University of Wisconsin–Madison
Human Resources

Justification to Advance Position, Online Form

Overview

The online Justification to Advance Position form is a tool to help ensure compliance with the position cap. Find more information about the position cap here.

When to submit the form

The Justification to Advance Position Online Form is required when the unit intends to fill a position that meets any one of the following criteria:  

  • The position is subject to the position cap  

  • Is exempt from the position cap based on job responsibilities, however the standard job description is not on the position cap list of exempted SJDs    

Important: Criticality and or functionality approval is not included in the JTAP form and is granted via email. The JTAP form and any necessary criticality or functionality approvals must be completed before you create the job requisition in Workday. 

Who approves the form

The form requires approval from all the following: 

  1. Human Resources Lead 

  1. Finance Lead 

  1. Director/Associate Vice Chancellor/Associate Dean (if applicable for your unit) 

  1. Dean/Vice Chancellor 

Process Steps

Process Steps
Step 1

Initiator goes to the Online Justification Form home page.

Select "Madison" as the campus. Click "Start Form." 

Campus Selection Screen Madison Chosen
Step 2

Initiator completes all sections.

Enter Division, Department, and contact information.Screen shot of Section 1 Department and Contact InformationEnter the details for the position. If the request type is a replacement, complete the "Prior Incumbent(s)" field.Screen shot of section 2 position detailsEnter at least one funding source and and distribution percent.Screenshot of Funding section of form

Select the Position Cap Value.Screen shot of position cap value dropdownIf you are attesting the position should not be included in the cap, provide an explanation in Question B. Screenshot of exemption justification fieldIf the position is included in the cap, complete Questions C through E. Screen shot of position cap justification questionsEnter the email of the HR Lead. If the HR Lead initiated the form, they enter their own email. Submit.Screen shot of initiator approval

Step 3

Initiator is provided a JTAP Form Number on the Confirmation Screen. Initiator should make note of this number to later add it to the justification field in the job requisition in Workday. Screen shot of confirmation page containing JTAP Form Number
Step 4

Form is routed to HR Lead for review. 

  • HR Lead receives an email with a link to the form. 
  • If HR Lead started the form, they will also complete the next step to approve/deny it.
Step 5

HR Lead approves or denies the form.

If approved, the form is routed to the Finance Lead. Finance Lead receives an email with a link to the form to review.  Screen shot of HR Lead signature and approval
Step 6

Finance Lead confirms funding is available and approves or denies the form.

  • If approved, the form can be routed to the Director/Associate Vice Chancellor/Associate Dean or other approvers, if applicable. 
  • Form must be routed to the Dean/Vice Chancellor for approval. Dean/Vice Chancellor receives an email with a link to the form.  Screen shot of Finance Lead signature and approval
Step 7

Dean/Vice Chancellor approves or denies the form.

  • Dean/Vice Chancellor is the final approver and selects the check box to route to HR (OHR) for final review Screen shot of Vice Chancellor or Dean approval
Step 8

Form is routed to OHR for final review.  
Step 9

Initiator and all approvers receive an email that the form has been received by OHR.
Step 10

Unit can proceed with the open recruitment or waiver hire in Workday.

  • The unit does not need to wait for OHR to do the final review before moving forward. 
  • Update the position cap value in Workday if it is different than the defaulted value. See Managing Position Cap Values KB. 
  • Enter the JTAP form number into the justification field of the job requisition. 
Step 11 After OHR reviews the form, the initiator and all approvers will receive a confirmation email. This email is for informational purposes only; no action is needed. OHR will reach out if there are questions. Any questions would not impact the unit’s ability to proceed with the recruitment process. 

Process Tips

  • Each approver routes the form to the next approver for review by entering their email on the form. Refer to the list of approval contacts for each unit, stored in the HR Reps Position Cap Box Folder. 

  • Dean/Vice Chancellor may delegate approval to others. Talent Acquisition will need email documentation. Send email documentation to uwjobs@wisc.edu. 

  • Only the initiator who starts the form can edit the form. If edits are needed after the initiator has submitted the form, an approver will need to deny the form. 

  • School/College/Division HR can determine who is best to be the initiator. For example, the initiator could be the hiring unit or an HR Business Partner. 

  • If an approver denies the form, it is returned to the initiator. The form will be routed again to all approvers.  

  • Initiators can review where a form they have created is in the approval process by clicking ‘View my Submissions’ on the homepage; a view-only list of pending and approved forms will display.  

  • After the form is approved by the Dean or Vice Chancellor, and you have received necessary criticality and functionality approvals via email, you may begin the recruitment process in Workday. 

    • Update the position cap value if needed. See Managing Position Cap Values KB.

    • Add the JTAP form number in the justification box of the job requisition. If the initiator did not make note of the JTAP form number on the original confirmation screen, it can be found by clicking 'View my Submissions' on the homepage. A view-only list of pending and approved forms will display. The JTAP form number will be listed on this page and at the top of the form. 

Questions?

Contact Talent Acquisition at uwjobs@wisc.edu. 

Updated: Jul. 03, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/justification-to-advance-position-online-form/

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