Assignment Approval & Lifecycle
Once an employee assignment exists, it moves through its own lifecycle before and after it's usable: it may need approval, it locks as it's used, it can be carried into a new year, and it can be deleted. This page covers all of that.
The approval lifecycle
Positions themselves can require approval - separate from submission approval. Whether they do is set by the district's Require Employee Assignment Approval option.
| Status | Meaning |
|---|---|
 Pending PR Approval | The requisition it's on isn't approved yet, so the position can't proceed. |
 Pending Approval | On an approved PR, waiting for an assignment approver. |
 Approved | Approved and usable - time can be logged, authority is active. |
 Rejected | An approver declined it. It can be resubmitted after changes. |
The actions
| Action | Who | Effect |
|---|---|---|
| Review | A role that can review assignments | Marks it reviewed (records who/when) but does not approve it - it stays pending. |
| Approve | A role that can approve assignments, same fiscal year | Stamps it approved. Requires the Position Control Number if the classification needs one. |
| Reject | An assignment approver | Marks it rejected. |
| Resubmit | After a rejection | Clears the rejection and returns it to pending approval. |
If the district doesn't require assignment approval, a new position auto-approves the moment it's saved (with an "Auto Approval" note) and is immediately usable - no approver needed.
A timesheet can't be approved until its position is approved - its status shows Waiting on HR Approval until then. Approve the position first. See Create & submit timesheets.
When an assignment locks
- Its requisition field locks once the assignment is approved.
- Once it has hours or submissions, or is approved (with assignment approval on), nearly all fields - including its dates - become read-only.
- Hours and submissions are disabled while the assignment is rejected-and-not-approved, or while its requisition isn't approved.
Carrying assignments to a new year Admin / champion
Because assignments (and the roles and routing they carry) are scoped to a single fiscal year, they don't automatically exist in the next one. At year-end, Carry Forward creates the new year's positions from the current year's - so staff keep their roles, sites, and approval authority without re-entering everything by hand.
- Create the new fiscal year first, then carry forward its requisitions and assignments.
- Review the results - pay periods, funding, and staffing often change between years, so treat the carried-forward set as a starting point to adjust, not a finished roster.
Deleting an assignment
- You can't delete an assignment that has submissions or hours, or one that was used to approve something.
- You can't delete an assignment in a closed (inactive) fiscal year.