Enables you to transfer successful applicants to the HR module, if you use Recruitment in conjunction with the HR module. A new employee record is created for external applicants using the personal information recorded against the applicant, and the employee's record is updated for internal applicants.

To access this window, enter fast path HR255S20.

Selection

Applicant ID

Enter an applicant ID, or select one by clicking WINDOW to display Applicant Selection.

General

Employee

Enter the employee number used to represent the external applicant on the HR System. This should be a unique reference, not already assigned to another employee. If an internal applicant is transferred, their employee number is displayed and cannot be amended.

Note: You can configure ResourceLink to automatically generate an applicant number when you transfer an applicant.

Date of Birth

Display only. The applicant’s date of birth - taken from Personal Detail.

Vacancy

The vacancy which the applicant has accepted. Click WINDOW to display Select Job Application, enabling you to select a different vacancy, if necessary, from the vacancies for which the applicant has applied.

Current Status

Display only. The status with the highest priority that has been assigned to the application, this can be changed using the New Status field.

New Status

Record the final status to be assigned to the application. Click WINDOW to display Status Update.

Start Reason

Select the reason for starting employment by clicking window to display Dependency Selection. This field defaults to the reason set up in Maintain Defaults.

Close Posts

This field is only available for internal applicants. Click window to display Close Posts, which displays a list of existing posts for the employee. An end date and reason can be entered against any posts that should be closed as part of the transfer process.

Payroll

Legislation

The legislation that the new employee will be considered to be part of. Click WINDOW to display Country Selection, enabling you to select a legislation configured on your system.

If the legislation chosen is different from the legislation that the employee held as an applicant, the Applicant Transfer: Fields affected by Legislation window will open.

Note: This field will not be available if the MISC > Country > Multi system parameter is set to "N"

Leg. Fields

Click WINDOW to display Applicant Transfer: Fields Affected by Legislation. Only available if the legislation has changed for the employee.

Pay Group

Enter the new employee’s pay group prior to transfer or select the pay group from the drop-down list.

Note: The Pay Group field can be configured to be display only.

Control Group

Display only. The control group to which the selected pay group is assigned.

Personnel

Post, Job Number, Grade, Location

Display only. Details about the job the applicant has accepted are shown.

Contract Hours

Display only. The number of hours to be worked according to the contract. This value is transferred to the post holding details when the transfer is complete.

Confirm Start Date

Enter the date on which the successful applicant commences the job.

Note: If the date entered overlaps with the Post's freeze dates, an error is displayed and you are prevented from continuing with the overlapping date.

Projected End Date

Enter the expected end date of the post holding.

Reason

Enter the reason for the projected end date, or select one from the drop-down list. The options are set up in the PEDRSN narrative category.

When you have completed this screen, click Commit. The applicant’s record is then transferred to the HR module. If an employment benefit code is a pay element, providing it is not grade related, the relevant pay element is created against the employee as part of the transfer process, with the actual value defined in the job offer. You are returned to the Applicant Transfer to Employee screen, where you can transfer further successful applicants, if required.

Note: If the associated vacancy does not have a close date, a dialog box is displayed asking if you want to close the vacancy as of the day before the start date. If you select YES, the Vacancy Close Date field in Vacancy Dates is automatically updated with the specified date and the default ‘closed’ status. The default ‘closed’ status is the status code that you would normally manually enter to indicate that the vacancy is closed. The default ‘closed’ status is specified in the MISC > VACANCY > CLOSESTAT system parameter.

The following checks are performed on the post to which the applicant is being transferred, in order:

• If you use the Talent and Performance functionality, a dialog box is displayed asking whether you want to create the corresponding review. If you choose to create the review for the post holding, Create Review is displayed for you to define the review record.
• If the post to which the applicant is being transferred has employment checks defined, Employment Checks is displayed listing the associated checks. These checks are then included in Individual Employment Checks against the employee.
• If the post to which the applicant is being transferred has Background Checking check groups defined, Background Checking View Check Groups is displayed listing the associated check groups. You can delete check groups if required. The remaining check groups are then included in Background Checking Maintain Check Requests against the employee.
• If the post to which the applicant is being transferred has assets specified, Asset Requirements is displayed listing the associated assets. These assets are then included in Employee Assets Management against the employee.
• If the post to which the applicant is being transferred has post level e-Learning courses and the Auto-Copy? check box in E-Learning System Parameters is selected, a dialog box is displayed asking whether you want to copy training requirements from the post. If you choose to copy the post level training requirements, the employee' Training Required record is updated.

After an applicant has been transferred, their record remains in the Recruitment module. It can then be used for the following purposes:

• To make enquiries about the applicant’s recruitment.
• If the applicant applies for another job in your organisation at any time in the future.

MD255S20