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Position Information - Establishing, Reallocating, Eliminating, and Supervisor Changes

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Understand

Position numbers are created in the Human Resource Management System (HRMS) by Human Resources. The state of Washington uses an eight (8) digit number generated by HRMS in order to reconcile with OFM’s Budgeting Systems and the Finance Office business operating system.

Establishing or reallocating a position happens following a review and analysis of the duties and responsibilities of a specific position. Positions should be allocated according to the best fit as determined by the majority of the work performed (51%).

Allocations are made by comparing the duties performed to the standards of a class.

Positions that are no longer funded are required to be eliminated in HRMS but can be restored if funding becomes available.

Take Action

Establishing and Reallocating a Position

  1. The hiring manager works with the Agency Director and the HR Business Partner to complete the Position Description Form (PDF):
  • Once the allocation has been reviewed by HR, and budget has verified adequate funding, you can proceed with the Establishment or Reallocation.
  • The PDF should be signed electronically by the supervisor and Agency Director.
  • Review and determine position overtime eligibility.
  • Review and determine the position risk code.
  • The Position Action Form (PAF) should be completed and signed to create the position in HRMS.
  • If there is an incumbent in the position, the Personnel/Payroll Data Sheet (PPDS) should be completed and signed.
  • Email Position Action Form and PPDS (if there is an incumbent) to the Small Agency HR Mailbox for processing.
  • HR will finalize the PDF and update Human Resource Management System (HRMS).
  • HR will inform the manager of the position number (if new position).
  • File all forms in the position file kept with your agency.

Eliminating a Position

  1. Complete the PAF.
  2. The PAF should be signed electronically by the Supervisor/Manager and Appointing Authority.
  3. Email the PAF to the Small Agency HR Mailbox for processing.

Supervisor Changes

  1. Complete the PAF indicating the new supervisor of the position.
  2. The PAF should be signed electronically by the Supervisor/Manager and Appointing Authority.
  3. Email the PAF to the Small Agency HR Mailbox for processing.