This article covers instructions when you have multiple business entities within Access Definitiv and you need to transfer employees from one entity to another including their leave accrual balances.
Complete the following process to transfer employee data and entitlements from one entity to another:
Terminate the employees in the current entity
Navigate to their profiles
Employee Details
Scroll down and select Terminate Employee.
Unlink the employee's Account
Under their profiles scroll down until you see this option and select it.
Assign the employee the User Role Terminated Employee for the entity they have been terminated in.
Navigate to User Listing
Search for the employees
Edit User Roles.
Add the employees to the new entity and create a new account for them. When you create an account for them, you will have the option to choose the same account in the previous entity.
Go back to User Listing and give them the user role Employee for the entity they are being transferred to.
When the employees log in, they will have the option to view their previous entity as a terminated employee and their current one as an employee.
To transfer the accruals of an employee from one entity to another, you will need to open an Adhoc pay run and negate all of the employee's leave accruals - PL, AL, LSL (using the same accrual pay items for, e.g., Annual leave accrual, LSL - Accrual Post 93).
In the new entity, open an opening balance pay run and use the leave balance import to import the AL, PL, and LSL, and ensure all dates are correct and filled out (using the same accrual pay items for, e.g., Annual leave accrual, LSL - Accrual Post 93).