Intralocation Transfers | Scribe

Intralocation Transfers

  • 1 month ago

    This resource outlines the procedures for processing an Intralocation Transfer using the Transfer template in UCPath.

    NOTE: There is a different process to transfer employees from Academic to Staff Positions or Staff to Academic Positions. Refer to the Academic to Staff / Staff to Academic Hiring Process in UCPath Resource Guide for detailed instructions.

    Intralocation Transfer Overview

    An Intralocation Transfer occurs when an employee transfers from one position to another within the same business unit (Campus) or to a related business unit (Medical Center). This template is also used if an employee is transferring to a different position within the same Org/Dept. This method uses the employee’s existing Empl Record (i.e., Empl Record 0) for the new appointment (i.e., does not add Empl Record 1) and results in the new job data replacing the existing data.

    The Transfer Smart HR Template is used for Intralocation Transfers.

    • Separate templates are available for Staff employees and Academic employees.

    • The Staff template is for promotions, demotions, and lateral transfers.

    • The Academic template is for transfers between departments. Academic promotions or demotions are processed using PayPath Actions.

    Example:

    Image caption: An employee transfers from one position to another. Applies to either transfers within the same business unit (i.e., LACMP to LACMP) or a related business unit (i.e., LACMP to LAMED).

    Processing Responsibilities

    The following information outlines the responsibilities of each party when an employee is transferring to a different position or Org/Dept within UCLA.

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

    Responsible Party

    Responsibilities

    Employee

    • Accepts offer

    • Notifies current department that they are transferring

    Outgoing Department

    • Arranges the date for the transfer to take place with the Incoming Department and the employee

    • Removes local system access

    • Pays out applicable accruals, as necessary

    Incoming Department

    • Initiates appropriate Transfer Smart HR Template for transferring employee. Refer to the step-by-step guide linked below

    • Routes Transfer Smart HR Template via approval workflow engine (AWE) for approvals

    UCPath Center

    • Receives and reviews Transfer Smart HR template.

    • Processes Transfer Smart HR template.

    • Moves the employee’s record to the new department and terminates the relationship in UCPath with the old department.

    NOTE: If it is necessary to view all past and current appointments on the employee’s Person Organizational Summary page, the Org/Dept can transfer the employee using the same method as Interlocation Transfer (i.e., the outgoing department processing a Voluntary Termination template and the incoming department processing a Concurrent Hire template). This method keeps the current appointment (i.e., Empl Record 0) and adds another record (i.e., Empl Record 1) for the new appointment.

    Step-by-Step Guide

    The following activity should be performed by the Incoming Department.

    Enter an Intralocation Transfer Template Transaction

    Additional Resources

    UCLA Resources

    UCPath Center Resources