HRMS Change Request and Approval Process

The Office of Financial Management State HR Division serves as the business owner for many IT systems that support the statewide human resources and labor relations functions. The Human Resource Management System (HRMS) and MyPortal are the largest of those systems.

Technology advances, legislative updates, and changing business needs sometimes require updates to existing HR Systems. To manage these changes, the HR Payroll Priorities Review Team was formed. This team’s goal is to manage resources while continuously improving and addressing agency and business needs. The team meets regularly to discuss and prioritize incoming change requests.

If a change request is approved, it is prioritized based on risk, impact, and available resources. Changes are then scheduled for a release date, along with other maintenance and operations updates. In instances where a request is not approved, the requestor will be notified.

OFM no longer accepts requests for changes to existing HRMS GAP files or creation of a new HRMS GAP file.

Who can submit an HR Systems change request?

All change requests must be submitted by an agency HR and/or Payroll manager, depending on the type of update required.

How do I submit an HR Systems change request?

There are two ways authorized requestors can submit a request for an HR Systems change or enhancement:

Agencies within the State Government Network (SGN)

Agencies within the SGN should submit their request directly through OFM’s Service Now Automated Portal (SNAP) using the HR Application Change Request. Once all required information is inputted into the questionnaire, select the Request button in the upper right-hand corner of the form to submit your request. The request will be routed to the OFM Help Desk for review.

Agencies outside of the State Government Network (SGN)

Agencies outside of the SGN should submit their request via email. Your email must contain a completed Change Request/Enhancement Form with the required information. Send the completed form to: HeretoHelp@ofm.wa.gov. 

Note: Not sure if your agency is part of the SGN? Contact your agency’s IT department for clarification.

Are there additional requirements for adding a new vendor or wage type to HRMS?

If your request includes a new vendor or wage type within HRMS, there is a separate vendor process that must be completed before your vendor or wage type can be created within HRMS. Before beginning the vendor process, check the Statewide Vendor Number Lookup page to see if the vendor you are working with is an existing vendor. If this request is for a garnishment vendor, please contact the Statewide Payee Desk before initiating a change request. Garnishment vendors require variable documentation.

How to add existing vendors to HRMS

If an entity has registered with the state of Washington as a vendor, but they have not been set up to process payments within HRMS, or require updates to their current vendor information:

1. Work with the vendor to complete the HRMS Vendor/Payee Change Form.
2. If the vendor is requesting Automated Clearing House (ACH) payments, provide the vendor with the additional HRMS Vendor/Payee Direct Deposit Form.

How to add new vendors to HRMS

If an entity has not registered with the state of Washington as a vendor, the following are required:

1. Work with the vendor to complete the HRMS Vendor/Payee Registration Form.
2. If the vendor is requesting ACH payments, provide the vendor with the additional HRMS Vendor/Payee Direct Deposit Form.

If you have questions about the vendor process, contact the Statewide Payee Desk at 360-407-8180 ext. 5, or email PayeeRegistration@ofm.wa.gov.

Additional Required Documentation for HRMS Wage Types

Once the vendor process is concluded, requestors must attach a completed Wage Type Form outlining how the wage type should function within HRMS.

Requests for new vendors and wage types within HRMS will not be considered until the requirements of the Vendor/Payee Registration have been met in full and the completed wage type form is attached with your change request.

Are there additional requirements for adding a work schedule rule to HRMS?

Prior to requesting a Planned Working Time, Work Schedule Rule addition to HRMS, agencies must work with their Washington State Office of Attorney General (AAG) representative to ensure the requested work schedule meets federal and state compliance laws. This should be completed via email and the email with the AAG approval attached to your change request. Requests for new schedules within HRMS will not be considered until the AAG approval has been granted and the email is attached with your change request.