Processing a Department Transfer Request

Purpose
The purpose of this task is to transfer an employee from one Department to another. The agency to which the employee is transferring must process the transfer request. The Departments must be in the same pay cycle (i.e. Admin or Inst). Transfers between Departments with different pay cycles must be done using the Action of 'Termination' to remove the employee from the previous agency, and 'Rehire' to add the employee to the new agency. Before the transfer can take effect, the transaction will be auto approved or OSC must approve the transaction.

Helpful Hints

• It is not considered a transfer when the employee moves from one position to another within the same agency. Rather, this is considered to be a position change and position changes are covered by the Processing a Position Change Request procedure.
• The Agency must have both the NYS Empl ID and the Social Security number in order to complete a Transfer Request.
• The action of Transfer does not change an employee's status.
• The new agency must validate or amend the employee's Tax Location Code on Job Data, as well as Additional Pay and General Deduction pages.

Navigation Path
Main Menu > Workforce Administration > Administer Job Change Requests > Transfer Requests

Steps:

1. Select Main Menu.
2. Select Workforce Administration.
3. Select Administer Job Change Requests.
4. Select Transfer Requests.
5. Enter the employee’s EMPLID.
6. Enter the employee’s SSN into the National ID field.
7. Select the Search button.
8. The Transfer Requests1 page should appear showing either nothing or an existing request.
9. Select the Transfer button.
10. Enter the Effective Date indicating the first day the employee will begin work in the new agency.
11. Confirm the default of "0" or type a higher Seq # if more than one Action is to take effect on the same Effective Date.
12. Enter the desired information into the Reason field.
13. The following fields MUST be completed in order to save this transaction: Position #, Pay Rate, Incr. Code, Anniversary Dt, Benefit Flag, Full/Part Time, and Part-Time Pct.

NOTE: You must also update the following fields if they are different from the previous effective dated Job Row: Extra Serv Indicator, Appt Code, FICA Status, Work Schedule, and Tax Location.

14. Type information in Status Reason box as needed.
15. Enter the Position #.
16. Confirm or type the NYS Position number.
    • Position Number and NYS Position Number will always be the same unless the employee is in an underfilled position.

17. Enter the Pay Rate.
18. Enter the increment code.
19. Enter the anniversary date.
20. Select the Benefit Flag.

NOTE: This is a required field.

21. Select the Full/Part Time indicator.

NOTE: This is a required field.

22. Enter the Part-Time Pct.

NOTE: This is a required field.

23. Enter the FICA Status, Work Schedule and Tax Loc fields, if applicable.

NOTE: These fields are optional.

24. Select the Request button.
    • The Status field will change from "Initiated" to "Requested". If the Payroll System is able to auto approve the transaction, "Auto Approved" will also be displayed. Otherwise, the transaction will be audited by OSC.

25. Select the Save button.

Result
A Department Transfer Request for an employee has been entered.

Bureau of State Payroll Services payroll@osc.ny.gov