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Individual Position Audit

An individual position audit is a fact-finding investigation of the work performed by an employee in a given position. It includes a review of the work processes, materials processed, actions taken, tools used, supervision exercised and received, all for the purpose of analyzing the type and level of duties and responsibilities assigned to the position.

An appointing authority may request an audit of a position or a supervisor can request a position audit and should work with the agency Human Resources Business Partner. An audit request should occur when there has been a significant change in the type or level of duties and responsibilities.

As a result of an individual position audit there may be four potential outcomes.

  1. No change to the position’s classification,
  2. Reallocation of the position to a classification at the same pay grade in a different occupational area.
  3. Upgrade of the position to a classification at a higher pay grade, or
  4. Downgrade of the position to a classification at a lower pay grade.

When a position is re-allocated to another classification, the incumbent’s pay will not change unless the reallocation causes their pay to be less than the range minimum of the pay range of the new classification. In that case the employee’s pay shall be set at the range minimum of the pay range of the new classification.

Request an Audit

Refer to the Quick Reference Guide: Individual Position Audit Process when completing the Individual Position Audit Request form and Job Analysis Questionnaire. Both can be found on the Forms, Instructions & Process Guides page.

Form submission

All Classification and Compensation forms are fillable Adobe PDF forms. As such, when you download a file you must first save the file on your computer. Please using the following format for your file name:

Agency/DepartmentName_EmployeeID_EmployeeName_Process (i.e. IndividualPositionAudit or PayEquityAdjustment)

All Classification and Compensation forms must be completed digitally, signed digitally and communicated for signature and submission via email. This will create a digital file path to ensure efficient and timely processing of your process request.

Digital Signatures

All Classiification and Compensation form now have digital signature fields.

You must have Adobe Reader or higher on your computer. Contact Technology Services if you do not have Adobe Reader or higher installed on your computer.

To use the digital signature fields:

  1. Click on the field that is designated for your signature.
  2. Adobe will ask you to set-up your signature. This will allow you to indicate the information you want seen in your signature (the more the better).
  3. You will be required to set up a password for the digital signature. The digital signature information will be saved on your computer for future use with Adobe forms. 
  4. Save the file you are signing on your computer using the naming format specified above.

An individual position audit is a review of an employee's current permanently assigned job duties in relation to their current classification. 

Who may submit an audit request?
In accordance with Career Service Rule 7 - Classification and Compensation, an appointing authority may submit a request for, or the OHR may initiate, an audit of a filled position to determine if it is correctly classified. View the forms webpage to find the Individual Position Audit Request Process and Form.

When can an audit request be submitted?
When there has been:

  1. A significant change in the type or level of duties and responsibilities;
  2. A re-organization affecting a number of employees, which may involve significant additions of new equipment, or substantial changes in methods or procedures; or
  3. A maintenance study resulting in changed classification specifications.

What is a Job Analysis Questionnaire?
A Job Analysis Questionnaire (JAQ) is a tool used during an individual position audit, classification study, etc. The questionnaire allows the employee to completely and accurately describe the current, permanent work assigned and performed in their job. It is also a way for the supervisor to validate and support the communication of job responsibilities. View the forms webpage to find the Job Analysis Questionnaire.

The Classification and Compensation team will use the questionnaire to review current, permanently assigned job duties against the classification specification currently assigned to the employee to determine if the audit request has met requirements of when a position audit may be submitted (see above, "when can an audit request be submitted").

Note: Copy and pasting from classification specifications in order to complete the questionnaire may result in the audit being dismissed, completed as a no change, and/or be hindered from a timely completion as the questionnaire may be returned for more specific job duties.

What happens as a result of a position audit?
As a result of an audit, a position may remain the same, be downgraded, upgraded, or moved to another class at the same pay grade.

If the position is changed, will the employee's pay rate change?
If the classification of a position is changed there is no change to the employee's pay rate, unless the employee's current pay rate is less than the range minimum of the new pay grade. In this case, the employee's pay will move to range minimum of the new pay grade.

What if the Agency/Department does not agree with the audit findings?
If the Agency/Department does not agree with the recommendation, and administrative review can be requested. The administrative review must be sumbtted by the appointing authority and reviewed by the OHR executive director or his/her designee.

When will audit requests not be granted?

  1. For limited positions that are not budgeted or not anticipated to be budgeted past the fiscal year in which the audit was requested; 
  2. For on-call positions, unless re-allocation responsibility has been delegated to the appointing authority under the Progressive Classification Series Program;
  3. When there is a vacant position in the incumbent’s work unit which is in the classification to which the audit request seeks to re-allocate the incumbent’s position;
  4. For any positions currently included in a maintenance study;
  5. As an alternative to promotion; or
  6. As a substitute for disciplinary procedure.