Steps of the Audit Process
Request for Audit
When a position's duties have changed significantly since the last audit, the departments
DHR can submit a transaction through the Request a Position Change within HCM, a Position Description Questionnaire template must be attached to the audit request as well. 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.
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.
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.
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 audit decision sheet is signed
by the Associate Vice President for Human Resources. The department will be responsible
for funding any pay changes.
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, position audits submitted
on vacancies, and other priorities of the Classification/Compensation unit.
A request for audit may be initiated by 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 position description 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.
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 position description 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.).