Download UPDATED: Hiring Approval Form Process: The following process

UPDATED: Hiring Approval Form Process: The following process will be followed by organizations for
filling budgeted vacant or vacated jobs. The new form and process involves the Budget Department
earlier in the process to maximize process efficiencies and assure financial oversight.
Step 1
Step 2
Step 3
Department head reviews the funds available to fill a budgeted vacant or vacated job,
(or numerous budgeted vacant jobs) with the Budget Department. If sufficient funds
are approved:
1) The Budget Department will provide a “Budgeted Employee ID #” and funding
source for the Department Head to input on the New Hiring Approval Form.
2) The Budget Department signs the Hiring Approval Form.
The Department Head forwards the Hiring Approval Form approved by Budget to their
respective Dean or Vice President and provides support documentation to include:
a) Compensation approved job description(s) of any position(s) to be filled
b) Proposed timeline for the filling of the job(s) (i.e. staged filling of jobs during
FY17 or FY18)
c) Organization chart reflecting the placement of the job to be filled within the
organizational structure
d) Written justification showing why the vacancy cannot be eliminated or the
responsibilities cannot be delegated elsewhere or accomplished by existing
staff
e) Identification of existing (not proposed) funding sources that will support the
position in a sustained manner
f) Hiring Approval Form signed by the Budget Department
The Dean or Vice President endorses the request; signs the Hiring Approval Form to fill
the job, and discusses the need with their respective Senior Officer.
Requesting Senior Officer endorses the request; signs the Hiring Approval Form. The
requesting Senior Officer will deliver the final decision, along with the Form to the
requesting organization. Three criteria will be used in order to establish that the
position is a business necessity:
1. The hire is required for continuity of operations: documentation must be
provided showing why the vacancy cannot be eliminated; why the
responsibilities cannot be delegated elsewhere; why the position cannot be
restructured so that the job can be accomplished by existing staff.
2. The position serves a critical role: documentation must be provided to justify
why the position is essential and why it has to be filled at the level proposed.
3. Whether or not any previous exceptions have been granted.
Step 4
Step 5
Step 6
The department prepares and submits an iRec vacancy form along with the written
justification, proposed timeline for filling the job, signed Hiring Approval Form, job
description and organization chart. NOTE: You will need to input the “Budgeted
Employee ID #” and funding information provided by the Budget department on the
iRec Vacancy. Job description(s) not pre-approved by Compensation will delay posting.
WFMO Employment posts the job
Department fills the job