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Home > Human Resources > Job Aids > Transfer an Employee (Internal)
Use this Transfer an Employee (Internal Transfer) job aid to complete the process of transferring an employee within the same entity. It provides step-by-step guidance for updating an employee’s record to reflect a move to a new position. This job aid helps ensure accurate status updates and consistent employee records, allowing for a seamless transition without interruption to the pay cycle.
Prerequisites:
Before you begin, make sure:
The position the employee is being hired into has already been created and authorized. Refer to the Create a Position and Authorize a Position guides for additional information.
After the position has been authorized, the workflow process of review and approval has been created for the position. This needs to happen prior to the completion of this job aid.
You have the employee ID for the individual you want to update.
The transfer has been approved and a start date provided.
Important Information - External Transfers
External transfers (EXFER) must be initiated by CPU (Central Payroll Unit). State entities should notify Central Payroll via email to initiate the transfer. See the Transfer an Employee (External Transfer) guide for additional information.
Steps to Transfer an Employee (Internally)
Access the EPM Activity Folder & Search for the Employee
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 filter fields (e.g., Employee ID) to search for the employee, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously. The matching results populate in the grid.
3. Locate the correct record, then 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.
Modify the Transactions Fields on the Employee Tab
4. Click Modify to open the record in edit mode. The Employee Status Maintenance (ESMT) transaction page opens.
5. In the General Information section, update the From field to the effective date of the transaction in MM/DD/YYYY format or use the calendar picker.
6. Update the following Assignment Information fields:
Personnel Action Code: Enter the code IXFER.
Employment Status: Verify that this field contains A (ACTIVE). If it doesn’t, update it.
Home Unit: Delete the value in this field.
Position Number: Delete the value in this field.
7. Click the tab-level 3-dot menu and select Clear Position Attributes.
8. Click the tab-level 3-dot menu again and select Clear Position Overrides.
9. Update the following Assignment Information fields:
Home Unit: Enter the home unit of the employee’s new position.
Position Number: Enter the position number of the employee’s new position.
10. Click the tab-level 3-dot menu again and select Infer from Sub-Title.
11. Update the Classification Attributes fields, as needed.
Payroll Number: Enter the code or use the picklist to select a code.
Pay Class: Enter the code or use the picklist to select a code.
Title: Enter the code or use the picklist to select a code.
Sub-Title: Enter the code or use the picklist to select a code.
Note: Although this field does not have an asterisk (*), it must be completed. See the Determine an Employee’s Sub-Title job aid for additional information.Pay Location: Enter the code or use the picklist to select a code.
Note: This code reflects the administrative/payroll office location of the department. It is used solely for internal reporting and sorting employees.Work Location: Enter the code or use the picklist to select a code.
Note: This code reflects the employee's physical work location (including mobile/remote). It is used for emergency notifications and calculating mileage reimbursement.Assignment Type: Click the drop-down arrow and select the appropriate option: Permanent or Temporary.
Note: This field should only be updated to override the assignment type that is associated with the position.In Person: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: This field reflects the employee's agreement regarding their primary work location. For example, a position might require working in the office, but an approved exception allows the employee to work a hybrid schedule or remotely.Hybrid: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: This field reflects the employee's agreement regarding their primary work location. For example, a position might require working in the office, but an approved exception allows the employee to work a hybrid schedule or remotely.Remote: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: This field reflects the employee's agreement regarding their primary work location. For example, a position might require working in the office, but an approved exception allows the employee to work a hybrid schedule or remotely.
Note: The following 4 fields primarily support the Executive Branch’s step pay progression program. Other state entities can utilize these fields to store data specific to their own personnel and payroll processes.
Performance Rating: Enter the employee’s last performance rating as a number, e.g., 3.1.
Note: This rating is captured here as a key input for external processes like step pay progression.Series: Enter the first three (3) characters of the employee's Job Title Code.
Years in Series: Enter the full, complete number of years the employee has served in the current job series.
Note: This number must represent complete years only (no partial years) as measured up to the most recent fiscal year-end (06/30/XXXX).As of Date: Enter the date of the most recent fiscal year-end that occurred before the effective date of this transaction. The month should always be 06 and the date should always be 30, i.e., 06/30.
Note: For example, if the effective date of this transaction is 07/01/2025, you would enter 06/30/2025. If the effective date of this transaction is 06/29/2025, you would enter 06/30/2024.Click 🞂 Show More to access additional fields. Complete additional fields, as needed, based on your entity’s requirements.
Civil Service Status: Enter the code or use the picklist to select a code.
Time Class: Leave this field blank.
Update the Pay Parameters
12. Click on the Pay Parameters tab at the top of the page.
13. 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., the employee’s new biweekly or monthly salary) here.
Bypass from Date Inference: Select No.
From: Enter the same date that was entered in the “From” field on the Employee tab in step 5.
Save, Validate, Submit, & Close the Transaction
14. 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.
15. 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.
16. 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.
17. Click the Save & Close button at the top of the page. This action returns to the activity folder.
Important Information - Create a One-Time Payment
If a pay cycle has already been processed with the old rate, payroll must also create a one-time payment. If no pay cycle has run since the adjustment's effective date, the system will automatically process the change and no additional steps are needed for the adjustment. See the Create a One-Time Payment guide for additional information.
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