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Support Online Information Session Transfers

Join our online information session to learn about the process of employee transfers and important considerations. Get all the information you need to successfully manage transfers in your company.

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Support Online Information Session Transfers

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  1. Support Online Information SessionTransfers Good afternoon and welcome to this Online Information session. The session will start at 14h00 - you will only be able to hear sound from 14h00 (so please make sure that your speakers are on and working). Questions may only be asked during the Q&A session - after the presentation - using the CHAT block and not the Q&A block. Please do not ask any questions now. Thank you for your support and attendance. Presented by Chiovonne Barendsen

  2. Support Online Information SessionIntroduction • The session will begin with a presentation: • The session will last for 25 to 30 minutes and will include: • This PowerPoint presentation • Voice communication from the instructor, therefore the sound on your computer must be switched on • The Q&A session will start after the presentation: • Questions may only be asked during the Q&A session • Only questions related to the content may be asked • The Q&A session will be 30 minutes, as the meeting will end at 15:00 Sage VIP presentation

  3. Agenda • Transfers • Transfers With YTD Totals (Move Employees) • Transfers Without YTD Totals • Transfer Steps Sage VIP presentation

  4. Transfers

  5. Transfers • An employee may be transferred between: • Different Companies • Different Company Rules within the same Company and within different Companies • Different Remuneration Structures • Change of Leave Policy • Change of Position

  6. Transfers with YTD Totals

  7. Transfers with YTD Totals • General Rules Transfer with YTD Totals (Move Employees): When transferring with YTD Totals an employee is removed from the ‘from’ Company Rule and moved into the ‘to’ Company Rule

  8. Transfers with YTD Totals • General Rules - The following must be the same in the ‘from’ and’ to’ Company Rules: • Employees may only be transferred within the same Company • Payment Cycles • Tax Numbers • UIF Registration number

  9. Transfers with YTD Totals • General Rules - The following must be the same in the ‘from’ and’ to’ Company Rules: • SDL Registration number • Period in the Tax Year

  10. Transfers with YTD Totals • General Rules – No transfers may be done when: • Stop Further Entry is flagged in either the ‘from’ or the ‘to’ Company Rule • Employee’s UIF Status = Maternity Leave in the ‘from’ Company Rule • Leave Pay is activated for the employee • Early Pay is activated for the employee

  11. Transfers with YTD Totals • General Rules – Terminated employees: • Can only be transferred with YTD Totals and they will remain terminated in the ‘to’ Company Rule (Remember rules applicable to be able to transfer with YTD information)

  12. Transfers with YTD Totals • General Rules – Active employees: • Where Forced Pay is activated in the ‘from’ Company Rule it will be deactivated in the ‘to’ Company Rule • Should any of the employee’s payslips be frozen in the ‘from’ Company Rule it will be deactivated in the ‘to’ Company Rule

  13. Transfers without YTD Totals

  14. Transfers without YTD Totals • General Rules Transfer without YTD Totals: When transferring without YTD Totals an employee is terminated in the ‘from’ Company and loaded as a new employee in the ‘to’ Company

  15. Transfers without YTD Totals • General Rules – Terminated employees: • Employees terminated in the ‘from’ Company may not be transferred. Terminated employees can only be transferred with their YTD Totals

  16. Transfers without YTD Totals • General Rules – Active employees: • Future Increases: will clear and needs to be recaptured in the ‘to’ Company Rule • Shift Pattern: will clear and needs to be reselected in the ‘to’ Company Rule • Shift YTDvalues: will clear and must manually be recaptured if the balances should go over to the ‘to’ Company Rule

  17. Transfers without YTD Totals • Fringe Benefits with Sub-Screens: i.e. Bursary, Use of Asset and Petrol Cards will clear and needs to be recaptured in the ‘to’ Company Rule • Provision for Tax on Annual Bonus: will not be transferred. This must be manually adjusted in the ‘from’ and ‘to’ Company Rules • Deductions with balances: will clear and must manually be recaptured if the balances should go over to the ‘to’ Company Rule

  18. Transfers without YTD Totals • External Payments paid in full: will not be transferred to the ‘to’ Company Rule. These will remain in the ‘from’ Company Rule • External Payments with a positive balance: the system will prompt you to select the payroll definitions to which the External Payments must be linked in the ‘to’ Company Rule. The current balance on the Payslip Detail will become the new balance

  19. Transfers without YTD Totals • Loans & Savings: the system will prompt you to select the payroll definitions to which the Savings / Loans Payments must be linked in the ‘to’ Company Rule. The current balance on the Payslip Detail will become the new balance • Earnings and/or deductions that have increasing and/or decreasing balances: must be manually adjusted on the Payslip Definition screen of the ‘to’ Company Rule • Minimum Net Pay: if used in ‘to’ Company Rule, ensure that the deduction priorities are set-up in the ‘to’ Company Rule

  20. Transfer Steps

  21. Transfer Steps • Access the Employee Transfer Filter Screen • Expand Employee • Double click on Employee Transfer

  22. Transfer Steps • Step 1 – Select employee to transfer Use the Basic Filter in order to search for the employees to be transferred One or more of the listed employees may be transferred

  23. Transfer Steps Click on the Transfer button and select the Transfer Employees option When you click on the Transfer button the Transfer Wizard will guide you through the transfer process

  24. Transfer Steps • Step 2 – Transfer Options Select the Transfer option for the selected employee(s)

  25. Transfer Steps • Step 2 – Transfer Options • Company: Select this option to transfer employees between different Companies. When you select this option the Company Rule and Leave Policy options will automatically be selected • Company Rule: Check this box if the employee(s) must be transferred to another Company Rule within the same Company. Should an employee be transferred to another Company Rule part of another Company, the Company box should also be checked

  26. Transfer Steps • Remuneration Structure: Check this check box if you want to transfer/link the employee(s) to a new Remuneration Structure • You can use this option to globally link employees to a new Remuneration Structure • Select this option to link the employee(s) to a new Remuneration Structure when transferring the employee(s) to a new Company Rule and/or Company

  27. Transfer Steps • Positions: When licenced for the Job Profile Management Module, the Position field will also be available on the Transfer Option screen • Leave Policy: Check this check box if you want to transfer/link the employee(s) to a new Leave Policy • You can use this option to globally link employees to a new Remuneration Structure • Select this option to link the employee(s) to a new Remuneration Structure when transferring the employee(s) to a new Company Rule and/or Company

  28. Transfer Steps • Step 3 – Select With or Without YTD Totals Move Employee: this option will remove the employee in the ‘from’ Company Rule and move the employee with YTD Totals to the ‘to’ Company Rule. This means that the employee will not be included in any of the reports in the ‘from’ Company Rule Without Year to Date Information: this option will terminate the employee in the ‘from’ Company Rule and add the employee as a new employee in the ‘to’ Company Rule

  29. Transfer Steps • Step 4 – Transfer Selection Screen Selections for Move Employee Options (With YTD Totals)

  30. Transfer Steps • Step 4 – Transfer Selection Screen Selections for Move Employee Options (With YTD Totals) • From Company and To Company: These fields will default to the Company to which the filtered employee(s) was linked. You will not be able to change these fields as employees can only be transferred with YTD Totals within the same Company • From Company Rule: This field will default to the Company Rule to which the filtered employee(s) was linked

  31. Transfer Steps • To Company Rule: Select the Company Rule to which the employee(s) must be transferred. The drop-down list will only display Company Rules linked to the same From and To Company and with the same Payment Cycle as the ‘from’ Company Rule linked to the filtered employees • Transfer Reason: Click on the down-arrow and select the transfer reason. • New Rem Structure: Click on the down-arrow and select the new Remuneration Structure to which the employee(s) must be linked

  32. Transfer Steps • Step 4 – Transfer Selection Screen Selections for Without Year To Date Option

  33. Transfer Steps • Step 4 – Transfer Selection Screen Selections for Without Year To Date Option • From Company: This field defaults to the Company linked to the filtered employee(s) • To Company: Click on the down-arrow and select the Company to which the employee(s) must be transferred. This option may only be used when transferring employees without YTD Totals

  34. Transfer Steps • From Company Rule: This field defaults to the Company Rule linked to the filtered employee(s) • To Company Rule: Select the Company Rule to which the employee(s) must be transferred. The drop-down list will only display Company Rules linked to the Company selected • Transfer Reason: Click on the down-arrow and select the transfer reason • Current Company Rule Termination Date: This field defaults to the period end date of the Company Rule linked to the filtered employee(s)

  35. Transfer Steps • Set Leave Start Date Option: This field allows you to select whether the employee(s) should keep the original Leave Start Date or whether the Leave Start Date must default to the new Date Engaged. The options are: • Keep Original Leave Start Date • Change Leave Start Date to new Date Engaged

  36. Transfer Steps • Retain Date Joined Group: Check this check box if the current Date Joined Group must default to the ‘to’ Company Rule • Date Engaged In New Company Rule: This field defaults to the period start date of ‘to’ Company Rule • New Leave Policy: Select the new Leave Policy to which the employee(s) must be linked • New Rem Structure: Select the new Remuneration Structure to which the employee(s) must be linked

  37. Transfer Steps • Termination Final Calculation: If you have selected a future Termination Date, this field will be enabled. The options are • Current Period: this option will perform the final Tax Calculation in the current period. The Employee’s Status will become ‘Terminated’ in the next pay period once a rollover was performed • Termination Period: this option will perform the final Tax Calculation in the period in which the Termination Date falls. The Employee’s Status will remain ‘Active’ until the termination period has been reached and a rollover was performed, then it will change to ‘Terminated’

  38. Transfer Steps • Set the Employee Rule Defaults From Company Rule Values: Check this check box if the Employee Rule screen information must default from the new ‘to’ Company Rule This will have an effect on the Hours per Period and Hours per Day fields on the Employee Rule screen and therefore have an effect on an employee’s Period Salary should the Payment Cycles be different

  39. Transfer Steps • Employee Transaction Action(s): This section allows you to select what should happen with the employee(s) existing transactions. This section allows you to define what should happen to the following transactions: • Leave Transaction History • Employee Document Attachments • Disciplinary Transaction History • Discussion Transaction History • Performance History

  40. Transfer Steps • Employee Transaction Action(s): One of the following options must be selected: • None: Transactions remain in old company rule and none in new company rule • Move: Transactions will be removed from old company and moved to new company rule • Copy: Transactions will remain in old company rule and copied to new company rule

  41. Transfer Steps • Step 5 – Which Employee(s) to Transfer Screen This screen allows you to select whether you want to transfer the selected employee or multiple employees based on the selected filtered employees

  42. Transfer Steps • Transfer One Employee

  43. Transfer Steps • Transfer Multiple Employees

  44. Transfer Steps • Include Employee: Check the check box for the employees to be transferred • Transfer Pending Leave Transactions: Check the check box in order to transfer all pending leave transactions for the selected employees. You may only transfer pending leave transactions should the Leave Policy of the employee stay the same • Employee Code: This field displays the Employee Code of the filtered employee(s) to be transferred

  45. Transfer Steps • Employee Name: This field displays the Employee Name of the filtered employee(s) to be transferred • Council: Select whether the employee(s) should be linked to a Council in the ‘to’ Company Rule • Leave Pay: If Leave Pay was activated an error message will be displayed stating that the employee cannot be transferred. Leave Pay must manually be deactivated before an employee can be transferred

  46. Transfer Steps • Maternity Pay: If an employee’s UIF Status = Maternity Leave, an error message will be displayed stating that the employee cannot be transferred. The employee’s UIF Status must manually be changed before the employee can be transferred • Early Pay: This field indicates whether Early Pay was activated in the ‘from’ Company Rule. The field values are: • None: Early Pay was not activated in the ‘from’ Company Rule and no action was required • Deactivated: Early Pay was activated in the ‘from’ Company Rule and will be deactivated should this employee be included in the transfer

  47. Transfer Steps • Freeze Payslip: Should the checkbox be checked, this field indicates that the employee has frozen payslips in the ‘from’ Company Rule and this will be deactivated should the employee be transferred • Forced Pay: Should the checkbox be checked, this field indicates that Forced Pay was activated in the ‘from’ Company Rule and this will be deactivated should the employee be transferred

  48. Transfer Steps • Stop Further Entry: If Stop Further Entry was activated in the ‘from’ Company Rule, an error message will be displayed stating that the employee(s) cannot be transferred. Stop Further Entry must manually be deactivated first before the employee(s) can be transferred • Pending Increase: Should the checkbox be checked, this field indicates that Forced Pay was activated in the ‘from’ Company Rule and this will be deactivated should the employee be transferred

  49. Transfer Steps • Pending Leave Transactions: If an employee has a future leave transaction, a warning message will be displayed stating that the employee has a pending leave transaction. The following message will be displayed:

  50. Transfer Steps Note: You will not be able to proceed with the transfer should the transfer be done for different Companies and different Leave Policies. The pending leave transactions must be deleted before the employee(s) can be transferred The following message will be displayed:

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