average Rate 1	Average Rate 2	Average Rate 3
Annual Leave Calculation Code	Long Service Leave Calculation Code	Sick Leave Calculation Code
Other Leave Calculation Code	User Date 1	User Date 2
User Date 3	User Date 4

 

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.

Example: The following example shows the effect of entering or not entering an Accrual Code in the Company Update window. These rules apply regardless of if the leave is paid out or not. Old Accrual Code New Accrual Code Result Blank Entered All employees being transferred will have the new Accrual Code added to their records regardless of any old Accrual Code in their records. Blank Blank Employees being transferred will have the Accrual Code that exists in their records transferred to their new company. Entered Entered Employees being transferred will have the new Accrual Code added to their records if they have the old Accrual code. Employees who do not have the Old Accrual Code will keep their existing Accrual Code. Entered Blank Employees being transferred will have the Accrual Code that exists in their records transferred to the new company, regardless if the Old Accrual code is in their record.

 

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.

Example:  A new employee, Rebecca MORLEY is hired, the system generates an Employee ID of 064803. This ID number is also stored in an Original ID field. If this employee is transferred to a new company for the first time, a new employee record is automatically created with a new ID number. All personal details are transferred to the new record. ID Number Name Original ID Number 064803 Morley Rebecca 064803 075810 Morley Rebecca 064803 The Original ID number of 064803 is stored on the new employee record. Two records would exist. If the employee is transferred again, another new employee record is generated, with a new Employee ID. The Original ID number on all three records is the first ID Number that the employee has. Three records would exist. ID Number Name Original ID Number 064803 Morley Rebecca 064803 075810 Morley Rebecca 064803 078628 Morley Rebecca 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 the Edit 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 ;

ID Number	Name	Original ID Number
064803	Morley Rebecca	064803

If searching for ID number 075810;

ID Number	Name	Original ID Number
075810	Morley Rebecca	064803

If searching by employee name MOR*;

ID Number	Name	Original ID Number
064803	Morley Rebecca	064803
075810	Morley Rebecca	064803
068400	Morgan Robert	068400
057682	Morton Arthur	057682

If searching for Original ID number 064803;

ID Number	Name	Original ID Number
064803	Morley Rebecca	064803
075810	Morley Rebecca	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.

Example: The following records exist in the database: ID Number Name Original ID Number Termination Date 000001 Jones Susan 000001 25/05/xx 000002 Jones Susan 000001 19/06/xx 000003 Jones Susan 000001 17/09/xx 000004 Jones Susan 000001 Active  Year End is run with a cut off date of 30/06/XX If the standard Employee Version function is being used (Original ID not Created) Records 000001 and 000002 and 000003 would be deleted by this process. Record 00004 would be kept in the database. If the New Employee ID option is being used All records with Original ID number 000001 are kept in the database. None of the records shown above would be removed.