9.2 Entering Departmental Transfers

Purpose: Use this document to enter departmental transfers in ctcLink.

Audience: Human Resources staff.

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZD HR Central Config VW
  • ZD HR Admin View Job Data
  • ZD Benefits Employee Data Inq
  • ZD HR Employee Maintenance VW
  • ZD HR Limited Person Job Info
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator
  • ZZ FWL HCM Pay Process

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Enter Departmental Transfer

Navigation:  NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. The Job Data search page displays.
  2. Enter the desired information into the Empl ID field.
  3. Select the Search button.
Job Data search page
  1. The Job Data page displays.
  2. Use the Work Location page to specify information about the employee's job transactions. The information displayed on this page reflects the job data for the employee when they were initially hired.
  3. You need to add a new row to record the transfer information. Select the Add a new row button.
Job Data Work Location Tab
  1. The Effective Date field defines the date on which the transfer becomes effective. It defaults to the current system date, but can be modified if needed.
  2. The Job Indicator field specifies whether the job to which the employee is being transferred is a primary or secondary job.
Job Data Effective Date Change
  1. Every Job Data record has an Action/Reason associated with it. Examples are:
    • Hire
    • Leave of Absence
    • Termination
    • Transfer
  2. When you select an action that makes changes to an employee's data, you could be changing the employee's status. The employee status is not user-selected; rather, it is derived (or set) based on a selected action. This is important because a change in employee status can affect both benefits and payroll processing.
  3. Select the Action menu and choose the Transfer item from the drop-down menu.
Job Data Action Selection
  1. Actions have associated Reasons. The action tells the PeopleSoft system what to do; the reason describes why it should be done.
  2. For reporting purposes, it is important to accurately select the appropriate reason code.
  3. Select the Reason menu and choose the Reorganization item from the drop-down menu.
  4. For this example, the employee is being transferred to a different department. Enter the desired information into the Department field. If you do not know the department code, you may look it up by selecting the magnifying glass icon.
  5. Select the Save button.
Job Data Reason Selection
  1. The process to enter a departmental transfer is now complete.
  2. End of procedure.