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
When an employee transfer has been submitted, direct editing cannot be done which applies to all employment data in the employee transfer.
- Select the "Employee" menu then click Employee directory.
- After that, click “Employee transfer” and Employee Transfer.
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In the display below you can see the history of employee transfers that have been made.
A. Transfer Employee Manually
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By manually transferring employees, you can transfer employees for one or more employees, by clicking "Create transfer".
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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. 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.
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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. -
Click on the employee transfer status to see the Activity pop-up from the employee transfer approval process.
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If you want to see the data that has changed through employee transfer, click "Action" then select Details.
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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).
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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
- 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”.
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Then, you will be directed to the Bulk Transfer Employee page
Explanation:
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Download the mass employee transfer spreadsheet template by clicking the “Download” icon.Then, fill in the spreadsheet with the employee data to be transferred.
- Select the template that you filled out by clicking "Choose file".
- Click “ Submit” to apply for the mass employee transfer.
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Download the mass employee transfer spreadsheet template by clicking the “Download” icon.Then, fill in the spreadsheet with the employee data to be transferred.
- 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”.
- 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.