Understand

The Position Action Form (PAF) should be used whenever you are establishing, updating, or delimiting a position. The PAF can be used for supervisor changes, cost coding changes, reallocations and other position updates. Below are instructions for the most common updates we receive. You will always receive a completed PD version of the PAF to place in the position file once the action has been entered into HRMS.

Establishing a Position

After the HR Business Partner has allocated the PD to the appropriate job classification you will need a position number. When establishing a position, the entire PAF must be completed to ensure the correct position type is established.

1. Fill out section 1 with your agency name, action type “create new position”, and effective date you want the position established.
2. Fill out section 2 with the known information (you will not know the 8-Digit position # or the 4-Digit Position #). Indicate if you want a working title for the position, if your agency utilizes ESS, who the supervisor is of this position, and if the position is WMS/EMS complete the dark grey section. You may need to partner with your assigned HR Business Partner to complete this portion.
3. Fill out section 3 with what is required of the position and if it is eligible for overtime. Your HR Business Partner should have sent you the overtime eligibility form indicating this information.
4. Fill out section 4 indicating if the position is eligible for retirement or not. Your HR Business Partner should have sent you the retirement eligibility form indicating this information.
5. Fill out section 5 to indicate if the position will ever be eligible for flextime/telework/compressed work week.
6. Fill out section 6 with the assigned location of the position.
7. Fill out section 7 with the cost coding of the position.
8. Fill out section 8 by indicating who filled the form out so if there are questions the HRMS Specialist can ask that individual and who approved the PAF. Utilize the comment section with any applicable information.

Reallocating a Position

After the HR Business Partner has allocated the PD to the appropriate job classification you can proceed to reallocate the position.

1. Fill out section 1 with your agency name, action type “Reallocate Position” and effective date you want the position reallocated. Please be aware if there is an incumbent in the position, both PPDS and PAF dates must match.
2. Fill out section 2 with known information such as position numbers, new job class title, and working title if applicable. Indicate if your agency utilizes ESS, who the supervisor is of this position, and if the position is WMS/EMS, complete the dark grey section. You may need to partner with your assigned HR Business Partner to complete this portion.
3. Fill out section 3 with what is required of the position and if it is eligible for overtime. Your HR Business Partner should have sent you the overtime eligibility form indicating this information. If no change, indicate no change.
4. Fill out section 4 indicating if the position is eligible for retirement or not. Your HR Business Partner should have sent you the retirement eligibility form indicating this information. If no change, indicate no change.
5. Fill out section 5 if the position will ever be eligible for flextime/telework/compressed work week. If no change, indicate no change.
6. Fill out section 6 with the assigned location of the position. If no change, indicate no change.
7. Fill out section 7 with the cost coding of the position. If no change, indicate no change.
8. Fill out section 8 by indicating who filled the form out so if there are questions the HRMS. Specialist can ask that individual and who approved the PAF. Utilize the comment section with any applicable information.
9. If the position is filled, ensure to complete a PPDS at the same time to reallocate the incumbent also.

Supervisor Change

If the position is filled, this will automatically feed into ESS and change the incumbent's supervisor.

1. Fill out section 1 with your agency name, action type “Update Position” and effective date you want the position updated.
2. Fill out section 2 with known information such as position numbers, job class title, and working title if applicable. Indicate if your agency utilizes ESS and who the new supervisor (or leave approver) is of this position.
3. Fill out section 3 by indicating no change.
4. Fill out section 4 by indicating no change.
5. Fill out section 5 by indicating no change.
6. Fill out section 6 by indicating no change.
7. Fill out section 7 by indicating no change.
8. Fill out section 8 by indicating who filled the form out so if there are questions the HRMS Specialist can ask that individual and who approved the PAF. Utilize the comment section with any applicable information.

Cost Coding Update

If you are updating multiple positions (more than 5) please reach out to your assigned HRMS Specialist.

1. Fill out section 1 with your agency name, action type “Update Position” and effective date you want the position updated.
2. Fill out section 2 with known information such as position numbers, job class title, and working title if applicable so we know we have the correct position.
3. Fill out section 3 by indicating no change.
4. Fill out section 4 by indicating no change.
5. Fill out section 5 by indicating no change.
6. Fill out section 6 by indicating no change.
7. Fill out section 7 with the new budget information. If you need more than 3 lines, please complete the rest in the comments/notes section.
8. Fill out section 8 by indicating who filled the form out so if there are questions the HRMS Specialist can ask that individual and who approved the PAF. Utilize the comment section with any applicable information.

If you have any questions, please contact your HR Business Partner or your HRMS Specialist.