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.

The Transfer Employee work event contains a list of key steps on the left pane. Time Management users must complete an additional step to provide time management related information. If you are not a Time Management user, the step does not display.

Before you begin, review the Information section on the Start page, which includes a list of rules and guidelines to help you with the Transfer Employee process.

After you have completed the transfer using the Transfer Employee work event, you can make additional updates to an employee's job-related information using various work events, including the Change Organization work event or the Change Job work event. In cases where you inadvertently select the wrong company name for the new transfer, you must complete the Employee Transfer process again using the Transfer Employee work event.

Navigation:Menu > My Team > My Employees

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 the employee's work location. Selections for the Location field are based on the company in which the employee is being hired. The province of employment defaults based on the location selected.
6. Select the employee's project assignment, if applicable.
7. Check the Issue Record of Employment (ROE) box, if applicable.
8. Enter an ROE Issue Reason. Selections for the ROE Issue reason are configurable under ROE Settings (Menu > System Configuration > System Settings > Record of Employment (ROE) Settings).
9. Complete the following, as needed:
   • Hire source
   • Place within the company's organization hierarchy (for example, division or department)
   • National and local union affiliation, if applicable

   
10. Enter the employee's pay rates. Indicate how the pay rate is based (per hour, per week, per pay period, or per year).
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. Enter the employee's scheduled hours. The hours default based on the pay group selected, but can be overwritten.
13. 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.
14. 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.
15. 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)

    
16. 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 employee personal information, such as address, telephone numbers, and email address on the Personal page.

1. From the Personal page, enter the employee's address information.
2. Enter the employee's phone and e-mail information.
3. Enter additional employee information, such as marital status and ethnicity.
   • Add Employee process Personal page.
   • Transfer Employee process Personal page. Employee information maintained in the previous company transfers with the employee. Updates can be made as needed.
4. Select Next to go to the Dates or Time Management page (only available for Time Management users during the Transfer Employee process).
   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 employee federal income tax information on the Federal Income Tax page of the Add Employee or Transfer Employee process.

1. From the Federal Income Tax page, select if the employee is exempt from the following:
   • Federal Income Tax (FIT)
   • Canada Pension Plan (CPP)
   • Employment Insurance (EI)
2. Select if the employee chooses to withhold and report the Canada Pension Plan.
   Note

   If the Withhold and Report Canada Pension Plan box is not checked and the employee is exempt from Canada Pension Plan, the Withhold and Report Canada Pension Plan field is not available. If the Employee is Exempt from Canada Pension Plan the box is checked, the Withhold and Report Canada Pension Plan field is not available.

3. Select if the employee chooses to claim personal tax credits amounts.
4. Select if the employee's total income is less than total claim amount. The employer will not deduct taxes from employee earnings.
5. Enter a deduction amount that the employee claims for living in a prescribed zone.
6. Enter an additional tax to be deducted if the employee chooses to withhold an additional tax amount.
7. Select if the employee completed Form T1213, Request to Reduce Tax Deductions at Source, to request a reduction in tax deductions. Select the Form T1213 link to view a sample form.
8. Select if the employee is commissioned claiming expenses.
9. Select Next.

The employee provincial income tax information is used to calculate the employee's provincial payroll withholding taxes and to report the employee's annual tax information on the T4 slip.

1. From the Provincial Income Tax page, select if the employee is exempt from:
   • Income tax
   • Quebec Pension Plan
   • Parental Insurance Plan
2. If the employee is not marked exempt from provincial income tax, complete the following personal tax credit information for the employee, as needed. Click the form link to view a sample Form TD1, Personal Tax Credits Return.
   • Select if the employee chooses to claim personal tax credits amounts.
   • Select if the employee's total income is less than the total claim amount. The employer will not deduct taxes from the employee's earnings.
   • Select if the employee completed Form T1213, Request to Reduce Tax Deductions at Source, to request a reduction in tax deductions. Click the TP-1016-V link to view a sample Form T1213.
   • Enter the amount of other provincial tax credits authorized by the District Tax Office.

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.

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.