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State Personnel Management Manual
Advisory Memorandum # 86-02

1840 (Transfers)
August 22.1986

T0: Department and Agency Personnel Offices

FROM: Robert Parrish

SUBJECT: Leaves for Transferees

You were advised in Policy-Bulletin No. 83-01 that the Governor has signed amendments to the transfer Rule, 5.1, to foster increased career mobility for State employees. Section 2 of that bulletin served to notify you that under the new rule, the losing agency must allow the transfer and grant the permanent or permanent contingent (including probationary employees) a leave of absence for the duration of the probationary period, as required by Rule 4.5(d).

It has come to our attention that losing agencies frequently submit transactions indicating that the employee has resigned, while gaining agencies show the move as a transfer.

Effective immediately, the gaining agency will be responsible for the following actions:

  1. Notifying the transferee that the agency from which the employee is leaving must allow the transfer and is responsible for granting a leave of absence from his/ her permanent or permanent contingent title for the duration of the probationary period.
  2. Notifying the losing agency in writing of the intent to transfer the employee and providing the losing agency with the effective date of the transfer.

Civil Service will continue to monitor transfers through the payroll transaction process. Where the gaining agency indicates transfer and the losing agency indicates resignation, the group 2 transaction will be changed to probationary leave and a hold will be placed on the employee's permanent or permanent contingent item in the losing agency to coincide with his/her probationary period. Any exception to this practice must be cleared in advance of payroll submission with your Staffing Services Representative. A notation about the clearance and the name of the Staffing Representative granting it must be included in the remarks section of the PR-75.

(signed) Robert Parrish,
Deputy Director for the Bureau of Staffing Services

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