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Intercampus Transfer Action

When an employee transfers without a break in service from one UC campus to another, the action is termed an Intercampus Transfer.

Contents


Intro

Because there is no electronic transfer of EDB records is possible between campuses, special procedures must be followed to ensure the transfer is processed in a way that the employee does not lose any benefits.

Detailed information regarding Intercampus Transfers can be found in the UC Accounting Manual and the Policy & Procedure Manual. HR/Benefits also has a New Hire Checklist with Intercampus Transfer instructions.

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Incoming Transfers from another UC campus to UC Davis

Step 1. Use the HIRE bundle

Type HIRE in the Next Func field. See the bundle for HIRE if unfamiliar with this transaction.

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Step 2. EEID Screen

Enter the appropriate employee information, including the action code that best describes the transfer:

INTERCAMPUS TRANSFER ACTION CODES

Code

Interpretation

21

Intercampus action

35

Transfer between a campus and the Office of the President

36

Transfer between a campus and a laboratory or the state

51

Transfer to/from a medical center

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Step 3. EPER Screen

On the EPER screen, the Original Date of Hire should be the employee's initial hire date in the UC system. The Date of Hire should be the most recent date of hire from the previous campus because the employee does not have a break in service in moving between campuses. Consult with the former campus to get the Original Date of Hire and Date of Hire for the new employee.

It is also highly recommended that the hiring department request a copy of the new employee's separation IDOC from the new employee or their former campus as a way of verifying dates and confirming leave balances.

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Step 4. Complete EPD1, EADD, EPD2, ETAX, EAPP Screens

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Step 5. PAN Comments

In the PAN comments, be sure to indicate which campus the employee transferred from and what the effective date of the transfer was. This information will assist Payroll Services in requesting the transfer of the employee’s payroll records from the other campus, including verification of sick leave and vacation balances.

Before updating transaction, hit F10 (Notfprep) and F8 (Forward) until you reach the end of the email notification list. Add ictransfers@ucdavis.edu at the end of the list and hit enter, then F5 (Update).

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Step 6. Employee Service Credit

It is essential to determine the Employee Service Credit. This amount is transferable between campuses even if there is a break in service. For questions regarding eligibility status, contact the Human Resources and/or Benefits office.

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Step 7. Disburse Documents

Send New Hire packet to Payroll Services with the Payroll Transmittal Form.

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Outgoing Transfers from UC Davis to another UC campus

Step 1. Use SEPS Bundle

For outgoing transfers separate the employee using the SEPS (Separation) bundle. See the bundle for SEPS if unfamiliar with this transaction.

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Step 2. ESEP Screen

Be sure to enter the Future Institution Code (table below) and the Intercampus Transfer Code (table above) on the ESEP screen.

FUTURE INSTITUTION CODES

Code

Campus

NBB

UC Berkeley

NBL

UC Irvine

NAU

UC Los Angeles

NAN

UC Riverside

NBG

UC San Diego

NAQ

UC San Francisco

NBQ

UC Santa Barbara

NBU

UC Santa Cruz

QGW

UC Systemwide Admin.

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Step 3. Process all Leave Usage

Process any vacation and sick leave hour usage adjustments so that the balances the employee has at the time of transfer are correct.

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Step 4. PAN Comments

In the PAN comments, indicate which campus the employee is transferring to, the effective date of the transfer and the actual vacation and sick balances to which the employee is entitled through the last day on pay. This information will assist Payroll Services in transferring the employee’s payroll records to the other campus.

Before updating the transaction hit F10 (Notfprep) and F8 (Forward) until you reach the end of the email notification list. Add ictransfers@ucdavis.edu at the end of the list and hit enter, then F5 (Update).

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Step 5. Disburse Documents

Provide the separation IDOC to employee; ensure vacation and sick leave balances, and months of Employee Service Credit are correct, if not, note the correct balances on the IDOC.

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