Position Management Help and FAQs

• I need to create a position number. How do I create one?

  • You will need to complete the Position Management Action Form [DocuSign] form, and fill out all the necessary information for Workforce Planning to create a new position for you. Please make sure to run your Active Position List before requesting a new position. You may already have an active position you can use.

• Why are there different Submission Guidelines for different types of changes?

  • Some changes require processing by multiple units in Human Resources. The timeframe provided will ensure there is ample time to process the request by all units.

• Does all the Position Information on the form need to be filled out?

  • Yes. This helps identify the correct position to modify to because many positions are similar.

• What is the Effective Date and why is it important?

  • The effective date indicates when a new position can be used, or when changes to an existing position take effect. If a new position has an effective date of 7/1/15, it exists from that date forward. If an attempt is made to appoint someone to this position prior to 7/1/15, the position will not be available.

• Can changes for Classification, Job Code, and Working Title be submitted on the Position Management Action Form?

  • Requests to change Classification, Job Code, or Working Title cannot be made through the Position Management Action Form. These changes typically require an updated Position Description, analysis and review. Contact your Workforce Planning Analyst for assistance.

• Can Grade / Range be changed for non-faculty positions?

  • Requests to change Grade / Range for non-faculty positions cannot be made through the Position Management Action Form. These changes constitute an in-class or in-range progression and require an updated Position Description, analysis and review. Contact your Workforce Planning Analyst for assistance.

• How do I request position or appointment level funding?

  • Position and appointment level funding requests can be made by emailing Finance Support. These changes are not managed in Human Resources.

• I am not able to view someone’s time. What do I need to do?

  • Start by running the Position & Job Reporting Structure Report and make sure that the employee is reporting to the correct person. If they are, and you still cannot see their time, contact your Payroll Representative. If they are not reporting to the correct person, complete a Position Management Action Form [DocuSign] and identify the updated Reports To. information.

    Check Your UP Representatives to identify your department's representative.

• I want to update an employee’s working title. What do I need to do?

  • Work with your Workforce Planning Analyst on updating the employee’s Position Description. If approved, you will need to send the revised PD and Position Management Action Form [DocuSign] to your Analyst for processing.

    Your UP Representatives

• I need to update multiple positions. Do I need to complete a form for each position number?

  • No. You can submit a blanket Position Management Action Form [DocuSign] along with a spreadsheet for mass changes. Please be sure to indicate all the necessary information needed to update positions or the request will be sent back.

• I need to change an employee’s Check Sort Unit. When do I need to have the request into Human Resources?

  • Any changes to the check sort unit must be processed before the payroll cut off date. Refer to the Master Payroll Cut Off Dates Calendars or the Submission Guidelines on the Position Management Action Form [DocuSign].

• How long does it take to make the changes requested, and how will I know it is completed?

  • It may take up to five days to complete your request, and you will receive an email to confirm completion.

Position Management Quick Steps

• Position & Job Reporting Structure Report
• Active Position List
• LCD Set Up Audit
• Employee Profile