Position Change Request

Change Request:

Users can create a change request for a position.

1. Select Human Resources.

2. Select Entry and Processing.

3. Select Position Control.

4. Select Change Request.

5. Select the + symbol to create a change request.

You can access the Change Request page from three places in the system.

1. Human Resources > Entry & Processing > Position Control > Position Change Request

2. Human Resources > Entry & Processing > Position Control > Position Control search page, on the Action bar select Change Request.

3. Human Resources > Entry & Processing > Position Control > Position Control select a positon, double click to see the Detail page. On this page, select Change Request in the Action bar.

Change Request Form Options:

The following change requests can be completed for a position.

1. Position Title

2. Position Status

3. Location

4. Funding

5. Adjust FTE

6. Transfer FTE*

You can only do one change request per type, per date. All change request forms allow the user to add additional change notes. You can change the Position Type, Supervisor Job Class, Supervisor Position, Bargaining Unit, Job Description, and User Defined fields on any change request type except transfer FTE.

Change a Position to 'Inactive'

To change a position's status to 'Inactive', certain conditions must be met to ensure the position is no longer actively being used or filled. If these conditions are not met, the system will prevent the status change and display an error message.

Conditions for Inactive Status:

• Available FTE: Must be 0.

• Pending Transfer FTE: Must be 0. (No employees are in the process of transferring into or out of this position.)

• Posting FTE: Must be 0. (The position is not currently advertised or posted for recruitment.)

• Pending Filled FTE: Must be 0. (No employee has been hired for this position, but not yet started.)

Expected Behavior & Error Messages:

If you attempt to set a position to 'Inactive' and any of the above conditions are not met, you will receive an error message preventing you from saving the change. Examples of these messages include:

• "Cannot set status to Inactive. Pending transfer FTE is not zero."

• "Cannot set status to Inactive. Posting FTE is not zero."

• "Cannot set status to Inactive. Pending filled FTE is not zero."

• "Cannot set status to Inactive. Available FTE is not zero." (If applicable)

Change a Position to 'Closed'

Closing a position signifies that it is permanently no longer required. Stricter conditions apply to closing a position to prevent issues with active employees or pending recruitment.

Conditions for Closed Status:

• Authorized FTE: Must be 0. If the Authorized FTE is not 0, you must adjust it to 0 as part of the same change request.

• Filled FTE: Must be 0. (No employees are currently assigned to this position.)

• Pending Filled FTE: Must be 0. (No employee has been hired for this position but not yet started.)

• Pending Transfer FTE: Must be 0. (No employees are in the process of transferring into or out of this position.)

• Posting FTE: Must be 0. (The position is not currently advertised or posted for recruitment.)

Expected System Behavior & Error Messages:

If you attempt to 'Close' a position and any of the above conditions are not met, you will receive an error message preventing you from saving the change. Examples include:

• "Cannot close the Position. Authorized FTE is not zero." (Unless adjusted to zero concurrently)

• "Cannot close the Position. Position is filled."

• "Cannot close the Position. Pending transfer FTE is not zero."

• "Cannot close the Position. Posting FTE is not zero."

• "Cannot close the Position. Pending filled FTE is not zero."

Status Changes with FTE Adjustments

EfinancePlus allows you to adjust the Authorized FTE of a position at the same time you change its status to 'Inactive' or 'Closed'. This is particularly useful for reducing the Authorized FTE to zero when closing a position.

How it Works:

• When you initiate a Change Request to update a position's status to 'Inactive' or 'Closed', you can also select the option to Adjust FTE within the same request.

• This allows you to, for example, reduce the Authorized FTE to zero for a position you are closing.

FTE values (Adjusted Authorized FTE, Available FTE, Authorized FTE) will only be modified if you explicitly enter an Adjust FTE change request as part of your overall change. The system will not automatically set these values to zero simply because you are changing the status.

Example:

If a position has an Authorized FTE of 2 and you want to close it, you would:

1. Initiate a Change Request.

2. Select Status Change to 'Closed'.

3. Select Adjust FTE and enter an adjustment of -2 (to bring the Authorized FTE to 0).

4. If all other 'Closed' conditions are met (no filled, pending transfer, pending filled, or posting FTE), the system will allow you to save this combined request.

Troubleshooting Tips:

• Review FTE Balances: Before attempting a status change, carefully review all FTE categories (Available, Pending Transfer, Posting, Filled, Pending Filled, Authorized) for the position.

• Clear Pending Actions: If you receive an error message related to pending transfers, postings, or pending fills, you may need to resolve those outstanding actions (e.g., complete a transfer, cancel a job posting) before you can change the position status.

• Adjust FTE Concurrently: If the system indicates that the Authorized FTE must be zero for closing, remember you can perform an Adjust FTE within the same change request to fulfill this requirement.

To ensure accurate payroll charging, approved funding changes from position change requests automatically update the employee’s pay rate or future pay rate based on the effective date.

Special Handling Rules

• Future Pay Rate Propagation:

  • Apply funding changes to all future effective dates until:

    • Another approved funding change exists, or

    • A new fiscal year begins and crosswalk is required.

• Crosswalk Rule:

  • If crosswalk is enabled, stop applying changes at the start of the fiscal year with the crosswalk.

• Charging Record Limit:

  • If applying the change would result in >30 charging records for an employee:

    • Skip the update for that employee.

    • Log an error indicating the pay rate was not updated.