Process Considerations:

• Any change made on a Position with multiple incumbents will affect ALL incumbents in that Position; therefore, when one incumbent needs a change (i.e. FTE change), that one person will need to be moved to a different Position number.
• Positions should be reused when possible. Review this document to determine whether to update an existing position or create a new position: Position Management Tip Sheet
• You may need to update a position prior to hiring a new incumbent.

Instructions for Creating a Position

1. Navigate to: Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info.
2. Click the Add a New Value tab.
3. Leave the Position Number field with the eight zeros displaying. HRS will automatically assign an 8-digit Position Number upon saving.
4. Click the Add button.
5. Enter the Effective Date. The date must be equal to, or earlier than, the Start Date of the employee(s) being hired using the Position in Job Data.
6. Enter the Business Unit.
7. Enter the Job Code or use the lookup icon to select it.
8. Select Full/Part Time value. 100% is Full-Time and <100% is Part-time.
9. The Title field may be changed to a working title.
10. Empl Class defaults based on the Job Code. If the field is blank, select the appropriate Empl Class code. See Employee Classifications (Empl Class) in HRS  for a list of Empl Class definitions.
11. The Continuity is based on the duration of the job as specified in the employee's contract. Select the appropriate Continuity Code. See Continuity Status in HRS for more information on Continuity.
12. Select the appropriate Pay Basis. See Pay Basis Descriptions in HRS  for a list of Pay Basis definitions.
13. In the Department field, enter the 7-character appointing department or use the lookup icon to search for and select the appropriate value. The Department begins with the campus alpha code identifier (e.g. D455000). See Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS  for more information. After entering the Department, verify that the correct department description displays.
14. In the Location field, enter the 5-character code which begins with the alpha campus code identifier (e.g. D2036). If unknown, click the lookup icon to search for and select the appropriate value. After entering the Location, verify that the correct location description displays.
    NOTE: If the position will be working remotely, enter the department location and mark the Available for Telework checkbox on the Specific Information tab.
1. Run public query UW_HR_ACTIVE_LOCATIONS for a current list of your institutions location codes.
2. HRS Navigation: Reporting Tools > Query > Query Viewer
3. Must have HRS security role UW_UNV_HR_REPORTS to find and run the query.
15. In the Reports To field, enter the Position number of the Supervisor of this Position.
16. Standard Hours defaults based on job code. Enter the appropriate Standard Hours for the Position. The FTE will calculate based on the standard hours entered. See FTE to Standard Hours Conversion Table for HRS.
17. Work Period will automatically populate based on Business Unit, Job Code, Empl Class, and Pay Basis previously entered above.
18. Below the Salary Plan Information section, locate the icon for the USA flag . Click it to expand the section.
19. In the FLSA (Fair Labor Standards Act) Status field, the value will automatically populate, based on Job Code. The FLSA Status field indicates whether the Position is exempt from overtime pay or nonexempt. To change the FLSA Status, click the drop-down arrow to select either Exempt or Nonexempt, as required.
20. Click the Specific Information tab.
    
    
    
21. In the Max Head Count field, enter the appropriate maximum number for this position.
22. Verify that the Budgeted Position check box has been checked.
23. Click Save.

• After saving:
  • HRS automatically assigns an 8-digit Position Number (e.g. 02069885). IMPORTANT: make note of the Position number assigned by HRS to use when hiring in Job Data.
  • HRS populates Current Head Count
  • Salary Admin Plan and Grade are also populated

Instructions for Copying a Position

1. Navigate to Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info.
2. Click the Add a New Value tab.
3. Click the Add button.
4. Click the Initialize button on the right.
5. Enter, or use the Look up icon to find, the Position number to copy.
6. Click OK. Attributes of the copied position will populate except for Empl Class, Continuity and Pay Basis.
7. Enter the Effective Date. The Effective Date of the Position must be equal to, or earlier than, the Start Date of the employee(s) being hired using the Position in Job Data.
8. Cut the Job Code from the field.
9. Tab out of the Job Code field.
10. Paste the Job Code back into the field.
11. Tab out of the Job Code field.  Notice how Reg/Temp, Regular Shift, Full/Part Time, Union Code and Short Title default in.
12. Select Full/Part Time value. 100% is Full-Time and <100% is Part-time.
13. The Title field may be changed to a working title.
14. Empl Class defaults based on the Job Code. If the field is blank, select the appropriate Empl Class code. For a list of Empl Class definitions see Employee Classifications (Empl Class) in HRS.
15. The Continuity is based on the duration of the job as specified in the employee's contract. Select the appropriate Continuity Code. See Continuity Status in HRS for more information on Continuity.
16. Select the appropriate Pay Basis. For a list of Pay Basis definitions see Pay Basis Descriptions in HRS.
17. In the Department field, enter the 7-character appointing department or use the data lookup icon to search for and select the appropriate value. The Department begins with the campus alpha code identifier (e.g. D455000). For more information, see Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS. After entering the Department, verify that the correct department description displays.
18. In the Location field, enter the 5-character code which begins with the alpha campus code identifier (e.g. D2036). If unknown, click the lookup icon to search for and select the appropriate value. After entering the Location, verify that the correct location description displays.
    NOTE: If the position will be working remotely, enter the department location and mark the Available for Telework checkbox on the Specific Information tab.
19. In the Reports To field, enter the Position number of the Supervisor of this Position.
20. Standard Hours defaults based on job code. Enter the appropriate Standard Hours for the Position. The FTE will calculate based on the standard hours entered. See FTE to Standard Hours Conversion Table for HRS.
21. Work Period will automatically populate based on Business Unit, Job Code, Empl Class, and Pay Basis previously entered above.
22. Below the Salary Plan Information section, locate the icon for the USA flag . Click it to expand the section.
23. In the FLSA (Fair Labor Standards Act) Status field, the value will automatically populate, based on Job Code. The FLSA Status field indicates whether the Position is exempt from overtime pay or nonexempt. To change the FLSA Status, click the drop-down arrow to select either Exempt or Nonexempt, as required.
24. Click the Specific Information tab.
    
    
    
25. In the Max Head Count field, enter the appropriate maximum number for this position.
26. Verify that the Budgeted Position check box has been checked.
27. Click Save.

Instructions for Changing Position Data

This procedure lists the steps to make changes to a position.

Process Considerations:

• On the Add/Update Position page, the Update Incumbents box on the Specific Information tab must be unchecked in only the following circumstances:

1. When changing a position from a Continuity that should not have an Expected Job End Date to a Continuity that requires an Expected Job End Date, it is important to uncheck the Update Incumbents box in Position Data before saving.  This will disconnect Position Data from Job Data and requires that a manual Job Data row be added after the Position Data has been updated to account for the Position Change.  If the Update Incumbents box is checked in this situation, a hard warning message will appear stating "Please enter Expected End Date. It is a required field. (20004,8)" and the record will not save.
   
   
2. When changing the Pay Basis on a position to one that does not match the incumbent's existing pay frequency on Job Data, it is important to uncheck the Update Incumbents box on the Specific Information tab in Position Data before saving.  This will disconnect Position Data from Job Data and requires that a manual Job Data row be added after the Position Data has been updated to account for the Position Change.  If the Update Incumbents box is checked in this situation, a hard warning message will appear stating, "Absence Management Pay Group is required when Pay System is PNA or PI and using Absence Management. (1000,1360)" and the record will not save.  Comp Rate Frequency in HRS  explains which Pay Bases are compatible with which pay frequencies.

• You can find a Position Number from Job Data. See Searching For an Employee's Position Number From Job Info in HRS.
• If multiple changes are happening on the same effective date, there can only be one Reason Code for each effective date on the Position. But multiple rows will need to be added to the Job Data to record each change.
• A change in position data will not automatically flow to Job Data when the effective date of the position change is earlier than the last effective dated row on Job Data. Get help from UW-Shared Services Support Team in this situation.
• Changes to position affect all incumbents of that position. In this case, you may need to transfer an incumbent to another position.

Instructions for Updating Position Data

1. Navigate to Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info.
2. Enter the Position Number or search for the position by Department and/or other search fields.
3. If necessary, choose the position from the search results.
4. Click the plus sign to insert a row to the existing Position.
5. Enter the Effective Date for the date that the change is to be in effect.
6. Enter the Reason Code or click the magnifying glass icon to select the appropriate Reason Code.
7. Make the change(s) that must take effect on that Effective Date. For example:
   1. Job Code Changes
      1. Enter a new job code.
      2. Update the Empl Cass and Continuity Status fields.
      3. Update the Standard Hours
      4. Note: If there is an associated rate change, see Entering Pay Rate Changes in HRS.
   2. Change Standard Hours (FTE)
      1. Note: if making a change to standard hours, the Full/Part Time indicator field may need to be changed. If the Standard Hours field is 40, the position is full-time. If the Standard Hours field is less than 40, the position should be marked Part Time.
      2. Enter the new standard hours for the position. Tab out of the field. The FTE field will automatically recalculate.
      3. For a job aid that shows FTE and corresponding standard hours, see FTE to Standard Hours Conversion Table for HRS.
8. Click Save.
   • The Position change is saved, and a corresponding Position change row is inserted on the Job Data record with the new Effective-Dated row and changed field values
   
9. To verify updates have taken place on Job Data, click the Budget and Incumbents tab, then click the Job Data link under the Current Incumbents section or go to Workforce Administration>Job Information>Job Data.
10. Under the Work Location tab, verify the position change row inserted on the job.

    1. Verify the field(s) that were updated are correct. In this example the location was updated.

       • If multiple changes were made on the Position in addition to the reason code chosen, add a new row for each change.
       • For example, if the Reports To was changed at the same time as the location change, add a row, use Action of Position Change and Reason of Reports To. The Reports to will already have come over correctly with the location row but the additional row is necessary for recording the Reports To change.
       • Changes on Position will require a corresponding action on Job.  It is a good habit when making a change on Position Data to verify that it has flowed to Job Data.  Historical changes on Position that require insertion between two rows on Job will require correction access. Get help from UW-Shared Services Support Team for this.
       

Managing Multiple Incumbents

This procedure outlines the best practice for use of multiple incumbents in a position and the changes that occur on position which affect the jobs of all employees assigned to that position. HRS was designed for partial position management.  Not all campuses will utilize positions by having multiple incumbents attached to one position, however, this is possible within HRS.  This document will outline the requirements to successfully manage positions with multiple incumbents.

Process Considerations:

• Any change made on a Position with multiple incumbents will affect ALL incumbents in that Position; therefore, when one incumbent needs a change (i.e. FTE change), that one person will need to be moved to a different Position number.
• Changes on Position will require a corresponding action on Job.  It is a good habit when making a change on Position Data to verify that it has flowed to Job Data.  Historical changes on Position that require insertion between two rows on Job will require correction access. Get help from UW-Shared Services Support Team for this.

Instructions for Managing Incumbents

1. Navigate to Organizational Development>Position Management>Maintain Positions/Budget>Add/Update Position Info
2. Follow the steps to create a new position or modify a position.
3. On the Specific Information tab change the "Max Head Count" from 1 to the appropriate number.  This will allow units to hire up to that number of employees.  If a unit tries to hire more than the designated number, a warning message will appear.
4. Click Save.
   

Additional Resources

Related KBs:

• Hiring Employees Using a Position in HRS 
• Employee Classifications (Empl Class) in HRS
• Pay Basis Descriptions in HRS
• Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS
• Continuity Status in HRS
• FTE to Standard Hours Conversion Table for HRS
• HR Report List for HRS 
• Entering Pay Rate Changes in HRS 
• Correcting and Updating FLSA Status in HRS 
• The Compensation Tab in HRS 
• Comp Rate Frequency in HRS 
• Entering a Position Change - Voluntary Reassignment (UPS - Movement from University Staff to Academic Staff/Limited) in HRS
• Get help from UW-Shared Services Support Team

Related Links:

• HRS Administration - Human Resources
• Position Management Tip Sheet