Transfer Current Workers for a Smooth Transition

In Workday, when a current worker will finish a job one day and then begin a new job the following day, for example, when a worker’s current job ends on 10/31, and their new job begins on 11/1, using the Job Change Transfer process is the best option for a smooth transition between jobs.

While terminating the worker and re-hiring them (using the Terminate and Hire processes) will accomplish the same result, this method can lead to multiple negative impacts. The potential for issues arising is why performing a Transfer is strongly recommended when available.

 

Why Transfer instead of Term+Hire?

• Transfers eliminate the need to repeat onboarding tasks the worker has already completed for their original job.
• Transfers help avoid potential impacts to benefits.
• Processing a Transfer takes less time and effort than performing both Terminate and Hire processes.
• Transfers reduce the risk of an issue during the Terminate and Hire processes, creating the need to request a rescind from askUS Operational Support. Transfers are less risky!

 

Cross-Department Coordination is Key

In some situations, when the worker’s current job is in one department, and their new job is in another, the two departments may not be aware of the other job. In this case, if the current department performs a Terminate process, it will require the new department to either process a Hire or request the current department rescind the Terminate process to allow the new department to process a Transfer. To avoid this situation, check to see if the worker has a current or future job, then coordinate with the other department, as shown below.

Before processing a Hire

1. Search for the worker by EID to see if the worker has a current job.
2. If they do, and there will be no gap between jobs, let the current department know not to Terminate the worker.
3. If the end and start dates align, use the Job Change Transfer process to move the worker into their new job. If the two jobs' dates overlap, use an Add Job process. To learn which is the best fit for your situation, continue reading Using Transfer vs. Using Add Job.

Note on Terminations

If you receive the following error in Workday while attempting to terminate a worker, check the worker's All Jobs report and then coordinate with the other job's department on the best next steps to take.

• You cannot terminate this employee because the employee has active additional jobs. End the additional jobs before you terminate the employee.