EHE HR request review and approval process

As a major public institution, The Ohio State University is held to a high level of accountability for its business practices. Numerous constituencies, including student donors, taxpayers, alumni, the Sate of Ohio, and the federal government, have an interest in how the university spends its money. Accordingly, every reasonable effort must be made to ensure that funds are used in a responsible and appropriate manner. Therefore, to exercise caution, ensure due diligence and to review and approve human resource request timely with required documentation, the college has determined that requests for the below transaction, as it relates to EHE staff will be reviewed and approved according to the below calendar schedule.

Potential HR Request

•   Hire
•   Create new position
•   Fill existing position
•   Pay additional compensation (exempt employees only*)
•   Change rate of pay
•   Change number of hours worked per week
•   Update job duties/responsibilities
•   Other

*Employees that are paid monthly; hourly employees are not eligible for additional pay

Process/College Best Practice

• Manager works directly with Human Resource Consultant (HRC) to strategically support and direct required steps for successful completion.
• Depending on type of HR request and required approvals, managers will be provided a link to complete an EHE In‐take form which will electronically route to the levels of approvals needed with final college approval made by the dean.
• HR requests that have a financial impact will require either a Hire Exception form or a Compensation Exception Form which is a required action for university level review and approval.
• HRC will notify Manager of final approval and will either initiate entry in Workday and/or work with Manager/Manager Liaison, depending on transaction type, for entry to complete process successfully.

FY22 College Review Dates and Approval

Responsibilities

• Manager – Works with HRC to determine plan of action for HR request.
• HRC – Reviews and strategizes HR request. Provides In‐Take Form link and step by step instructions for successful completion.
• Manager Liaison – As available will enter HR request in to Workday and support Manager with successful completion.
• Chair – Review and approves Manager request to move process forward
• Finance Officer – Provides funding source to support HR request
• Chief Administrative Officer – Reviews HR request for approval
• Dean – Final review and approval as needed