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Human Resources

Steps of the Audit Process

Request for Audit

When a position's duties have changed significantly since the last audit, the manager can submit a request through the PDQ system within HRMS.   To request a position audit, the manager must make the necessary PDQ changes within HRMS, review it with employee, and then save and submit the request for audit.  When the manager selects "Audit Review" and submits it, the system automatically informs the appointing authority and HR of the request. The appointing authority then needs to approve the audit. An employee may request an audit of their position to their supervisor. If the supervisor rejects the request, the individual may contact HR for assistance. 

Audit Interviews

If the position is vacant, a phone conversation with the manager is usually sufficient.  Otherwise a meeting will be scheduled at the earliest possible time.  Attending will be the supervisor of position, the employee in the position and the job analyst.  Additional attendees are at the discretion of the job analyst and manager.  

Items to have ready are:

  • Organizational charts.
  • Any additional supporting documents in support of the action.

Analysis

The job analyst will review the position description and organizational chart, information gained from the on-site or phone interviews, examine and compare with other internal and external positions, and assess with University of Wyoming classification descriptions. 

Results of Analysis

 An audit conducted by Human Resources will result in one of the following decisions:

  • Retention, with no change in title, pay grade or pay.
  • Title change only, with change in title, no change in pay grade or pay.
  • Upgrade, with change in title, pay grade and possible change in pay to the employee.
  • Downgrade, with change in title and pay grade, but no change in pay to the employee.

Outcome

The manager will be contacted with the result of the audit.  An Audit Decision sheet will be filled out by the job analyst and sent out for approval.  Once approval has been received, participants of the audit interview will be contacted by email with the results of the audit and a scanned copy of the signed decision sheet.  If there is a change in title or classification the effective date for filled positions shall be the first day of the month following the date the PDQ decision sheet is signed by the Associate Vice President for Human Resources.  The department will be responsible for funding any pay changes. 

 

Additional Information

The analysis process is comprehensive and takes considerable time to finalize. Final determinations generally take from a week to one month. The goal of the Classification/Compensation unit is to complete audit decisions within two (2) weeks of the audit interview. Factors contributing to the turn-around time include scheduling of the on-site or phone interview, uniqueness of the position, other audits currently in process, PDQs submitted on vacancies, and other priorities of the Classification/Compensation unit.

A request for audit may be initiated by the employee or the employee's supervisor, and must be submitted for departmental approval. Requests must have the appropriate approval before Human Resources will review them.  The Human Resources Department may initiate an audit of a position.

Department heads are responsible for organizing the work in their areas, and have authority to change and reassign duties and responsibilities as needed. If the employee believes significant changes have been made in the duties assigned to the position, the employee should discuss a request for audit with their supervisor.

The on-site or phone audit is an opportunity for the employee and the supervisor to highlight those portions of the position description they think are the most important. It also allows the analyst to view samples of work and get answers to questions developed in the preliminary analysis. Please have a copy of the PDQ available for reference during the audit interview.

The audit questions will be focused on the duties and characteristics of the position, not of the employee. In other words, classification decisions are based on the characteristics of the position and not on the characteristics of the employee such as diligence, longevity, loyalty, exceptional qualifications or performance, or status of any kind. The full analysis includes review of the position description, the organizational chart, comparison to University of Wyoming job descriptions or any and all related classifications, on-site audit information, and comparisons to other positions on campus. These factors all contribute to the total analysis and are not considered independently. The classification decision must hold true for whoever holds the position.

Effective dates of any reclassifications for filled positions will be the first day of the month following the date the decision is signed by the Associate Vice President for Human Resources.

Departments will be responsible for the funding of any reclassifications.

 

Legal Compliance

The Americans with Disabilities Act (ADA) prohibits discrimination in employment against qualified individuals with a disability. It requires that employers base employment decisions on the ability of the person to perform the job, not on the person's disability.

The Fair Labor Standards Act (FLSA) defines the minimum wage, overtime and exempt work categories and provides child labor protection. Position descriptions are used to determine whether a position is exempt from overtime or nonexempt under the FLSA. It is critical the PDQ accurately describes the work being performed.

The Occupational Safety and Health Act (OSHA) established safety and health standards to protect employees in the work place. Accurate detail is important if the conditions are hazardous or unusual (e.g. noise, high voltage, chemical, etc.).


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Contact Us

Classification Compensation

Campus: 139 Wyoming Hall

Mail: Dept 3422

1000 E University Ave

Laramie, WY 82071-2000

Phone: 307.766.2377

Fax: 307.766.5607

Email: c-comp@uwyo.edu

Office Hours

Regular: 8:00am - 5:00pm

Summer: 7:30am - 4:30pm

Monday - Friday

Human Resources Contact List

1000 E. University Ave. Laramie, WY 82071
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