Interlocation Transfers | Scribe

Interlocation Transfers

  • 1 month ago

    This job aid provides an overview of the Interlocation Transfer process, which involves transferring an employee from one UC Location to another UC Location (e.g., an employee from UCR transfers to UCLA or vice versa).

    Interlocation Transfer Overview

    The UC Locations coordinate with each other to submit the appropriate Smart HR Templates; two templates are required to transfer an employee with no break in service.

    • The Voluntary Termination Smart HR Template (e.g., UC_VOL_TERM) is completed by the Terminating Location.

    • The Concurrent Hire Smart HR Template (e.g., UC_CONC_HIRE or UC_CONC_HIRE_AC) is completed by the Hiring Location.

      • Separate templates are available for Staff employees and Academic employees for the concurrent hire.

    Processing Responsibilities

    The following information outlines the responsibilities of each party when an employee is transferring to a location outside UCLA.

    NOTE: The employee’s old Org/Dept is sometimes referred to as the Outgoing Department and the new Org/Dept is the Incoming Department.

    Responsible Party

    Responsibilities

    Employee

    Accepts offer and notifies current department that they are transferring.

    Hiring Location

    • Initiates local Position Management Process.

    • Initiates Concurrent Hire Smart HR template for transferring employee. Refer to the step-by-step guide linked below.

    • Routes template via approval workflow engine (AWE) for approvals.

    Terminating Location

    • Initiates Voluntary Termination Smart HR template for transferring employee for all Empl Records associated with the employee. Refer to the step-by-step guide linked below.

    • Routes template(s) via approval workflow engine (AWE) for approvals.

    UCPath Center

    • Receives and reviews Smart HR templates.

    • Processes Smart HR templates.

    • Runs the system process to determine benefit eligibility.

    • Notifies the employee of benefit eligibility.

    • Processes on-cycle and off-cycle payrolls.

    Timing and Deadlines

    Use the UCPath Production Processing Schedule to reference when tasks related to Smart HR Templates must be completed to process payroll. For the Interlocation Transfer process, it is not necessary to process a final pay request because the employee is transferring from one UC location to another without a break in service; however, it may be necessary to pay out balances of the employee’s vacation or compensatory time.

    The UCPath Production Processing Schedule is standard across all UC Locations; however, deadlines for Medical Centers may differ from deadlines for other UC Locations.

    NOTE: Transactions that are cancelled require re-submission and may not be processed within the upcoming on-cycle payroll.

    Step-by-Step Guides

    Hiring Location Procedures (Incoming)

    Enter a Concurrent Hire Template Transaction for Interlocation Transfer (Hiring Location)

    Terminating Location Procedures (Outgoing)

    View Person Organizational SummaryEnter a Voluntary Termination Template Transaction for Interlocation Transfer (Terminating Location)

    Additional Processing Considerations

    When employees transfer from one UC Location to another, coordinating the transfer of the employee’s Form I-9 requires the assistance of the UCLA Central Resource Unit (CRU).

    Create a case with CRU for the following scenarios in relation to interlocation transfers:

    • Transferring an employee from a bi-weekly, non-exempt position to a monthly, exempt position (and vice versa).

    • Coordinating the transfer of the employee’s Form I-9 from another UC location.

    Additional Resources

    UCPath Production Processing Schedule

    UCPath Center Job Aids: