Position Management FAQ
Check the position query page first in PeopleSoft. If there is a filled position number with the same funding, reports to and type of employment (ie: part-time temp/faculty, student, work study, or graduate assistant) that position can be used for many employees. If there is a vacant position that can be reused with a funding and reports to change as necessary. Please note that for student wage, work study and graduate assistant positions the job code is selected in the ePar, and employees doing different work with differing job codes can be on the same position number as long as the funding and reports to are the same. If you need help you can email the budget office directly from the position query page. Or view the Position Management Funding Form instructions.
Use the Position Request Form button from the position query page in PeopleSoft. Please provide the following:
- Job Title:
- HR Department:
- PF Department (not speedchart):
- PF Fund:
- PF Program:
- PF Project (if applicable):
- Reports to Position #:
- Position Approval Documentation
Go to the Position Query Page in Louie and check to see if one is available. If there is a position but the funding is not the same, use the Business Object report HR Payroll – Position to see if the position is currently being used. If it is not being used, then you can use the funding form on the Position Management home page in PeopleSoft and reuse the position by changing to the new funding. If it is being used, click on the Position Request Form button and provide the required information to setup a new position.
Changing funding on a pool position can be done using the position management funding form. This should only be done if the position is vacant or you are changing the funding on the majority of the employees tied to that position. If there are a few employees that the change does not apply to, please term them from that position and hire them into a different position with the correct funding or request a new pool position if needed.
You can have multiple employees only in a pool position (non-benefit eligible), such as, student wage, part-time temp, part-time faculty, mobile phone allowance, graduate assistant, and federal work-study. Benefit-eligible positions should only have one employee per position. Please note that for student wage, work study and graduate assistant positions the job code is selected in the ePar, and employees doing different work with differing job codes can be on the same position number as long as the funding and reports to are the same.
Temporary positions can have multiple employees in it at the same time. Where a Reports to position needs to be benefit-eligible and have one employee in the position.
Please contact your Budget Administrator.