When transferring employees, you can enable transfer rule settings to automatically transfer additional data for deduction/benefit plans, earnings, and PTO accrual balances. To set transfer rules, you must first enable web access rights for the Transfer Rule Settings page.

1. Check the View and Edit boxes for the Transfer Rule Settings access right.
   
2. Select Save.

PTO plans can be deleted when transferring employees. To delete PTO plans, you must first enable web access rights.

1. Check the Delete box for the Transfer Employee access right.
   
2. Select Save.

System administrators must configure the settings on the Transfer Rule Settings page to automatically transfer additional data for deduction/benefit plans, earnings, and PTO accrual balances. To use the transfer rules, employees must not have any pay history with their new company.

1. Select Edit.
2. To enable Deduction Settings, switch the toggle to ON to transfer information for deduction/benefit plans, including goal balances and amounts, investment fund data, garnishment data, benefit start dates, and active dependents from the transfer out company.

   1. Check the Set Benefit Start Date to Transfer Date box to set the employee’s benefit start date to match the date of transfer. Leave the box unchecked to keep the employee’s benefit start date unchanged.

   2. Check the Transfer Arrears Balance box to transfer arrears balances. Leave the box unchecked to prevent the transfer of arrears balances.

3. To enable Earning Settings, switch the toggle to ON to transfer the employee's earnings amount. All earnings are transferred, including those that are configured to Display in Pay Data Entry, along with the YTD limit (minus the YTD amounts).

   
4. To enable PTO Settings, switch the toggle to ON to transfer PTO plan and balance information. From the PTO page of the Transfer Employee work event, review the plans and select which plan data to modify or remove, as needed.
5. Select Save to save your changes.

Using the Transfer an Employee Start page in the Transfer Employee work event, you can begin the employee transfer process from one component company to another. Details are provided on the Start page as you step through the process.

1. From the My Employees page, select the employee you wish to transfer.
2. From the Things I Can Do section, select the Transfer Employee link.

   The Transfer Employee work event appears.

3. From the Start page, select the new company to which the employee is being transferred. Only those companies for which you have security rights appear alphabetically in the drop-down list. Past companies in which the employee worked are not included in the list.
4. Enter the effective date for the transfer, which becomes the hire date in the new company.
5. Enter the employee number, if applicable. If the company is configured to auto-increment the employee number, the number is assigned automatically.
   Note

   If configured, the Retain employee number on transfer option allows you to maintain an employee's existing Employee Number when using the Transfer Employee work event.

6. If you are a Time Management user, enter the employee's time clock number, if applicable.
   
7. Select Next to go to the Jobs/Payroll page.

Add employee job or position and payroll information to determine the payroll schedule and calculate payroll amounts on the Jobs/Payroll page.

1. From the Jobs/Payroll page, select the employee's supervisor.
2. Select the employee's job group if the company is set up to use multiple jobs.
3. Select the employee's job or position. Only active jobs or positions are listed. The salary grade defaults based on the job. If a job group is selected, only jobs in that job group are listed.
4. Enter an alternate job title (not applicable for Position Management).
5. Select a pay scale, if using pay scales.
6. Select a salary step, if using salary grades.
7. Select the employee's work location. Selections for the Location field are based on the company in which the employee is being hired. The state of employment defaults based on the location selected.
8. Complete the following, as needed:
   • Hire source
   • Project assignment, if applicable
   • Place within the company's organization hierarchy (for example, division or department)
   • National and local union affiliation, if applicable

   
9. Enter the employee's pay rates. Indicate how the pay rate is based (per hour, per week, per pay period, or per year).
10. If applicable, enter the employee’s other pay rates.
11. Select the employee's pay group. Only active pay groups that you are qualified to view are listed. The pay frequency defaults based on the pay group selected.
12. If applicable, select a Distribution Center.
13. Enter the employee's scheduled hours. The hours default based on the pay group selected, but can be overwritten.
14. Select the employee's earnings group. Different earnings groups can be created for hourly and salaried employees. Only those earnings that are flagged as "auto add" are assigned to the employee. When you switch groups or companies with a different group, the system automatically stops and starts deductions accordingly.
15. Select the employee's deduction/benefit group. Only those deductions that are flagged as "auto add" are assigned to the employee. When you switch groups or companies with a different group, the system automatically stops and starts deductions accordingly.
16. Revise and update the information in the following fields. These fields are autofilled with the previous company information.
    • Employee type (regular or temporary)
    • Employee pay (hourly or salaried)
    • Employee status (full time or part time)
    • Shift group and shift, if applicable
    • Employee automatic pay (yes or no)

    
17. Select Next to go to the Personal (if using Transfer Employee) or Time Management, Time & Attendance (if Time users), or Direct Deposit page (Add Employee process only).
    Note This page can be fully configured using Platform Configuration. Your system administrator can customize the entire page to meet your organization’s needs. When configurations are applied to this page, your tasks may not match the default tasks included with this information.

Add or change personal information for an employee on the Personal page.

1. From the Personal page, enter the employee's first and last name.
2. Enter the employee's gender, date of birth, marital status, ethnicity information, and I-9 verification.
3. Enter the employee's contact information, including country and address information.
4. Enter the employee's phone and e-mail information.
5. Select Next to go to the Job page.
   Note This page can be fully configured using Platform Configuration. Your system administrator can customize the entire page to meet your organization’s needs. When configurations are applied to this page, your tasks may not match the default tasks included with this information.

Add Time Management settings for a new employee on the Time Management page during the Add Employee work event or the Add US/Canadian/International Employee work event.

1. From the Jobs/Payroll page of the work event, select Next.

   The Time Management page appears.

2. In the Additional Security Access section, select whether the employee requires additional security access in Time Management. By default, all employees are given employee security access. This selection provides the employee access to their timesheet and other employee pages in Time Management.
   Note For employees who are not supervisors or administrators, select None.
3. In the Employee Time Entry Rules section, select the following from the associated drop-down lists:
   Note If you are rehiring a person to the same company, the fields default to the values that were in place at the time of termination.

   • Shift Number
   • Pay Policy
   • Holiday Rule
   • Pay Type
   • Pay Category
   • Employee Access Group

   Note The default value and options are based on company-specific integration configuration. If the values are not available, an informational message appears. The value for each affected field is "Default value will be used." In this case, either access Time Management and select applicable values, or return to the employee's Time Management page (My Employees) to update the values.
4. Select the Schedule Request Approver, if applicable.
   Note The supervisor, who was selected on the Jobs/Payroll page, defaults on this page, provided the supervisor is a Time Management user.
5. In the Supervisor and Administrator section, select the applicable supervisor or administrator access group.
   Note The access group field is enabled based on the selection made in the Additional Security Access section.
6. If you are transferring an employee, in the Historical Data Transfer Settings section, select how the employee's historical data is handled during the transfer:
   • Don't Merge Historical Data — Historical information remains with the employee number corresponding to the company from which the employee is being transferred.
   • Merge Historical Data — Historical information is merged with the new employee number.
   Note During a global transfer, the default values are not retained.
   This section only appears during the Transfer Employee work event. It is not visible during the Add Employee or Add US/Canadian/International Employee work events.
7. Select Next to continue or Save to complete the work event. Additional pages may need to be completed, including Direct Deposit, Federal, State or Local Taxes, and PTO/Leave Balances. Complete these pages, as needed.

Add or change employee federal income tax information on the Federal Income Tax page.

1. From the Federal Income Tax page, select the federal tax form submitted.
   
2. Select the employee filing status. If no federal Form W-4 exists for the employee, set up the filing status as single.
3. Check the Multiple Jobs box if an employee:
   • holds more than one job at a time; or
   • is married filing jointly, and their spouse also works
4. Enter the total amount for claimed dependents, other income, deductions, and extra withholding.
5. Select the check box if the employee claims exemption from withholding. If the employee is set up as exempt, income tax will not be withheld from the employee's pay; however, taxable wages are reported on the employee Form W-2, Wage and Tax Statement.
6. Select the check box if the employee has a lock-in letter.
   Note

   A lock-in letter mandates what the employer must withhold from the employee regardless of the employee’s wishes. Employees with lock-in letters are prevented from accessing W-4 forms to ensure that changes are made through their administrator.

7. Select whether the employee is subject to backup withholding.
8. Select if the employee's pension should be reported on Form W-2.
9. Select Next.

Add employee state tax information on the State Taxes page. The information is used to calculate the employee's state payroll withholding taxes and to report the employee's annual tax information on Form W-2, Wage and Tax Statement.

1. From the State Taxes page, in the Work-In Taxes area, complete the following information:
   • Select the employee filing status.
   • Enter the total number of allowances.
   • Enter additional allowances the employee has entered on the state withholding certificate.
   • Enter any additional amount the employee wants withheld from each pay statement.
   • Select if the employee claims exemption from withholding.
2. Select the employee state unemployment insurance/disability insurance plan and whether the employee has a state or private disability insurance plan. (These fields appear only for those states that require a plan and allow private disability insurance plans.)
   
3. In the Resident Taxes area, complete the following information:
   • Select the employee county.
   • Select the employee filing status.
   • Enter the total number of allowances.
   • Enter any additional amount the employee wants withheld from each pay statement.
   • Select if the employee claims exemption from withholding.
4. In the Reciprocal Tax Agreements area, if the employee resides and works in different states, complete the following information to determine if a reciprocal tax agreement applies:
   • Select if you have received a certificate of non-residence from this employee for the state the employee works in.
   • If you have not received a certificate of non-residence from this employee complete one of the following:
     • Select if the employee is subject to state income tax withholding and reporting in the employee resident state.
     • Select if the employee is subject to state income tax withholding and reporting in the employee work-in state.
5. Select Next.

Add employee local tax information on the Local Taxes page.

1. From the Local Taxes page, in the Work-In Taxes area, select if the employee is subject to withholding and reporting for the work-in local tax jurisdiction.
2. Select if the employee is subject to any other taxes such as school district, occupational, and workers' compensation.
   
3. In the Resident Taxes area, select the employee's resident local tax jurisdiction and school district jurisdiction.
4. Select if the employee is subject to withholding and reporting for the resident local tax jurisdiction and school district jurisdiction.
5. Select Next.

Add employment and review dates for an employee on the Dates or Key Dates page.

1. From the Personal page of the Add Employee process or from the Taxes pages of the Transfer Employee process, select Next. The Dates or Key Dates page appears.
2. Enter the employee's hire date. This date automatically populates in the Seniority and Benefits Seniority Date fields, but can be changed, if needed.
   Note

   When using the Transfer Employee work event, the original hire date defaults from the employee's existing record. The last hire date defaults from the effective date of the transfer from the Start page.

3. Enter, or update, the employee's seniority date. This date is used to calculate the employee's length of service. It is also used to calculate how the employee accrues PTO and leave balances.
4. Enter, or update, the employee's benefit seniority date. This date is used with benefit waiting periods to establish eligibility and coverage start dates.
5. Enter the employee's next salary and performance review dates. The defaults for these dates are based on the company-level settings established during company configuration, but can be overwritten if necessary.
   • Add Employee process Dates page:
   • Transfer Employee process Key Dates page:

   
6. Select Next to go to the Jobs/Payroll or PTO/Leave Balances page.

Add, change or delete PTO or leave balance information for employees using the Add/Change PTO/Leave Balances page. If transferring an employee, access the terminated employee record to view the PTO balance. This information will need to be added to the new PTO plan if the PTO transfer rule setting is disabled.

1. From the PTO/Leave Balances page, complete one of the following:
   • To add PTO or leave balances, select Add.
   • To delete a PTO plan, select the Delete checkbox and select Delete.
   • To change information, select an accrual plan from the list available.
2. Enter the available hours.
3. Enter the date through which the PTO or leave balance is earned. This date is the key date in determining all accrual calculations and must be populated with the date you want to begin calculating the accrual.
4. Enter the reset date. This date is the last day on which the employee's PTO plan reset and is determined according to the PTO plan's reset calculation rule.
5. Select Next. The PTO/Leave Balances page appears with the new information.
6. Select Next.

Review your selections on the Summary page. If needed, return to the applicable page to make edits.

1. From the Summary page, review the information.
2. Select the applicable action to complete the request, such as Save, Submit, and Finish.
   Note

   If approvals are required, the Summary page appears with a Workflow Approvals section.

If the deduction transfer rule setting is disabled, deduction/benefit plan goal balances and arrear amounts must be manually transferred. Access the terminated employee record to view the goal balances and arrear amounts. This information will need to be added to the new deduction plan in the employee's active record

1. Locate the terminated employee record.
2. From the Deductions page in the terminated record, change the status to inactive to view the benefit plans.
   
3. Select the benefit plan you want to transfer to the new employee record. The Add/Change Deduction work event, Start page, appears.
4. The effective date, deduction type, and plan prepopulate. Select a change reason.
5. Select Next.
6. From the Details page, under the Deduction Amounts section, these are the amounts to be added to the active employee record for the same given deduction plan. Make note of the amount to transfer to the new record.
   
7. Locate the active employee record.
8. Select the deduction/benefit plan. The Add/Change Deduction work event, Start page, appears.
9. Enter the effective date of the transfer.
10. Deduction type and plan will prepopulate. Select a change reason.
11. Select Next.
12. From the Details page, under the Deduction Amounts section, enter the new total goal.
    
13. Select Next.
14. Review the Calculations, Beneficiaries, and Summary pages.
15. Select Submit.

When transferring employees, the employee coverage is stopped in the old company and activated in the new company. However, dependent coverage must be manually activated on the new record if the deduction transfer rule setting is disabled. 

1. From the Deductions page, select the deduction/benefit plan.
2. Go to Dependents page, select the dependents in question.
3. Enter a new coverage start date.
4. Remove the stop date.
5. Select the dependent is covered checkbox.
6. Select Save.
   Note Dependent coverage should now show active.

Direct Deposits for same country transfers are inactivated in the previous company and activated in the new company.

1. From the Direct Deposit Summary page, complete one of the following:
   • To add a direct deposit account, select Add.
   • To change direct deposit account information, select an account from the list
2. From the Direct Deposit Detail page, enter a description, if available.
3. Enter a bank name.
4. Enter a routing number and an account number. Confirm with your financial institution the correct ABA routing number specific to your Direct Deposit.
5. Select a bank account type.
6. Select a status of Active or Inactive for the account.
7. In the Amount section, complete one of the following:
   • To specify a specific dollar amount, select the Flat Amount radio button and enter the dollar amount without a dollar sign.
   • To specify a specific percentage, select the Percent Amount radio button and enter the percentage without a percent sign.
   • To specify the available balance, select the Available Balance radio button.
   Important UKG Pro rounds direct deposit allocation percentages to the nearest hundredth. For example, you can enter 99.99% as an allocation percentage for an account. If you enter 99.999%, it is rounded up to 100%.
8. Select Save.
   Note A warning may appear depending on your company preferences indicating that this will result in a Prenote rather than a Direct Deposit. A Prenote account receives a zero balance direct deposit to test the transfer until a payroll is processed. The account is converted to a Direct Deposit after this account test is complete.
9. Select Ignore Warnings.
10. Select Submit. The Direct Deposit Summary page appears with the new account.