Transferring an Employee via MSS

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Self-Service HR 5.2
PROHRI26 [ 16-APR-07 ]

Scope

This procedure covers the transferring an employee via Manager Self-Service.  Transfers are lateral job moves; they do not involve grade or wage changes.

This procedure does not cover promotions or demotions, which involve changes in grade and perhaps changes in wage or title.  Refer to Submitting a Promotion/Demotion in MSS [PROHRI25].

Policy

Except for New Hire, Rehire and Termination Transactions, all Manager Self-Service transactions must have a pay period begin date for the effective date.

Manager Self-Service policy exists in conjunction with the Ithaca College Policy Manual.  Refer to the IC Policy Manual for any additional policy questions.

As long as Ithaca College continues to use one of the earliest releases of Manager Self-Service, the Director of Compensation and Organizational Design will submit MSS transactions that involve employee movement from one organization to another.

Distribution

Manager Self-Service User*

Ownership

The HRIS Director [bgriffin@Ithaca.edu] is responsible for ensuring that this document is necessary and that it reflects actual practice.

Activity Preface

This activity is performed whenever you want to transfer an employee from one position to another.  A transfer does not include a change in grade or wage. 

A transfer can include changing to or from departments outside of your direct reporting department(s).  If this is the case, you must contact the Director of Compensation & Organizational Design regarding the transaction.  The Director of Compensation & Organizational Design will perform the MSS transaction for you.  You are responsible to submit any transfers between departments that directly report to you.

When a record change is submitted through Manager Self-Service, the information goes through a workflow for approval.  There is a time-delay as the transaction is processed.  When it has gone through the workflow fully, you will receive an email notification. 

Refer to An Overview of the MSS Approval Process [REFHRI01] for details on the MSS Workflow.

The job title Manager refers to:

Manager

1. Access Manager Self-Service

Refer to Accessing Manager Self-Service [NAVHRI04]

2. Select “Change Assignment”.

If you are not presented with a hierarchical view of “My Employees”, goto task #3. Otherwise, goto task #4.

3. Search for the employee by entering the last name of the employee in the search field and click on the “Go” button.

4. Click the Action icon   to begin the transfer for the employee.

5. Enter Effective Date.

Remember, except for New Hire, Rehire and Termination Transactions, all Manager Self-Service transactions must have a pay period begin date for the effective date. A link to the payroll schedules is available on this page to assist with the pay period begin date requirement.  Click the [Continue] button.

6. Once on the Assignment page, you change the organization, people group, position, assignment status, and salary information

* The  icon allows one to search for a list of values for that specific field. Once the Pop-Up appears, you can retrieve all valid values by clearing the "Search By" field and selecting the "Go" button.

Once the correct department has been found, click the quick select icon  to select it.

Once the correct group has been found, click  to select it.

Once the correct position has been found, click  to select it.

You will not be affecting these two items for a transfer.

7. Click  to go to the Location screen.

You may not need to make any changes to the location for a transfer.

8. Click  to review and update the Work Schedule as necessary.

The transfer may require the employee to work a different shift or a different number of hours per week.

If the transfer changes the Assignment Category, make the appropriate change.  Remember that the term “Regular” designates employees who are in ongoing positions and “Temporary” designates employees who have a period of employment with a definite end date.

9. Click  to go to the Pay Rate screen.

10.    No Changes to the Employee's pay rate are necessary for a transfer.

11.    Click  to go to the Review Screen.

12.    Review the transaction details.

13.    Additional Information, Attachments.

It is extremely important to attach a copy of the employee communication. The transaction is verified against the employer communication to ensure accuracy. This electronic communication can be an email notification, an electronic version of a paper letter, or a transcribed copy of a paper letter.  This information helps to clarify and ensure accuracy of the transaction and becomes a permanent part of the employment record.

14.    Add Comments to Approver on the Review page.

Here you can add comments to the record which will only be viewed by the parties in the workflow approval process.  Add approval comments to provide additional information to aid in the workflow approval process, such as when an employee’s wages should be charged to an account that is not the default (primary) account for salaries in that department.

This comment will not be attached to the employee's permanent record; rather, it will be attached to the workflow and will assist those who approve the transaction.  Comments will help the transaction to move through the workflow faster.

15.    Print the Review page for your records if you desire.

This step is optional.

This will open a new window from which you should select File and Print from the tool bar.

16.    Close the new window after you have printed your review page.

It is helpful to retain a hardcopy of the confirmation for your temporary records.  When you receive notification that of your transaction has been completed, you can dispose of the hardcopy.

17.    Click the [Submit] button on the Review screen.

This should be done when all the data is confirmed correct and all comments have been added.

You will receive a confirmation that the transaction was submitted to the workflow for approval.  This is not confirming that the transaction was approved; it simply confirms that it was submitted.

18.    Click the “Home” link or button to return to the Main Menu when you are finished.

You can continue to work with Manager Self-Service from the main menu.

19.    Click the Logout link when finished with Manager Self-Service to properly disconnect from Parnassus.

End of activity.


Submitting a Job Reclassification: Flowchart Start Manager Task #1 Task #2 Decision Manager Task #3 Manager Task #4 Task #5 Task #6 Task #7 Task #8 Task #9 Task #10 Task #11 Task #12 Task #13 Manager Task #14 Task #15 Task #16 Task #17 Task #18 Task #19 End