This function is used to enter a new position into the PeopleSoft system. Position refers to a single budget entity and role that will employ one person. This function requires both the entry of information for the position and the initiation of workflow.
Log into the system via the myUFL portal, using your GatorLink user id and password ~ (http://my.ufl.edu)
Navigate to Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Information
Move from "Find an Existing Value" page by clicking on "Add a New Value" tab.
Click on "Add" Leave Position Number blank; system will assign a position number when you complete final "Save". Pages for adding a position will appear.
Complete these fields on the "Description" page. Job Code: Ast/Aso/Prof = 000504 Ast/Aso Prof = 000502 Ast Prof = 000530 Clin Ast/Aso/Prof = 000787 Clin Ast/Aso Prof = 000786 Clin Ast Prof = 000791 Res Ast Prof = 000203 Res Aso Prof = 000201
Part/Full Time: Change only if part-time. Union Code: For Faculty - Enter from Matrix for Entering Positions. 23A = positions with Administrative duties (ie, chair) 23D = All faculty except postdocs or positions with Administrative duties. 23E = Postdoctoral Associates Detailed Position Description: Not required for faculty positions. Department: Enter ID or locate in look-up. Salary Admin Plan: For Faculty - Select plan - FA09 = 9 month faculty FA12 = 12 month faculty Work Period: For Faculty - Select plan -. W09 = 9 month W12 = 12 month Standard Hours: Choose full or part time USA Flag: Click on to view defalt FLSA status - (should be "exempt").
Complete these fields on the "UF Position Specific" (HAMS) page. Requirements Boxes: Click on all that apply or click on "No Requirements for Position" box. Non-Health Related Position Requirements: Click on requirements that apply. If neither applies, do nothing.
Complete these fields on the "Position Specific" page. Education and Government (expansion button): Click on
FTE: Change, as necessary, to make it agree with Standard Hours, using the FTE Match document.
Complete this field on the "Budgets and Incumbents" page. Save: Click on and "saved" will flash in the upper right corner of the screen (or you may Save on the prior page).
Return to the "Description" page. Note that the position number assigned by the system is now visible in the "Position Number" field; record this number for later reference. Note that upon saving, the "Effective Date" year is changed to "9999". Next Step = Initiate workflow.
Initiate Workflow for Add A Position
Navigate to Organizational Development > Position Management > Maintain Positions/Budgets > UF_HR_APPR_POSN_GBL. Initiators (Departments, most often). Leave "Approve" on. Add needed notes to "More Information. Click on "Save". Workflow is initiated to Level 1 Approvers.
Best Practices
When your position is approved by Level 2, the date will be changed to reflect the year (not 9999). The day following final approval, you may proceed with posting the position provided the recruitment process was approved by the recruiting subcommittee.
Last updated 03/11/2008
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