People records

An employee moves to a new position in another department. The HR Business Partner checks the destination position, manager and effective date, then records the transfer in employment history. The employee register shows the current assignment while the dated event retains the before and after values. The department head can inspect the reporting line without treating a past assignment as current.

• Source record. The employee record carries the worker’s department, position, location, manager and payroll calendar. Check the employee identifier before making a change.
• Decision. A position identifies the seat, job title, department, location, pay grade and reporting position. The HR Business Partner checks those links before a transfer.
• Handoff. Employment history records the event type, effective date, reason and the former and new position or manager. Keep that event with the employee.

Agree who can change an employee’s assignment and who checks a compensation change. Compare the manager, position and department on the employee with the proposed destination before saving a transfer. Use an effective date that matches the personnel decision. Review access to salary and national identity information with the HR Business Partner and Admin. Decide how a corrected event will be explained without losing the earlier history.

For a transfer, the HR Business Partner starts from the employee and verifies that the destination position is open for the move. They check the employee’s current manager and department against the history entry’s former values, then enter the destination values and effective date. After the change, inspect the employee register and the history entry together. If the destination position or manager is wrong, correct the source reference before the next payroll period. For a compensation change, check the pay grade and the dated salary change with the person authorized to approve it. Keep the prior amount in the history entry so payroll can explain the change later.

The department head should be able to explain where the worker reports after the change. Payroll Admin should see the current pay calendar and salary context for the next period without changing the employee history. If the event is a leave of absence or return, check that the employee status reflects the effective date and that the manager can still find the worker. Use the same employee identifier across these checks so a duplicate record cannot hide an earlier event.

• Employees by department — Review active and on-leave employees by department, position and manager.
• Review cycle schedule — Check upcoming cycle dates before changing an employee’s review assignment.

See requisition to offer for the hiring record that precedes an employee assignment. Use implementation to rehearse a transfer and check roles for access.