Position Cap Information and Process

Step 1: Determine if your position is exempt from the Position Cap

Is the title exempt? 

• Yes. if it is on the list of exempt SJDs
  • Review any notes in column 'D'   
    • If there is a note indicating "Funding check required"
      • Check that the funding string is also exempt (List of exempt funding strings)

If the title is not exempt, Is the funding exempt?   

• Yes, if it is on the List of exempt funding strings 

If neither the title or funding string is exempt, the 'position falls within our position cap' and will require the justification to advance form 

 Step 2: Request Position in Position Recruitment Tracker (PoRT) 

1. Fill out the PoRT request 
   1. Select 'Position Cap Exemption'. 
   2. If using 136/132 funds, select an 'Additional SMPH Position Cap Exemption'.
   3. Answer the following questions: 
      • Which critical functions or responsibilities will not be completed if this position is not filled?
      • What efforts have been taken to streamline and automate internal unit processes to avoid need for additional FTE(s) (i.e. simplifying tasks, automating repetitive actions, leveraging existing technology, prioritizing projects)?
      • Is this position included in your Budget Contingency Planning? If so, please explain.
      • If funding is no longer available, what alternative plans are in place to fund the position through a potential layoff notice period?
2. If approved, you will get a message informing you if a Justification To Advance Position (JTAP) form is needed. 

Step 3: If Applicable, Complete Justification to Advance Position (JTAP) Form 

HRBP/Recruiter will complete the Justification to Advance Position online form, following the relevant instructions below depending on funding/position cap definition.  

• Online Justification Form home page
• Job Aid- Justification to Advance Position Online Form

Complete online Justification to advance form if "position falls within the position cap or 136/123 funds" 

1. Complete section 1 
2. Complete section 2
3. Complete section 3
4. In section 4:
   • Answer all questions
     • Question A: 
       • choose 
         • 101 funding: "position falls within position cap" 
         • 136/132 funding: definition that indicates gifts/grant/contract funding 
     • Question B: 
       • If 136/132 funding include: SMPH funding string falls under gifts/grants/contract - fund 136 fee for service or 136 billed to grants 
     • Question C and D:
       • provide answers 
     • Question E: 
       • "The SMPH is committed to finding administrative efficiencies and focusing growth on the core operational needs that support our research and academic missions. We will employ a robust process for review and documentation of any replacement or new positions in order to manage SMPH’s capped positions through December 2026.” 
   • Comment:
     • Job Requisition number 

• In section 5:

1. • Input HR Lead (Hope Broadus) hbroadus@wisc.edu  
     • HR Lead will then route to, Finance Lead (Heidi Conrad)
     • Finance Lead will then route to SMPH Dean (Bob Golden).
2. If Replacement FTE, form will be signed by HR Lead (Hope Broadus), Finance Lead (Heidi Conrad), and the SMPH Dean.

3. If New FTE, request will be reviewed by the Dean and a small committee. The Dean's committee plans to meet once a month to discuss positions that fall above the position cap. If supported, the HRBP/FR will be notified and asked to submit a justification to advance form. The form will then follow the standard routing process through the HR Lead (Hope Broadus), Finance Lead (Heidi Conrad), and the SMPH Dean.

Step 4: Create the Job Requisition 

1. HRBP/FR create job requisition in Workday - SMPH Recruit to Hire