Appointment Change Action (PY) - Transfer Different Agency
Use this procedure to complete the payroll portion of an appointment change action for an employee who is moving to a different agency with no break in service. This action is completed by the gaining agency. The personnel administration portion of the appointment change action must be completed first.
When an employee is moving to a different agency:
- The gaining agency must contact the losing agency to inform them of the appointment.
- The losing agency will need to have entered, changed, or deleted any necessary data prior to the gaining agency performing the appointment change action. Some examples are:
- Enter or delete leave in CATS
- Complete garnishments
- Enter or end agency-specific deductions or payments.
For mid-period appointments, refer to the Mid-Period Transfers resource document.
Be cautious when transferring out-of-state employees across different business areas mid-period. Out-of-state taxes process similarly to other items in HRMS where the costs for the full pay period are rolled over to the gaining agency. Because of this, the employee will redline if the losing agency has out-of-state taxes turned on for their portion of the pay period and the gaining agency is not set up for out-of-state tax processing. To remedy this scenario, the losing agency should end all out-of-state taxes as of the last full pay period or pay check with that agency; then manual adjustments can be entered for the partial pay period as needed. Refer to Additional Steps for Out-of-State Employees user procedures.
If the employee is changing mid-period from or to the 24/7 (R030) work schedule rule, additional action is needed so that HRMS can accurately calculate the proration of time for each schedule. When there is a mid-period change with a 24/7 (R030) work schedule rule, work with the personnel administration and time and attendance processors to either start the work schedule on the first day of the period or create a schedule substitution that reflects the employee's work hours. Refer to the Work Schedule Substitution procedure for more information.
As the payroll processor, you will not process this action until you have received an appointment change information packet from the personnel administration processor indicating they have completed their portion of the action.
If the employee’s benefits eligibility is changing or is a Plan 3 employee, this procedure may require hand-offs to the benefits processor depending on the structure of your agency and your role at your agency. Refer to the Appointment Change Action (BN) – Transfer Different Agency procedure for completing those portions of the action.