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Home > Human Resources > Job Aids > Transfer an Employee (External)
Use this Transfer an Employee (External Transfer) job aid to complete the process of transferring an employee from one state entity to another. This process relies on a specific hand-off where the Central Payroll Unit (CPU) performs the initial system action. This job aid details the required communication to CPU and the subsequent actions the receiving agency must take after CPU completes their part, ensuring an accurate and seamless transition without interruption to the pay cycle.
A video demonstration of the external transfer process with closed captions can be viewed through the External Transfer Video Recording.
Important Information - External Transfer System Use
This process only applies to state entities that are utilizing the CORE Payroll System. If the state entities do not use the system, they will need to work with the receiving entities Human Resources professional. An example of these entities are institutes of higher education.
Prerequisites:
Before you begin, make sure:
The position the employee is transferring to has already been created. Refer to the Create a Position guide for additional information.
The position the employee is transferring to has one or more authorized FTEs and/or authorized incumbents. Refer to the Authorize a Position guide for additional information.
You have the employee ID for the individual you want to update.
The transfer has been approved and a start date provided.
Steps to Transfer an Employee (Externally)
Notify CPU of the Transfer
Complete the Employee External Transfer Request Form for the Central Payroll team at least 10 days prior to the transfer with the information below. Once you receive the filled out form in your inbox, please forward the email to state_centralpayroll@state.co.us as the initiation for the request.
Employee ID
Effective date of the transfer
Receiving department
Receiving unit
New position number
Contact information for the current state entity and new state entity
Note: CPU cannot process the External Transfer (EXFER) if any of the mandatory data elements listed in the email (EID, entity names/codes, and firm dates) are missing; the request will be returned for completion.
Initiate the Transfer
The Central Payroll Unit will be responsible for moving the requested employee from one home unit to another with the details provided by the receiving state entity. Once the information has been entered into the system, the CPU team will notify the receiving state entity on the completion of the request.
Finalize the Transfer
On the Home Page, click the Employee Profile Management (EPM) QuickLink.
—OR—
Use Global Search to navigate to the EPM page: Click the expand/collapse (🞂) icon in the search bar, select Page Code, enter EPM, and select EPM Employee Profile Management from the drop-down list.
The EPM activity folder opens to a query.
2. Use the available filter fields (e.g., Employee ID) to search for the employee you want to transfer and click the Apply button. The matching results populate in the grid.
3. Locate the correct record and click the View button next to the record to open it. The record opens to the Employee Status Maintenance tab in the EPM activity folder.
4. Click Modify to open the record in edit mode. The Employee Status Maintenance (ESMT) transaction page opens.
5. Complete or modify fields on the Employee Status Maintenance tab, as needed, based on your entity’s requirements.
6. Click on the Pay Parameters tab at the top of the page.
7. Update the following fields in the row with the Pay Type of REG to reflect the pay parameters of the employee’s new position.
Amount: Enter the amount (i.e., salary) here.
From: Enter the same date that was entered in the “From” field on the Employee tab.
Save, Validate, Submit, & Close the Transaction
8. Click the Save button at the top of the page. This action saves the data entry and ensures you don't lose your work when validating or submitting the transaction.
9. Click the Validate button at the top of the page. This action validates data entry and checks for errors.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
10. Once validation is successful, click the Submit button at the top of the page. This action finalizes the transaction and routes the transaction for review and approval.
Confirm that the transaction was submitted successfully.
11. Click the Save & Close button at the top of the page. This action returns to the activity folder.
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