GMS Business Process Documentation List – March 2019

BUSINESS PROCESSES DOCUMENTS / INFO REQUIRED FOR BUSINESS PROCESS UPLOAD DOCUMENT(s) TO GMS? HR REVIEWER
Create Position Position Description Form
Position Budget and Classification Form
Position Justification Form		 YES, attached to Business Process
Create Position – All Temporary Positions Position Budget and Classification Form
Position Justification Form		 YES, attached to Business Process
Edit Position Restrictions Position Description Form
Position Budget and Classification Form		 YES, attached to Business Process
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 Reclassification Letter

Reclassification Justification Form

Position Budget and Classification Form

 YES

YES

YES
Reclassification – Lateral Reclassification Letter

Reclassification Justification Form

Position Budget and Classification Form

 YES

YES

YES
Reclassification – Demotion Reclassification Letter

Reclassification Justification Form

Position Budget and Classification Form

 YES

YES

YES
Change Job Family 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
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

 Nicholas Bashour

Kim Locastro
Request One-Time Payment Additional Compensation Form

Additional Comp Request Letter

 YES

YES

 Nicholas Bashour

Kim Locastro
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