EPAWeb Department Transfer (Filled Position, Vacant Position or Just Employee)

The EPAWeb Department Transfer action is used ...

• When a Unit, School or Division makes an administrative decision to transfer a position and the employee presently occupying this same position to another Unit, School or Division; or,
  
• In order to facilitate a Job Change.  This would be when an individual on the EPA non-faculty or faculty monthly Payroll accepts a different EPA non-faculty or faculty position, provided that the new position is on the same Payroll cycle AND there is no break in service.

The EPAWeb Department Transfer action is NOT used ...

• When a Unit, School or Division makes an administrative decision to transfer a vacant position to another Unit, School or Division, although the relevant steps below pertaining to the vacant position transfer would still be followed; or,
  
• When the individual is currently on one EPA payroll and moving to a different Payroll cycle.  In such cases an "End of Employment" action must be fully completed in EPAWeb by the current Unit, School or Division before the gaining Unit, School or Division would then initiate an EPAWeb New Employment action.

Note:  as discussed below, the respective action to transfer the position within Position Management from one Unit, School or Division to another will be initiated by EPA Non-Faculty Human Resources ("EPA NF HR").

SPECIFIC DOCUMENTATION REQUIREMENTS ("STANDARD ORDER")

The remainder of this page contains the "standard order" of procedures and documents for EPA Non-Faculty "Department Transfer" actions.

• The EPA Non-Faculty Human Resources Office prefers whenever possible that all documents included with an EPAWeb action are attached as a single file (.pdf or .tiff format required) as opposed to separately attached files, for ease of review at all approval levels.  This also facilitates easier re-attachment of required documents by the originating department should that become necessary in the event an action must be retracted and resubmitted.
  
• Your School/Division administrative approval chain may have additional documentation requirements beyond what is required by EPA Non-Faculty Human Resources. Consult your Dean/Division HR staff if you have specific questions regarding any such requirements.

ADDITIONAL ASSISTANCE

Questions or requests for assistance about this process should be directed to the EPA Non-Faculty Human Resources Unit within the Office of Human Resources, available via telephone at 962-2897.

Questions about EPAWeb access should be directed to the Help Desk, either via telephone at 962-HELP (962-4357) or via Online Help Requests (https://www.unc.edu/ar-bin/websub/index.pl).

This is applicable when circumstances arise that warrant moving one or more EPA Non-Faculty position(s) and the associated employee(s) occupying the position(s) from one Department or Unit to another.  Both the head of the current Unit, School or Division and the head of the gaining Unit, School or Division must agree that a transfer of this nature is warranted.  Below are the steps to follow to implement such a transfer.

Step One:  Review of Position within Position Management (EPAWeb)

Before EPA NF HR will initiate an action to transfer the position, the position must have been fully updated by the current Unit, School or Division within Position  Management in EPAWeb to reflect all required information and to include both a current organization chart and the original approval documentation.

The original approval documentation includes the following:

• the approval memorandum designating the position as EPA Non-Faculty;
• the NF-001, Request to Establish or Fill an Existing EPA Non-Faculty Position;
• the NF-002, EPA Non-Faculty Recruitment Form;
• the position description at the time approved; and,
• the organization chart at the time approved, if available.

If the original documentation is not available, please contact EPA NF HR to discuss how to proceed.

Reminder: any updates or modifications to the position at this stage should be applicable to the current Unit, School or Division (changes as a result of the transfer would be addressed by the gaining Unit, School or Division after the position is transferred, through a Modify Position action).

Step Two:  Transfer of Position within Position Management (EPAWeb)

The current Unit, School or Division submits a written memorandum to EPA NF HR requesting that the position within Position Management be transferred.

This memorandum should:

• include specific information about the position, such as:
• • position name and number;
  • effective date of the transfer;
  • current Unit, School or Division name and number;
  • gaining Unit, School or Division name and number; and,
  • the new Supervisor name and PID within the gaining Unit, School or Division, if applicable and known.
• describe the circumstances or justification necessitating the position movement;
• be appropriately signed and dated by the head of the unit; and,
• be copied and routed to the appropriate administrative approval chain, up to and including the Office of the Executive Vice Chancellor or the Office of the Chancellor for units that report directly to either office.

Note: if required by the Unit, School or Division, this memorandum should be routed in hard-copy through the appropriate administrative channel (as opposed to just through the electronic review within EPAWeb)

The fully signed memorandum may be submitted to EPA NF HR through any of the following methods:  via electronic mail with the signed memorandum attached; via facsimile to fax number 2-8677 with a cover sheet clarifying attention EPA NF HR; or, via mail to campus box number 1045 attention EPA NF HR.

Step Three: Transfer of the Employee

After the position transfer is fully processed within Position Management in EPAWeb by EPA NF HR, the current Unit, School or Division should then submit the action to transfer the employee utilizing "Department Transfer" within EPAWeb.  It is important to note that this should not be done until the position transfer is fully processed within EPAWeb and then syncs overnight because the Rank Department which also needs to be updated is linked to the position information.

When the "Department Transfer" action is submitted it should:

• have an effective date that is the same as the date of the transfer;
• change the base and check department information;
• change the four digit Department number under Ranks; and,
• include a brief comment to reference that this is the subsequent action to transfer the employee as the position was already transferred.

Note: the current Unit, School or Division should not update account and other budget information to reflect the gaining Unit, School or Division information, as this is the responsibility of the gaining Unit, School or Division.

Step Four: Gaining Unit, School or Division updates Position or Employee Information

After the steps above are completed, the gaining Unit, School or Division should review the position and employee information and make any updates or changes due to the transfer.  This may be limited to just budget or account information, but could include changes to the position title, description, summary, functions or any other elements of the position.  Such changes may impact just the position information within EPAWeb or may impact both the position and the employee information.

This is applicable when circumstances arise that warrant moving one or more vacant EPA Non-Faculty position(s) from one Department or Unit to another (both the head of the current Unit, School or Division and the head of the gaining Unit, School or Division must agree that a transfer of this nature is warranted).  Below are the steps to follow to implement such a transfer.  

Step One:  Review of Position within Position Management (EPAWeb)

Before EPA NF HR will initiate an action to transfer the position, the position must have been fully updated by the current Unit, School or Division within Position  Management in EPAWeb to reflect all required information and to include both a current organization chart and the original approval documentation.

The original approval documentation includes the following:

• the approval memorandum designating the position as EPA Non-Faculty;
• the NF-001, Request to Establish or Fill an Existing EPA Non-Faculty Position;
• the NF-002, EPA Non-Faculty Recruitment Form;
• the position description at the time approved; and,
• the organization chart at the time approved, if available.

If the original documentation is not available, please contact EPA NF HR to discuss how to proceed.

Reminder: any updates or modifications to the position at this stage should be applicable to the current Unit, School or Division (changes as a result of the transfer would be addressed by the gaining Unit, School or Division after the position is transferred, through a Modify Position action).

Step Two:  Transfer of Position within Position Management (EPAWeb)

The current Unit, School or Division submits a written memorandum to EPA NF HR requesting that the position within Position Management be transferred.

This memorandum should:

• include specific information about the position, such as:
• • position name and number;
  • effective date of the transfer;
  • current Unit, School or Division name and number;
  • gaining Unit, School or Division name and number; and,
  • the new Supervisor name and PID within the gaining Unit, School or Division, if applicable and known.
• describe the circumstances or justification necessitating the position movement;
• be appropriately signed and dated by the head of the unit; and,
• be copied and routed to the appropriate administrative approval chain, up to and including the Office of the Executive Vice Chancellor or the Office of the Chancellor for units that report directly to either office.

Note: if required by the Unit, School or Division, this memorandum should be routed in hard-copy through the appropriate administrative channel (as opposed to just through the electronic review within EPAWeb)

The fully signed memorandum may be submitted to EPA NF HR through any of the following methods:  via electronic mail with the signed memorandum attached; via facsimile to fax number 2-8677 with a cover sheet clarifying attention EPA NF HR; or, via mail to campus box number 1045 attention EPA NF HR.

Step Three: Gaining Unit, School or Division updates Position Information

After the steps above are completed, the gaining Unit, School or Division should review the position information and make any updates or changes due to the transfer.  This could include changes to the position title, description, summary, functions or any other elements of the position.

This is applicable when the employee will no longer continue employment in his or her current EPA position and has instead accepted placement without a break in service in a different EPA position that is on the same Payroll cycle within a different Unit, School or Division.

This action would be done by the current Unit, School or Division in order to facilitate a Job Change action to be completed by the gaining Unit, School or Division.

• This type of transfer requires communication between the current Unit, School or Division and the gaining Department or Unit to determine among other things the effective date of the transfer which may require completion of other procedures and policies including receiving Criminal Background Check results.
• This type of transfer also requires communication between the current Unit, School or Division and the employee when there are accumulated leave balances in order to determine his or her preference to either transfer annual and/or bonus leave in full or to receive a leave payout up to permitted amounts.

Note: if the employee opts for a leave payout up to permitted maximums, the current Unit, School or Division would need to submit a Lump Sum Payment action for the leave payout before submitting the Department Transfer action.

When applicable, the current Unit, School or Division would submit a Department Transfer action for the individual with basic information to include:

• the effective date of the transfer (the individual's first day in the new position);
• the gaining Unit, School or Division name and number; and,
• a brief comment communicating that the individual accepted another position within the gaining Department or Unit, as well as whether the employee opted for a leave payout or transfer.

Note: this action should not include any information pertaining to the new position.  Once the action is fully processed and the gaining Unit, School or Division has access to the employee within EPAWeb the gaining Unit, School or Division would then submit a Job Change action as discussed in the section titled EPA Non-Faculty New Employment and Job Change Standard Order.

Documents uploaded into EPAWeb must be in either .pdf or .tiff format (see Supporting Documentation Transmittal Guidelines for EPA Personnel Actions).  Whenever possible, please scan all of the above types of documents into a single pdf or tiff document, and attach the single document to the EPAWeb action.

EPAWeb TIPS/REMINDERS

• EPA Non-Faculty Human Resources transfers the position through a "Modify Position" action
• The current Unit, School or Division transfers the employee through a "Department Transfer" action
• The gaining Unit, School or Division must verify position and employee information is reflective of the new Department after the position and employee are both transferred (to include updating account information and position changes as a result of the transfer)
• The gaining Unit, School or Division would change account and related budget information for the employee through a "Salary Distribution" action
• The required documents should be in the appropriate format (.pdf or .tiff)

Note:  if the file or document does not contain the extension ".pdf" or ".tiff" in the file name it is not in the appropriate format