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Important Note: This content will be available in CORE Payroll once the system is live. These transactions are not activated for end users at this time.
Home > Human Resource Support > Job Aids > Authorize a Position
A position must be authorized before an employee can be assigned to the position. The Position Authorization Maintenance (PAMT) transaction is created from the Position Management (POSM) activity folder and is used to authorize a position for the current fiscal year. The initial position authorization is a one-time manual process. For all existing positions, authorization is automatically renewed each fiscal year through a central, batch process.
Prerequisites:
Before you begin, make sure:
The position you want to authorize has already been created. Refer to the Create a Position job aid for additional information on how to create a position.
The personnel action has been officially approved via a Personnel Action Form or equivalent authorization document.
You have the Position Number of the position you intend to authorize.
Steps to Authorize a Position:
Navigate to the Transaction
On the Home Page, click the Position Management (POSM) QuickLink.
Note: If you do not have the POSM QuickLink on your Home Page, you can use Global Search to navigate to the POSM page by clicking the expand/collapse (🞂) icon in the search bar, selecting Page Code, entering POSM, and selecting POSM Position Management from the drop-down list. The POSM activity folder opens to a query.
2. Use the filter fields (e.g., Position Number) to search for the position you want to authorize, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously.
The matching results populate in the grid.
3. Locate the correct record, then click the View button next to the record to open it. The record opens to the Position Status Maintenance tab in the POSM activity folder.
Initiate the Position Authorization Maintenance (PAMT) Transaction
4. Click the Position Authorization Maintenance tab.
5. Click the tab-level 3-dot menu, then click Create Position Authorization Maintenance. The Position Authorization Maintenance (PAMT) transaction opens to the Position Authorization Detail tab.
Enter Authorization Information
6. Complete the fields on the Position Authorization Detail tab.
Position Number: Do not update this field.
Overfill Authorization: Select the appropriate option from the dropdown: Both Incumbents & FTEs, FTEs Only, Incumbents Only, or Not Allowed.
Note: Unless given specific guidance from your finance team allowing the position to be overfilled, you should select Not Allowed.
Authorized Incumbents: Enter the number of employees authorized for the position.
Note: Authorized Incumbents represents the maximum number of individual employees permitted to hold this specific position. Since Colorado law typically allows only one person to be formally assigned to a position at a time, this number should almost always be 1.0.Authorized FTEs: Enter the number of authorized full-time equivalents (FTEs).
Note: The Authorized FTEs is the total amount of money and work hours (budget) allocated to a position, where 1.0 FTE is the equivalent of one person working full-time (2,080 hours) for a full fiscal year (see Colorado Revised Statutes Title 24 Section 75-112 for additional information).
Save, Validate, Submit, & Close the Transaction
Click the Save button at the top of the page. This action saves the data entry and ensures you don't lose your work when validating or submitting the transaction.
2. Click the Validate button at the top of the page. This action validates data entry and checks for errors.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
3. Once validation is successful, click the Submit button at the top of the page. This action finalizes the transaction and routes the transaction for review and approval.
Confirm that the transaction was submitted successfully.
4. Click the Close button at the top of the page. This action returns to the activity folder.
Steps to Edit a Position Authorization:
Enter Transaction Information
Follow steps 1-4 above to access the POSM Activity Folder, search for the position, open the position, & navigate to the Position Authorization Maintenance tab.
2. In the results grid, click the Modify button for the desired record.
3. Update the Overfill Authorization, Authorized Incumbents, and/or Authorized FTEs fields, as needed.
Save, Validate, Submit, & Close the Transaction
4. Click the Save button at the top of the page. This action saves the data entry and ensures you don't lose your work when validating or submitting the transaction.
5. Click the Validate button at the top of the page. This action validates data entry and checks for errors.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
6. Once validation is successful, click the Submit button at the top of the page. This action finalizes the transaction and routes the transaction for review and approval.
Confirm that the transaction was submitted successfully.
7. Click the Close button at the top of the page. This action returns to the activity folder.
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