Payroll System Replacement Project

Subject: Procedures for Department Transfers Bulletin No. 56
Date: 11/23/98
Purpose

This bulletin reviews the process for department transfers within the same pay cycle and pay period type and alerts agencies to changes in how to record department transfers between agencies in a different pay cycles or pay period types.

Recording Department Transfers within same Pay Cycle/Pay Period Type(Administration to Administration, Institutional to Institutional; Current to Current, Lag to Lag)

  • When an employee transfers to a new department (agency) within the same pay cycle or pay period type, it is not necessary for the department that the employee is transferring from to enter a transaction into PaySR.
  • The new department enters the transfer information on the Transfer Request Panel.
    ERROR - Online users will get an error message if the positions are not in the same pay cycle or pay period type. In that case, see instructions for recording department transfers between pay cycles or pay period types.
  • After the transfer is approved by OSC and the effective date is reached:
    The new department has access to the employee's records and may update any other information in PaySR.
    The employee status on The Job Data 1 panel should be Active.
    The Empl Rcd# should be the same as before the transfer.
    The old department has access to the Time Entry Panel to enter any miscellaneous payments (overtime, lost time, holiday pay, etc.) that the employee may be due.
    The old department no longer has access to the Job Record information.
    If the old department needs to make a change to an employee's Job Record, the old department must contact the new department and ask them to submit the transaction to OSC.

    For Example: If there is a retroactive salary change, the old department must contact the new department to submit the transaction to OSC.

  • Once the employee has transferred, the new agency stops all additional pays for earnings for which the employee is no longer eligible. For example: Employee is no longer eligible for inconvenience pay.
  • New agency starts any new earnings for which the employee is eligible.

Recording Department Transfers between Different Pay Cycles and/or Pay Period Types (Administration to Institutional, Institutional to Administration; Current to Lag, Lag to Current)

  • When an employee transfers to a new department (agency) in a different pay cycle or pay period type, the department that the employee is transferring from should enter a termination on the Job Data 1 panel with a sequence number of 0 into PaySR. The effective date of this transaction should be the first day the employee does not work at the old agency. The old agency should end all additional pay factors and also stop union dues, agency shop and union sponsored insurance.
  • The new department should first contact the "old" department to confirm that a termination transaction has been entered and to get the Empl Rcd#. Using the same Empl Rcd#, enter a rehire transaction on the Job Data 1 panel. Use a sequence number of 1 if the effective date is the same as the date of the termination at the old agency. The effective date of this transaction should be the first day of employment at the new agency. Request the pay rate change on the Job Request panel. Use a sequence number of 2 if the effective date is the same as the date of the termination at the old agency. Start any additional pay factors for which the employee is eligible. Upon hire to the new agency, the agency must start any union dues, agency shop or union sponsored insurances indicated by the employee or by contacting the old agency. If the bargaining unit changed, make sure the dues, agency shop and union sponsored deductions are stopped for the old bargaining unit and agency shop is started for the new bargaining unit.
  • After the effective date of the rehire is reached:
    The new department has access to the employee's records and may update any other information in PaySR.
    The old department has access to the Time Entry Panel to enter any miscellaneous payments (overtime, lost time, holiday pay, etc.) that the employee may be due.
    The old department no longer has access to the Job Record information.
    If the old department needs to make a change to an employee's Job Record, the old department must contact the new department and ask them to submit the transaction to OSC.

    For Example: If there is a retroactive salary change, the old department must contact the new department to submit the transaction to OSC.

    Checks

  • Employees who hold concurrent positions (in different agencies) will receive separate checks for each agency. PaySR will generate one check for each employee record. Therefore, the employee will receive a separate check for each agency.
  • If an employee transfers positions on a day other than the first day of the pay period and the employee's new position is in the same company, pay cycle, and pay period type as the old position, the employee receives only one check for that pay period. (For example, if the employee is transferring from a NYS company/Admin pay code/Lag pay period type position into another position which is NYS/Admin/Lag, the employee will receive one check).
  • If an employee transfers positions on any day of the pay period to an agency in a different company, pay cycle, or pay period type than the old position, the employee will receive two checks. (For example, if the employee is transferring from a NYS company/Admin pay code/Lag pay period type position into another position which is NYS/Inst/Lag, the employee will receive two checks).