Position Change Request 

INTRODUCTION

Purpose

This form is used to change and existing position and/or a request for a temporary STFP position.

 

Description of Form

There are 38 fields on this form.

 

Previous Form

1489

Completion Details

This form is to be completed by department level staff.

 

This form requires approval from the Office of the Provost, or the Classification and Compensation Department prior to submission.

 

Data Sources

  • Employee

  • Employee's hard copy file

  • PEAEMPL

  • PPAIDEN

  • NBAJOBS

 

Where to Send This Form

To Budget Office if there are any General or Auxiliary funds. All others go to PPR. This form can be sent either electronically or in paper form.

Step #1: Approval for action received from selection buttons

Description

A selection box that indicates where the approval for this request was received. Select one of the two options.

 

Data Source

Department requesting the action through an actual or electronic signature.

Similar Field on Old Form

Approval Signatures.

 

Step #2: Position

Description

This is a unique number for full-time employees, and a unit based pool position number for part-time employees.

 

Data Source

NBAJOBS See figures 1 and 2.

 

Example

F98963

 

Similar Field on Old Form

Position No.

 

Step #3: Position end date (if any)

Description

The date that the requested position change will end, if applicable. Most positions will not have end dates. This is used mainly for STFP positions.

 

Data Source

This information may come from the department requesting the action.

 

Example

06/28/2002

 

Similar Field on Old Form

N/A

Notes

The date should be entered in MM/DD/YYYY format.

 

Step #4: Status from

Description

A selection box that indicates the current status of the position for which the change is being requested.

 

Data Source

NBAPBUD: Enter the "fiscal year" and the "position number" into the appropriate fields. Press Ctrl. + Page down. View the "Status" field. See figure 3.

 

Example

Active

Similar Field on Old Form

N/A

Notes

This was formerly noted in the "Comments" section.

Step #5: Status to

Description

A selection box that indicates the requested status change for the

Data Source

This information may come from the department requesting the action..

 

Similar Field on Old Form

N/A

Notes

This was formerly noted in the "Comments" section.

Step #6: Action

Description

A selection box that indicates the action that needs to be taken.

 

Data Source

Department requesting the action.

 

Example

See explanation of action selections in appendix.

 

Similar Field on Old Form

N/A

 

Step #7: Retreat type

Description

A four-character code that describes the attributes of the action.

 

Data Source

Department requesting the action.

 

Example

RTRT

 

Similar Field on Old Form

N/A

Step #8: Position class OLD

Description

A code that represents the employee's old classification.

 

Data Source

NBAPOSN See figure 4.

 

Example

S2314

 

Similar Field on Old Form

Classification: From

Step #9: Position class NEW

Description

A code that represents the employee's new classification.

 

Data Source

Position Class Codes in the Crosswalk/Job Aid.

 

Example

SK1605

 

Similar Field on Old Form

Classification: To

 

Step #10: Budget (HRMS level 4) organization OLD

Description

The HRMS Home Organizations code to which this position is assigned.

Data Source

Department requesting the action.

 

Example

H0496

 

Similar Field on Old Form

N/A

 

Step #11: Budget (HRMS level 4) organization NEW

Description

The HRMS Home Organizations code to which this position is assigned.

 

Data Source

Department requesting the action.

 

Example

H0374

Similar Field on Old Form

Department (without the "H" preceding it)

Step #12: Position budget FTE OLD

Description

The FTE (Full-time Equivalent): If it is full-time it is equal to 1. If it is less than full-time it is represented by a percentage in decimal form that indicates the proportion of full-time employment worked in this position. For example, 50% of full-time would be 0.5. FTE refers to total FTE in this E-Class.

 

Data Source

NBAPBUD: Enter the "fiscal year" and the "position number" into the appropriate fields. Select "Salary Budget" from the options menu. View the "Budget FTE" field. See figure 5.

 

Example

1

 

Similar Field on Old Form

N/A

 

Step #13: Position budget FTE NEW

Description

The FTE (Full-time Equivalent): If it is full-time it is equal to 1. If it is less than full-time it is represented by a percentage in decimal form that indicates the proportion of full-time employment worked in this position. For example, 50% of full-time would be 0.5. FTE refers to total FTE in this E-Class.

 

Data Source

Department requesting the action.

 

Example

0.5

 

Similar Field on Old Form

N/A

Step #14: Position Budget Amount OLD

Description

This is the annual salary budget for the position and is expressed in a dollar amount.

 

Data Source

NBAPBUD: Enter the "fiscal year" and the "position number" into the appropriate fields. Select Position Budget from the options menu. View the "Budgeted Salary" field. See figure 6.

 

Example

$37,736.00

 

Similar Field on Old Form

Annual Amount From

 

Step #15: Position budget amount NEW

Description

This is the annual salary budget for the position and is expressed in a dollar amount.

 

Data Source

Department requesting the action.

 

Similar Field on Old Form

Annual Amount To

 

Notes

You must indicate the source of the funds below.

 

Step #16: Temporary position number (if applicable)

Description

This is a number which is assigned to a new temporary position.

 

Data Source

The University Budget Office. It is sent out to the S/C/D.

 

Example

T99998

 

Similar Field on Old Form

Other

 

COMPLETE STEPS 17-19 IF THE BUDGET AMOUNT IS CHANGING ON A FUNDED POSITION

Step #17: Position

Description

This is a unique number used to identify the employee's current position. Each position number must be increased or decreased to fund a position.

 

Data Source

NBAJOBS See figures 7 and 8.

 

Example

F96963

 

Similar Field on Old Form

Position No.

Notes

Compare the salary budget data between NBAJOBS and NBAPBUD to determine if funding is available.

 

Step #18: Change

Description

This is a selection box that indicates whether the change in budget amount for the position is an increase or a decrease.

 

Data Source

Department requesting the action.

 

Similar Field on Old Form

Increase/Decrease/Other check boxes

 

Step #19: By

Description

A dollar amount for a budget amount that is changing on a funded position.

 

Data Source

Department requesting the action.

 

Example

$5,000.00

 

Similar Field on Old Form

N/A

Notes

Repeat steps 17, 18 and 19 for each position affected. Increase and decrease amounts(s) must balance.

 

Steps #20 - #24: Index and FOAPAL elements CURRENT

Description

These are the codes for Index and FOAPAL elements such as Fund, Organization, Account and Program.

 

Data Source

The retrieval of this data is explained in the Frequently Run Banner Look-ups section of this manual. Also see figures 9 and 10 at the end of this section.

 

Step #25: Percent CURRENT

Description

This percentage refers to the FOAPAL string associated with the employee's job and the proportion of funding from its original charge.

 

Data Source

NBAPBUD: Salary Budget -> Position Labor Distribution link. See figures 9 and 10

 

Example

100

 

Similar Field on Old Form

N/A

Notes

This should always equal 100% for funds.

Steps #26 - #30: Index and FOAPAL elements NEW

Description

These are the codes for Index and FOAPAL elements such as Fund, Organization, Account and Program.

 

Data Source

Department making the request.

 

Step #31: Percent NEW

Description

This percentage refers to the FOAPAL string associated with the employee's job and the proportion of funding from its original charge.

 

Data Source

Department making the request.

 

Example

100

 

Similar Field on Old Form

N/A

Step #32: Comments

Description

Include any additional comments relevant to this form in this field.

 

Similar Field on Old Form

Comments

Steps #33 - #36: Originator Data

Description

Provide information for person completing this form: Name, Phone, Department and Date.

 

Step #37: CLEAR or FINISH

Description

Click the CLEAR button to delete the data entered and start over. Click the FINISH button to save the data entered on this form.

 

 

CONCLUSION

A Closer Look at the Data Source

Figure 1:

Step 2

Figure 1: Step 2 Image

 

Figure 2:

Step 2 (contd.)

Figure 2: Step 2 (continued) Image

 

Figure 3:

Step 4

Figure 3: Step 4 Image

 

Figure 4:

Step 8

Figure 4: Step 8 Image

 

Figure 5

Steps 11 & 12

Figure 5: Steps 11-12 Image

 

Figure 6:

Step 14

Figure 6: Step 14 Image

 

Figure 7:

Step 17

Figure 7: Step 17 Image

 

Figure 8:

Step 17 (contd.)

Figure 8: Step 17 (continued) Image

 

Figure 9:

Opening the Position Labor Distribution Window

Figure 9: Opening the Position Labor Distribution Window Image

 

Figure 10:

Step 20 & 25

Figure 10: Step 20 and 25 Image