User guide for initiators
User guide for department approvers
User guide for viewers
“Reports To” is a function in LOUIE
that allows us to keep a record of the reporting structure of the university. Every
position listed in LOUIE shows a reporting relationship to another position or
is marked as a position to be inactivated.
- A department initiator will complete the
form that lists all the reporting relationships in the area.
- The form is then electronically forwarded
to the department approver for review. Some areas will also have a second-level
- All forms are then forwarded and approved
by designated staff at Human Resources.
- The last step after final approval is
when the information is loaded into LOUIE.
At any level of approval, a form may be
sent back for corrections before being sent to the next level of approval.
Initiators may also change or withdraw the form if corrections need to be made.
“Reports To” form
The “reports to” form:
- establishes the reporting structure for
- establishes the reporting structure for
- inactivates either types of positions
The structure is based on positions
reporting to positions (whether there are people in those positions right now
or not), so you will be working with position numbers – not employee ID
- A benefits-eligible employee should be
listed as reporting to the supervisory authority who completes the performance
appraisal or reviews and signs records of absence or approves time off.
- In most instances, this “chain of
command” is already defined in a department organization chart – even up to the
person to whom the department head reports.
- For most staff, this will be the
supervisor who completes and signs their final appraisal.
- For most faculty, this will be the
- For most chairs, it will be the dean.
- A position may only report to one
position. Employees with multiple supervisors must be assigned to just one.
- A staff member may have several
supervisors who direct their work, but typically one is designated the primary
supervisor who gathers feedback and delivers the final appraisal. This is the
‘reports to’ position to record.
- A faculty member in Political Science may
also teach classes in Applied Indigenous Studies. The ‘reports to’ relationship
would be to the chair in their primary department.
- For special assignments that have changed
the reporting relationships, please contact HR to temporarily change the
position number of the employee. If no change occurs in who reports to a
specially assigned employee, they can remain in their current position number.
- A groundskeeper specially assigned to
grounds supervisor now has other positions reporting to them. You would contact
HR to change the position number of the employee to the grounds supervisor
position number so that the other reports to relationships could be recorded
appropriately. When the special assignment ends and the supervisor role is
filled, the reporting structure is still correct.
- A program coordinator is specially assigned
to a special project – but it doesn’t change the reporting relationships up or
down. The employee would not change position numbers.
- If an employee has both a benefits-eligible
position and a non-benefits-eligible position,
report the primary role’s reporting relationship in the benefits-eligible
section. The part-time role will be reported in a different way in the
non-benefits-eligible area of the form.
- A regular faculty member with an academic
year contract in Mathematics also teaches as part-time faculty in the summer.
The primary role in Mathematics will have a position number in the Benefits-Eligible
section where you can enter the Reports To relationship. The part-time role
will have a position number in the non-benefits-eligible section where you can
record this role as reporting to the money manager (following the non-benefits-eligible
Non-benefits-eligible positions should
report to the person who typically generates the forms for transactions in these
positions. This is not necessarily the faculty or staff member who is
responsible for the fund or is the employee’s day to day supervisor.
These types of positions include:
- pool positions occupied by more than one
employee (student wage, part-time faculty, graduate assistants, etc.)
- student workers, temporary employees and
graduate assistants likely have an administrative staff member who generates
their employment-related transactions, even though they all may work with
different professors or staff members who direct their daily work
- positions that manage funds (mobile phone
allowance, salary set-asides, etc.)
If a position is vacant, but will be used
in the near future, do not inactivate it. Instead, establish a “reports to” relationship
that will be appropriate when the position is filled.
If a department has a vacant, benefits-eligible
academic advisor position that is not currently posted, but they hope to have
the funds approved to fill it in the spring, it would still be recorded as
reporting to the position that would likely supervisor that role if filled
You may inactivate if all the following
- The position is vacant
- There is no identified funding
- The position is not currently posted
For example, if there is a part-time
faculty position on the department list, but it has not been used for a while, there is
no funding attached and no plans to use it, you could mark this position as
If a position is vacant, but does not
have an “inactivate” checkbox available, you may contact the budget office to
The department may have positions that
may or may not have been used in the past, but are still are available to be
filled. These positions may have been created in a reorganization or in
anticipation of funding. After the budget office makes necessary changes, you
can inactivate the position. This could take a day or two, so you may need to
place the form on hold and return to inactivate the position later.
View form status
The progress, location, and status of the
form will be tracked in LOUIE throughout the process. That progress can be
- the initiator
- the approvers
- those department staff with viewer access
Changing the way an organization
thinks and sometimes even reorganizing the organization's structure, is
necessary for that organization to be successful in today's world. The Human
Resources Department can assist departments with their reorganization needs.
For reorganization assistance, contact the Human Resources Compensation team.