COMPLETING THE SPA POSITION ACTION

PROCEDURE 1

Effective Date: 12/01/2003

Last Modified Date: 12/10/2003

General

Actions affecting Permanent Staff positions are processed through the Human Resource Information System (HRIS) primarily in two actions: the Establish/Maintain Position action and the Establish/Maintain Funding action. The home department completes and submits the requested postion and/or funding action(s) through HRIS.

Purposes

The Establish/Maintain Position action supports the following:

• Administration of the state classification system
• Maintenance of University records of permanent staff positions
• Transmittal of required position information to the Office of State Personnel and the Office of State Budget

The Establish/Maintain Funding action supports budgetary review and approval processes for staff positions.

Specific Uses

The Establish/Maintain Position action is used do the following:

• Establish a new position
• Re-establish a position vacant more than one year
• Request a reclassification of a position
• Request a change in hours
• Request an internal transfer (a change in home department for the position and/or employee)
• Request a change in reporting relationship
• Abolish a vacant position

The Establish/Maintain Funding action is used to do the following:

• Request a change in funding source
• Request an in-range salary adjustment
• Request a salary change related to a position change as described above

Services

Among the services offered, the HRIS Help Desk in Employee Records will advise departments on the completion of these actions. The home department's HR Generalist will provide assistance in writing the position description. The Compensation Services Department develops and furnishes written guides for writing position descriptions and administers the in-range salary adjustment program.

Reference

For policies and other detailed information relating to classification of staff positions, see the Classification for SPA Positions on the revised Human Resources Web site.

For procedure information on the HRIS actions, see the HRIS User Guide.

Position Description Requirement

To establish a new position, transfer a position internally, or reclassify a position, the Establish/Maintain Position action submission must be accompanied by a written description of the position and a current department organizational chart.

Procedure Steps

1. The home department completes the Establish/Maintain Position action indicating the requested action(s) through HRIS and sends supporting documentation as needed.
2. The HR Generalist conducts any necessary review and completes the action in HRIS. The home department is notified through HRIS.
3. The home department completes the Establish/Maintain Funding action.
4. The budget office(s) review(s) and approve(s) the funding if State or Office of Sponsored Research funds are used. (This is not required for trust or Facilities & Administrative funds.)

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