Registration of transfer to another position: step-by-step instruction

Most organizations are interested in career growth of their employees. This stimulates the production process and creates conditions for healthy competition. In the long term, employees are better performing their duties. Competent documentation of transfer to another position is necessary in order to avoid possible legal misunderstandings. Personnel staff should know all the steps of this procedure.

What is a translation?

Before you begin processing a transfer to another position or to another unit, you need to understand the terminology. Employees of the company very rarely work in one place throughout their working career. Even if a person does not change the place, then most likely he will change his post.

The change of duties, the name of the workplace, locality or other other characteristics related to work activity, is called a translation. This is an official procedure, accompanied by the registration of a number of documents and the introduction of appropriate entries in the work book and personal card.

The transfer of an employee from one position to another is to be carried out exclusively with the consent of the employee, and in accordance with applicable regulations.

Types of translation

Personnel, faced with the question of how to formalize the transfer of an employee to another position, must deal with its variety.

1. Initiative transfers are carried out at the request of the employee himself, or his immediate superior, to the request of the trade union body or on the basis of an order of the administration. The basis for this type of transfer is the operational necessity and willingness of the employee to perform new duties.
2. Non-initiative transfers are often mandatory for both the employee and the employer. Most often, they are associated with changes in the health status of the employee or with unforeseen circumstances. This type of staff movement should be done very competently, and it is necessary to ask for the consent of the staff.
3. Among other things, it is worthwhile to single out a permanent and temporary translation. They differ not only in the time frame, but also in the design features. With constant translation, the employee's function changes forever. With him they conclude an addition to the contract, they make an entry in the work book. A temporary translation is only reflected in the order.
4. The transfer of a pregnant woman to so-called easy labor or a reduction in the norms of production. This type of movement of personnel is carried out on application and on the basis of a certificate from a medical institution. In this case, processing a transfer to another position is always temporary. It is compulsory for the employer, but a pregnant woman can refuse. If the company does not have adequate, safe working conditions, then the woman is temporarily suspended from work, while the salary and position for her remain.
5. Transfer with the employer to a different location. Even if the company moves to the suburbs, because there is cheaper rent, it is necessary to arrange documents for all personnel in advance. If the employee refuses such an offer, the contract with him is terminated and he is paid severance pay.

These are the main types of translations. All of them should be made out correctly, with the obligatory consent of the worker and with entering all necessary records. Next, we will discuss in detail how to arrange the transfer of an employee to another position step by step.

Transfer to another position: execution of documents in stages

Begin the procedure for transfer of personnel should be based on the justification for such a need. Most often this is a document, for example, an official or official note from the head of the unit. Maybe the request of the employee himself, or the employer's announcement of vacancies.

When deciding whether to transfer the employee to another position or to another unit, voluntary consent must be taken into account. Even if the procedure prescribed by law is being carried out, the employee must write an application.

Then the order for transfer is issued, it is unified, however, private organizations can use their forms. But at this the registration of the transfer to another position does not end. It is necessary to make entries in the records, attach copies to the file and sign a supplement to the employment contract.

Worker's consent

Obtaining consent is one of the most important stages. It does not matter whether external or internal translations are made correctly so as not to get problems with the inspection bodies. The employee must in one way or another express his consent, and necessarily in writing.

In practice, most often this is:

1. Application - written by hand in the name of the head or acting.
2. Consent to the transfer - it is advisable to develop such a form for mass movement of personnel.

Written consent is the basis for issuing an appropriate order.

Transfer to another post: execution of an order

The basis for transferring to another position or to another subdivision is an order. It is published under the signature of the head. With him, the chief accountant, heads of departments and the employee himself are obligatorily acquainted. A copy of the order is filed in a private file.

This document specifies all the necessary data:

• Temporary transfer or permanent;
• Positions;
• Units;
• Salary and wages;
• Time and time of the beginning of work.

Conclusion of amendments to the employment contract

The 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 the staff is transferred to other positions or to other units, they are supplemented or amended to the current 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 the representative of the employer. One is given to the employee's hands, the second is kept by the employer. If the transfer is temporary, then the term of the contract is limited by the period of change of the labor function.

Making an entry in your personal card and personal file

All data about the employee are entered in his personal card. Its establishment is compulsory, even if it is not customary for an enterprise to file personal files. Information about the transfer is entered in the relevant section on the day of issuing the order. It is also the basis for writing.

Employees of the personnel service should monitor the relevance of the information in this document and update it regularly. If the section is empty, you can print it and sew it.

Entry in the work book

In the work record record of all permanent transfers, as well as temporary, if they are the basis for calculating the preferential length of service. This entry is strictly required.

In the record indicate the basis of the translation, and completely, without any abbreviations, prescribe both the name of the post and the name of the division where the employee is transferred.

In addition, it should be noted that the translation is formally a change in the name of the organization or subdivision. In this case, a massive transfer is made, with the issuance of a single order and general consent.

When formalizing the transfer of employees, do not release key milestones. This will help to avoid many problems with inspection bodies.