How to Manage the Transfer of an Employee?

Background information

Sometimes an employee is transferred and moves to another country or location. If several of your establishments use Lucca solutions, it is necessary to make the necessary changes in the employee's employee record.

Figgo

If you have Figgo, you will have to update the information in the employee's file. On the date of the actual change of establishment, go to the section ''Contract'' and select the right establishment from the drop-down list.

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In the employee's file, it is necessary to adapt the Figgo profile according to the new rights that the employee will have to acquire by going to the "Application data" or by filling in the window of the fields to be updated that has opened.

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The employee will always see the accounts of both establishments appear in his Figgo counters.

In our example, Chloe will be able to view both her paid leave (Lucca FR) and Annual Leaves (Lucca UK) balances. If you don't want to give them access to an account anymore, you have to go to Figgo > Credit/Debit > From a collaborator and set the balance to zero on the concerned account, thanks to the help sheet in question.

Be careful to make this change only when you have done the payroll export of the month before the change of establishment.

Cleemy

If you have Cleemy, and the transferred employee is an expense claimant, you will have to make the change of establishment in his employee file only after having exported the elements to the accounting.

In this way, the expense reports will be charged to the old establishment and not to the new one.

What happens to a user's expenses when he changes location?

His expenses are kept at the previous location, and the employee will not be able to declare them in the form of expense reports.

Therefore, you need to:

- Either you re-attach the user to their previous establishment so that they declare their expenses as expenses. Once their "expenses" tab is empty, you can change their establishment.

- Or you can ask him to re-enter the expenses so that these expenses are taken into account on his transfer.

Be careful, re-entering the expenses means deleting them beforehand. To delete it, you will have to click on the "trash can" icon on the line of the expense in question, as shown on the screenshot below:

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Timmi Timesheet

The timesheets of a collaborator depend on the regulations to which he/she is attached by his/her work cycle.

If the employee changes his work cycle, or if his future establishment does not depend on the same regulation in Timmi, it is necessary to foresee his future work cycle in his user file.

Attention: the analytics can be restricted to users, departments and/or establishments.

If this is the case in your database, then :

  • Be sure to verify that the employee entered and reported their timesheets before their old contract ended.
  • Once the employee has started his new contract, remember to modify if necessary his department in his user file, and to check that he has access to the analytics corresponding to his new contract
  • If the employee forgets to enter the timesheets for the old contract, if he/she no longer has access to the analytics of his/her old establishment (the cost centers for example), the dates of his/her contracts must be temporarily shifted (push back the end date of the previous contract and the start date of the next contract). He will again have access to the analytics of his previous establishment. Once his timesheets are declared, you will be able to put back the right contract dates.
  • In case of late creation of the new contract in the user file, if the employee has continued to charge time to the analytics of his previous contract, the timesheets concerned must be invalidated or refused and the charges must be deleted or corrected.

Timmi Project

Timmi Project is based on the concept of organization, an organization can include several establishments in the same country.

If the employee is transferred to a location belonging to the same organization, his activities will continue to contribute to the organization's turnover. It is sufficient to foresee the future contract in the user record.

If the new establishment belongs to another organization, the transfer must be prepared so that the activities declared by the employee are correctly attached to the organizations. It is therefore necessary to :

  • foresee the future contract in the user file (by filling in the individual cost and price of the employee in his future establishment if necessary)
  • make sure that the employee has declared his timesheets from his old contract before switching to the new contract

In case of late creation of the new contract in the user file, if the employee has continued to charge time on the projects of the old organization, it is necessary to disable or refuse the concerned timesheets and delete or correct his charges before creating the new contract in the user file.

 

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