GMS Business Process Documentation List - MAY 2018

 

New HR Staffing Transaction Approval Process (May 2018)

BUSINESS PROCESSES DOCUMENTS / INFO REQUIRED FOR BUSINESS PROCESS UPLOAD DOCUMENT(s) TO GMS?
Create Position Position Description Form
Position Budget and Classification Form
P
osition Justification Form
YES, attached to Business Process
Create Position - Non-Hoya Staffing Temporary Position Position Budget and Classification Form
Position Justification Form
YES, attached to Business Process
Edit Position Restrictions

Position Description Form
Position Budget and Classification Form
Position Justification Form

NO
Freeze Position    
Close Position GMS Comments  
Create Job Requisition (Recruiting for Replacement)

Position Justification Form
Position Budget and Classification Form
Position Description Form

 

For IDEAA Waiver Only supporting documentation including: 

  • A memorandum that outlines the factual basis or business reason for the hire and the qualifications of the desired candidate
  • The candidate's resume or curriculum vitae
  • Documentation from either Human Resources or the Provost/EVP's office that the position has been budgeted, approved, or graded in the case of staff positions
  • If the waiver request is for a grant-funded position, upload any pages from the grant that pertain to the candidate

 

YES
YES
YES

YES

STAFFING    
Hire/Rehire

To upload in GMS

Resume 

Confidentiality Agreement

Offer Letter

As Needed

Emergency EE Status Form

DC Work Permit for Minors

Hoya Staffing Terms & Conditions

Certification of Minor and Student Status Form (for Non-GU Students)

Georgetown Employment Application (For Temporary Employees that did not apply through GMS)
 

YES

YES

YES

 

YES

YES

YES

YES

YES

Change Organization Assignments for Worker GMS Comments  
     
CHANGE JOB    
Promotion

Offer Letter and Updated Resume

YES
Demotion Offer Letter YES

Contract/Term Extension

Renewal Letter YES

Lateral Move

Offer Letter and Updated Resume YES
Reclassification - Promotion

Offer Letter

Reclassification Justification Form

PD Form, Position Budget and Classification Form, previous Position Description (if available)

YES

YES

YES

Reclassification - Lateral

Offer Letter

Reclassification Justification Form

PD Form, Position Budget and Classification Form, previous Position Description (if available)

YES

YES

YES

Reclassification - Demotion

Offer Letter

Reclassification Justification Form

PD Form, Position Budget and Classification Form, previous Position Description (if available)

YES

YES

YES

     
Appointment Detail 

(Data changes including FTE, Business Title, Location, etc.)

GMS Comment  
Change Supervisory Organization (within GMS) GMS Comment  
Correction GMS Comment  
     
Add Additional Job Offer Letter for Additional Job YES
End Additional Job GMS Comments  
Service Dates Change GMS Comments  
Termination Resignation Letter for voluntary resignations ONLY
End of Term Letter
YES
YES
Contract Contingent Worker GMS Comments  
End Contingent Worker Contract GMS Comments  
     

COMPENSATION

   
Request Compensation Change

Acting Pay or Additional Work:

Additional Compensation Form
Position Budget and Classification Form

Acquisition of New Skills or New Responsibilities, Internal Equity, Market Adjustment or Retention:

Salary Adjustment Justification Form

Position Budget and Classification Form

GMS Comments

 

 

YES
YES
 

 

YES

YES

 

Request One-Time Payment

Additional Compensation Form

Additional Comp Request Letter

YES

YES

     

ORGANIZATION & ROLES

   
GMS Role Changes GMS Role Change Forms NO
Supervisory Organization Changes GMS Sup Org Change Forms & Org Chart NO
     
Legal Name Social Security Card or Driver's License YES
Date of Birth Birth Certificate YES