Position Management

What's New

Position Management Funding Form is available to help simplify the process of updating position funding. You will be able to change funding on vacant positions, change funding on pool positions, make multiple effective dated funding changes in a single form and process funding forms independently of ePAR's.  With the implementation of this form, you will no longer make funding changes to benefit eligible positions using the Job Change ePAR. The Reports To position management form will also be moving under the new Position Management Home Page. For more information, please see the initiator documentation and approver documentation for the new form. Also, the Power Point used in training is now available, Funding Form Power Point.

What can we help you with?

Department Moves

For a single benefit-eligible employee moving into a new PeopleSoft department follow these steps:

  1. Send an email to the Budget Office requesting a new position number in the new department.  Include the effective date, Employee name, Empl ID, job code, old department, new department, old position number, new funding (PF Dept, PF Fund, PF Program and PF Project (if a grant), if applicable and the new reports to position number. This email should include your Business Manager as a Carbon Copy (CC).
  1. The Budget Office will set up the new position and email the new position number to the department for their information.
  1. The Budget Office will contact HR to transfer the benefit eligible employee into the new position number manually.
  1. Once the employee has been transferred, the Budget Office will inactivate the old position number.
ePAR
ePAR - is NAU’s electronic Personnel Action Request form used in the PeopleSoft HR system. There are many helpful training guides to assist you in completing ePAR's for your department.
ERE Estimator

ERE Estimator can be used to estimate Employee Related Expenses for an employee.

    FAQ'sFunding Changes
    Funding Changes can be done using the Position Management Funding Form. The Funding Form will be used for all types of positions (filled or vacant) Instructions can be found here for initiators and for an approver. The training Power Point is also available here, Funding Form Power Point.
    Mobile Phone and Moving Allowance
    Mobile Phone and Moving Allowance - Please use the breadcrumbs to navigate to Main Menu>Self Service>Position Query to search for a position number to use as a mobile phone allowance or a temp pool position for a moving allowance. If one is not available please use the E-Mail Budget Office button to request a new pool position be created. 
    New HR Department Setup
    If a new department is required, send an email to the Budget Office with the new department name, parent department number, PO Box number, building number, phone number, fax number and effective date. This email should include VP or JFR approval. 
    PeopleSoft Department Changes/Reorganizations

    For multiple employees moving into a new PeopleSoft department as a result of a re-organization follow these steps:

    1. If a new department is required, send an email to the Budget Office with the new department name, parent department number, PO Box number, building number, phone number, fax number and effective date. This email should include VP or JFR approval.
    1. Send an email to the Budget Office requesting new position numbers in the new department for any benefit eligible and/or pool positions affected.  An attached spreadsheet should include Employee name, Empl ID, job code,  effective date, old department, new department, old position number, new funding (PF Dept, PF Fund, PF Program and PF Project (if a grant), if applicable and the new reports to position number.
    1. The Budget Office will set up the new positions, populate the new position numbers on the spreadsheet and return it to the department.
    1. The Budget office will contact HR to have them transfer the benefit eligible employees into the new position numbers manually.
    1. The Department will, for employees in pool positions, initiate an ePAR Job Change form to hire a concurrent job (by setting the transfer indicator to “Concurrent”) then use the Change Employment Status form to terminate the old position.
    1. Departments may also need to initiate a new Reports To form to update reporting relationships, if applicable.
    1. Once all employees have been transferred, the Budget Office will inactivate the old position numbers.
    Position Requests and Position QueryReports To
    Reports To - is needed for every position number and this should be the person who is the direct supervisor. This is especially important to keep up-to-date for the eROA (electronic record of absence).
    Requisition
    Requisitions are found on the HR website form page. Requisitions are used to advertise a Job Opening for a benefit-eligible employee. There is a separate form for classified staff and appointed staff.
    Supplemental Pay
    Supplemental Pay forms can be found on the HR website to use for benefit-eligible employees who work on special projects over and above their regular job duties. There is a separate form for classified/service professional staff and faculty step1 & step2.
    Waiver
    Waivers are found on the HR website form page. Waivers are used to hire a benefit-eligible employee without going through the normal recruitment steps. There is a separate form for classified/service professional staff and faculty/academic professional staff.