Personnel Budgeting - Add Vacant Positions

After setting up your Data Model Manager and adding employees, you can account for unfilled positions (vacancies) as part of your budget. Create vacancies manually or via bulk upload. 

Vacancies correspond to the job roles and steps you created in the wage schedule. Each new vacancy inherits its additional pay and benefit values from the Default Additional Pay & Benefits settings for your budget (Settings > Vacant Positions). Every item is set to Maximum unless you change it.

Setting Default Additional Pay & Benefits for Vacancies

Before adding vacancies, choose which additional pay and benefit values each new vacancy inherits. The setting lists every additional pay and benefit configured in your budget, grouped by type.

1. Open your Personnel Budget and go to Settings.
2. Select Vacant Positions.
3. Open Default Additional Pay & Benefits.
4. For each additional pay and benefit, choose Maximum, Minimum, or Specific and pick the option or plan.
5. Select Save.

Note: These defaults apply only to vacancies created after you save them. Existing vacant positions are not changed — adjust those individually or in a Scenario. Defaults are set per budget and carry forward into the next budget year, including when a budget is cloned. If a specific option no longer exists in the new year, that item falls back to Maximum.

Adding Individual Vacant Positions

1. Navigate to the Positions tab
2. Select the Vacant Positions subtab.
3. Select the Add Vacancy button in the upper right-hand corner of the Vacancy Manager table.
   • Select the department or division this role belongs to. This drop-down is based on your Chart of Accounts as you provided it to ClearGov. This field can be automatically populated by the job title chosen in the next step.
   • Assign the vacancy to the appropriate job title.
   • Select the appropriate step from the drop-down menu. These steps are based on your configuration of the wage schedule in the Data Model Manager.
   • Enter the Full-Time Equivalency (FTE) for the employee.

After entering all information, select the Create button.

Pro Tip: Customize how you view your vacancy manager table for ease of use by:

• Choose which columns are displayed or hidden by selecting or deselecting items in the Column menu.
• Drag-and-drop a column to re-order displayed columns on the table.
• Resize displayed columns.

Bulk Import Vacancies

1. Navigate to the Positions tab.
2. Select the Vacant Positions subtab.
3. Select the Bulk Upload button in the upper right-hand corner..
4. Download the import template from the dialog. Open the import template in any spreadsheet application. Populate the template with your vacancy information. Be sure to save your file as a CSV.
   • All fields are required.
   • The Job Code and Initial Step must match your wage schedules exactly.
     Note: Each individual vacancy should be on its own line. You can have multiple vacancies with the same job code. Bulk-uploaded vacancies inherit the same Default Additional Pay & Benefits settings as vacancies added individually. The import template does not include additional pay or benefit fields.
   • If you already have vacancies in the vacant positions table, you can toggle on the Include current vacant position data in bulk upload template option download all existing vacancies in the template. 

Return to the bulk upload dialog. Select Start and select your file from the file explorer. If there are any errors, they will display below the import box. Follow the instructions to import the new Vacancies.