We are pleased to include a sample Inter-Departmental Transfer Policy that you can use in your business.
Remember to review and/or adapt this policy in accordance with company-specific requirements and all relevant legal considerations.
PURPOSE
To outline [INSERT COMPANY NAME]’s policy regarding the transfer of permanent staff employees.
DEFINITIONS
Transfer – Reassignment of a staff member from one employing unit to another employing unit with a different payroll reporting identification. Promotions or demotions may occur simultaneously with transfers.
Promotion – Change in status resulting from transfer to a position assigned a higher salary grade.
Lateral Transfer – Change to a position having the same salary grade.
Demotion – Change in status resulting from transfer to a position assigned a lower salary grade.
POLICY
Normally a transfer between employing units results in the staff member reporting to work in the receiving Department the first work day following the separation date from the releasing Department.
Salary Rates:
If a staff member transfers to a position having the same salary grade, the salary shall not be increased as a result of the transfer.
Suppose the transfer is to a position classified at a higher salary grade. In that case, the receiving manager must liaise with the Human Resource Department to determine whether an increase should be made to the staff member’s salary.
Suppose the transfer is to a position classified at a lower salary grade. In that case, the receiving manager must liaise with the Human Resource Department to determine whether a decrease should be made to the staff member’s salary.
When a staff member transfers from one employment unit to another, all unused sick and vacation leave shall be moved with the employee. It shall be the responsibility of the receiving unit.
Transfers are not permitted until a new staff member has completed the probationary period of employment, unless recommended by his/her current supervisor.
Offers of employment for all permanent positions are to be coordinated through Human Resources for approval before an actual offer is made.
On no occasion should a manager approach any staff member to arrange an interdepartmental transfer without first formally consulting the Human Resources department and/or the manager to whom the employee is currently assigned.
RESPONSIBILITIES
DEPARTMENT OF HUMAN RESOURCES
The Department of Human Resources is responsible for the following:
Maintaining and overseeing all cases of Interdepartmental Transfer at [Insert Company Name Here].
Initiating or recommending immediate action in response to circumstances where warranted.
Analysing and reporting cases of Interdepartmental Transfer information regularly, with recommendations for addressing problems/issues identified.
EMPLOYING DEPARTMENT
Employing Departments are responsible for the following:
Ensuring that the Human Resources Department is informed immediately of all requests for Interdepartmental Transfer.
Managing all documentation associated with the cases of Interdepartmental Transfer.
Initiating follow-up action where appropriate.
EMPLOYEES
Employees are responsible for informing their managers or the Human Resource Department of their interest of availing of Interdepartmental Transfer at [Insert Company Name Here].
REPORTING
The Department of Human Resources will submit an Interdepartmental Transfer report to the Chief Executive Officer regularly.
Any actions the Human Resources Department deems necessary to address any concerns.
REVIEW OF PROCEDURE
This Procedure will be reviewed within twelve months of its initial implementation.
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