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Overview
For various reasons determined by your department, an active position can be marked as Inactive in UGAJobs and OneUSG Connect. Inactive positions do not show up on most queries, reports, transaction requests, and cannot have an individual seated into the position in OneUSG Connect. Also, when a position is Inactive, it will not be captured as a part of Budget Planning and Salary Setting (BPSS). Marking a position as Inactive means it will not be used at all going forward including vacation payouts and Express Direct Retros (EDRs). Position Inactivation is not intended to be done as a temporary measure when a position will be used again in the future but is currently vacant or not budgeted. Position Inactivation is not intended to be done as a temporary measure when a position will be used again in the future but is currently vacant or not budgeted.
Position requirements for Inactivation:
1. Must be currently vacant;
2. Must not have a future dated hire;
3. Must not be the Reports To for an active position.
4. Must not have additional action taken on an individual that was in that position including vacation payouts and/or EDRs.
Inactive Position Request Dashboard can be used to get additional information and view pending requests once they have been submitted.
In this article, you will learn the steps to to submit a Position Inactivation request. The process takes advantage of PeopleSoft Query and Smartsheet functionality to streamline the process that would normally be required of an inactivation.
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First, log into OneUSG Connect.
On the Manager Self Service homepage, click the System Manager Reporting tile.
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Under commitment accounting, click the Position Funding Query Group.
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From the position funding query group page, click the Active/Inactive Positions query link.
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The Active/Inactive query page is displayed.
Enter information into the appropriate field(s) to narrow your search results
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To limit the search to your department, enter the appropriate information in the Top HR Department ID field.
Example shown here: H1000769
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Before running the query, click to uncheck the “Include Filled Positions” box.
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Enter information into the appropriate field(s), then click the View Results link.
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The query results are displayed.
Note: The results should display the “Submit Inactivation Request” hyperlink in the rightmost column, which link to the Inactivate Position Smartsheet form. If the Submit Inactivation Request link does not appear, the position is not eligible for the request (e.g. it has a future dated hire already entered in OneUSG Connect).
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Click the appropriate Submit Inactivation Request link.
Example shown here: Position number 11801108
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The Position Inactivate Request SmartSheet is displayed with the selected position number.
Before submitting the request, be sure to verify that the position is vacant,
- there is not a future dated hire for the position,
- the position is not currently the reports to position for another active position,
- there are no future actions related to the position including vacation payouts and EDRs,
- and be sure that the effective date you request is AFTER the position effective date in UGAJobs.
Enter the appropriate information in the Effective date field.
Example shown here: November 1, 2025
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If applicable, comments can be input into the “Department Comments” box of the Smartsheet.
Note: The comments section is for your internal use only; UHR will not evaluate the details of the comments as part of the Position Inactivation process.
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To receive a copy of your submission, click to select the Send me a copy of my responses checkbox.
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Enter your information in the Email address field.
Example shown here: harrydawg@uga.edu
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Click the Submit button.
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A confirmation page is displayed.
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Additional Information:
Inactivating Positions that do not exist in OneUSG Connect
Occasionally, a position will be active in UGA Jobs that does not exist in OneUSG Connect. A ticket can be submitted to HRWeb@uga.edu with the position number to inactivate it.