Employee Position Transfer

What is an Employee Position Transfer

An Employee Position Transfer moves an employee from one position to another. The transfer records the employee's current and new positions, along with the effective dates for each.

How transfers differ from change requests

Position Change Requests modify a position's attributes (title, location, FTE, funding). Employee Position Transfers move an employee from one position to another. Transfers involve two positions (current and new) and may include pay rate changes, while change requests affect a single position.

Transfer and Position Requisition relationship

Employee Position Transfers and Position Requisitions are separate steps that must be initiated independently. Creating a transfer does not generate a Position Requisition. If the district needs to recruit a replacement for the vacated position, a Position Requisition must be created as a separate action.

Transfer workflow

Auto-approve behavior (workflow not enabled)

When Advanced Workflow is not enabled for Employee Position Transfers, transfers are automatically approved. The approval status is set to Approved (A), and a future pay rate may be created for the employee in the new position.

Approval routing behavior (workflow enabled)

When Advanced Workflow is enabled, saved transfers are routed to the configured approvers. The approval status is set to Open (O) until all required approvals are obtained.

Workflow processing error notifications

When Advanced Workflow is enabled, the system sends email notifications to the configured workflow administrator if an Employee Position Transfer request encounters a processing error after approval. This can occur during the post-approval step when the system applies the transfer to position occupancy, FTE calculations, or related records.

When you receive a processing error notification, review the Workflow Tracking and Recovery page to see the error details, identify the affected request, and retry the failed operation.

View transfer approval status

From the Human Resources menu, select Entry & Processing. From the Position Control menu, select Employee Position Transfer. Enter the Search Criteria and select Search. Select a record. On the action bar, select Approval Status.

The Employee Position Transfer Approval Status form contains the following sections:

• Current Approvers

• Approval History

Current Approvers

The Current Approvers section contains the following columns:

• Approval Level

• Approver

• Assigned Date

• Action

• Approver Type

Approval History

The Approval History section displays a chronological record of all approval actions and contains the following columns:

• Assigned Date

• Approval Level

• Approver

• Action Date

• Action

• Comments

Human Resources Audit Report

Employee Position Transfer workflow actions are recorded in the Human Resources Audit Report. The report captures the following actions for each transfer request:

• Approvals

• Denials

• Needs-correction submissions

• Cancellations

When an approver uses impersonation to act on a transfer, the report records the logged-in user, not the impersonated user.

For information about the Human Resources Audit Report, refer to the Human Resources Audit Report.

Create and update future pay rates

After an Employee Position Transfer is approved, you may need to create future pay rates for the employee in their new position. For information on creating and updating future pay rates, refer to Create and update future pay rates.

Work with Employee Position Transfers

Menu path

From the Human Resources menu, select Entry & Processing. From the Position Control menu, select Employee Position Transfer.

Use the Employee Position Transfer page to create, search for, and manage formal requests to transfer an employee between positions within the organization. This page allows users to define the details of a transfer, including the employee, their current and new positions, and the associated changes to expenditure distribution, and to track each request through its approval lifecycle.

When Advanced Workflow is enabled, saved transfers are routed for approval, and the transfer status is tracked through the workflow (O - Open, A - Approved, D - Denied, C - Needs Correction, N - Canceled, X - Posted).

• On the Employee Position Transfer page, enter the Search Criteria to find the required records, and then select Search.

  • To add a record, select Add new. Refer to the Employee Position Transfer Request page, enter valid information, and select Accept.

  • To edit a record, select the record and select Accept. Update the information and select Accept.

  • To generate a report, select Print. The default file name is EmployeePositionTransferList_<#####>.xlsx. Save the .xlsx file.

  • To track the progress of a transfer request through the approval workflow, select Approval Status. For more information, refer to View transfer approval status.

  • To create future pay rates for the employee in their new position, select Create/Update Future Pay Rate. For more information, refer to Create and update future pay rates.

  • To cancel an Employee Position Transfer that has not yet been posted, select Cancel Transfer. For more information, refer to Cancel an Employee Position Transfer.

Cancel email notifications

When Advanced Workflow is enabled and a transfer is canceled, the system sends an email notification to all approvers who were assigned to the request. This includes:

• The primary approvers at each approval level.

• Alternate approvers assigned to any level.

• Any approvers who received the request through delegation.

The notification informs each assigned approver that the transfer request has been canceled and no further action is required.