For InPay linked InTime systems there is sometimes a requirement to move a number of employees from one InPay Company to another. InTime provides a facility for doing this. Please contact inTime support if you would like to sue this feature.
This feature should be used with caution and before you begin you need to prepare.
- Make sure the new InPay company is linked to your InTime and has the payrolls and holiday schemes set up as required.
- The rates on active placements will be moved to Pay Elements on the new company. It does this by matching on the pay element code. Therefore the new Company must have Pay Elements with the same codes as the ones that need to be moved. These must also be synced to InTime via Settings - Pay Elements - Import Pay Elements from InPay. Futher help on this process can be found here.
- If you wish to pay worker expenses through InPay you will also need to sync the required Expense Types from InPay and then create an expense template that uses the new expense types. Expense Types are synced in the same way as Pay Elements described above. Help on creating an Expense Template can be found here. It may help to name the Expense Template in a way that identifies the new company, at least while making the move, you can rename it later.
- Identify which workers need to be moved and which payroll they should be moved to. You will need to do the move in batches if you want to select different payrolls, holiday schemes or expense templates.
- Open the Profiles - Worker page and use the filters to locate and select the first batch of workers that you want to move.
- Click 'Move Company'.
- Read the information on the popup.
- Select the new payroll - the one you want to move the worker to. The InPay Company each payroll is associated with is shown in brackets.
- Select the new InPay Holiday Scheme you would like the workers associated with. You can leave it blank if you do not want the workers on a holiday scheme. Please note that in InPay you can select a default Holiday Scheme for a Payroll. If this has been set in InPay the workers will be linked to the default Holiday Scheme if this field is left blank in InTime.
- Select the new Expense Template to assign to the workers active placements. This is necessary because the expense types are associated with an InPay Pay element. Therefore they have to match the company you are linking the worker to. You also have the options of 'keeping the existing template' or assigning 'No Expenses Paid'.
- Rememer that the options you have chosen here will be applied to ALL the selected workers.
- Click 'Move Workers'. You will see a confirmation popup and clicking OK will start the process.
- You will then be taken to the Move Company process results page.
- The process runs in the background - you do not need to stay on this page while it is running. You can navigate away and return to it from the 'Reports - Move Company' menu.
- The current status and any failure messages are shown as the process runs.
- If an item fails it will be left in its previous state - still linked to the old Company and payroll. You are then able to correct any issues and re-run the process for the workers that failed.