SAF process
This guidance takes effect from 18 February 2016.
What is SAF?
The Staffing Authorisation Process (‘SAF’) online is a paperless process used to
request and authorise all staffing additions/costs. Once a new request has been
authorised by a Dean/Director, the request will then be managed by a HR Partner,
with final approval by a University Leadership Team (‘ULT’) member.
This is the high level process
Following
Manager/Dean/
Director discussion
with HRP SAF
raised for all roles
• Anyone can raise - recommend
raised by manager
• Clear business case and planned
usage/end date required for casual
appointment
Approved by,
Dean/Director then
HRP. Final
Approval by ULT
• Director HR&D leads
weekly ULT review to
approve/decline new
requests
Originator
contacts HR as
appropriate
• Initiates recruitment or provides
appointment form et al referencing
SAF id.
• must be completed prior to work
commencing for all roles including
ZHL and Casual appointment
The following is step-by-step guidance on how to create a SAF request, and the
approval process.
Note: within this guidance a SAF initiator means the manager seeking to appoint a
new start. The SAF authorisation group means the Dean/Director, HR Partner and
ULT members.
Benefits of the online SAF:
 You can save the form and submit for approval at a later date
 You can track the approval process and relevant comments by parties
 You can access approved SAFs to re-use information such as the Role
Descriptions and Job Advert
 You will be alerted via email if you need to authorise a SAF and when you SAF
has been approved or rejected
 An out of office function enables authorisers to delegate authorisation whilst on
holiday
All roles must be approved
You need a completed SAF to authorise all staffing costs and appointments
including:
“Permanent, and fixed term regardless of source of funding or conditions of
service (including zero hour lecturer posts), casuals, backfilling (maternity leave
/ long term sickness), secondments, replacing staff who have left, extensions
to fixed term contracts, all increases in hours, new or extension of payment of
acting up allowances / responsibility allowances or any other changes that have
staffing costs associated with them.
Page 2
Before a SAF is created the requestor should consider whether the post needs to be
filled in its present format and whether there will be an ongoing requirement for the
post. For Casual appointments the requestor must consider whether existing
permanent headcount can complete the work package intended or if not whether an
existing casual appointee is available and would be appropriate to complete the work
Note: a new start of any type must never commence employment with Edinburgh
Napier University until authorisation has been given and the appropriate appointment
documentation and right to work checks have been done. Any unauthorised
recruitment or appointment will be a matter for disciplinary action.
Staffing authorisation levels
The online SAF has the relevant levels of authorisation built into it, it is an intuitive
system and knows who a SAF should be directed to next for authorisation, depending
on the School/Service area selected.
SAFs for posts and changes that are within pay budget will generally be processed
quickly and without too much scrutiny when the relevant position details, project or
budget funding and role description/advertisement is provided. For SAFs for posts that
are outwith pay budget, casuals or zero hour contracts it is highly recommended
that a detailed business case and other notes are provided if approval required quickly
from the SAF approval group.
The SAF initiator is responsible for establishing whether or not the request is within
pay budget prior to submitting the SAF.
Before approving or rejecting the SAF, the ULT members will consider the merits of
the SAF request and how it fits within the University’s needs and existing workforce
plans. Before the ULT meeting, the HR Partner will assist the School or Professional
Service area on the need and seek clarification in advance where necessary.
Example scenarios
Within budget
A full time member of staff resigns part way through the year.
Replacement
Their current salary is the top of their scale grade. You are
seeking a direct replacement, with a possible appointment at
the bottom of the scale.
“Is this request in approved budget?” Response “Yes”.
Not within budget A 0.5 FTE member of staff resigns. You wish to replace them
Replacement with with a 0.8 FTE hence. This has been the only staff change in
increased FTE
the financial year.
“Is this request in approved budget?” Response “No”.
Within budget
A member of staff is due to go on maternity leave. There was
Maternity
leave an awareness of the need for this cover when budgeting for
replacement
the forthcoming financial year and the pay budget for this was
approved as part of the budget process.
“Is this request in approved budget?” Response “Yes”.
A staff member is due to go on maternity leave. The need for
cover was unknown when budgeting for the forthcoming
Page 3
Not within budget
Long term sickness
Within budget
Covered
by
external funding
Not within budget
Zero hour contract
lecturers
financial year and therefore, this was not approved at part of
the budget process.
“Is this request in approved budget?” Response “No”.
Due to long term sickness absence, a need to cover a four
month period has been identified.
“Is this request in approved budget?” Response “No”.
A Research Assistant has been employed on a fixed-term
contract. You wish to extend the contract for 12 months. This
position is externally funded and you can demonstrate that
additional funding has been secured that covers the cost of the
extension.
“Is this request in approved budget?” Response “Yes”.
You wish to employ two new zero hour lecturers to cover
academics who are working on courses overseas, and this
was not predicted for this financial year budget.
“Is this request in approved budget?” Response “No”.
Page 4
Creating a new SAF
Create new entry
1. Log onto SAF
2. Go to <Request>, select <Make a request>
1. Role details tab
<Enter
Role Select the <help>
Details>
<School/Service
Area>
<Role Title>
<Number
vacancies>
button for guidance
Enter School or Service that the role will be part of
Enter School or Service
of Enter number
<Grade>
and 1. From the drop down, select either; ‘Reports to Principal’, ‘Off
<Gross
Annual
Scale’, ‘Grade 7-10’, or ‘Grade 6 or Below’.
Cost/Planned
Casual Spend>
Page 5
2. Select Gross Annual Costs or Planned Casual Spend
Note: Gross Annual Cost can be keyed in or selected from the
drop down list. The drop down list shows both the Academic and
non-Academic gross costs. Academic cost of prefixed with A,
non-Academic cost is prefixed NA. As our policy is to recruit at
the bottom of the salary scale the respective values are included
in the drop down list options.
<Is this a new Is this role covered by a current budget or external funding?
role?>
< Enter the role Enter the role code from guidance
code >
<If no,
reason>
select Select option from drop down box
<Please confirm Enter the name
the
current/previous
job
holder
name?>
<What is the Enter the relevant Grade number (‘1 to 10’) or ‘Off Scale’
current grade of
the vacant post?>
<Save and Next>
Select
button
Page 6
2. Contract details tab
<Does the role Default question – enter Yes or No
require
desk
space
allocation?>
<Role category>
Select from the dropdown box
<Contract type>
Add further details is prompted
From the drop down box select ‘Fixed Term’, ‘Permanent’ or
‘Casual’.
<Role type>
From the drop down box select:
Page 7
If not full time enter relevant FTE percentage and actual hours
<Save and Next>
Select
button
3. Funding tab
<Is this request in Yes or No
approved
budget?>
<Source
of Enter details is this is a research or funded post
funding>
Note: If split cost centre codes are required these must total 100%.
<Save and Next>
Select
button
Page 8
4. Business Case tab
<Business case>
Enter specific details of the business case relating to the actual
needs for this position. Identify the risks to the School/Service
area if the role is not approved.
<Save and Next>
Select
button
Page 9
5. Additional Information (if required)
<Save and Next>
Select
button
6. Documents tab
<Documents>
Attach the Role Description and Job Advert
Notes
 If the change does not need to be advertised then tick the box and you will be able
to proceed to the next screen.
 If it does need to be advertised then you must attach the role description and job
advertisement.
<Save and Next>
Select
button
Page 10
7. Review your SAF
<Review>
Select along the tabs to review all the details entered
Notes
 Review your SAF and ensure that all the details are correct, particular the SAF
initiator’s responsibility to ensure it is correctly indicated whether the new entry is
within or outwith budget.
 Finally, submit your SAF for approval. Once submitted you can view the log file to
determine where your SAF is within the authorisation process.
<Submit
approval>
for Select
button
Questions
If a staff member is unsure about any matter covered by this policy, please contact
HR&D.
Page 11
Version and revision information
Document Control Information
Title
SAF Guidance
Version
V2.0
Author
Human Resources and Development
Date
Approved
First
February 2013
Last Review Date
February 2016
Review Frequency
Two years
Scope
All University employees
Change Record
Date
Author
Version
Change reference
Feb 2013 HR&D
1.0
Initial draft of guidance
Feb 2016 HR&D
2.0
Update approval process