Submit a position request

Submit a position request when a proposed position or change needs approval. Check the values, the dates they begin, and the required explanation or files before sending it. Employee assignments, budget rates, and pay are entered separately.

Submit one position

Colleagues with permission to manage the position can see saved proposed changes and continue preparing them. From Position requests, choose Prepare request, select one Position with proposed changes, and choose Review selected Position changes. Review all related actions and dates, then choose Complete Position request and submit. Supply the configured reasons, explanations, and files, and choose Submit Position changes for review. Several dates or fields for that position still belong to one request.

Submission keeps the proposed values, dates, and required reviews together. Later edits do not change that submitted request. A replacement request needs its own approval. Saving a draft does not approve it or reserve space within your subscription’s position limit.

Before you begin

You need the Submit position requests and View positions permissions for the affected department. Preparing a new position or changing its values also requires the Manage positions permission. These permissions must cover the position’s department on the relevant dates. See Roles and permissions for help understanding your access.

Submit a request step by step

When starting from a position:

1. Open the position or draft and prepare any proposed detail changes with their effective dates.
2. Choose the request action and type.
3. Select the configured Reason, enter Justification when required or useful, and add the required files.
4. Review the previews on the request form. Check every dated proposal, FTE impact, approval step, and required-file entry.
5. Correct anything unexpected, then select Request approval.
6. Open the submitted request and confirm its status.

For Change details, prepare draft values first. Suspend, Reactivate, and Eliminate can be requested without unrelated draft edits. Check existing active requests before starting another.

Choose the request type

Use Eliminate when permanently ending a position and Suspend for a temporary withdrawal. A position remaining active at 0 FTE is still a managed position. All actions use the shared position approval workflow. A suspension with a return and an FTE change is one position change request.

Its approval steps use the highest requirement from Position status, FTE, and any other affected fields, including every earlier step once. Correcting or removing an approved action also checks its original date and department.

Build a multi-date position change

If changes begin on different days, enter each change with its own starting date before submitting the request. For example, an FTE increase can begin in April and a department move in July.

Example: two changes in one request

For this separate Evergreen exercise, a position moves to Outpatient Services and changes from full time (1 FTE) to half time (0.5 FTE) on October 1. It returns to full time on January 1.

The request review should show:

Check every detail on each dated row. The October row shows the position from October 1. The January row shows it from January 1, including details that stayed the same.

Final approval authorizes the whole sequence. A request approved on September 15 still changes the position on October 1 and January 1, as requested.

Example: suspend and return in one request

Request Suspend effective July 1 and Reactivate effective September 1, with proposed FTE of 0.5 on return. After approval, a position previously at 1 FTE has this timeline:

One final approval records both actions. The approved return takes effect on September 1 without another request. Assignments crossing July 1 keep their recorded dates. They stop contributing to active staffing during July and August and participate again from September 1 if their own end dates have not passed. Choose the destination for affected reporting relationships in the request.

Review When this request is applied as you change the dates. Check which assignments pause during suspension, which end or are canceled on elimination, and which resume after a return or correction. Review reporting changes and any requirements that must be met. These changes happen when the approved request is applied; keep retained assignment dates unless the assignment itself needs a separate change.

For an open-ended suspension, omit an approved reactivation. A review date is informational; it does not authorize a return. An Eliminated position cannot reactivate.

Explain the request

Choose the organization-defined Reason for each included business action. A combined request can need separate reasons or justification for its different actions.

Explain the business outcome, why this position and date are appropriate, and what evidence supports the request. For example: “Create a Patient Services Coordinator position effective October 1 for the approved service expansion. The business case explains the need and target start date.”

Keep employee pay, medical details, and other restricted personal information out of request text and files. Currency custom fields use ordinary request access and do not receive compensation protections.

Add required and additional files

Use each named field for the document it requires. An upload under Additional files does not satisfy a required Business case field.

Download the offered template, follow its instructions, and check the file-count and size limits shown. Include only appropriate information and remove unrelated content. Named and additional files are limited to the requester and eligible request participants.

Required files must be supplied before submission. New uploads are checked after submission; approval waits until required checks succeed. Rejection remains available when the request should not proceed. Do not rename a prohibited file to bypass a message.

Check the approval steps

The preview shows all steps selected by the request type and proposed changes. For a position change, a field requiring a later step extends review beyond the default. A combined request must satisfy every included action’s requirements.

Approvers are selected for every affected department on each action’s effective date. Transfers require both the departing and receiving departments. Departments without their own reviewers use the nearest configured ancestor’s reviewers. Department responsibilities run in the order the departments first appear in the proposed timeline. A central step runs once at its configured place. The requester and people who authored the selected changes cannot independently approve that work.

If your organization selects No independent review configured, valid requests can complete automatically after required information and file checks. Required field assignments remain saved for configured review. See Approval setup if the preview does not match your organization’s intended process.

If submission is blocked

Read the message and complete the item it names, such as a proposed value, Reason, Justification, file, or reviewer. Then submit again. If submission is blocked, the request has not partly been approved; the required information and review steps still need to be completed.

Your organization can also apply workforce rules to position FTE, assigned FTE, or cost. Review the requirement, target and measured result shown for your proposed changes. A warning allows submission; a blocking requirement prevents it until the proposal meets the rule.

Missing information shows Unknown and also prevents submission when the rule is set to block. A missed target alone does not block a request. You can keep editing the draft while resolving a requirement.

If the page shows Checking requirements, wait for the assessment to finish, then return and submit again. This is a pending calculation, not a failed requirement or Unknown result. If it stops after repeated interruptions, use Retry check on the progress page. See request troubleshooting for recovery steps.

A new-position request reserves paid-position capacity while active. Future capacity also accounts for approved reactivations and other committed changes. A free slot today does not guarantee room on a future effective date.

After submission

The proposal, dates, reasons, files, FTE impact, review steps, and approvers are fixed for review. Later setup or approved-position changes do not rewrite them.

Pending means required file or approval preparation is still finishing. In process means a review step is active. Only that step’s eligible reviewers can decide; later reviewers wait for their turn.

Use Track a request to follow progress. Conversations can add context but cannot change the submitted proposal or files. For a correction, close the request and prepare a new one.

Form choices

Use this reference to choose form values. Available choices depend on the task, selected date, and your access.

Request reason

Choose the organization-defined reason that matches the business request. Add any required explanation and files.

Reason names are maintained by your organization, so their detailed meaning comes from its policy. Do not choose an unrelated reason just to continue. If no offered reason fits, ask the person who manages approval setup to review the available reasons. The submitted request retains the reason and requirements recorded at submission.

Optional practice: send the new position for approval

For exercises that change records, use a separate practice organization and complete the preparation below.

Practice steps and checks

Before Patient Services Coordinator is approved:

1. Open its New position request.
2. Check 1.0 FTE, Outpatient Services, and January 1, 2027 as the start date.
3. Enter the required reason and explanation.
4. Attach any required files.
5. Check who will review it, then submit.
6. Keep the request number so you can follow its progress.

The reviewers decide the information you submitted. A later conversation message does not edit those values.

For replacement practice, use a separate position and its Replacement request. After approval, explicitly add the replacement employee’s assignment and pay; the request does not choose the person for you.