Roles, Responsibilities, and Routing

This process begins with a web-based form.  Individuals with the responsibility of handling Position Requisitions will complete the fields on the pages of the form.  This person is referred to as the ‘Initiator’.  Once the form is completed by the Initiator and ‘Send to Supervisor’ is selected, a routing process begins in sequence, sending email notifications to those responsible for reviewing, approving, and taking other actions. At any time, those involved can review the status of the Position Requisition (instructions shown at the end of the training documentation).

  • Initiator –Completes the online form and provides all required information including all proposed changes so that the form can be routed through entire process.
  • Supervisor – Receives and reviews the submission.  Makes adjustments as needed and either approves or rejects the Position Requisition.  If rejected, is routed back to Initiator.
  • Department Budget Manager– Reviews submission and makes adjustments as needed.  Approves or rejects the Position Requisition Form forwarded by the Supervisor.  If rejected, notifications are sent.
  • Vice President/Executive Director  – review submission and indicates if approved for consideration.
  • Human ResourcesRecords Management– Confirms classification, updates the position description tab to reflect the current approved job description, and routes to the Budget Office.
  • Budget Office –Costs the position as proposed, confirms funding sources, calculates any  funding difference (compares costing to funding source), identifies if inter or intra fund transfers will be required once approved, assigns preliminary chartfield allocations.
  • Budget Director– Confirms funding sources are sufficient and routes information to the Executive Team for consideration.  If funding sources are not sufficient, routes the form to the VP or to the Department Budget Manager for resolution.
  • Executive Team –Reviews the position requisitions and approves or rejects the requisitions. Notifications are sent.
  • Human Resources Records Management – Updates the position management system.
  • Budget Office - Updates payroll chartfields and allocations, makes budgetary adjustments if needed, prepares budget modification if needed.
  • Payroll – If approved, updates tables with chartfield allocations provided by Budget Office.
  • Supervisors/Initiator/Budget Manager – Notes approved Chatfield assignment for future reference.  Works work with HR Representative on next steps related to requested action.
  • HR Representative - Works with Supervisor on requested action.