Employee Initiated

The purpose of this policy is to establish a clear and transparent process for employee-initiated transfers, enabling career growth and development while meeting business needs and retaining top talent within the organization.

ELIGIBILITY CRITERIA

Tenure: Employees must be in their current position for a minimum of 1 year before applying for a transfer unless an exception is granted by management.

Employment Status: Must be a permanent employee with a regular status after completing the probationary period.

Performance: Employees must have a significant or higher performance rating in their most recent performance review. For performance review, it should include both mid-year and year-end. Employees should not be under the Performance Improvement Plan.

Disciplinary actions: A good attendance record and no active disciplinary actions within the past 1 year are required to be eligible for a transfer.

Skills and Qualifications: Employees must meet the qualifications and skills required for the new role, as determined by the receiving department.

Bond: The transfer must align with organizational needs and not adversely affect the functioning of the employee’s current department.

Approval: The employee's current manager and department head must approve the transfer request.

Application Process

Mode of Application: Employees must send their application for transfer via the SharePoint site.

The employee needs to complete the transfer application form by filling it out and obtaining approval up to the current department head level. The current manager should also be aware that if the employee is not accepted by the receiving department, they will remain in their current role.

Once the application form is approved, the employee will fill out the Talent Mobility form. The purpose of this form is to notify the recruiter in charge about the employee’s application.

Required Documents: Employees must submit the approved transfer application form and CV and should be uploaded in the Talent Mobility Form.

Notice Period: Upon successful completion of transfer application, the employee will be transferred within 30 days, with or without a replacement. The employee and the current department must sign to agree to this notice period.

Application Tracking: Recruiter to inform the employees of the status of their transfer application and receive updates on each stage of the process.

Recruitment Process

Normal Recruitment Process: The transfer follows the standard recruitment process, including the submission of required documents, interviews, and evaluations. The assigned recruiter will be responsible for screening all eligibility criteria.

Transparency and Fairness: The process is designed to be transparent, ensuring all eligible employees have equal access to opportunities.

Selection Criteria: The hiring managers are involved in the selection process, which includes normal interviews. An interview guide tailored for Employee-Initiated Transfers is provided to hiring managers (HMs).

Note: If the employee fails the interview, they will receive a regret letter regarding their application. The current manager and department head must also be informed of the rejection.

Transfer Process

Notification: Once the transfer is approved, both the current and receiving departments of the employee must be notified by the recruiter.

System Update: HCG – HR Systems Solutions will process the approved transfer in the HR system. The recruiter must notify HR Systems Solutions of the approved transfer as their go signal for processing.
- Compensation and Benefit Update: If there are any changes to salary or benefits, the Total Rewards & Payroll team will be involved and must follow their respective processes.
- Documentation: The entire transfer process must be documented, including the reasons for the transfer and all necessary approvals, by the recruiter.
1. Onboarding
- Agreement: Upon transfer, an agreement form will be provided to the employee. This is only applicable for lateral transfers without a change in grade level.
- Effectivity Date: Every approved transfer will take effect on the 1st and 16th of each month.
- Notification:
- If a New Hire Orientation (NHO) is required, the Onboarding Team will notify the employee about the orientation and send a welcome letter with details about the effective date of the transfer.
- If no New Hire Orientation (NHO) is required, the Recruiter will notify the employee about the approved transfer and send a welcome letter with details about the effective date of the transfer.
COMPENSATION AND BENEFITS

Review Period: Any changes or updates to benefit from the transfer will be reviewed and confirmed prior to the onboarding process in the new role.

Salary Adjustments
- Transfers: For lateral transfers do not result in salary changes. Employees will maintain their current salary when moving to a new role at the same level within the organization.
- Role-Specific Adjustments: In some cases, if the new role has different responsibilities or requires a higher level of expertise, a salary adjustment may be considered based on company policies and the compensation structure.
- Approval Process: Any proposed salary adjustments must be approved by HCG Approving Authorities and the relevant department heads before the transfer is finalized.
Benefits Continuity
- Benefits Adjustments: Employees will retain all existing benefits without interruption during the transfer process. If the new role offers additional benefits, these will be communicated prior to onboarding and applied on the effective date of the transfer.
- Approval Process: Any benefits adjustments must be approved by HCG Approving Authorities and the relevant department heads before the transfer is finalized.

Management Initiated

Purpose

The purpose of this policy is to provide a structured and transparent process for management-initiated lateral transfers for RSC within the organization.

The goal of management-initiated lateral transfers is to address business demands or exigencies while also supporting employees' developmental needs.

PROCESS

Notification

The selected employee will receive a transfer letter or memo, including details of the new position, start date, and any changes in the reporting structure. This will be given to the employee by the employee's current department or immediate head.

Note: The transfer letter or memo must be approved by both the immediate head and the department head. To confirm the employee's acknowledgment of the transfer, he or she must also sign the transfer letter or memo.

The transfer letter or memo must be uploaded to the employee’s digital 201 file for documentation and record-keeping purposes.

The current department or immediate supervisor will submit the signed transfer letter or memo via email to HCG – HR Systems Solutions for processing, with the HCG - Talent Acquisition team included in the email.

Compensation and Benefits

Salary: The employee’s salary will remain unchanged unless the new role has a different salary and benefits, which will be communicated at the effective date of the transfer.

Benefits: All existing benefits will continue without interruption. If the new role has a different benefit, this should be communicated at the effective date of the transfer.

Internal Mobility

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