Employee transfer is a feature used to record promotional activities, transfers, rotations, demotions, and changes in employee status so that there is a history of changes in employee personnel data. In this guide, you will learn how to manage employee transfer information manually and bulk import. However, beforehand, make sure you have added the employee data you want to transfer/transferred to Talenta. Here are the steps.

Important
- You can set access role users who can perform and manage (cancel, view details, or view) Employee transfers in User Settings. Not only limited to the Super Admin role, the roles referred to here include Admin and Employee.

- View means that users/managers can only view the history of employee transfers made by themselves. Meanwhile, Edit means that users/managers can transfer employees (create & cancel). Learn more about the steps, here.
- When the Employee transfer has been submitted, direct edit cannot be done, which applies to all employment data in the employee transfer.

1. Select the “Employees” menu, then click  Employee transfer.
2. In the display below, you can see the history of employee transfers that have been made.
   
3. In the display below, you can see the history of employee transfers that have been made. In addition, you can set filters to make it easier to search for employee transfer history data. Click "All filters"  to continue.
   
4. Then you will be directed to the following display. Click “Add filter”.
   
5. Then determine the filter category that you want to appear on the Employee transfer index page. 
   
6. Next, the categories of filters that you have added will look like this. For example, in the following display, there are Transfer type, Organization to, and Job position to filters.
   
7. Make sure all filters are selected, click “Apply filter”.
   
8. Then the following notification pop-up will appear stating that the filter has been successfully applied.
   
   
   

   Important
   Omnibus Law Decision of the Constitutional Court (MK) No. 168/PUU-XXI/2023, especially in  Article 56,  which regulates the Fixed-Term Employment Agreement (PKWT), stipulates that  the duration of the PKWT, including its extension, must not exceed five years. For businesses with many branches, this means that  the employee transfer process must be standardized  to be in line with the PKWT time limit, ensuring legal certainty and worker protection throughout the operational area.
   Therefore, to make it easier for you to sort out employees who have passed the work contract (PKWT) for more than 5 years, Mekari Talenta provides a related notification feature that you can find on the Employee directory page as follows. Click "View employee".
   
   Then, a window will appear listing employees who have exceeded the PKWT contract duration for more than 5 years, as in the following example.
   
   Therefore, the next action you can take is to transfer these employees simultaneously using the Bulk Import  feature explained in section B.

A. Transfer Employee Manually

1. By manually transferring employees, you can transfer employees for one or more employees by clicking "Create transfer".
   
   
2. Then, a pop-up like the following appears.
   
   

   Now, you can make several employee transfers in one payroll period, provided that the NPWP branch is still in the same NPWP. Learn how to manage the Parent Branch on the Branch List, here.

   Explanation:
   

   No.	Column Name	Description
   1	Employee	You can select more than one employee here. Click “Select employee” to continue. Then the following display will appear. Click on the names of the employees you want to select, then click “Select employee” to continue.
   2	Effective date	Select the effective date of the employee transfer policy.
   3	Transfer type	You can choose the types of transfers like this.
   4	Group structures	You can optionally select a group of structures with the mappings you have set in Settings. If you need to set up a new mapping, click “Go to settings” for a shortcut to the Settings view.
   5	Employment status	Select the employment status of the employee. If the employee status is Permanent, then you can fill in the Sign Date. If the employee status is Probation, Contract or apprentice, then you can fill in the End employment status date.
   6	Branch	Select the branch of the employee's office that you want to transfer.
   7	Organization	Choose your employee organization.
   8	Job Position	Choose your employee title.
   9	Job levels	Select the employee's job level.
   10	Grade	Select employee grade.
   11	Class	Select employee class.This field is not required if you do not select Grade.
   12	Cost center	Choose an employee cost center
   13	Cost center categories	Select the employee center category.
   14	Approval line	Select the approval line from the employee.
   15	Manager	Select the manager of the employee
   16	Custom fields	Add custom fields if needed by clicking the "Select custom field" column, then select the field options by clicking "Select field options". Click "Add other" to add a new field and click the "-" icon to delete a field.
   17	Attachments	You can include attachments. The criteria for files that can be uploaded are pdf, jpg, png, xlsx, xls, jpeg, docx, doc, csv, txt, ppt, pptx formats with a maximum size of 10MB.
   18	Document templates	Select the Document template if available. This option is optional.
   19	SBU	Select the SBU Group of the employee. Click the “+Add other” icon to add another SBU.
   20	Transfer reasons	You can add a reason for the transfer in this column.
   21	Notify checkboxes	You can uncheck or tick either/both checkboxes with notification options: Notify the employee's manager by email: To send an email to the employee's manager about this transfer. Notify employee by email: To email employees about this transfer.

3. Click "Save" to submit an employee transfer that you have completed.
   

   - If the company does not apply approval to employee transfers, each employee transfer status that has been made will automatically become "Approved".
   - If the company applies for approval, the status will be "Pending" so that each employee transfer transaction will ask for approval from the user according to the approval settings (there are notifications in the inbox, approval list inbox, and email).
   - The status “Rejected” means that the approver rejects the employee transfer action.
   - Meanwhile, the status “Cancelled” means that the employee transfer action is canceled.

4. Click on the employee transfer status to see the Activity pop-up from the employee transfer approval process.

   
5. If you want to see the data that has changed through employee transfer, click "Action" then select Details.
   
6. Therefore, the employee transfer history details are shown in the picture below. You can see the details of the transfer information, a table containing the list of changed employee data, attachments , and payroll rule applied (adjusted payroll criteria/components) .
   
7. Role Admin/Super admin can perform several actions on transfers by clicking “Actions”.
   
   

   - You can only cancel the promotion on transfers with Pending or Approved status by clicking Cancel transfer.
   - If you are the line of approval of the employee transfer, then click Reject transfer to reject the transfer request. This action is only available on Pending transfer status.
   - You as the line of approval of the employee transfer, can also accept transfer requests by Approve transfer to accept the transfer request. This action is only available on Pending transfer status.

Important
If the pop-up Unable to cancel transfer appears as follows, then you cannot cancel the transfer. You can cancel the previous transfer with the Transaction ID in the order based on the Effective date listed on the pop-up first.

B. Transfer Employees Using the Bulk Import Feature

1. You can use the Import button for mass data changes and use the “ Export” button to download employee transfer data. To perform mass employee transfers, click “Import”.
   
2. Then, you will be directed to the Bulk Transfer Employee page
   
   Explanation:
   

   No.	Button/Column Name	Function
   1	Select employee	Click if you are going to apply  Bulk Transfer Employee or change employee data in bulk for certain employees. In the sidebar that appears, select the employee names on the left. You can use  the filter  or  search bar  to filter and search for certain employee names. Click “Select employee” when you have finished selecting employee names for bulk import. Case example: There are PKWT contract employees whose work period has exceeded 5 years. Complying with government regulations regarding the Omnibus Law, you can change employee settings by utilizing this mass employee transfer feature. If there are employees with these criteria, Mekari Talenta displays a notification like the following on the Dashboard.
   2	Select all employees	Click if you want to apply Bulk Employee Transfer to all employees.
   3	Blank bulk transfer template	Click to download a pre-filled bulk transfer template.
   4	Bulk transfer filled template	Click to download the bulk transfer template that is already filled with the employee data that you have selected in Select employee/Select all employees.
   5	Browse files	Click to re-upload the modified or completely filled bulk transfer template.

3. In addition to importing and exporting employee transfer data in bulk, you can also cancel Employee transfers with Pending or Approved status in bulk. Check the checkboxes of employee names. Then, click “Cancel transfer”.
   
4. In the pop-up that appears, click “Cancel”.
   

Important
If the pop-up Unable to cancel transfer appears as follows, then you cannot cancel the transfer. You can cancel the transfer with the previous Transaction ID in the order based on the Effective date listed on the pop-up first.

This is an explanation of how to manage employee transfers. To learn the guide on how to set schedules for employees, click here.