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Transfer an employee to another company within Sage HR

To move an employee to a different company without changing their location.

Before you start

  • Check you have permission to update employee company assignments.

  • Confirm the target HR company exists and is active.

  • Tell affected approvers and managers about the change.

What the terms mean

  • HR company: The employing entity determines security, approvals, reporting, and payroll links.

  • Location: The location used for addresses, calendars, and filters. If an employee moves to a new employing entity, change their HR company. If they stay with the same company but work in a new place, change their location.

Move an employee to another HR company

  1. Open the employee record.

  2. Go to the employment details.

  3. Select the new HR company in the company field.

  4. Review the employee’s manager, team, and approval flows.

  5. Review pay, benefits, and time off settings.

  6. Select Save.

If you changed location instead of company by mistake

  1. Note the employee’s current location for reference.

  2. Open the employee record.

  3. Set the company field to the correct HR company.

  4. Restore the correct location if it also needs to change.

  5. Check security access, approvals, and reports to make sure they reflect the new HR company.

  6. Select Save.

Validate the change

  • Search and reporting: Run a people report and filter it by the HR company. Make sure the employee appears under the new HR company.

  • Approvals: Submit a test time off request. Confirm the approver list is correct.

  • Access: Ask the employee to sign in. Confirm they can see the right documents, teams, and workflows.

Troubleshooting

  • You cannot select the target company:

    • Your role may not allow company changes. Ask an admin to update your role, or make the change for you.

    • Check whether the company is inactive. Ask an admin to activate it, then try again.

  • Approvals route to the wrong manager:

    • Open the employee’s manager settings. Select the correct manager for the new company.

    • Rebuild any company‑specific approval rules for time off, expenses, and documents.

  • Payroll shows the employee under the old company:

    • Run a sync, or relink the employee to the new company in payroll.

    • Check the effective date matches your payroll period.

FAQs

  • Will history move with the employee? Most profile data moves with the employee. Update company-specific assets, such as team membership and approvals, where needed.

  • Will time off balances move? Balances move if they belong to a company-agnostic policy. Company-specific policies sometimes require a manual adjustment.

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