Transfer Salary Administration

A transfer is the movement of an employee from one position to another within the University or between agencies without a break in service. A break in service occurs when an employee is in non-pay status for more than 31 calendar days, except when on leave without pay.

When an employee transfers to another state agency, all unused sick and vacation leave are transferred.

If an employee reports to the new position in the other agency on the first work day following University separation, the University carries the employee through the day prior to the effective date of the transfer (even though the separation date may fall on a non-work day). An exception may be made when the releasing date falls on a non-work day at the first of the month, in which case the pickup should be made on the first day of the month.

If other time is involved, such as holidays or approved vacation, the University and the receiving agency agree upon who pays the employee. If an employee paid for unused vacation by the releasing agency is re-employed, payment for vacation leave is not considered dual compensation.

For transfers within the University, the hiring department completes a "Confirm Hire/Transfer" in the Human Resources Information System (HRIS) and arranges for the releasing department to forward the employee's updated leave records to the hiring department.

For a transfer to another agency, the releasing department completes a "Termination" (Transfer to a State Agency) in HRIS.

A lateral transfer is a move from one position to another position at the same salary grade in the same or a different department.

The employee's salary remains the same unless there is a lack of funds or if a lower salary is necessary to avoid creating a salary inequity.

Note: The salary of any lateral transfer of an employee with layoff priority remains the same as his/her salary at the time of the layoff notification.

Procedures for promotions, demotions/reassignments, and lateral transfer should be reviewed for salary administration and employee qualification guidelines, as they may affect transfer actions.

Promotions, demotions/reassignments, and lateral transfers are normally effective on the first day of the bi-weekly pay period.