Employment requisition forms require the approval of the
Department Head/Dean, Vice President/President, Human Resources, and the
Budget Office.
An employment requisition form is required to fill a
vacant position. The employment requisition must be completed and have all
aforementioned required approvals prior to the posting or advertising of the
position.
Change of the salary grade for a vacant position must be
presented to Human Resources prior to completion of the employment requisition
form. After Human Resources approves and determines the new salary grade,
the information is included on the employment requisition form.
If the salary grade is increased
one grade by Human Resources, the employment requisition can go through the
standard approval process.
For salary grade changes greater
than one grade level, the additional funding source must be indicated on the
employment requisition form. The funds must cover the difference between the
current fiscal year budget and the new salary along with fringe benefit
expense(calculated on the difference between the budget and new salary). The
requisition does not require the Budget Sub-committee or APBC approval.
If the salary grade change is
greater than one grade level, and the department does not have funding source,
the information must be presented and approved by the Budget Sub-committee or
APBC.
Personnel Action Forms(PAF) with a salary grade change
greater than one grade level must be funded by the department. The funding
source must be provided on the PAF and a copy of the PAF forwarded to the
Budget Office. The funds must cover the change over the current salary. If
the department does not have a funding source, the PAF request must be
presented and approved by the Budget Sub-Committee or APBC.
New position requests funded by permanent reallocation
of operating expense, up to and including $50,000, are permitted and do not
require the Budget Sub-committee or APBC approval. The operating funding
source should be included on the employment requisition form. The funds must
cover the salary and fringe benefit expense(30% for a full time position, and
10% for a part-time position). The department which reallocated the
operating dollars to the salary budget cannot come back to the Budget
Sub-committee within a reasonable time frame and ask for an operating expense
increase.
NEW POSITION POLICY AND REQUEST PROCESS(continued)
Any new position request funded by permanent transfer
from the operating budget with combined salary and fringes greater than
$50,000 requires approval of the Budget Sub-committee or APBC.
New position requests funded through additional revenue
dollars require the approval of the Budget Sub-committee or APBC. The
request should include the new revenue source. If an existing revenue
source is being used, revenue history should be included along with detail of
how the permanent additional revenue dollars will be generated.
New positions funded using salary “float” dollars from
savings of hiring a replacement employee, at the same grade level, for a
vacant position at a lower salary than the budget are not permitted. On the
flip side, the University does not require departments to provide funding for
replacement employees hired at a salary greater than the budget. These
“float” dollars are captured in the University’s current budget with the
savings going back to the bottom line.
New position requests funded by grants or restricted
dollars do not require the Budget Sub-committee or APBC approval. The
employment requisition must indicate the grant or restricted Index number.
The employee’s salary will be charged directly to the grant or restricted
Index.
When the grant has ended or
restricted funds depleted, the position must be cancelled. If the department
wishes to keep the position, they must go through the required approval process.
New positions funded by allocating Strategic Wedge
dollars(approved for other specific uses) do not require the Budget
Sub-committee or APBC approval. The department should indicate on the
employment requisition form that they are using Strategic Wedge dollars.
New positions for entrepreneurial programs do not
require the Budget Sub-committee or APBC approval. The employee’s salary
will be charged directly to the respective entrepreneurial program’s Index.
The entrepreneurial program will have to cover the new salary and related
fringe benefits(30% full time employees, and 10% part-time employees) as part
of the surplus/deficit carry forward calculation.
New positions can be funded by permanently transferring
student salary budgets to staff salary budgets and do not require Budget
Sub-committee or APBC approval. The transfer of funds must include budget to
cover fringe benefits, 30% for full time and 10% for part-time positions. The
funding source must be included on the employment requisition form. If the
department transfers 100% of their student budget, they are unable to retain
any student workers and their student positions will be cancelled in the
position control system.
NEW POSITION POLICY AND REQUEST PROCESS(continued)
New staff positions can be funded by permanently
canceling a faculty line. The faculty line information should be included
on the employment requisition form. The requisition does not require the
Budget Sub-committee or APBC approval. The budget dollars will be moved from
faculty to staff salaries and the faculty line will be cancelled in the
position control system.
New Faculty lines can be funded
by permanently canceling a staff position. The request must be communicated in
writing to the Budget Office. This does not require the Budget Sub-committee
or APBC approval. A new faculty line will be created and the staff position
will be cancelled in the position control system.
New positions can be funded by combining part-time
positions budget dollars(with 10% for fringe benefits added) to fund a full
time position(funding must cover 30% for fringe benefits). The part-time
position numbers would be cancelled and a new position number would be created
in the position control system.
Also, a full time position can be
cancelled(with 30% for fringe benefits added) and the budget dollars can be used
to fund multiple part-time positions(funding must cover 10% for fringe
benefits). The full time position number would be cancelled in the and new
positions would be created for the part-time positions in the position control
system.
