If you have an employee who is re-locating or being promoted and moving to another site within your business, they can be permanently transferred (rather than being multi-employed), so that all of their details are moved from their original site to their new site from the selected date. This article will show you how to do this...
Setting up a Transfer:
To set up a transfer, you'll need to navigate to the record of the employee who is being transferred.
Click the Transfers Module icon, at which point you'll be presented with 3 options to fill in;
From Date: The date the transfer will happen
Target House: The house/site the employee is transferring to (start typing the name of the site and the system will automatically find it)
Hierarchy Visibility: the level of hierarchy the employee should have at their new site (i.e. the level of employee pay rates they should have. If you're unsure, always select EMPLOYEE as this can be amended once the transfer happens)
Once these details have been filled in, simply click SAVE or SAVE and CONTINUE to initiate the transfer.
Deleting Future Rota Sessions
If you select a transfer date that's prior to the last rota session being entered at their current site, the system will prompt you to check whether you're happy for these rota sessions to be deleted, and whether you want to print these details off (to give to the Management team at the employee's new site, if the agreed hours for that period are the same)
Simply click EXPORT TO PDF to export the hours and print, then once you're happy, click DELETE ROTA SESSIONS to delete the future sessions, update your wage costs for those days/weeks and process the transfer request.
Salaried Employees
Salaried employees MUST be transferred from the start of a trading week, to ensure their weekly costs can be assigned as accurately as possible.
It won't allow me to select the first day of the week to set up the transfer, what should I do??
You may be presented with the issue below - which will not allow you to select the first day of the week (or the first and second day etc) for the transfer because the day is "greyed out". This is because those days have been confirmed from within DAILY INPUT.
AMEND these days prior to setting up the transfer, and you'll be able to select the relevant date for the transfer to take place.
Approving Transfers
To approve a transfer, in the same way you would do with a Multiple Employment, you navigate to the TRANSFERS APPROVAL screen under PAYROLL INPUT > TRANSFERS
Check the details and if all is OK, select APPROVE to approve the transfer. The employee's details will migrate to the new site from the date of the transfer;
"I have an employee transferring to my site, but I need to update their rate of pay and/or job role to take effect from the transfer date, so I can accurately forecast my rotas.."
This is a popular query, and one that's easy to answer. If someone has been transferred to your site, but the transfer won't actually happen for a week or more, you can Manage their Job and pay rate by clicking the link that appears on the Transfer Approval screen once the transfer has been accepted:
(N.B. - this link will only appear if the transfer is for a future date (i.e. the employee doesn't appear in the Staff Maintenance list at their new site))
You'll be presented with a screen which lists the employee's current job role(s), and you can select the role to edit, which will take you to a screen similar to the Job Type & Pay Rate screen you find within Staff Maintenance.
Change the job role and/or pay rate to reflect the role the employee will be doing at their new site and will be reflected on any future rotas that are entered for the selected employee.