Creating Transfer and promotion documents

Create the "Transfer and promotion" document if you need to change either of the following for an employee:

A job position, earnings, and deductions.
See Changing job position and earnings and deductions.
Only earnings and deductions.
See Changing earnings and deductions.

For both options, the following rules apply:

An employee must have an employment contract.
For an employee, the change date must be later than the employment date in the employment contract or the change date in already existing "Transfer and promotion" documents.

Changing job position and earnings and deductions

To change an employee's position, department, and earnings and deductions, create the "Transfer and promotion" document as follows:

Go to Payroll.
Under HR recordkeeping, click Transfers and promotions.
In the Transfers and promotions list, do one of the following:
- To create a document from scratch, click Create. Then go to step 4.
- To save time on the document details input, copy an existing document. To do this, select a document line and click . Then edit the document fields and save the changes. For the description of the fields, see the steps below.
In the Transfer and promotion (create) window, in the Operation field, select Change in positions, earnings and deductions.

Specify general document details:

Field	Description
Company	A company that hires an employee. The field is available if the Manage multiple companies checkbox is selected in Settings > Company. The list of companies is based on the Companies catalog.
Number	A document ID. It is automatically generated when you post the document. You can edit it. You can find a document by ID in the Transfers and promotions list.
Date	The date when a document was created. By default, it is the current date.

On the Employees tab, click Add and enter or select the following:

Field	Description
Employee	An employee name. The employee list is based on the Employees catalog.
Change date	The effective date of the employment changes specified in this document. This date is applied as a filter to automatically fill in timesheets and payroll documents.
Current department	The department an employee currently belongs to. It is populated from the employment contract or currently effective "Transfer and promotion" document. The field is available if the Accounting by business units checkbox is selected in Settings > Company.
New department	The department an employee will belong to starting from the specified Change date. It is applied as a filter to automatically fill in timesheets and payroll documents. The list of departments is based on the Departments catalog. The field is available if the Accounting by business units checkbox is selected in Settings > Company.
Current position	An employee's current job position. It is populated from the employment contract.
New position	An employee's new job position. The list of values is based on the Positions catalog.
Current FTE	An employee's current FTE. It is populated from the employment contract. The field is available if the Use headcount budget checkbox is selected in Settings > Payroll.
New FTE	An employee's FTE that will be effective starting from the specified Change date.
Current work schedule	An employee's current work schedule.
New work schedule	An employee's work schedule that will apply starting from the specified Change date. It is applied to automatically fill in the employee's timesheets. For details, see Creating timesheets. To fill in the employee's timesheet according to the company's work schedule, keep this field blank.

Repeat this step to add as many employees as you need.
Note. The Current department, Current position, Current FTE, and Current work schedule fields can be blank. This applies if the employment contract is missing or the Employment date in the employment contract is later that the Change date in this document.

On the Earnings and deductions tab, in the Employee field, select an employee. Then use one of the following options to specify the employee's earnings and deductions:

To fill earnings and deductions from the employment contract and edit them, click Fill. Then make the required changes.

To specify earnings and deductions manually, click Add, then enter or select the following:

Field	Description
Earning or deduction type	The type of an earning or deduction assigned to an employee. The list of values is based on the Earnings and deductions catalog.
Amount	The amount of earning or deduction type assigned to an employee.
Currency	The amount currency. By default, it is the functional currency of the company that hires an employee. You can select another currency. The list of currencies is based on the Currencies catalog. The field is used as a filter parameter applied to automatically fill in the Earnings and deductions tab in a payroll document. For example, the payroll document currency is euro. Then, when you click Fill in, 1C:Drive checks a transfer and promotion document and populates only earnings or deductions in euro from the document. The field is available if multiple currencies are applied (the Foreign exchange accounting checkbox is selected in Settings > Cash management).
Cost account	The GL account for recording payroll expenses. By default, it is populated from the settings of the earning or deduction specified in the current line. You can select another GL account from the Primary chart of accounts. The field is available if the default type of accounting is applied (the Use default type of accounting checkbox is selected in Settings > Company, under Accounting).
Income and expense items	An income and expense item for recording payroll expenses. By default, it is populated from the settings of the earning or deduction specified in the current line. You can select another income and expense item. The list of values is based on the Income and expense items catalog.
Active	Indicates whether the selected earning or deduction type is effective starting from the Change date specified on the Employees tab.

You can repeat this step to specify earnings and deductions for each employee specified on the Employees tab.
Note. If the Currency field is unavailable, the amount is in the presentation currency of the company that hires an employee.

If payroll tax calculation is applied (the Use payroll taxes checkbox is selected in Settings > Payroll), on the Taxes tab, in the Employee field, select an employee. Then use one of the following options to specify the employee's tax details:

To fill the details from the employment contract and edit them, click Fill. Then make the required changes.

To specify the details manually, click Add, then enter or select the following:

Field	Description
Earning or deduction type	The tax type applicable to an employee's payroll payable. It is applied to automatically fill in the tax details in the payroll documents. The list of tax types is based on the Earnings and deductions catalog filtered by Tax type.
Currency	The currency of the selected tax type. By default, it is the functional currency of the company that hires an employee. You can select another currency. The list of currencies is based on the Currencies catalog. The field is used as a filter parameter applied to automatically fill in the Taxes tab in a payroll document. For example, the payroll document currency is euro. Then, when you click Fill in, 1C:Drive checks a transfer and promotion document and populates only taxes in euro from the document. The field is available if multiple currencies are applied (the Foreign exchange accounting checkbox is selected in Settings > Cash management).

Field

Description

Earning or deduction type

The tax type applicable to an employee's payroll payable.
It is applied to automatically fill in the tax details in the payroll documents.
The list of tax types is based on the Earnings and deductions catalog filtered by Tax type.

Currency

The currency of the selected tax type. By default, it is the functional currency of the company that hires an employee. You can select another currency.
The list of currencies is based on the Currencies catalog.
The field is used as a filter parameter applied to automatically fill in the Taxes tab in a payroll document. For example, the payroll document currency is euro. Then, when you click Fill in, 1C:Drive checks a transfer and promotion document and populates only taxes in euro from the document.
The field is available if multiple currencies are applied (the Foreign exchange accounting checkbox is selected in Settings > Cash management).

You can repeat this step to specify tax types for each employee specified on the Employees tab.
Note. If the Currency field is unavailable, the amount is in the presentation currency of the company that hires an employee.

Optional: On the Additional information tab, enter additional details on the transfer or promotion.
Click Post and close.

Changing earnings and deductions

To change an employee's earnings and deductions, create the "Transfer and promotion" document as follows:

Go to Payroll.
Under HR recordkeeping, click Transfers and promotions.
In the Transfers and promotions list, do one of the following:
- To create a document from scratch, click Create. Then go to step 4.
- To save time on the document details input, copy the existing document. To do this, select a document line and click . Then edit the document fields and save the changes. For the description of the fields, see the steps below.
In the Transfer and promotion (create) window, in the Operation field, select Change of payment conditions.
Specify general details.

On the Employees tab, click Add and enter or select the following:

Field	Description
Employee	An employee name. The list of employees is based on the Employees catalog.
Change date	The effective date of the employment changes specified in this document. This date is applied as a filter to automatically fill in timesheets and payroll documents.

Specify earnings and deductions.
Specify tax details.
Specify additional information.
Click Post and close.

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