Maintaining Workforce - Transfers in HRS


Employees can move to different jobs without a break in service, within an institution or to a different institution entirely, and the Action used in HRS is Transfer. Transferring employees to a different institution will require coordination between the two institutions involved. Specific inquiries need to be made when a person resigns to determine if a person is actually transferring to a different position or institution. Benefits, absences and pay can be negatively affected in the cases where a person is inadvertently terminated when a Transfer is the correct action. This document describes how to transfer an employee within the UW system.

Warning - Does not apply to UW-Madison

Process Considerations:
You may click on the links below to navigate directly to a section:


  1. Navigation: Workforce Administration > Job Information > Job Data
  2. Enter Employee Name or Empl ID.
  3. Click the Search button.
  4. Click the plus sign button to add a row.
  5. Enter appropriate Effective Date.
  6. Select Action of Transfer.
  7. Select appropriate Action Reason, such as Original/New Hire.
  8. Enter new Position # (if applicable), then press Tab for data to repopulate.


  9. Click the Job Information tab.
  10. If you are using a Position, verify that the fields listed below have populated correctly. If you are not using a Position, these fields may need to be updated.
    • Job Code
    • Reports To 
    • Empl Class
    • Full/Part
    •  Pay Basis
    •  Standard Hours/FTE

  11. Other fields on this tab that may be used are:

  12. Click the Compensation tab if there is a salary change involved.
    NOTE: Review 25233 for assistance on what should be in the fields.
    1. Important: Click the Default Pay Components button.
    2. In the Pay Components section, on the Amounts mini-tab, verify the Rate Code. See Comp Rate Frequency in HRS.
    3. In the Pay Components section, on the Amounts mini-tab, enter the Comp Rate. If this is a lump sum job, leave this field blank.
    4. In the Pay Components section, on the Amounts mini-tab, verify and/or update the Frequency ("bottom Frequency"), if necessary.
    5. In the Compensation section, located near the top of the screen, verify and/or update the Frequency field ("top Frequency"), if necessary.
    6. Click the Calculate Compensation button.
    7. Verify the Compensation Rate calculated as expected.


  13. Click the UW Custom tab.
  14. Select or verify Continuity. See Continuity Status in HRS.
  15. If a probation is required, select the Probation Type. If no probation is required, you must choose Not Required. See Employee Probation Types in HRS.
  16. Enter the Probation End Date, if applicable.
  17. Click one of the Rate Exceptions checkboxes, if applicable.
  18. Edit the Working Title, if applicable.


  19. Click the UW Benefits tab.
  20. If the employee is required to work out of state for their job, select Yes from the drop-down for the Work Out of State Required field.
  21. If the employee is expected to work less than 20 hours per week, select Less than Half Time Rate in the Health Rate field.  Otherwise, enter/verify this states Full Share Rate.
  22. If this is a Faculty transfer that is eligible for tenure,
    • Click the Employment Data link at the bottom of the page.
    • Click the USA flag icon
    • Click the Accrue Tenure Services checkbox.

  23. 17120_4

  24. Click Save.

    Transfer - Employment Data link

Additional Resources

Related KBs:

Related Links:

Get Help

  • Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.
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