Offboarding Info: Internal Transfers
When an employee moves from one position to another within the University of Montana, the hiring manager of the current position is responsible for completing the offboarding process for that role. This page covers the steps required to offboard an employee who is transferring to a new position at UM.
This page covers the outgoing manager's responsibilities only. For guidance on preparing for a new employee's arrival including internal transfers, visit the Preboarding: For Managers page.
Who This Applies To
Faculty | Staff | Contracts
This page applies to hiring managers and supervisors whose employee is transferring to a new position within UM. For employees leaving the University entirely, visit the Offboarding: Leaving the University page.
Types of Internal Transfers
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An employee applies for and accepts a new position within UM through the standard recruitment process. The employee's current manager is responsible for completing the internal transfer offboarding steps once the transfer date is confirmed.
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An employee is moved to a new position or department by management decision rather than through a competitive search. Contact HRS before initiating a reassignment to confirm the appropriate process and any compensation implications.
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An employee moves to a higher-level position within UM. Promotions are typically the result of a competitive recruitment but may also occur through a career ladder or reclassification process. Visit the Staff: Compensation Adjustments page for guidance on career ladder reclassifications.
Offboarding Process
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Contact HRS as soon as you know an employee will be transferring. Early notification allows HRS to coordinate the transition and confirm any compensation, benefits, or classification implications of the move.
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Submit the Internal Employee Transfer Form to HRS. This form captures the information needed to process the transfer in university systems and coordinates the transition between the outgoing and incoming departments. The Internal Employee Transfer Form walks through required steps including:
- Effective date of the transfer
- Final pay period in the current position
- Return of department-specific equipment or access credentials
- Notification to relevant campus partners
- Any position-specific offboarding tasks for the current role
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Work with the employee to complete any knowledge transfer, project handoffs, or documentation needed before their last day in the current role. Coordinate with the incoming department on timing to minimize disruption for both teams.
Compensation and Benefits Implications
An internal transfer may affect the employee's compensation, position classification, or benefits eligibility depending on the nature of the new role. HRS will advise on any implications when you submit the In general:
- Staff transfers: The HRS Compensation Team will confirm the appropriate pay rate for the new position. A compensation review is required for transfers that result in a change in classification.
- LOA and contract transfers: Contact HRS to confirm whether a new contract is required for the new position or whether the existing contract can be amended.
- Benefits: Most benefits continue without interruption during an internal transfer. Contact HRS if the transfer results in a change in FTE that may affect benefits eligibility.
Frequently Asked Questions
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As soon as the transfer date is confirmed. Submit the form with enough lead time for HRS to process the transfer before the employee's last day in the current role. Contact HRS for guidance on timing if the transfer is happening quickly.
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Yes. The incoming manager is responsible for completing a transfer-specific preboarding checklist in NEOED Onboard. Your responsibility as the outgoing manager is to complete the offboarding steps on this page. Visit the Preboarding: For Managers page for information about the transfer checklist.
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Contact HRS before the transfer is finalized. A change in classification may require a compensation review and may affect the employee's benefits eligibility. The HRS Compensation Team will advise on the appropriate pay rate for the new role.
Questions About Internal Transfers?
For help, submit a ticket through ASKHR, email askhr@umontana.edu, or call 406-243-6760.