Purpose

Initiating EIN Transfer

1. Log into your Elevated account and navigate to the Menu > Team > HR > HR Actions
2. Locate the HR action called EIN Transfer: Step 1 and select to Start
   








3. In the pop-up box that appears, enter the following information:
1. Employee - Select the employee that you need to transfer using the lookup icon
2. Target EIN - Select the EIN that you need to transfer the employee to
3. Effective From - This date will indicate when you'd like the change to take place
   

Please Note: It is recommended to leave the Effective From date field as today's date so that the employee's new record appears in the system to complete the following steps in this guide.








4. Once the above information has been entered, select to Continue to navigate to the next screen.
5. Within the HR Action screen, complete all fields as described below:
1. Primary EIN - Select the new EIN that you are transferring the employee to
2. Hired - Leave this date as is (this indicates the employee's initial employment date with all companies)
3. Started - Update this date to be the employee's transfer date
4. EIN Transfer - Ensure this is set to Yes
5. Pay Period Profile - Select the profile for the new EIN that you are transferring the employee to
6. Employee Sync - Select the Sync profile from the drop-down list to sync both of the employee's accounts in each EIN
7. Employee ID - Leave this field as is
8. Managers - If applicable, update the employee's managers to reflect their new location
6. Once the information above has been entered, select to Submit to create a new record in the EIN the employee is transferring to.







Please Note: It can take up to 5 minutes for the employee's new record to appear, so you will want to wait for that new record to appear before continuing with the steps listed on the following pages. To see if the employee's new record has been created, you can navigate to the Employee Information Report (Menu > Team > My Team > Employee Information) and look for the employee by name or Employee ID and verify that their employee status is Active in their old EIN and new EIN.


7. Once the employee's new record has appeared, navigate to your to-do bell in the upper right-hand corner of the screen, select the My Checklists tab, and then click Open Checklist within the EIN Transfer Checklist for the employee's new account.

Completing EIN Transfer

1. The first step within the EIN Transfer Checklist will be to complete the transfer for the employee's new account, which will prompt you with a pop-up box that will require you to choose the employee's new account. 
   



Please Note: Be sure to select the lookup icon to the right of the field so that you are brought to the employee lookup screen. If you do not look the employee up using this method, you will have no indicator that differentiates the employee's old account from their new one.











Once you have selected the correct employee in their new EIN, leave the Effective From as today's date and choose to Continue
The following screen will be similar to the new hire screen, where you will indicate all of the job-related information on the employee's account to ensure it's updated to reflect their new location.
1. Be sure to verify that you're doing this for the employee's new record and not their old one by looking at the top of the page and checking the EIN next to their name.
   






After verifying the employee's EIN is accurate, be sure to complete all fields as listed below:
1. Managers: This was already in the previous step, but be sure to verify that the managers are still accurate for their new location
2. Default Department: Update this field if applicable
3. Default Worksite/Tax Location: Update this field if applicable
4. Default Delivery Location: Update this field if applicable
5. Default Workers Comp Code: Update this field if applicable
6. Default Job: Update this field if applicable
7. Employee Type: Update this field if applicable
8. Pay Type: Update this field if applicable
9. Base Compensation: The employee's original base compensation from their old EIN will carry over to the new EIN. If the employee's pay is changing, be sure to select the + Add button to the right and add a new level to update their pay.
   






10. Taxes: Taxes do not carry over from the new EIN to the old EIN, so you must verify with the employee's old account that their new account has the appropriate taxes applied. This is especially important if the employee is being transferred to a location in a different state, and new state taxes may apply.
    






11. Profiles: Be sure to indicate the appropriate profiles based on the employee's new location
Once the above information has been filled in and verified for accuracy, select to Submit the information to complete the checklist item.

Update Benefit Plans

1. In the report that shows to the right of the checklist item, use the filters to locate the employee's old account.
   






2. If the employee had plans in their old account, they would then show in this report. If the employee did not have benefit plans in their old account, then you can skip this step entirely and Mark as Complete within this checklist item.
3. If the employee does have plans, you'll need to add these plans to their new account. To do so, follow these steps:
1. Select the Add New button at the top right of the screen
2. In the pop-up window, select the employee's new account in the employee lookup, indicate the effective date, and the plan field will appear for you to select the plan you are adding to their account.
3. Once the fields in the pop-up window have been completed, select to Save
   








4. Each time you save a plan, you will be taken to the plan information screen to add dependents and/or spouses as needed. Once all information has been provided, select Save in the top right corner of the screen and then select the checklist item to go back to the report.






You will repeat the process above to add each plan to the employee's account until both accounts have the same plans. Once all plans are moved over and have been verified for accuracy, you can Mark as Complete within the checklist item.









Update Deductions


1. In the report that shows to the right of the checklist item, use the filters to locate the employee's old account.
2. If the employee had deductions in their old account, they would then show in this report. If the employee did not have deductions in their old account, then you can skip this step entirely and Mark as Complete within this checklist item.
3. If the employee had deductions, please follow these steps:
1. Select the new EIN that the employee is moving into
2. Select the employee's new account using the employee lookup icon
3. Select the Deduction Name
4. Select to Save & Continue
   








5. Configure the deduction settings to be the same that were configured on the employee's old account.
6. Once you are done configuring these settings, select Save & Add in the top right corner of the screen. Then select the checklist item to navigate back to the deduction report.
   






4. You will repeat this process above to add each deduction to the employee's new account until both accounts have the same deductions set up. Once all deductions have been moved over and verified for accuracy, you can Mark as Complete within this checklist item.
   









Update Earnings


1. In the report that shows to the right of the checklist item, use the filters to locate the employee's old account.
2. If the employee had earnings, not including Salary*, in their old account, they would then show in this report. If the employee did not have earnings in their old account, then you can skip this step entirely and Mark as Complete within this checklist item.
3. If the employee had earnings, please follow these steps:
1. Select the new EIN that the employee is moving into
2. Select the employee's new account using the employee lookup icon
3. Select the Earning Name
4. Select to Save & Continue
   








5. Configure the earning settings to be the same that were configured on the employee's old account.
6. Once you are done configuring these settings, select Save & Add in the top right corner of the screen. Then select the checklist item to navigate back to the earning report.
   






4. You will repeat this process above to add each earning to the employee's new account until both accounts have the same earnings set up. Once all earnings have been moved over and verified for accuracy, you can Mark as Complete within this checklist item.
   









Update Accrual Balances


1. In the report that shows to the right of the checklist item, use the filters to locate the employee's accounts
   






2. In this report, you'll see both employee accounts, but the new account will show a balance of 0 hours for all time off categories. The hours on the employees' old account will need to be moved to their new account. 
3. To edit the employee's accrual balances on their new account, select the pencil icon next to any of the records that indicate their new EIN.
   






4. Once selected, a pop-up will appear with all of the time off categories listed. Enter the following information in the boxes provided:
1. As of Date: Enter the date that the employee had in their old EIN for each category
2. Hours Remaining: Enter the number of hours the employee had available in their old EIN for each category
3. Comment: Enter a comment stating 'EIN Transfer - {Initials}' in each category that is being updated






5. Once all information has been provided in the fields above, select to Save.
6. Accruals have now been updated for the employee's new account, and you can now Mark as Complete within this checklist item.
   









Terminate Employee


1. The last step within the EIN Transfer Checklist will be to terminate the employee's old account, which will prompt with a pop-up that will require you to choose the employee's old account.
1. Please be sure to select the lookup icon to the right of the field so that you are brought to the employee lookup screen. If you do not look the employee up using this method, you will have no indicator that differentiates the employee's old account from their new one. 
2. Once you've picked the correct employee, leave the Effective From as today's date and choose to Continue






2. In the following screen, you will conduct the termination as you regularly would for any other employee leaving the company.  If you'd like to know more about the termination process, please see this article.
1. You will submit the information, complete the to-do item in your bell to officially terminate the account and that will officially conclude the EIN Transfer process.



Please Note: It is best practice to review both accounts to ensure that old one was terminated and the new one was added appropriately. These steps do not capture every situation with EIN Transfers, so if you have questions please reach out to your HR Technology Specialist.


You have now successfully processed an EIN Transfer within Elevated!