Most organizations are interested in the career growth of their employees. This stimulates the production process and creates conditions for healthy competition. With the prospect of increasing employees better fulfill their responsibilities. Proper documentation of the transfer to another position is necessary in order to avoid possible legal misunderstandings. Human resources officers must know all the steps in this procedure.
What is a translation?
Before you start filling out a transfer to another position or to another unit, you need to understand the terminology. Employees of the company rarely work in one place all their career. Even if a person does not change his place, then most likely he will change his position.
Change of duties, name of workplace, locality or other other features related to labor activity is called translation. This is an official procedure, accompanied by the execution of a number of documents and making the corresponding entries in the work book and personal card.
The transfer of an employee from one post to another should be carried out exclusively with the consent of the employee, and in accordance with applicable laws.
Types of transfers
The personnel officer, faced with the question of how to arrange for the transfer of an employee to another position, must deal with its type.
- Initiative translations are carried out at the request of the employee, or his immediate superior, at the request of the trade union body or on the basis of an order from the administration. The basis for this type of transfer is the production need and the employee’s willingness to fulfill new responsibilities.
- Initiative translations are often required for both the employee and the employer. Most often, they are associated with changes in the state of health of the employee or with unforeseen circumstances. This type of personnel movements must be carried out very competently, and be sure to ask for the consent of the staff.
- Among others, it is worth highlighting a permanent and temporary transfer. They differ not only in time frames, but also in design features. With a constant transfer, the employee function changes forever. They conclude an addition to the contract with him, make an entry in the work book. Temporary transfer is reflected only in the order.
- Transfer of a pregnant woman to the so-called light work or reduction in production rates. This type of staff movement is carried out on request and on the basis of a certificate from a medical institution. In this case, the execution of a transfer to another position is always temporary. It is mandatory for the employer, but a pregnant woman may refuse. If the company does not have appropriate, safe working conditions, then the woman is temporarily suspended from work, while the salary and position remain for her.
- Transfer with the employer to another location. Even if the company moves to the suburbs because rent is cheaper there, it is necessary to draw up documents for all staff in advance. If the employee refuses such an offer, then the contract with him is terminated and he is paid severance pay.
These are the main types of translations. All of them must be drawn up correctly, with the obligatory consent of the employee and with the introduction of all necessary entries. Next, we will analyze in detail how to arrange a transfer of an employee to another position step by step.
Transfer to another position: paperwork in stages
Begin the procedure for the transfer of personnel should justify the need. Most often, this is a document, for example, an official or official note from the head of the unit. It may be a request of the employee himself, or an announcement of the employer about vacancies.
When deciding how to formalize the transfer of an employee to another position or to another unit, voluntary consent must be taken into account. Even if the procedure prescribed by law is carried out, the employee must write a statement.
Then a transfer order is issued, it is unified, however, private organizations can use their forms. But this does not end the transfer to another position. It is necessary to make entries in the accounting documents, attach copies to the personal file and sign an addendum to the employment contract.
Employee Consent
Obtaining consent is one of the most important steps. It doesn’t matter whether these are external or internal translations - we draw up correctly so as not to get problems with the inspection bodies. An employee must to some extent express his consent, and always in writing.
In practice, most often it is:
- Application - is written by hand in the name of the head or acting.
- Consent to transfer - it is advisable to develop such a form for the mass movement of personnel.
Written consent is the basis for the issuance of the relevant order.
Transfer to another position: execution of an order
The basis for transfer to another position or to another unit is an order. It is published with the signature of the head. The chief accountant, the heads of departments and the employee himself are obligatory acquainted with him. A copy of the order is filed in a personal file.
This document indicates all the necessary data:
- temporary transfer or permanent;
- Positions
- Units
- salary and wages;
- deadline and time to start work.
Conclusion of amendments to the employment contract
An employment contract is an obligatory document for the employer. But it is important not only to conclude it at the beginning of cooperation, but also to keep it up to date. When personnel are transferred to other posts or to other units, they make additions or amendments to the existing contract. It is important to remember that these two documents do not exclude, but complement each other.
Additions, like the main contract, are issued in duplicate. Both are signed by the employee and representative of the employer. One is handed over to the employee, the second is kept by the employer. If the transfer is temporary, then the duration of the contract is limited to the period of change of the labor function.
Recording in a personal card and personal file
All data about the employee is entered into his personal card. Her institution is mandatory, even if the company is not decided to draw up personal files. Information about the transfer is entered in the appropriate section on the day the order is issued. He is the basis for the record.
Workers of the personnel service should monitor the relevance of the information in this document and regularly update it. If the section has run out of free lines, then it is permissible to print and sew it.
Entry in the work book
Records are made in the work book about all permanent transfers, as well as about temporary ones, if they are the basis for calculating preferential length of service. This entry is strictly required.
The records indicate the basis of the transfer, and completely, without any abbreviations, register both the name of the position and the name of the unit where the employee is transferred.
In addition, it should be borne in mind that the translation is formally a change in the name of the organization or unit. In this case, a mass transfer is executed, with the issuance of a single order and general agreement.
When completing the transfer of employees, do not release key stages. This will help to avoid many problems with inspection bodies.