POSITION AUTHORIZATION/DESCRIPTION (PAD)

The PAD form is available on the HR website in the forms section (http://agservices.tamu.edu/forms/forms-alfa.htm) as Position/Authorization Description, AG-404. This form is used to:

1. Create a new classified or nonclassified, budgeted position (not wage or student worker positions).
2. Create a new wage position that is to be paid from Extension appropriated funds.
3. Fill a vacant, budgeted, nonclassified Extension position.
4. Update the position description of responsibilities, qualifications, and requirements for a current employee or a vacant position.
5. Reclassify a budgeted, classified or nonclassified position.
6. Increase Extension appropriated funds and/or FTE.
7. Request the salary to be offered to the selected applicant for an Extension nonclassified position (salary quote).

I. General Information

A. Indicate the appropriate agency.
B. Indicate department, unit, and/or district.
C. Indicate place of work or headquarters.
D. Indicate ADLOC (i.e., 07-110100).
E. If the action affects a current employee, indicate his/her name here. If action is to fill a vacant position, indicate former occupant’s name. If action is to create a new position, leave blank.
F. Indicate duration of position.
G. Indicate source of funds type.
H. If filling a vacant, nonclassified position, complete this section indicating the account(s) the position is paid from and the percentage amount(s) and dollars requirement. If creating a new position, leave this section blank.
I. Indicate percentage amount, account, and dollar requirement for new or vacant position.
J. Indicate if funds include County court funds.

II. Requested Action Complete this section to indicate if creating a new position, reclassifying a current position, updating the position description, filling a vacant Extension position, or increasing Extension appropriated funds and/or FTE.

III. Give justification for creating a position or filling a vacant, budgeted, Extension position, or increasing Extension appropriated funds and/or FTE. Add a page if additional space is needed.

IV. Signatures Person requesting the action signs the "Requested by" line and department head or program leader signs.

V. Statement of Responsibility: Indicate the duties and work performed here. Indicate with an asterisk those items which are essential. Indicate the percent of total time in the right-hand column for each item. Statements covering job duties are typically arranged in order of importance. These should add up to 100%.

VI. Indicate whether employee exercises discretion and independent judgment.

VII. Indicate number of employees supervised and their titles.

VIII. Indicate if position is security sensitive or restricted by the USA Patriot Act.

IX. Qualifications: Indicate the qualifications required and preferred here. It is recommended that for positions requiring expertise or experience with word processing, spread sheets, etc., the "required" qualifications(s) be listed as "word processing, spread sheets, ..." and the specific programs be listed in the "preferred" section, such as "WordPerfect, Excel, ...". Requiring experience with specific software will inhibit the referral of an applicant who, for example, may have considerable experience in word processing but not in the specific program your office uses. The reason a position exists is to perform the essential functions; a limited number of employees are available to perform the function and/or the function may be highly specialized. Preferred qualifications are not needed to perform the job duties, but enhance the individual’s ability to do the job.

X. Employee signs here if the position description is being updated or a reclassification of the position is being requested. Leave this section blank when creating a new position.

XI. Immediate Supervisor(s) Signature(s)

1. After the PAD has been completed, the requesting individual (supervisor, program leader, etc.) forwards the form for appropriate unit approval (in the first box of signatures) and then to Agriculture Program Human Resources for further administrative routing and approval.

2. When final administrative approval has been secured, a copy will be provided to the requesting department/ unit.

3. Following approval to fill vacant or newly created positions, on-campus departments/units then posts the vacancy online with the TAMU Employment Office. Off-campus departments/units will post a job announcement with the local Texas Workforce Commission.

4. Recommendation to Hire (Salary Quote) - for Extension Nonclassified Positions
The requesting department/unit writes in the applicant’s name and salary requested on page 1 of the original approved PAD and attaches the applicant’s resume and/or employment application. This is forwarded for the appropriate unit approval and forwarded to Agriculture Program Human Resources for further administrative routing and approval. When final approval has been secured, a copy of the approved Recommendation to Hire (salary quote) will be provided to the requesting department/unit. At this point, the hiring department/unit makes a firm salary offer to the applicant

5. A copy of the first page of the approved PAD must be attached to the personnel action (Request for Form 500).