Transfer-in to an integrated organization

This section describes the roles and responsibilities of various parties involved in the transfer-in process of an employee to an integrated organization (using MyGCHR or GCHRMS) served by the Pay Centre.

On this page

• Process description
• Employee responsibilities
• Manager responsibilities
• Human resources responsibilities
• Trusted source responsibilities
• Pay Centre responsibilities

Process description

A transfer-in is a permanent move by an employee from one organization to another.

Employee responsibilities

Employees are responsible for:

• signing the letter of offer
• providing information and all required documents to applicable human resources, as requested
• completing a TD1 form and a provincial tax form, if required
• completing the employee questionnaire, including providing departmental email address, if required
• updating enrolment in myKEY
• establishing relationship with section 34 manager in Phoenix employee self-service
• recording time and labour entries against the appropriate employee record

Manager responsibilities

Section 34 managers and staffing authorities are responsible for:

• signing the letter of offer
• ensuring the employee has updated myKEY
• completing all relevant tasks, such as reviewing or creating the employee’s work schedule, in manager self-service in Phoenix (Note: for clients using My GCHR, the schedule will be created/adjusted in the HR system)
• ensuring that all the documents listed above are complete and sent to the trusted source by email along with the completed pay action request form

Human resources responsibilities

Human resources are responsible for:

• preparing the letter of offer for the transfer-in employee
• ensuring all required documentation including the letter of offer is received from the hiring manager
• verifying the employee personal record identifier in central index
• confirm that the transfer-out has been completed

Once confirmed, human resources are responsible for:

• entering the transfer in the Human Resources Management System
• ensuring accurate and timely completion of job and personal information rows in the Human Resources Management System as a hire or re-hire
• ensuring that information was received successfully in Phoenix
  • collecting the following documentation and sending through a trusted source by encrypted email, fax or mail to the Pay Centre Mail Facility, including a completed pay action request form: letter of offer and acceptance (for exceptions only, for example, any salary exceptions, as well as certain allowances that may be specific to a given employee) or any other authoritative documentation (for example, an appointment letter)
  • employee questionnaire
  • completed TD1 form and provincial tax form (update only)

Trusted source responsibilities

Upon receipt of documentation, the trusted source is responsible for:

• ensuring that signatures on paper requests transmitted from a department to the Pay Centre are authenticated. For example:
  • the section 34 signature is authenticated for all requests affecting financial results or a manager’s budget before it is sent to the Pay Centre
  • the human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)

Pay Centre responsibilities

Pay Centre personnel are responsible for:

• checking the trusted source list
• ensuring all required documentation is with the hire or re-hire

Upon notification of data entry in the Human Resources Management System:

• determine eligibility and enrol employee in applicable benefits
• validate and update time reporter where required

Upon receipt of pay action request and required documents:

• enter any additional entitlements and benefits based on documents received, including applying additional tax in Phoenix as requested by employee
• input any salary exceptions
• calculate and recover late pension contributions
• establish leave with pay entitlements