Position Management Form Online Training

1. Position Management Form Online Training Part 1: Filling out the PMF for a Rehire.

2. Table of contents • What is the PMF? • Routing for Approvals Section • Requesting Section • Position Information Section • Funding Information Section • Remaining Sections • Test Skip to Part 2

3. What is the PMF? • The Position Management Form (PMF) is used to communicate employment needs, such as establishing or rehiring positions, at Valdosta State University. • Once the position request is approved, the form serves as the source documentation for data changes in the PeopleSoft-Human Resources Management and Financials System.

4. Routing for Approvals 1. In this block each level of management with financial responsibility for the position will sign to approve the request.

5. Requesting 1. Attach a Job Description to the form. 2. Check the box marked Rehire. 3. Fill in Effective Date with the earliest date you need the rehire to be effective in the PeopleSoft system. Consult with HR to avoid any conflict with the set payroll schedule.

6. Requesting 4. Fill in the PeopleSoft Position #. This can be found on the “Detail of Personal Services” (DPS) budget printout that you received at the start of the fiscal year. 5. For status write in Active because the position should currently be funded. 6. Fill out the last incumbent who filled this position.

7. Position Information 1. Fill out Current Job Category with correct Bcat/Bcategory found under “Job Code” on the Detail of Personnel Services (DPS) sheet. 2. Skip New Job.

8. Position Information 3. Fill in Current title determined by the Bcat classification found under “Job Descr” on the DPS sheet. 4. Skip New Title

9. Position Information 5. Fill in Current Department with the department # where the position is currently budgeted. This is found on the DPS under the label “Department”. 6. Skip New Department

10. Position Information 7. For Regular/Temp, write in “Regular” if this is a benefited position that is at least half-time. If the employee works less than half-time or will only work for a brief period, enter “Temp”.

11. Position Information 8. For Full/Part-time write “Full-Time” if the employee works 20 or more hours a week or write “Part-Time” if they are expected to work under 20 hours per week.

12. Position Information 9. For Equivalent Full Time (EFT) write in the fraction of a 40 hour week you anticipant the employee working. This should be the same as used for the previous incumbent. (Click here for examples)

13. Position Information 10. For Maximum # of incumbents write in “one” if this is a regular position with one incumbent. Write “many” if it is a temporary position or if it will be filled by several employees at the same time.

14. Funding Information 1.Skip Source of fund, Expense Account #, and Project ID #. Remember that if any funding information has changed then you are not filling this form out as a rehire anymore. 2. For Proposed salary write in the annual rate you expect to pay the employee. For temporary or part-time positions indicate the hourly rate of pay instead.

15. Funding Information 3.For estimated fringes you will need to write in the employees estimated fringes (FICA, Medicare, & retirement) related to their pay. For Full-time employees this will be 17% of the proposed salary plus the universities health and life insurance. For the current expense of the universities insurances, contact HR. For part-time or temporary employees only use 1.45% of their salary. 4.Mark Funds Exist in the Check one boxes.

16. Rehire Information 1.Fill in the # of budgeted positions with the # of full-time budgeted positions for the department. 2.Fill in the # of vacant with the # of position that are currently vacant. 3. At this time you may skip Annual leave hours and the justification.

17. Other Comments In this space you can write in any further information or clarifications that you think will be helpful.

18. Pay Group For Pay Group you check one box for the appropriate pay group for this employee’s pay. If you are not sure which pay group they are in, please contact the Classification and Pay Analyst in HR at ext. 5709.

19. Contact Information In this block write in the current phone number and/or e-mail of the person to be contacted if there are any questions regarding the information that you provided on the PMF.

20. For Budget Services Internal Use This block is for internal use in Budget Services. You do not need to write anything in this section.

21. Page Two For a rehire, you do not need to worry about page 2. At this time these questions are only for those requesting a new position.

22. Send it in When you have completed the form: • Check it over for accuracy of information • Obtain all necessary signatures • Then send it in to the office of Human Resources and Employee Development. From there it will be reviewed and a decision will be reached.

23. Three Possible outcomes A. If the request does not require additional funding and is approved by HR, the position will be posted for hire and the department may proceed with the hire(s). B. If the request is for an Educational and General Position that requires additional funding and it is approved by HR, then it will be forwarded to the Budget Advisory Council for Approval. Budget services will send out notification of the Council’s actions. C. If the request is not approved by HR, it will be returned to the Cabinet Officer or Director.

24. Test Now that you have completed Position Management Form Online Training Part 1, you are ready to take the review test. To take the test Click here

25. What’s next After you have completed this module and passed the online test you are ready for Part 2: Filling out the PMF for A New Position. Click here to move on to Part 2

26. Detail of Personal Services (DPS)

27. Position Management Form Online Training Part 2: Filling out the PMF for a New Position.

28. Table of contents • Routing for Approvals Section • Requesting Section • Position Information Section • Funding Information Section • Remaining Sections • Test Return to Part 1

29. Routing for Approvals 1. This block is to be filled out in the same manner as described in part 1.

30. Requesting 1. Attach a Job Description or a Job Content Questionnaire to the form. 2. Check the box labeled New Position. 3. Fill in effective date in the same manner as in part 1. 4. You can skip the rest of this block.

31. Position Information 1. Skip Current Job Category & Current Title. 2. Fill our New Job Category & New title with the Job & Title given to you by the Classification and Pay Analyst. 3.Fill out current department, Regular /Temp, Full/Part-time & Maximum # of incumbents in the same manner described in part 1. 4.Fill out the New Department with the department # if you are transferring a position.

32. Position Information 5. For Equivalent Full Time (EFT) write in the fraction of a 40 hour week you anticipant the employee working. Express this # as a decimal. (Click here for examples)

33. Funding Information 1. Fill out Source of Funds by writing in the type of funding used to pay the employee. Typically this is either: education and general, sponsored, departmental sales and services, special initiative, auxiliary enterprises, or student activity fees.

34. Funding Information 2. Fill out the Expense Account # and the two blanks below it by writing in the account code(s) where the employees pay should be expensed from with the percentage of the pay expensed from each.

35. Funding Information 3. Fill out the Project ID only if the position is funded by a grant. If it is, put the grant ID number in this space. 4. Fill out Proposed Salary and Estimated Fringes in the same manner as described in part 1.

36. Funding Information 5. For Pay Grade write in the Pay Grade number given to you by the Classification and Pay Analyst. 6. For the Check one boxes:-Mark “Funds Exist” if funding for the position already exists in the department. -Mark “Budget Amendment” if funding is being provided from another budget. If you check this box you will need to attach a Budget Amendment Request form to the PMF.

37. Rehire Information At this time you can skip this section all together.

38. Other Comments You should also use this block to provide further information about how the position is to be established. In addition, you can write in any further information or clarifications that you think will be helpful.

39. Pay Group Fill this out in the same manner as described in part 1. Remember that you can only check one box.

40. Contact Information Fill this out in the same manner as described in part 1.

41. For Internal Use Only Do not write in this block.

42. Page Two For a new position you will need to answer the questions found on page two of the PMF. The information you provide should support and explain the request with both quantitative data and general reasons.

43. Send it in When you have completed the form: • Check it over for accuracy of information • Obtain all necessary signatures • Then send it in to the office of Human Resources and Employee Development. From there it will be sent onto the Budget Advisory Council.

44. Test Now that you have completed Position Management Form Online Training Part 2, you are ready to take the review test. To take the test Click here

45. Congratulations Now that you have finished both part 1 and part 2 you should have all the information that you need to fill out a PMF for it’s most common uses of Rehiring or establishing a New Position.

46. Equivalent Full-Time Examples To calculate the EFT, simply take the number of hours worked divided by 40 and round to two decimal places. For example 40 hrs/wk = 40/40=1.00 EFT Hours EFT Hours EFT 19 19/40=.475 .48 9 9/40=.225 .23 18 18/40=.45 .45 8 8/40=.20 .20 17 17/40=.425 .43 7 7/40=.175 .18 16 16/40=.40 .40 6 6/40-=.15 .15 15 15/40=.375 .38 5 5/40=.125 .13 14 14/40=.35 .35 4 4/40=.10 .10 13 13/40=.325 .33 3 3/40=.075 .08 12 12/40=.30 .30 2 2/40=.05 .05 11 11/40=.275 .28 1 1/40=.025 .03 10 10/40=.25 .25

47. Equivalent Full-Time Examples To calculate the EFT, simply take the number of hours worked divided by 40 and round to two decimal places. For example 40 hrs/wk = 40/40=1.00 EFT Hours EFT Hours EFT 19 19/40=.475 .48 9 9/40=.225 .23 18 18/40=.45 .45 8 8/40=.20 .20 17 17/40=.425 .43 7 7/40=.175 .18 16 16/40=.40 .40 6 6/40-=.15 .15 15 15/40=.375 .38 5 5/40=.125 .13 14 14/40=.35 .35 4 4/40=.10 .10 13 13/40=.325 .33 3 3/40=.075 .08 12 12/40=.30 .30 2 2/40=.05 .05 11 11/40=.275 .28 1 1/40=.025 .03 10 10/40=.25 .25