Position Request & Backfill Tracker

✓

Request submitted

REQ-0000

Your request has been recorded. Download it and send the file to HR so it can be added to the tracker.

New Position Request

Position details

Request ID

Date Submitted

Set automatically when the request is submitted.

Requester *

Required

Requester Email *

Enter a valid email

Department *

Required

Cost Center

Position Title *

Required

Level / Grade

Employment Type *

Required

Date Vacated

Target Start Date *

Required

The request

Request Category *

Required

Request Category — Description

Immediate Need/BackfillPosition not recalibrated, need as is, urgent

Future Need or BackfillSame or current position, not immediate

Need or Backfill PendingUndecided, potentially reduction or repurpose of current role

Backfill with RepurposeChange title, scope, salary, etc.

No BackfillAI efficiency realized

Justification *

Required

Attach Job Description *

PDF, Word, text or RTF, up to 10 MB. For a Repurpose, attach the new JD.

Attach the job description file

Financials

Current Annual Salary ($)

Proposed Salary ($)

Loaded Cost Factor

Benefits + taxes + overhead as a decimal (0.30 = 30%). Fully-loaded cost = salary × (1 + factor).

Efficiency — calculated automatically

Calculation Method *

Hours saved per year

Loaded hourly rate ($) — blank = auto from salary ÷ 2,080

% of role automated

Manual efficiency amount ($/yr)

Estimated annual efficiency

Select a method and enter inputs.

Current loaded cost: $0

Proposed loaded cost: $0

Net cost impact: $0

FTE saved: 0.0

Request Tracker 0

			Dept	Request Category	Job Description	Est. Efficiency	Net Impact	HR	Finance	Final	Actions

No requests yet. Fill in the form to submit the first one — a Request ID is assigned automatically.

How this works — categories, requirements & efficiency methods

The five request categories

Immediate Need/Backfill — position not recalibrated, need as is, urgent. Future Need or Backfill — same or current position, not immediate. Need or Backfill Pending — undecided, potentially reduction or repurpose of current role. Backfill with Repurpose — change title, scope, salary, etc. No Backfill — AI efficiency realized.

Every request must include

A justification, an attached job description file, and an efficiency method — all enforced before the form will submit.

Automatic efficiency methods

Loaded-cost saved: full role eliminated → efficiency = current salary × (1 + factor).
Hours automated: hours saved/yr × loaded hourly rate (auto = loaded cost ÷ 2,080 if rate left blank).
Partial automation: % of role automated × current loaded cost.
Repurpose delta: current loaded cost − proposed loaded cost.
Custom: enter the amount manually and describe the method.

Approval — HR first, then Finance

Finance can only act after HR approves. Each decision is final: once HR or Finance has approved or rejected, that column can't be changed. Final status is automatic: Approved when both approve, Rejected if either rejects, otherwise In HR Review / With Finance. When HR edits a request, it goes back to HR review: both approvals reset to Pending and their reviewers and dates are cleared. The date submitted is set by the system when the request is submitted and never changes.

Access changes

Changes to who has HR or Finance access take effect within about a minute. Reload the page to see the buttons for your new access.