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Individual Transfer (04)

Overview

OVERVIEW

A transfer is the movement of a permanent employee between organizational units within the same governmental jurisdiction.  The person transferred must have permanent status, and must move within jurisdictions defined by the first four characters of the jurisdiction code.

TO ACCESS THE INDIVIDUAL TRANSFER SCREEN

From the Menu Bar, select New Transaction.  The Select Transaction screen will display.  From the “Select Transaction” drop-down menu, select 04-Individual Transfer.  A new, blank Employee ID field will display.

Type the employee’s Employee ID number.

THE EMPLOYEE ID LOOKUP WINDOW

If the Employee ID number is not known, click the LOOK UP button.  An EMPLOYEE ID LOOKUP WINDOW will open.

  • To search by Social Security Number, position the cursor on the EMPLOYEE SSN field and type the employee’s SSN.  Dashes and/or spaces are not permitted.
  • To search by Name, position the cursor on the LAST NAME field.  Type all or part of the employee’s last name.  The employee’s first name may also be entered to narrow the search.

Click the SEARCH button.  One or more employee records will display.  In the SELECT column, click on the box next to the desired employee.  The user will return to the Select Transaction screen, and the Employee ID field will be populated.

The system will default to the current date as the transaction Effective Date.

  • If this date is correct, click SUBMIT.
  • If this date is not correct, open the calendar and select the correct date.  Click SUBMIT.

The Individual Transfer (04) screen will display.

The INDIVIDUAL 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 field on the Individual Transfer (04) screen requires input by the user at all times:

* Jurisdiction Department

COMPLETING AN INDIVIDUAL TRANSFER

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

  2. EFFECTIVE DATE – This is a display-only field that represents the effective date of the transaction.

  3. COMMENTS – This field is optional for individual transfers.  If necessary, enter any comments that may clarify or support the transaction.

  4. 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, select one of the following:

  • SUBMIT 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. 

Because Individual Transfers are auto-approved, the transaction will immediately be moved to the inventory with a status of “Approved.”

  • SAVE will not perform any edits on the data entered.  The transaction will be moved to inventory with a status of “Incomplete.”  It may then be accessed from the Inventory and finalized at a later time.

  • DELETE is an appointing authority function that is only available if the inventory status is “Future” or “Incomplete” (the record has been “Saved” instead of “Submitted”).  The appointing authority may access the record from the inventory and delete the entire transaction.

  • CANCEL will cancel the current transaction and return the user to their Home Page.  All information previously entered will be discarded.

CSC REVIEW FIELDS

The following fields are reserved for Civil Service Commission use only.

  • DOCUMENT RECEIVED (DPF31’s) – This field is used only for Discipline transactions.  It is not required for Individual Transfers.

  • CERTIFIED SIGNATURE RECEIVED – A check in this field indicates that the Civil Service Commission received any necessary documentation from the appointing authority.

  • RETURN REASON - This field is only applicable if the Transaction Status is “Under Review.”  It is used to return transactions that are incomplete or require additional information.

  • ASSIGNED TO – This field is no longer used.