Overview

The Intergovernmental Transfer Program is used when an employee has separated from one appointing authority and is employed by another authority without a break in service or seniority.  This means that the effective date of the pickup cannot exceed the separation date by more than one day.

Additionally, the employee, prior to transfer, must have a permanent appointment and must be separated from the losing jurisdiction prior to entering the transaction.

There are four types of transfers that are considered Intergovernmental Transfers:  Local to Local (Non-Public Safety); Local to Local (Public Safety); Local to State; and State to Local.  Only the Local to Local scenarios will utilize the Intergovernmental Transfer (IT) screen.

All Intergovernmental Transfer (IT) transactions are handled by CSC  personnel.  An appointing authority cannot perform an Intergovernmental Transfer.

TO ACCESS THE INTERGOVERNMENTAL TRANSFER SCREEN

The Intergovernmental Transfer screen may only be accessed from the Separation (06) screen.

• To Access the IT Screen for the First Time

Before a transfer can be performed, a Separation transaction for the employee with a Request Reason Code of 026 (Intergovernmental Transfer – Local to Local) or 028 (Intergovernmental Transfer – Local Public Safety) must be submitted.

Because Separation transactions are auto-approved, “Submitting” a Separation with a Reason Code of 026 or 028 will move the user directly to the Intergovernmental Transfer (IT) screen.

• To Return to the IT Screen

There may be occasions when only the Separation portion of an Intergovernmental Transfer has been completed (for example, the user was called away before completing the IT screen).  In this case, access the “Approved” Separation record from Inventory.  When the screen displays, the only available option will be “Go To IT.”  Click on this option to move directly to the Intergovernmental Transfer screen.

When the screen displays, the fields in the CURRENT section will be populated automatically with the employee’s most recent employment information.  These fields are not keyable.

REQUIRED FIELDS

The following fields on the Intergovernmental Transfer (IT) screen require input by the user at all times:

COMPLETING AN INTERGOVERNMENTAL TRANSFER

1. APPOINTMENT TYPE  – From the drop-down menu, select the code for the employee’s new appointment type.  Valid Appointment Types for an Intergovernmental Transfer are:



- RAC	- RCW
- RAN	- RLP
- RAT	- RLW
- RCP

2. TITLE CODE – This is a required field.  Type the title code that corresponds to the title in which the employee will be serving, and click VALIDATE.  The code will be validated against the Title Code Table.  If the title code is found and active, the system will display the corresponding TITLE NAME.


3. JURISDICTION BASE – This is a required field.  From the drop-down menu, select the jurisdiction to which the employee will be transferring.


4. JURISDICTION DEPT – This is a required field.  From the drop-down menu, select the department to which the employee will be transferring.


5. COMPENSATION METHOD – This is a required field.  From the drop-down menu, select the appropriate compensation method.



If Compensation Method “06” (Part-time, Annual Salary) is selected, the Part-time Percentage field will be auto-populated with 50%.  This value may be changed if desired.



6. PART-TIME PERCENTAGE - If Compensation Method “06” (Part-time, Annual Salary) is selected, this field will be auto-populated with 50%.  This value may be changed if desired.


7. BASE SALARY ($) – This is a required field.  Indicate the base salary for the employee.  The salary should be entered in numeric format with no comma or dollar sign.


8. EXTRA SALARY – This field indicates that an employee is to be paid extra money in addition to the amount specified in the BASE SALARY field.  If applicable, enter the amount in numeric format with no comma or dollar sign.


9. TOTAL SALARY – This field is system-calculated by adding the BASE SALARY and EXTRA SALARY fields.


10. EFFECTIVE DATE – This is a display-only field that indicates the effective date of the new position.  The Effective Date will always be one business day after the date of separation.


11. WORKING TEST START DATE – This field is required if the Appointment Type is RCW (Regular Appointment, Commission Decision, WTP) or RLW (Regular Appointment, Legislative Action, WTP).  It is optional for Appointment Types RAC (Regular Appointment, Conditional); RAN (Regular Appointment, Non-Competitive); and RAT (Regular Appointment, Title Change).



In each case, the system will automatically populate the Working Test Start Date with the transaction effective date.  This date may be changed, if desired.  However, the Working Test Start Date cannot be prior to the Effective Date of the transaction.



12. WORKING TEST END DATE – This field is system-generated.   If the Working Test Start Date field is populated, the system will automatically display a Working Test End Date that is three months (or twelve months for some Police and Fire titles) after the Start Date.  This may not be changed.


13. ESSENTIAL EMPLOYEE - This is an optional field.  From the drop-down menu, select (Y)es or (N)o to indicate whether the employee is considered essential to the operation of the department.


14. COMMENTS – This field is optional for Intergovernmental Transfers.


15. PRIOR COMMENTS – This is a display-only field.  All text previously entered in the Comments field will be automatically moved to the Prior Comments field after the transaction record is submitted.  The system will capture and display the Logon ID of the user and the date and time that the comment was submitted.



After completing all the necessary fields, click SUBMIT.  This will edit the data entered.  If any errors exist, an error message will display at the top of the screen.  The user must correct the identified error(s) and click SUBMIT again.

JOB NUMBERS

For Non-Public Safety Titles, the employee’s current job number will be carried over into the new job.

For Public Safety Titles, the job number logic will mirror that of a standard New Hire transaction.  That is:

• An employee has previous local history (inactive) in the same jurisdiction – retain the same job number.

• An employee is moving to a different jurisdiction – increment the job number by one.

• The employee has no local history at all – assign job number “1.”

STATE TO LOCAL / LOCAL TO STATE

These scenarios do not utilize the Intergovernmental Transfer screen.

State to Local transfers require a New Hire transaction; the process is described more fully in the New Hire section of this manual.

Local to State transfers require only a Separation transaction, since the employee will no longer be tracked in CAMPS.  Use Reason Code 027 (Intergovernmental Transfer – Local to State) on the Separation screen.

FINAL ACTIONS

Once the transaction has been successfully submitted, the following actions will occur:

Losing Agency

The transaction will display in the losing agency’s inventory as a Separation with a status of “Approved.”  The employee’s records up to the point of separation will also display in the Job History Query.

Gaining Agency

In most instances, Intergovernmental Transfers are not entered into CAMPS until after the transfer has taken place.  When this occurs, the IT transaction will display in the gaining agency’s inventory with a status of “Approved.”

However, if the separation transaction is entered into CAMPS on the actual separation date, the IT transaction will display in the gaining agency’s inventory with a status of “Future”.  This status occurs because the IT transaction’s Effective Date must be one day after the Effective Date of the Separation.

When the Effective Date of the Intergovernmental Transfer matches the current date, the status will automatically change to “Approved.”

When the transfer has been completed, the transferred employee’s records, including all records from the losing agency, will display in the Job History Query of the gaining agency.