Data Standards

Data Standards

Transfer Classified Employee to Different Position (within or between agencies)

Description: A transfer occurs when an employee moves to a different position with the same job classification or a job class with the same pay grade. Please refer to Administer Workforce/Plan Salaries CBT for more detailed information.

Last column refers to data interfaced with SHARP by the Regents institutions.

Menu Path: Go, Administer Workforce, Administer Workforce (U.S.), Use, Job Data

Employee ID and Employee Record # - Online agencies must enter in search box; Regents must send in interface file. Incorrect data entry updates the wrong employee.

JOB DATA 1 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Employee Status:	Defaults based on the Action Code selected Verify status is "Active"		Yes	Yes
Effective Date:	Insert new row Enter effective date of transfer If possible, use first day of a pay period	Incorrect date defaults into Job Data 3 and Job Summary	Yes	Yes
Effective Sequence:	Defaults as "0" Change only if action is not the first transaction to occur on the Effective Date entered	Incorrect sequence of events that occur on same effective date	Yes	Yes
Action/Reason:	Select "Transfer" as Action Select appropriate value from drop down list for Reason	Selecting wrong Action/Reason may affect data in other panels	Yes	Yes
Effective Sequence:	Defaults as "0" Change only if action is not the first transaction to occur on the Effective Date entered	Incorrect sequence of events that occur on same effective date	Yes	Yes
Action Date:	Automatically displays the date you entered the action		Yes	Yes
Position Number:	Enter position number for the new position	Employee appointed to wrong position	Yes	Yes
Tax Location Code:	Defaults value entered on previous job data row Change if needed. Tax location should represent the state where employee works, not where employee lives	Incorrect tax location code will default into the state tax data panels	Yes	Yes

JOB DATA 3 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Grade:	Defaults from Position Data		Yes	No
Step/Entry Date:	Step defaults as "1"; change as appropriate Date defaults as effective date of transfer	Incorrect compensation rate	Yes	Yes
Compensation Frequency:	Defaults from Job Code Table			Yes
Compensation Rate:	Defaults as hourly or biweekly rate based on Grade/Step			Yes
Annual Benefits Base Rate:	Enter annual base rate (usually the amount that defaults in to right of this field) Verify rate by calculating: Hourly: hourly rate x 2080 hours x FTE Salaried: biweekly rate x #pay periods Temporary: hourly rate x 999 hours x FTE Do not enter more than two numbers after decimal point	Incorrect calculation of benefits coverage and taxable group life insurance amounts	Change if needed	Yes

JOB DATA 4 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Employment Status:	Defaults value entered on previous job data row Change if needed		Yes	Yes

Note: See the Time and Leave CBT for information regarding time entry for transferred employees.

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Page last modified on: June 29, 2012