Personnel Requisitions
A Personnel Requisition authorizes a position and its funding for a fiscal year. Employee assignments are placed into a Personnel Requisition, and timesheets ultimately trace back to it - so getting the requisition right underpins everything downstream. This page covers what a Personnel Requisition is and how to create one; approving, adjusting, and retiring one is next.
Field reference
* marks a required field.
| Field | Req. | Description & rules |
|---|---|---|
| PR # | Conditional | Required and typed in by hand unless the district auto-generates requisition numbers, in which case it's system-assigned and read-only. Must be unique within the fiscal year. |
| Fiscal Year * | Yes | The year the requisition belongs to. Start/end dates must fall within it. |
| Classification * | Yes | The position's classification. Determines valid titles, whether a Position Control Number is required, and whether approval applies. |
| Title * | Yes | Must be compatible with the classification. Picking a title auto-fills the classification and the default submission type. |
| Originator Site * | Yes | The site the requisition originates from. |
| Start / End date * | Yes | Start must be on or before end, and both must fall within the fiscal year. |
| Position Control Number | Conditional | Required when the classification requires it; the field is highlighted if it's missing and required. |
| Not To Exceed ($) / (Hrs) | - | Optional caps. Can't be negative. |
| Pay Basis | - | How the position is paid (e.g. hourly vs. salaried), chosen from the pay bases your district defines in Setup. |
| Accounts * | Yes | At least one funding account. The percentages across all accounts must total exactly 100%. |
| Job Posting | - | Optional. Added with the Add Job Posting action - see Job posting below. |
| Source of Funds | - | An optional link; its section only appears when set. |
By far the most common mistakes are the wrong classification or title (they drive valid titles, approval, and the default submission type) and the wrong funding accounts. Because assignments and timesheets inherit these, an error here ripples downstream - double-check them before the requisition is used.
Funding accounts
A Personnel Requisition's accounts are what pays for the position - and they flow through to every assignment and timesheet on it, and on to payroll. Each account carries a percentage of the position's funding.
Each account on the requisition carries a percentage, and the sum must be exactly 100% - "The accounts listed must add up to 100% coverage." An account can't appear twice, and each percentage must be between 0% and 100%.
Accounts are built from the district's account structure - see Accounts. The optional Not To Exceed caps ($ or hours) and Source of Funds link round out the funding picture.
Job posting
A Personnel Requisition can carry an optional job posting - the write-up used to advertise the position. It lives on the requisition rather than as a separate record.
- Use Add Job Posting
On the requisition, the Add Job Posting action creates the posting and fills its Name from the position's title. A Job Posting section then appears on the record.
- Fill in the posting
Adjust the Name, write the Description (rich text - the body of the posting), and optionally record an External Posting (a reference or link to where it's advertised) and whether it's Active.
A requisition holds a single job posting, and the posting belongs to it - delete the requisition and the posting goes with it. Add Job Posting is available only before the requisition has a finalized submission and while it doesn't already have a posting.
The posting's Name flows into the Personnel Services Board Report as the position, so a clear name is worth setting.
Replacements & backfills
A Personnel Requisition can record that it replaces (or is replaced by) another - used when one position supersedes another. The replacement fields appear when a requisition is marked as a replacement. Because a requisition's identity (classification, title, dates, site) can't be changed once it's in use, a replacement is how you retire one position in favor of another.
When a requisition replaces one or more others, the Replace Assignments action carries the staff forward for you - it copies the people from the replaced requisition(s) into this one, so a backfill doesn't mean re-entering every assignment. You choose which of the replaced assignments to bring over. The action appears only once the requisition is marked as replacing something.
Whether a Personnel Requisition needs approval, how it locks as it's used, how to change an approved one with Adjust PR, and when it can be deleted - see Approvals & adjustments.