Internal Transfer Checklist
Employee Name:
Effective Date of Transfer:
General Considerations
The College encourages and supports all employees in their professional development.
There are often opportunities within the College for employees to advance their career by
accepting another position.
A critical part of an internal transfer transition is to obtain from the departing employee a
summary of project work, process documentation, review and location of files (physical
and electronic) and any other items related to the transfer of knowledge before the
employee’s departure.
Another key aspect of a transfer/transition is for the incumbent and successor
manager/supervisor to discuss the transfer. This conversation should at a minimum
include:
Work transition plan – plan for an orderly transfer of work and actual schedule/hours
of day and related work while employee is in transition from incumbent position
through first full work day at successor position.
The successor manager should consider the following to effectively transition the new
employee into their department and new role:
•
•
•
a timeline; gradual or immediate transition of work items; clarify interim or longterm responsibilities
training responsibilities; supervisor, employee covering the responsibility or
technical specialist
communication of plan; department, co-workers and campus colleagues
A thorough work transition plan provides clear expectations for the new employee,
co-workers and campus colleagues. Depending on the nature of the work, the plan
may range from a few weeks to a few months in duration.
Other items for the managers to discuss:
Contact your HR Consultant if you have any questions.
www.dartmouth.edu/~hrs/manager/toolkit/employeeleaves/internal_transfer_checklist.pdf
May, 2008
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•
•
Vacation balance/transfer (including existing plans that will impact new
department)
Transfer of performance reviews and other supervisory/personnel information
Incumbent Department
HR/Payroll-related Items
[ ] Payroll Authorization submitted from incumbent department through
successor department to EIS/Payroll (ideal situation is one PA signed by both
departments)
[ ] As applicable, time sheet signed/submitted
[ ] Forwarding address verified for correspondence
[ ] Confirm successor department HR Consultant
[ ] Make arrangements for an exit interview, either with current manager or HR
Consultant
Computing-related Property Retrieval and Disabling of Access Rights as
applicable:
[ ] Network access account (network, mainframe, servers, etc.)
[ ] Computer
[ ] Laptop
[ ] Printer (laser, inkjet, all-in-one)
[ ] Fax and/or copier
[ ] Cell phone and accessories
[ ] PDA
[ ] Pager
[ ] Voice mail – forwarding message
[ ] VPN connection access key/e-token
[ ] Cancel specific departmental software access (accounting software, HR
software, etc.)
[ ] ________________________________________________
Property Retrieval
[ ] Keys (office, building, desk, other)
[ ] Badge/ID (if other than Dartmouth ID)(office, building, other)
[ ] Card keys (office, building, other)
[ ] Keyless entry account deleted
[ ] Local guidelines and/or manual(s)
[ ] Tools/equipment/safety equipment
[ ] Retrieve Purchasing card(s)
[ ] If departmental purchaser, contact suppliers and vendors to cancel employee
as authorized purchaser
[ ] Clean out lockers, desk, personal file cabinets, etc.
[ ] Any other items purchased by department as
appropriate:_________________________________
www.dartmouth.edu/~hrs/manager/toolkit/employeeleaves/internal_transfer_checklist.pdf
May, 2008
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Successor Department:
[ ] Submit Payroll Authorization to bring employee into department; impacts on
DND, Hinman mail address, payroll
[ ] On-boarding program for first 6 months (See Dartmouth College New Hire
Checklist)
Employee Items:
[ ] Make arrangements with supervisor or HR for exit interview
[ ] Make arrangements with supervisor concerning work transition plan (work
and schedule)
[ ] Change address for any personal mailings being delivered to department
[ ] Update department information in Blitzmail
[ ] Update Dartmouth Name Directory as needed
[ ] __________________________________________________________
www.dartmouth.edu/~hrs/manager/toolkit/employeeleaves/internal_transfer_checklist.pdf
May, 2008
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