This article will cover how to properly transfer an employee between companies in payroll when they are not truly being terminated, just moving from one company to another. As always, if you need help on this, you can contact Payroll@employeenavigator.com

1. For companies using Subscriber Groups
   • FAQs and how to undo an inadvertent termination
2. For all Paychex customers
3. For all ADP customers with multiple company codes in payroll

For all companies using Subscriber Groups

If you have a current employee who you are moving to a new company ID in payroll to become their Primary company ID for compensation and deductions, you must follow these exact steps, in order, to successfully change their Primary subscriber group in EN first before the transfer is made in Payroll.

Step 1

You must assign their new subscriber group/location in Employee Navigator first:

a. Within the employee’s ‘Apps’ section of their Profile tab, you will need to Assign the new subscriber group.

b. This will add it as an additional subscriber group under the ‘Integrations’ portion of the Apps section. The new group will be missing the Identifier, and will only have a checkmark for Demographics:




Step 2

Then, go elect the new subscriber group as the ‘Primary’ under Profile → Employment

a. From the employee’s ‘Employment’ section in EN, check off the box for the newly added subscriber group within the ‘Payroll Integrations’ section, and Save.



Step 3

Upon saving, you will be prompted with the ‘Preserve Hire Date?’ question.



a. If you elect, “Yes”, then EN will keep the current hire date in our system, and ignore the incoming hire date upon the first incoming Demographic update from the new subscriber group in Payroll.

b. If you elect, “No”, then EN will accept the incoming hire date on the first incoming Demographic update from the new subscriber group in Payroll, and overwrite the hire date currently in our system.

Step 4 

The new Primary will now reflect as shown below within the ‘Apps’ section.
The identifier, also known as the employee’s payroll ID, will still be absent (Example, S2234 above) because it has not exchanged into Employee Navigator from the new company ID in Payroll just yet.  It will be sent once Step 5 is complete in Payroll.

Step 5

Lastly, you will go into your Payroll system and hire the employee in their new company ID.

This new demographic information, including the identifier, will exchange into Employee Navigator and update in our system for the employee.

For all Paychex customers

If you have a current employee who you are moving to a new company ID in payroll to become their Primary company ID for compensation and deductions, you must follow these exact steps, in order, to successfully change their Primary subscriber group in EN first before the transfer is made in Payroll.

Step 1

You must assign their new subscriber group/location in Employee Navigator first:

a. Within the employee’s ‘Apps’ section of their Profile tab, you will need to Assign the new subscriber group.

b. This will add it as an additional subscriber group under the ‘Integrations’ portion of the Apps section. The new group will be missing the Identifier, and will only have a checkmark for Demographics:




Step 2

Then, go elect the new subscriber group as the ‘Primary’ under Profile → Employment

a. From the employee’s ‘Employment’ section in EN, check off the box for the newly added subscriber group within the ‘Payroll Integrations’ section, and Save.



Step 3

Upon saving, you will be prompted with the ‘Preserve Hire Date?’ question.



a. If you elect, “Yes”, then EN will keep the current hire date in our system, and ignore the incoming hire date upon the first incoming Demographic update from the new subscriber group in Payroll.

b. If you elect, “No”, then EN will accept the incoming hire date on the first incoming Demographic update from the new subscriber group in Payroll, and overwrite the hire date currently in our system.

Step 4 

The new Primary will now reflect as shown below within the ‘Apps’ section.
The identifier, also known as the employee’s payroll ID, will still be absent (Example, S2234 above) because it has not exchanged into Employee Navigator from the new company ID in Payroll just yet.  It will be sent once Step 5 is complete in Payroll.

Step 5

You must go to their Profile --> Apps section --> Subscriber Groups section --> Unassign the subscriber group they are transferring out of (example below)

Step 6

Lastly, you will go into your Paychex system and hire the employee in their new company ID.

This new demographic information, including the identifier, will exchange into Employee Navigator and update in our system for the employee.

FAQs

Q: What if I did this out of order, and now my employee has been inadvertently terminated in Employee Navigator?

A: Please do the following to correct this: Go to the employee's Profile in EN --> Find the 'Termination Actions' box on the right-hand side --> Click 'Undo Termination'.  This will reinstate the employee to remove the erroneous termination on their record.  Then, click on the employee's 'Employment' link --> Check off the 'Payroll Integrations' box for their new company in Payroll and click Save. Finally, you can use the Partner Audit tool (employee's Profile --> Partner Audit --> Retrieve and Compare for their new subscriber group) to pull in/apply any new data added to their new company ID.

Q: Will the employee's deductions automatically send to payroll after changing Subscriber Groups?

A: Yes, as long as the change is correctly made in EN first.

For all ADP customers

This will cover how to properly transfer an employee in the ADP system when they are not truly being terminated, just moving from one company to another on the ADP side within the same OrgID.

If you have a current employee who you are adding or moving to a new company code in payroll to become their Primary company for compensation and deductions, you must follow these exact steps, in order, to successfully transfer them in payroll to avoid having ADP send Employee Navigator an inadvertent termination that does not belong in our system:

• Please note: When an employee is transferred between Company Codes in ADP, their deductions are not automatically moved by the system. You will need to manually transfer the deductions to the other company in ADP.