This article will cover how to properly transfer an employee when they are not truly being terminated, just moving from one company to another within the integration when you are utilizing subscriber groups to account for multiple companies in Payroll.
If you have a current employee who you are moving to a new EIN in payroll to become their Primary EIN for compensation and deductions, you must follow these exact steps, in order, to successfully change their Primary subscriber group in EN and then add them to their new company in payroll before the transfer is made in Payroll.
You must assign their new subscriber group/location in Employee Navigator first:
a. Within the employee’s ‘Apps’ section of their Profile tab, you will need to Assign the new subscriber group.
b. This will add it as an additional subscriber group under the ‘Integrations’ portion of the Apps section. The new group will be missing the Identifier, and will only have a check mark for Demographics:
Then, go elect the new subscriber group as the ‘Primary’ under Profile → Employment
a. From the employee’s ‘Employment’ section in EN, check off the box for the newly added subscriber group within the ‘Payroll Integrations’ section, and Save.
Upon saving, you will be prompted with the ‘Preserve Hire Date?’ question.
a. If you elect, “Yes”, then EN will keep the current hire date in our system, and ignore the incoming hire date upon the first incoming Demographic update from the new subscriber group in Payroll.
b. If you elect, “No”, then EN will accept the incoming hire date on the first incoming Demographic update from the new subscriber group in Payroll, and overwrite the hire date currently in our system.
The new Primary will now reflect as shown below within the ‘Apps’ section.
The identifier, also known as the employee’s payroll ID, will still be absent (Example, S2234 above) because it has not exchanged into Employee Navigator from the new EIN in Payroll just yet. It will be sent once Step 5 is complete in Payroll.
Lastly, you will go into your Payroll system and hire the employee in their new EIN.
This new demographic information, including the identifier, will exchange into Employee Navigator and update in our system for the employee.