Transferring between departments

From: Public Services and Procurement Canada

This page explains what should happen when you leave a department not served by the Pay Centre to join a department that is served by the Pay Centre (transfer-in). It also explains what to do when you leave a department served by the Pay Centre for one that is not (transfer-out).

Transfer-in to a department served by the Pay Centre

Your new manager, human resources teams at both departments and the Pay Centre each have an important role to play in this process.

Once the transfer-in process is complete, the department you are leaving will lose access to your pay account. This makes it critical that the 2 departments work closely together to ensure that all outstanding account transactions are completed (for example, acting pay, overtime, and other transactions).

Employee checklist

Once you have signed your letter of offer with your new department, complete the following steps:

• advise your former department’s manager of your transfer
• provide your new department’s manager with your signed letter of offer
• provide your former department’s manager with a copy of your signed letter of offer
• ensure all paid leave, leave without pay, and extra duty pay is submitted and approved prior to departure
• meet with your former department’s finance section to review any outstanding monies you may owe to the department you are leaving
• update your address with your former department
• complete your departmental departure form (if applicable)
• provide the Pay Centre with contact names from your former department
• provide information and all required documents to applicable human resources, as requested
• complete a TD1 form and a provincial tax form, if required
• complete the employee questionnaire, including providing departmental email address, if required
• update enrolment in myKEY
• establish relationship with section 34 manager in Phoenix employee self-service

Getting paid

You do not need to complete any additional forms in order to initiate your pay with your new department. You will continue to receive your pay from your former department until the transfer of your pay to your new department is complete.

Transfer-out of a department served by the Pay Centre

For transfers from an integrated organization to a direct entry organization, the compensation advisor of the current organization must process the transfer-out prior to the compensation advisor of the new organization entering the transfer in.

Prior to initiating the transfer-in within Phoenix, the compensation advisor must receive confirmation that the transfer-out is complete by the previous organization with any additional entries required upon transfer. If the transfer-in is processed prior to the transfer-out, the employee will be double paid as there is a risk the user in the new department may create a new record.

Upon saving the transfer-out transaction, the current organization loses access to the employee’s account.

In the event outstanding transactions are discovered after the transfer-out is completed, the new organization could have to process the following on behalf of the current organization.

Employee checklist

Once you have signed your letter of offer with your new department, complete the following steps:

• advise your former department’s manager of your transfer
• provide your new department’s manager with your signed letter of offer
• provide your former department’s manager with a copy of your signed letter of offer
• ensure all paid leave, leave without pay, and extra duty pay is submitted and approved prior to departure
• meet with your former department’s finance section to review any outstanding monies you may owe to the department you are leaving
• update your address in PeopleSoft
• provide the Pay Centre with contact names for your new department
• if required, complete your departmental departure form

Departmental responsibilities

Your former department’s manager must forward a copy of your signed letter of offer to their human resources section, who will then notify the records office of your transfer so that your file is forwarded to your new department.

Getting paid

You do not need to complete any additional forms in order to initiate your pay with your new department. You will continue to receive your pay from your former department until the transfer of your pay to your new department is complete.

Transfer to a separate employer

Transferring to or from a separate employer organization is not treated the same as transferring between two departments where the Treasury Board Secretariat is the employer. For more information, contact the departmental compensation section of your new organization.