Approvals and Position Requisitions

The Key to Defining your Needs

So where do you start? Many companies think that writing and posting an ad is the first step in the recruitment process, but it shouldn’t be. Even small companies do well to implement a system where new positions are “requested” and then “approved” before even placing an ad. This way you not only are on the same page as your managers and supervisors for the kind of person you are looking for, you will ensure that your budget is not compromised.

How do you accomplish this? That’s simple, by implementing a “Position Requisition” System.  Position requisitions outline all the details of the position, including:

  • Title
  • Salary
  • Status (FT, PT or Temp)
  • FLSA (Non Exempt or Exempt)
  • Job Duties
  • Qualifications

Why Create a Job Description?

Take the time to complete a Job Description that will act as a guide to not only create an ad but it has many other practical long term benefits. A well-crafted job description can also be used for:

  • Performance management. You can use it to set measurable performance goals based on duties in the job description.
  • Training and employee development. You can use descriptions of possible job promotions, as incentives for employees to pursue classes, seminars and other career development activities.
  • Recognition and rewards. You can use the descriptions as a baseline for performance, and as a tool to encourage employee performance “above and beyond” the job description in order to receive recognition and rewards.
  • Discipline. If you need to, you can use the job description to illustrate that an employee isn’t adequately performing job functions.
  • Essential job function analysis. Written job descriptions have become increasingly important due to the enactment, in July of 1992, of the Americans with Disabilities Act (ADA). A well-developed job description can provide details on the “essential functions” of a job. The job description can contain prerequisites for positions such as educational requirements, employment experience, physical requirements, supervisory responsibilities and certificates or licenses needed. Well-developed, accurate job descriptions may also prove useful in providing a defense against charges of employment discrimination beyond the recruiting process.

The difference between Non Exempt (paid hourly) or Exempt (paid a fixed salary)?

Every position must be classified as “exempt” or “nonexempt.” from the FLSA (Fair Labor Standards Act, which determines among other things minimum wage and overtime pay).

Exempt means the job is not subject to overtime requirements. The job does not qualify for overtime pay. The person works as many hours as needed to complete the job and gets no extra pay for extra time. In exempt positions, in most cases the person will be paid a fixed rate.

Nonexempt means the person in the position must be paid overtime. The person is paid an hourly rate, with overtime being paid when they reach a certain amount of hours worked within a given amount of time. Overtime laws vary from state to state, some states requires OT to start after a certain amount of hours are reached in a given day, some are calculated weekly, to find out your state requirement click here: http://www.dol.gov/whd/minwage/america.htm

For more details regarding whether to qualify a position as non-exempt or exempt status, see “FLSA Non Exempt or Exempt”

Is just filling out this form enough? Not really, not only have we have provided you with and easy to use excel spreadsheet where all your open and closed positions can be tracked so you can see how much time and money you are spending on recruiting, but we also included how to put together a requisition folder.

What is a requisition folder? Well it’s the place where everything that pertains to the open position is kept, from a copy of the ad and ad receipts, to resumes, telephone screens, applications, back ground checks, etc. No more searching your desk for random pieces of paper, this system will allow for all the documents you need to be right at your fingertips. We all know that every hire is not always a slam dunk, so having this level of organization will help if you have to revisit recruiting for this position, eliminating the need to duplicate your work!