Create Additional Pay Position

HRMS Departments on most campuses should have available the following pooled positions: Additional Pay - Academic Services, and Additional Pay - Staff Services.

A pooled position is a non-budgeted position that could have one or more incumbents. On the IUB and IUPUI campuses pooled positions should be created at the department level, on all other campuses, check with your Campus HR Office for assistance.

If you need to create an Additional Pay position, see the following instructions:

Create Additional Pay Position Process

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The Position Template (PPT) field will appear.  Use the lookup to search for an additional pay PPT.

Selecting the lookup will take you to the Position Lookup screen below.

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In this example, we entered the Position Number as: PPT, the Campus (Business Unit) as: IUBLA and the Salary Plan as: AP.  This returned the only two pooled position templates available for a salary plan beginning with: AP.  In this example we are using Additional Pay: Staff Services (APS).  In order to proceed, select the appropriate return value.

Note the Position Data section contains four required fields: Title, Reports To, Department and Max Head Count.  The title field will be populated automatically from your selection above.

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By clicking lookup you will be able to search for the appropriate reports to position.  Note: to obtain the best search results, you will need to enter a Campus, Position Type, Department and an Approved Position Status.  In the example below we selected BL-SPAC.   

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The Reports to Field is required only for the purposes of ePTO reporting.  If you know the HR Representative for your department, use that employee’s position number in the Reports to Field.  Otherwise, it is best to select the position number with the highest salary grade from the search results as the Reports to Position.

Once you have selected the Reports to Field position and click continue, you will be redirected to the Position Data page.  Next you will be required to enter your Department ID in the Work Location section.  Then click on Update Department Related Values to proceed.

Finally, under the Specific Information section, the last required field is: Max Head Count.  eDocs will default in a value of 5, but you may adjust accordingly as necessary for your department.

You may add notes as needed, in the appropriate section.

Once you’ve reviewed your eDoc one final time, select submit button to route the eDoc for approval. The eDoc should say, “Document was successfully submitted.”. Now select close button at the bottom of the document.

Take Action

During document preparation you may want to save or close the eDoc to finish it later or for whatever reason you may have a need to cancel it.  Otherwise, once you have reviewed your document and you are ready to route it, you will be presented with the possible actions listed below.

submit button save button close button cancel button


submit button

Take this action when you have completed and reviewed your eDoc and you are ready to submit for routing.

save button

This action saves the eDoc back to your Action List if you need to complete and route it at a later time.

close button

This action closes the eDoc and appears once you save, cancel or submit for routing.

cancel button

This action cancels the eDoc for you. Please use the cancel button rather than the “X” in the upper right corner of your browser screen. Closing an eDoc using the “X” in your browser, will leave the eDoc in INITIATED status, causing any further actions on the employee’s record to be blocked without help from the HRMS Support Center.


Your completed eDoc should appear as below:

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