The guidance here only applies to staff requests that will be based on an existing post (as identified in the Staff Request & Contract Decision tool). If you need to create a brand new staff request, refer to Option A above.
1. Search for existing post number
1.a Go to: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View
1.b Select Contracts (1) from the staff record
1.c Ensure that the correct appointment is selected (2).
1.d Make a note of the post number (3).
Step 2: Open Staff Request
2.a Go to: Employee Dashboard > Recruitment > Staff Requests > View
2.b Click Your Establishment (1)
2.c Enter the post No. into the Post Number field (2) and click 
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Note: In the results you can view the details of the post, including the employee currently appointed in that post.
If your search returns 0 results, it is possible your post has been made dormant.
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2.d Click on the ellipsis and select Create Request From Post.
2.e The Staff Request form opens with fields pre-populated.
Step 3: Complete Staff Request wizard step 1: Position
3.a Check that the details are correct and update as instructed below.
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Field Name
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Description
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Organisational Structure through to Pay Administered by*
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Data populated from existing post - cannot be changed.
If the details in these fields are incorrect you will need to create a new Staff Request, not based on an existing post (refer to option A).
Quote the post No. within the Additional Information field.
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Cost Centre*
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Start typing the first two characters of your default GL code to find it in the list. This will usually be the two-digit department code. Format will be AA00000000000, where AA is the department code. The coding string includes Activity, followed by Source of Funds, with no punctuation separators.
Note: This is not where the employee’s salary will be charged, you will record these details later.
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Location*
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Start typing the two-digit department code to find your location. Data populated from existing post. Check and change, if required. This should be the normal work location for the post.
If the individual will be working overseas:
Enter the relevant country/code, as appropriate:
- EEA country
- Bilateral Social Security country
- Other (non-EEA /non-bilateral agreement)
This is required by payroll for tax purposes. Information about these location codes can be found on the government website here.
Note * You must notify Payroll in advance when an employee will be working overseas. This is to ascertain their UK residence status for pension auto-enrolment purposes, which only applies to staff working or ordinarily working in the UK. Employees temporarily based overseas and expected to return to the UK, are deemed to be ‘ordinarily working in the UK’. Those permanently based overseas may not be subject to the auto-enrolment regulations. If in doubt, treat the employee as working in the UK.
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Work Group *
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Select Work Group for the individual. Enter ‘Core Default Work Group’ if the relevant Work Group is not known/available.
New Work Groups can be requested by completing a Service Request, accessible from the HRIS Service Catalogue page.
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College Association
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Data will be populated from existing post. Update to the relevant College, or select ‘Default /Not Applicable’ or ‘Not Yet Known’, if required.
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Click Next to continue to the next step of the Staff Request wizard. Proceed to 'Complete a request' (wizard steps 2-8) for guidance on the next steps.
