Overview

The organizational transfer occurs when any of the functions of a department are moved to another department within the same governmental jurisdiction, and many employees are moved with that change in function.  Before processing an organizational transfer, any actions still pending in the inventory must be either finalized or deleted until completion of the transfer.

An organizational transfer may only be entered by staff of the Civil Service Commission.

TO ACCESS THE ORGANIZATIONAL transfer SCREEN

From the Menu Bar, select New Transaction.  The Select Transaction screen will display.  From the “Select Transaction” drop-down menu, select 05-Organizational Transfer.

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.

After selecting a jurisdiction and effective date, the Select Department screen will display.  From the drop-down menu, select the Department to which the employees are currently assigned, and click SUBMIT.

The Organizational Transfer (05) screen will display.

REQUIRED FIELDS

The following field on the Organizational Transfer (05) screen requires input by the user:

• Jurisdiction Dept
  

COMPLETING AN ORGANIZATIONAL TRANSFER

When the screen displays, the fields in the CURRENT section will contain information on the jurisdiction where the employees are currently working.  These fields are not keyable.

The Jurisdiction Dept field in the UPDATE section indicates the department to which the employees will be transferring.

Additionally, a grid at the bottom of the screen will display all employees who are currently working in the selected Jurisdiction Department.  This grid will be sorted first by Employee Name, and then by Title Code.

1. JURISDICTION DEPT (Update Section) – This is a required field.  From the drop-down menu, select the Department to which the specified employees will be transferring.
2. COMMENTS – This is an optional field.  If necessary, enter any comments that may clarify or support the transaction.
3. 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 necessary fields, refer to the grid at the bottom of the screen.  In the checkbox column on the left side of the table, select those employees who will be transferring to the new department by placing a checkmark in the appropriate boxes.

To remove a checkmark, simply click on it again.

A checkbox that is grayed out and not clickable indicates that there is something in the employee’s history that is preventing the transfer.  This usually occurs when there is an approved action in the employee’s history that has a later effective date than the transfer itself.  In these cases, a “workaround” must be initiated by CSC staff.

After identifying the employees, 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.  The selected employees will be transferred to the new department.

• 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.

• The DELETE function is only available if the user has Saved (rather than Submitted) the transaction; that is, when the transaction appears in the Inventory with a status of “Incomplete.”  The user 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.

VERIFYING THE TRANSFER

After a successful organizational transfer, a completed transaction record (05) will appear in the Inventory of the gaining department, with a transaction status of “Approved.”  Since this is an organizational transfer, no name or Employee ID number will be associated with this record.

Accessing this transaction from the Inventory will display the Organizational Transfer screen, including a grid at the bottom showing all employees working in that department.  The recently transferred employees will display at the bottom of this grid, with a checkmark to the left of their names to indicate that they have been transferred from another department.

The job history of each employee affected by this transfer will be updated to reflect the change in departments, and each employee record will have a separate request number.