Guidance

How to move roles across the Civil Service: guidance for exporting managers

Updated 7 October 2024

This guidance for exporting line managers explains the process for transferring employees across the Civil Service.

Pilot departments for a new digital employee transfer service

Some government departments are piloting a new digital Employee Transfer Service:

• Animal and Plant Health Agency (APHA)
• Cabinet Office (CO)
• Centre for Environment, Fisheries and Aquaculture Science (CEFAS)
• Department for Environment, Food and Rural Affairs (Defra)
• Department for Work and Pensions (DWP)
• Foreign, Commonwealth & Development Office (FCDO)
• Government Commercial Function (GCF/GCO)
• Health and Safety Executive (HSE)
• Ministry of Defence (MOD)
• Rural Payments Agency (RPA)
• UK Hydrographic Office (UKHO)
• Veterinary Medicines Directorate (VMD)

If an employee’s transfer is between 2 pilot departments, their transfer will:

• use the new digital service, instead of the Excel-based form
• follow separate guidance contained in the new service

The employee’s provisional job offer email will tell them if their transfer is part of the pilot.

If you need to progress a transfer between pilot departments, you will receive an email explaining how to access the new service.

If your department is not part of the new service’s pilot, use the Excel-based staff transfer form on GOV.UK.

If the wrong form is used, this will delay the employee’s transfer.

About staff transfers

A lot of employees move across the Civil Service. The staff transfer process helps employees move between government departments without resigning.

The staff transfer process contains separate actions for:

• transferring employees
• you, as their current line manager
• their current HR/Shared services
• their new line manager

The staff transfer form helps employees progress through their transfer. It collects and shares the information needed for a move between government departments.

Who the staff transfer process applies to

It applies to civil servants who are transferring permanently or on a loan of 6 months or more between:

• ministerial and non-ministerial departments and their executive agencies

• the following crown non-departmental public bodies (NDPB) employing civil servants:

  • Advisory, Conciliation and Arbitration Service (ACAS)
  • Health and Safety Executive (HSE)
  • Institute for Apprenticeships and Technical Education (IfATE)
  • Office for Budget Responsibility (OBR)

If the employee is employed by any other NDPB or are a public servant - they can apply for some roles within the Civil Service, but this transfer process would not apply to them.

Departments, agencies and public bodies lists departments, non-departmental public bodies and other bodies.

The staff transfer process also applies to civil servants transferring from the Scottish and Welsh governments and the Northern Ireland Civil Service (NICS).

To be eligible, the employee’s original appointment must be on merit and by fair and open competition.

Exceptions

The staff transfer form is mandatory except for:

• machinery of government changes. For example, these involve whole business areas transferring between departments
• Cabinet Office statement of practice (COSOP) moves
• if the employee is a civil servant on a loan of less than 6 months

How employees transfer

They will get an email confirming their provisional job offer from the relevant recruitment team. They should then follow the steps in the staff transfer process for employees.

They will need to complete Parts A-1 and A-2 of the staff transfer form. You will then complete Part B and your HR/Shared Services Part C of the form. It is otherwise known as the Civil Service Employee Transfer (CSET) form. The form covers HR, payroll and security clearance transfer.

The staff transfer process puts the employee at the centre of the process. They are responsible for starting the transfer. The employee provides most of the information needed to progress their transfer, including:

• personal details
• current role information
• new role information

You should complete Part B of the staff transfer form within 2 days of receipt, to:

• approve the details the employee has provided
• start their removal from your department’s payroll

The importing manager will complete the New Entrant Notification (NEN) or their department’s equivalent.

This guidance covers the staff transfer process. For specific guidance about employees leaving your department check your intranet. Guidance for employees transferring across the Civil Service and importing managers provide an overview of the whole process.

If you need help with the staff transfer process

If you are an exporting manager and need further help, contact your:

• line manager
• recruitment provider (if applicable)
• vacancy holder (if different from yourself)
• HR team/Shared Services
• HR Business Partner

Steps to follow for a successful transfer

Read about steps you should follow for a successful transfer.