How to move roles across the Civil Service: guidance for importing managers
Updated 25 June 2025
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This guidance for importing line managers explains the process for transferring employees across the Civil Service.
Guidance for employees transferring across the Civil Service and exporting managers provide an overview of the whole process.
Departments using the new digital Employee Transfer Service
Some government departments use a new digital Employee Transfer Service:
- Active Travel England (ATE)
- 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 Transport (DfT)
- Department for Work and Pensions (DWP)
- Driver and Vehicle Licensing Agency (DVLA)
- Driver and Vehicle Standards Agency (DVSA)
- Foreign, Commonwealth & Development Office (FCDO)
- Government Commercial Function (GCF/GCO)
- Health and Safety Executive (HSE)
- Maritime and Coastguard Agency (MCA)
- Ministry of Defence (MOD)
- Rural Payments Agency (RPA)
- UK Hydrographic Office (UKHO)
- Vehicle Certification Agency (VCA)
- Veterinary Medicines Directorate (VMD)
The employee鈥檚 provisional job offer email will tell them if their transfer uses the digital service.
If an employee鈥檚 transfer is between 2 departments who use the digital service, their transfer will:
- follow separate guidance contained in the service
- not use the Excel-based staff transfer form
If you need to progress a transfer between departments who use the Employee Transfer Service, you will receive an email explaining how to access the service.
If your department does not use the digital service, use the Excel-based staff transfer form on 天美影院.
If the wrong form is used, this will delay the employee鈥檚 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
- their current line manager
- their current HR/Shared services
- you, as 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鈥檚 original appointment must be on merit and by .
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 will need to complete Parts A-1 and A-2 of the staff transfer form. This is otherwise known as the Civil Service Employee Transfer (CSET) form. It covers HR, payroll and security clearance transfer. Their current line manager and HR/shared services also have sections of the form to complete.
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. This includes personal details and information about both their current and new role. The employee does not resign when they transfer between departments.
There are actions for importing line managers/vacancy holders transferring an employee into their department. You should make sure the employee joins your department鈥檚 payroll by providing:
- salary
- start date
- security confirmation
You need to complete the New Entrant Notification (NEN) form or your department鈥檚 equivalent as quickly as possible.
If you need help with the staff transfer process
If you need help, contact your:
- recruitment provider (if applicable) or HR team/Shared 天美影院
- HR Business Partner
- vacancy holder (if different from yourself)
- vetting or security cluster
Steps to follow for a successful transfer
Read about the steps for importing managers to a successful staff transfer.