Employee Transfer Checklist

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Employee Transfer Activities:

• Make sure the employee has served during a sufficient length of time, so he has all rights to apply for transfer (for example he has been working at the current position during one year);
• Check whether the job elimination is unavoidable and rational in terms of business needs and future (due to economic recession, company down-sizing, or some other events);
• Investigate if there should be a change in employment terms and conditions, such as working hours, compensation, status of position, etc (for example new workplace may mean a higher salary or another employment pattern);
• Decide on how you will fill the vacancy (if employee transfer was initiated not because of workplace cessation, but other reasons, so this position stays free). Make sure the employee replacement candidate is found and ready to accept the job;
• If the employee transfers to a new position while his previous job remains vacant (it is not eliminated or merged with another position), then engage him into training a replacement (if necessary);
• Define whether the employee needs any training or other qualification adjustments that will help him to take a new job smoothly. Create a training plan to cover competency gaps and enable successful transfer;
• Ensure compliance of the employee transfer with local laws and corporate policies. This also includes Health & Safety checks to confirm that the employee is authorized to work at the position whereto he is supposed to be transferred;
• Redirect all internal and external correspondence and e-mails (if the email address is changed as well) to the new workplace (relevant to needs of the large organizations). Ensure e-mail absence message to inform customers that the employee has left the department and all their inquiries will be redirected;
• Inspect the employee’s workstation to find out what electronic files and documents should be transferred to the new machine or deleted (instruct employee and ensure supervision of the IT specialists if necessary);
• Reset passwords and renew registrations in corporate systems (CRM, ERP, spreadsheet, etc). Notify the IT manager to terminate the employee’s computer logins;
• Make a copy of the employee personnel file and send the original file to the new department and to HR, so the transferred staff member can be registered there for a new position. Keep a copy in your records;
• Verify that the employee returns all valuable items received from previous department (for doing his previous job): cell phones, mobile computers, etc. At the same time hand out the new items to be used at the new workplace. Finalize the deal with the department’s property administrator;
• Update and modify information about the transferred employee.......

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