Approvals & Adjustments
Once a Personnel Requisition is created, it may need approval, it locks down as it's used, and it can be changed in controlled ways. This page covers that whole lifecycle - approval, locking, the Adjust PR action, and deletion.
Personnel Requisition approval
Whether a Personnel Requisition needs approval depends on two things together: the district-wide Require Personnel Requisition Approval option and the classification's own "requires approval" setting.
| Situation | Result |
|---|---|
| District option off | Every Personnel Requisition is treated as approved. No approval workflow runs. |
| District option on, classification doesn't require it | This Personnel Requisition is approved without a workflow. |
| District option on, classification requires it | The Personnel Requisition is not approved until its submission is run through the workflow to finalization. |
Approving a Personnel Requisition is done by running its submission through the standard approval process - see Approve, reject & recall. Until a Personnel Requisition is approved, employee assignments on it are held back (their status shows Pending PR Approval).
When a Personnel Requisition locks
To protect records already in use, FiscFlow makes parts of a Personnel Requisition read-only as it progresses:
- Identity locks once any assignment is approved - PR #, fiscal year, classification, title, site, and dates can no longer change.
- Broad lock while a submission is in progress - when approval is required and the Personnel Requisition's submission has been submitted, most fields (including its assignments and sites) are read-only until it resolves.
- Lock-in once in use - when an assignment on the Personnel Requisition has a finalized submission, its editable surface shrinks further.
Adjusting an approved Personnel Requisition Admin / champion
Because a Personnel Requisition's identity locks once it's in use, you can't just edit an approved requisition. When a position's funding or dates change mid-year - a very common request - use the Adjust PR action instead of recreating the requisition. It's the sanctioned way to change an approved Personnel Requisition in place.
| Adjust PR can change | Adjust PR cannot change |
|---|---|
| Start / End dates, the Accounts (and their percentages), the Not-To-Exceed caps, and the Classification / Title (which must be a compatible pair). Changing the classification or title is recorded as an admin-override note and does not re-run approval. | Fiscal Year, Originator Site, Position Control #, and PR # - the Personnel Requisition's identity stays fixed. To change those, the position is superseded with a replacement Personnel Requisition. |
Every adjustment is recorded as a note on the Personnel Requisition documenting exactly what changed, on top of the normal background audit trail - so there's always a clear record of who adjusted what and when.
Adjusting the Personnel Requisition itself doesn't re-run approval. But if you narrow the dates so an existing employee assignment now falls outside the range, that assignment is automatically un-approved and must be re-approved. Widen or check assignment dates before tightening the window.
Deleting a Personnel Requisition
- You cannot delete a Personnel Requisition that has employee assignments - "You cannot delete a Personnel Requisition that has Employee Assignments." Remove or retire the assignments first.
- You cannot delete a Personnel Requisition in a closed (inactive) fiscal year.