Submit a position request

A position request asks for a structural decision about one position. It can include several effective dates. Employee assignments, budget rates, and employee pay remain separate work.

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

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. Choose Review request. 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 0.0000 FTE is still a managed position. Eliminate retains its own approval requirements, including when combined with detail changes.

Build a multi-date position change

When different structural changes begin on different dates, prepare each effective transition before requesting approval.

Example: two transitions in one request

A position moves to Operations and changes from 1.0000 to 0.8000 FTE on October 1. It returns to 1.0000 FTE on January 1.

The request review should show:

Review the complete value set for each transition. A later row represents the position beginning on that later date, including values carried forward from the earlier transition.

Final approval applies the approved transitions on their submitted dates. Approval on September 15 does not make the October 1 structure effective on September 15.

Example: suspend and return in one request

Request Suspend effective July 1 and Reactivate effective September 1, with recorded FTE of 0.7500 on return. A position previously at 1.0000 FTE has this timeline:

One final approval records both actions. The approved return takes effect on September 1 without another request. Existing assignments do not restart automatically. End or transfer assignments and resolve affected reports to relationships explicitly before an inactive interval begins.

For an open-ended suspension, omit an approved reactivation. A review date is informational; it does not authorize a return. An Archived 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 Customer Support Specialist 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. Denial 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 the department on each action’s effective date, using the nearest configured department approvers when needed. The requester cannot approve their own request.

If no default step or changed-field step is required, automatic approval can occur after required information and file checks are complete. See Approval setup if the preview does not match your organization’s intended process.

If submission is blocked

Correct the missing proposed value, Reason, required Justification, named file, approval step, or eligible approver identified on the page. A blocked submission does not partly create or approve a request, shorten required review, or replace a missing structural value with zero.

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. Discussion can add context but cannot change the submitted proposal or files. For a correction, close the request and prepare a new one.