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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.
Position Maintenance (PSMT) transaction to establish the position, set its status, and define its core profile attributes.
Prerequisites:
Before you begin, make sure:
The position you are creating has been funded and officially approved via a Personnel Action Form or equivalent authorization document.
You have the position number for the position you are creating.
Note: Once a position is created, it must be authorized before an employee can be appointed. Refer to the Authorize a Position guide for additional information.
Important Note:
Once a position is created, it must be authorized before an employee can be appointed. Refer to the Authorize a Position guide for additional information.
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. Click the page-level 3-dot menu and select Create Position Status Maintenance. A new Position Maintenance (PSMT) transaction opens.
Complete the Transaction
3. Complete the General Information fields.
From: Enter the date that the new position was formally approved in MM/DD/YYYY format or use the calendar picker to select the date.
Home Department: Enter the code or use the picklist to select a code.
Home Unit: Enter the code or use the picklist to select a code.
Note: Although this field does not have an asterisk (*), it must be completed.Position Number: Enter the position number.
Note: The position number should consist of 3 letters followed by 5 numbers, e.g., AAA12345.Position Number Short Description: Enter a short position description.
Note: The Position Number Short Description is limited to 15 characters.
Position Number Long Description: Enter a longer description of the position, if needed.
4. Complete the Position Attributes fields.
Assignment Type: Select the appropriate option from the dropdown: Permanent or Temporary.
Table Driven Pay: Select Do Not Use Table.
Note: Colorado pays within ranges and does not use strict table driven pay which is why this field should always be “Do Not Use Table.”Union Local: Enter the code or use the picklist to select the appropriate code: CVRD (COVERED BY CBA), if the position is covered by the COWins partnership agreement; NOTCV (NOT COVERED), if the position is not covered.
Note: This is required for the state personnel system in the Executive Branch.Title: Enter the code or use the picklist to select a code.
Sub-Title: Enter the code CO.
Note: Although this field does not have an asterisk (*), it must be completed.Position Status: Enter the code NEW.
Pay Class: Enter the code or use the picklist to select a code.
Payroll Number: Enter the code or use the picklist to select a code.
Position Action: Enter the code NEW.
Note: Although this field does not have an asterisk (*), it must be completed.In Person: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: Select Yes if this position requires the incumbent to work in a physical office or work site for the majority of their time. Select No if the position is designated as fully remote or hybrid.Hybrid: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: Select Yes if this position is designated to be performed under a hybrid schedule (a mix of in-office and remote work) as its standard arrangement.Remote: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: Select Yes if this position is designated to be performed as fully remote as its standard arrangement, with no regular requirement for in-office work.Click 🞂 Show More to access additional fields.
Time Class: Leave this field blank.
Civil Service Status: Leave this field blank.
Pay Location: Enter the code or use the picklist to select a code.
Note: This code reflects the administrative/payroll office location of the department. It is used solely for internal reporting and sorting employees.Work Location: Enter the code or use the picklist to select a code.
Note: This code reflects the employee's physical work location (including mobile/remote). It is used for emergency notifications and calculating mileage reimbursement.Use Restricted Pay Event: Check the box only if this position is limited to using a predefined, restricted set of codes (earnings and deductions) defined in the system reference tables.
5. Complete the Override Profile and Pay fields.
FLSA Exempt: Select the appropriate option from the dropdown: Exempt, No Override, or Non-Exempt.
Note: Although this field does not have an asterisk (*), it must be completed.FLSA Profile: Enter the code or use the picklist to select a code.
Note: Although this field does not have an asterisk (*), it must be completed.The fields that appear when you click 🞂 Show More should be left blank.
6. Complete the Accounting Source fields.
Labor Distribution Override Option: Select the appropriate option from the dropdown: Use Appointment Accounting Values, Use Entered Accounting Values, or Use Entered Labor Distribution Profile.
Note: Unless given specific directions to use COA from your accounting team, select Use Entered Labor Distribution Profile here.Labor Distribution Profile: If “Use Entered Labor Distribution Profile” is selected for 6a, enter the appropriate code here. If “Use Appointment Accounting Values” or “Use Entered Accounting Values” is selected for 6a, leave this field blank.
7. Complete the COA (Chart of Accounts) fields, if required by your entity.
Note: It is uncommon for these fields to be used. Do not enter values in these fields unless given specific directions to use COA from your accounting team.
8. Complete the Reporting to Department fields.
Reporting to Department: Enter the code or use the picklist to select a code.
Reporting to Unit: Enter the code or use the picklist to select a code.
Reporting to Position Number: Enter the code or use the picklist to select a code.
Important Information - Old Unit & New Unit
Do not complete the Old Unit or New Unit fields when creating a position. These sections & fields are used only when an existing position is being moved, such as during a departmental reorganization.
Save, Validate, Submit, & Close the Transaction
9. 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.
10. 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.
11. 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.
12. Click the Close button at the top of the page. This action returns to the activity folder.
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