HR eRequest

In an effort to streamline and improve human resources processes for staff and Academic Administrative Professional (AAP) employees, the Department of Human Resources has developed the HR eRequest process. Managers and department administrators (DAs), with the support of Human Resources and Finance staff members, will now be able to initiate, monitor and complete HR staffing requests using one access point in the Georgetown Management System (GMS).

Please note the HR eReqeust process will be available for departments in University Services on March 28, 2022. The system is being prepared for use by all other campuses in the summer of 2022. Further communication will be sent in preparation of that implementation. Until then, Main Campus, Medical Center and Law Center should continue to use their established processes for staffing requests. Please contact HRservicecenter@georgetown.edu with any questions.

Simplified and Accelerated

GMS will be the single point of entry for HR processes and records.

Visibility

New reporting functionality allows requests to be tracked throughout the approval process.

Standardization

All departments will have a single process to follow.


How It Works

Initiating a Request

Managers and DAs can use the HR eRequest form in GMS to submit a wide range of requests for staff and AAP employees and positions using only a position description. The HR eRequest process eliminates the needs for managers to complete any other forms.

It is important for initiators to familiarize themselves with the types of staffing requests supported by this process.  The eight staffing request types and their definitions are listed below with links to the HR Policy Manual for further detail where appropriate.

Create Position

Request for a new position to perform duties that cannot be performed by the existing employees/positions in a department..

Recruit

Request to post a vacant position for recruiting. May be a straight replacement or require review for new classification / compensation prior to recruiting.

Reclassification

Request for classification/ compensation review of an existing position with an active incumbent to reflect significant changes to the duties performed by that position.
(HR Policy 706)

Salary Adjustment

Request for a permanent salary increase of up to 10% for an active employee for reasons including new skills, equity and retention.
(HR Policy 708)

Acting Pay

Request for a temporary salary increase of up to 20% when an  employee assumes all of the responsibilities of a vacant position in a higher salary grade.
(HR Policy 708)

Additional Work Pay

Request for a  temporary salary increase of up to 10% for short-term work outside the scope of a position’s normal responsibilities resulting from a vacancy or special project. (HR Policy 708)

FTE Change

Request to change the number of hours an active employee is assigned to work each week without a change in the rate of compensation.
(1 FTE = 40 hours/week)

Term Extension

Request to extend the employment end date for an employee in a term position, a position that is expected to be for a fixed period greater than six months, without a change to the compensation of the active employee.

GMS Workflow and Tracking

Once submitted, a staffing request will route through a series of review steps as outlined with responsibilities below. Initiators can track their submissions using the new My HR Requests report.

Please also be aware there is still a regularly held campus financial review meeting for outstanding requests once they have reached the CFO that may add up to 14 business days to this process.


Resources


Frequently Asked Questions

Please submit unique requests per position or employee.

The HR Administrative Services Center is designed for coverage all departments regardless of an individual team member’s absence to ensure continuity in the processing of HR eRequests.

The HR Administrative Services team can help coordinate with your Finance Officer and will be in contact with you throughout the eRequest process.

Please email hrservicecenter@georgetown.edu with any requests for student positions and hiring.

Effective March 28, 2022, managers and department and administrators in University Services can initiate an HR eRequest in GMS. This process will be launched on other campuses in July 2022.

The approval steps assigned to HR in the workflow chart above will each take a maximum of two business days. Various factors can impact the timeline of financial approvals and Finance Officers and/or the HR Administrative Services team will reach out to you to adjudicate any budgetary concerns. Please also be aware there is still a regularly held campus financial review meeting for outstanding requests once they have reached the CFO that may add up to 14 business days to this process.

The HR eRequest process will be available for departments in University Services on March 28, 2022. Rollout to the remaining campuses is targeted by July 2022.

Managers and Department Administrators can contact hrservicecenter@georgetown.edu with any questions about process or policy.