Navigate to the Position Request and Change Form
1. Login to Unit4 ERP.
2. Navigate to the Forms tab in the Menu and select Position Request and Change Form.
You can also use the search box in the upper right corner to search the name of the form.
3. FORM ID*: When the form is open, this is the first field you will see. This field automatically populates as [NEW] which indicates that an auto generated number will be created. You do not need to enter anything here.
New Position Guide
Completing the Form
A - New or Existing Position?: Select New.
B - Select Hiring Manager: This field will auto-populate with your name. If you are requesting this on behalf of someone else, start typing in the name of the employee that is the Hiring Manager. Press Tab once on their name or click on the 3 dots for an ‘Advanced Search'.
C - Proposed Title: Enter the desired title for the new position
D - Employment Group: Start typing in the name of the Employment Group, or press your space bar to view all options.
E - FTE: Enter the desired percent (%) FTE for this position (100.00 is a full-time FTE). If there is no FTE (on-call/relief/casual) you can leave the FTE at 0%.
F - Position Type: Is this going to be a Temporary or Permanent position?
G - Appointment Type: Select the appropriate appointment type (regular, short-term, non-regular, temporary, etc.)
H - Salary Schedule: Start typing in the Employee Group name or press the space to see all the options.
I - Pay Step: If this position has a set pay step, enter the step here. For a sliding salary scale (SCFA, BCGEU) enter it as the maximum step.
J - Date From: Enter the desired start of this position. You can type in the date manually as month/day/year (ex: February 1, 2022, you would type: 02012022) then press Tab. Or, you can click on the calendar icon, a small calendar will appear.
K - Date To: This will auto-populate as ‘12/31/2099’, which represents a permanent ongoing position. If this position is only Temporary, enter the desired end date.
L - Campus: Select the Campus this position will be based. If they are going to work across multiple locations, select the College Wide option.
M - Work Order: Enter the main Work Order to be used. Using the type-ahead functionality, be sure to include the hyphens (-) when typing in your numbers. You can click on the 3 dots for an ‘Advanced Search’ if you are unsure of the number. Any cost distribution that will apply to the employee's contract will defined on the Employment Contract Form.
N - Reports To: Who will this position report to? You can use the type-ahead functionality to start typing in name of the employee that this position will be reporting to. Press Tab once you have selected the name.
O - Notes: Enter any relevant notes that should be included for HR or Approvers in making the decision.
O - Funding Source: If applicable, specify the source of funding being used for this position.
Saving and Submitting the Form
1. Once you have completed all your required fields, click on the “Save as Draft” button located in the menu at the bottom of your screen. If an error message occurs, this means there is either a mandatory field not completed or an incorrect format has been used (date/FTE). The field with the error will appear red.
2. Once your Position Request and Change Form has been successfully saved as a draft, you will see a Success pop-up. Within the pop-up is your Form ID (Mentioned above in step 3).
3. Click OK to clear the pop-up.
4. You can now click Submit Form, this will now send your Position request through the approval workflow. Once this position has been fully approved, you will receive a notification letting you know that you can now proceed with posting the position or submitting an Employment Contract.
5. If your position is Rejected, this means that there is an error or lack of information within the form and this needs to be corrected. Each form has a ‘Workflow Log’ located at the top. You will see any comments that have been added within this box. Check the comments and modify as needed, then resubmit your form.
6. If your position has been Declined, the position is not authorized and the form will be permanently closed.
Existing Position Guide
Completing the Form
A - New or Existing Position?: Select EXISTING.
B - Select Hiring Manager: This field will auto-populate with your name. If you are requesting this on behalf of someone else, start typing in the name of the employee that is the Hiring Manager. Press Tab once on their name or click on the 3 dots for an ‘Advanced Search'.
C - Position*: If you know the ‘Position Number’ or ‘Position Name’, you can use type-ahead functionality to find your position. If there are multiple results, ensure you are choosing the correct position number. Use the 3 dots to the right of the field for an Advanced Search. Press Tab on your keyboard when you have selected the position.
You will notice some of the details of the position will populate in the fields on the left side of the form.
Update the Position Details
Using the right-hand side of the form, update the position details, as needed.
D - New Title: If you are changing the title of your position, type in the new desired title.
E - New Date To: Are you needing to extend this position? Enter the new end-date for the position. If it is changing from a temporary position to a permanent position, you can enter 12/31/2099.
F - New Position Type: Is the position changing from Temporary to Permanent or vice versa?
G - New Appointment Type: If the appointment type is changing, select the new type. Use the 3 dots to open the Advanced Search.
H - New FTE: Enter the new desired FTE this position should be in total (100.00 is a full-time FTE). This does not include Cost Distributions.
I - New Work Order: If the main Work Order associated with this position is changing, enter the new one here. You can make changes to an Existing positions cost distributions through the Cost Distribution Update form
J - New Reports To: Does this position need to “Report to” another Supervisor? If yes, type in their name or use the Advanced Search by clicking on the 3 dots
K - Impacts Current Employee?: Does this change affect a current employee’s position?
L - Employee Impacted?: Type in the name of the employee impacted by this change. If you are unsure of how to spell their name, use the ‘Advanced Search’ by clicking on the 3 dots.
Saving and Submitting the Form
1. Once you have completed all your required fields, click on the “Save as Draft” button located in the menu at the bottom of your screen. If an error message occurs, this means there is either a mandatory field not completed or an incorrect format has been used (date/FTE). The field with the error will appear red.
2. Once your Position Request and Change Form has been successfully saved as a draft, you will see a Success pop-up. Within the pop-up is your Form ID (Mentioned above in step 3).
3. Click OK to clear the pop-up.
4. You can now click Submit Form, this will now send your Position request through the approval workflow. Once this position has been fully approved, you will receive a notification letting you know that you can now proceed with posting the position or submitting an Employment Contract.
5. If your position is Rejected, this means that there is an error or lack of information within the form and this needs to be corrected. Each form has a ‘Workflow Log’ located at the top. You will see any comments that have been added within this box. Check the comments and modify as needed, then resubmit your form.
6. If your position has been Declined, the position is not authorized and the form will be permanently closed.
