This document provides Primary Recruiters and HR Partners (HRPs) with instructions on how to complete the Offer stage as part of the recruiting process for competitive searches in Workday.
Not what you are looking for? Use the button below to visit our Library and find the information you need!
| Library of Workday Knowledge Base Articles |
· Human Resources Policy 202 – Talent Acquisition must be adhered to prior to initiating the Offer stage.
· The Offer stage is one of the seven stages in the applicant lifecycle in Workday and is used to extend a formal offer letter of employment to candidate(s) selected for position(s) associated with a job requisition. This stage includes several steps, such as generating an offer document, delivering it to the candidate, and receiving the candidate’s decision.
· In Workday Recruiting, a stage represents a broader phase of the recruitment process, while a step refers to a more specific action or task within that stage.
· For more information about the full applicant lifecycle in Workday, including details on the other stages in the process, please refer to the Managing Applicant Tracking in Workday Knowledge Base Article.
· Both the Primary Recruiter(s) assigned to the job requisition and the HR Partner(s) (HRP) for the supervisory organization associated with the requisition are required for this process, as each role is responsible for different steps within the Offer stage. The steps outlined in this article will indicate which party is responsible for completing each action.
· Since the steps in the Offer stage involve two different roles, coordination between the individuals assigned to each role is essential to ensure the process is completed successfully. If an error is identified in one step, the responsible party may need to send the process back to the other for correction and resubmission in order to move it forward.
· The information required to complete this stage in Workday includes:
· Hire Date
· Hire Reason
· Business Title
· Default Weekly Hours
· Proposed Salary/Hourly Pay Rate
1. Log into Workday using your CNetID and password.
2. Select one of the following options to continue:
a. Initiate Offer (Primary Recruiter)
b. Complete Offer Details (HRP)
c. Generate Document for Offer (Primary Recruiter)
e. Launch Candidate Offer (HRP)
f. Candidate Review (Candidate)
g. Set Offer Status (Primary Recruiter)
1. When a decision is made to extend an offer of employment to a candidate, the candidate must be moved from the Reference Check stage to the Offer stage. For details on how to move a candidate forward, review the Moving Candidates Through the Applicant Lifecycle section of the Managing Applicant Tracking in Workday Knowledge Base Article.
1. Navigate to My Tasks and select the task titled Offer for Job Application to view the Initiate Offer for screen. This task can also be accessed through the Candidate Grid, under the Awaiting Me column. The HRP may receive this task again in My Tasks after the initial submission if changes to the offer details are required. For that reason, it is good practice to scroll to the bottom of the page before making any updates and review the View Comments section to check for any notes indicating necessary changes.
a. From the Start tab, select the Pencil icon to make edits to the following sections:
i. Details – Input the Hire Date by using the Calendar icon or manually entering the information and select the Hire Reason using the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the corresponding prompt box. Ensure the correct reason is chosen as it determines which offer template will be generated. Verify and/or modify the Location if necessary.
ii. Job Details – Review and edit the Business Title if needed. This field defaults to the Job Profile title, but it can be changed to more accurately reflect an employee's role. This title could be more specific, or more closely aligned with the internal structure or terminology used within a particular department or unit.
iii. Working Time – Enter the Default Weekly Hours (37.5 for salary employees or 40 for hourly employees), confirm that the Scheduled Weekly Hours are correct, and verify that the FTE (Full-Time Equivalent) percentage is accurately calculated. The FTE is based on the Scheduled Weekly Hours divided by the Default Weekly Hours.
b. Select the Next button on the bottom of the screen.
c. From the Compensation tab, edit the following sections using the Pencil icon (the Guidelines, Bonus or Merit sections are not to be modified):
i. Salary/Hourly – Depending on whether the employee will be paid biweekly (Hourly) or monthly (Salary), select the appropriate section and enter the offered pay rate in the Amount field. The offered pay rate must be an amount within the Total Base Pay Range. The Currency and Frequency fields should remain unedited.
d. Select Next.
e. A summary screen of all selections will appear for review. If any changes are needed, use the Pencil icon to edit the relevant section(s) or select the Guide Me button located to the right of the section header to return to a section’s specific screen. If everything is correct, select Submit.
1. Navigate to My Tasks and select the task titled New Hire Employment to view the Generate Document screen. This task can also be accessed through the Candidate Grid, under the Awaiting Me column. The offer letter template that appears in this step is based on the Hire Reason selected in the previous step. The Primary Recruiter may receive this task again in My Tasks after the initial submission if changes to the offer document are required. For that reason, it is good practice to scroll to the bottom of the page before making any updates and review the View Comments section to check for any notes indicating necessary changes.
a. Use the Expand/Collapse Arrows icon located on the top right-side of the document text box to manage the visibility of certain sections within the document. When selected, this icon enlarges or collapses the document area, optimizing screen space. Make changes to the letter following these guidelines:
i. Any information highlighted in gray is pulled directly from the Job Requisition and Offer Details page and MUST NOT be edited.
1. The only information highlighted in gray that can be changed includes: the contact information for the person the candidate can reach out to with questions; the details of the person addressing the candidate/issuing the letter (by default, the Hiring Manager); and the response deadline at the end of the letter.
2. If changes are needed to any other information highlighted in gray, these fields MUST NOT be deleted or manually updated. Instead, add a comment in the box at the bottom of the screen noting the requested changes and asking the HRP to reject the document letter and send it back to the Complete Offer Details step. Then, select Submit.
ii. The unlocked sections in the body of the offer letter should be reviewed and can be edited if needed. Examples of allowable edits include:
1. Entering start and end times for hourly employees.
2. Including a specific statement if offering a sign-on bonus or addressing another special circumstance.
b. When all edits are made, select Submit.
1. Navigate to My Tasks and select the HR Partner Review task. This task can also be accessed through the Candidate Grid, under the Awaiting Me column. Since the Primary Recruiter may have requested changes to the offer letter, it is good practice to review the business process details for any notes that may require sending the process back. To do this, select the Settings icon, represented by a gear and located at the top of the task, and then select View Details. On the View Recruiting Event screen, go to the Process tab and scroll down and to the right to locate the previous step and any comments added by the Primary Recruiter.
a. To begin the review process, select the hyperlink next to the Document field to open and review the PDF offer letter in full.
b. Once the review is complete, return to My Tasks to make a decision on the document.
i. If the document doesn't require changes, select Submit.
ii. If changes are needed, enter a Comment in the box located at the bottom of the screen indicating why the document is not being accepted, then select Don't Accept to send the document back for appropriate adjustments.
1. A dialog box will appear with the next task (New Hire: HR Partner Review) to complete. Select Review Redirect.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks and then choose the Redirect New Hire: HR Partner Review task on the left side of the screen.
i. For changes to the Hire Date, Scheduled Weekly Hours, or Compensation details, select the HR Partner Name – Offer option in the Send Back field under the Redirect Actions section, enter a Comment in the corresponding box noting the required changes, and select Submit. The process will route back to the Complete Offer Details step.
ii. For other content changes to the body of the offer letter, select the Primary Recruiter Name – New Hire Employment option in the Send Back field under the Redirect Actions section, enter a Comment in the corresponding box noting the required changes, and select Submit. The process will route back to the Generate Document for Offer step.
1. Navigate to My Tasks, select the Launch Candidate Offer Now To Do, and then select Submit. This will send the offer letter electronically to the candidate via the Candidate Portal.
a. Be careful when submitting this To Do, as it cannot be reversed or canceled. Once submitted, the offer letter will be delivered directly to the candidate.
1. To accept an offer, the candidate must log into the Candidate Portal utilizing the email and password they used to submit their application. After the HR Partner launches the letter, they will see the New Hire: Candidate Review task. They will select the Review button to view the document. From the Review Document screen, the candidate should select the PDF and review the downloaded letter. To accept the offer, they need to sign the downloaded letter and then upload it to the Candidate Portal. Lastly, they will check the box I Agree to accept the terms of the offer and select OK. To decline or raise an inquiry, instructions should have been provided in the offer letter directing the candidate to contact their Recruiter.
a. Please note that the example described here is for external candidates. The functionality for internal candidates is similar.
1. When the offer is launched to the candidate, a To Do titled Set Offer Status is also received in My Tasks. This step should be completed ONLY AFTER receiving a decision from the candidate.
a. If the offer is accepted, both the Primary Recruiter and HR Partner receive a notification. Upon receiving the notification, the Primary Recruiter and/or HR Partner must confirm that the offer letter is uploaded and signed.
i. To review this, navigate to the Candidate Profile, select the Offer tab option located on the left-hand side of the screen, and then select the Offer Attachments tab.
ii. Review the uploaded offer letter by selecting the appropriate PDF to confirm that the offer letter is signed by the candidate.
b. Once confirmed, return to My Tasks, select the Set Offer Status To Do, and then select the Set Offer and Employment Agreement Status button. Using the drop-down menu next to the Offer and Employment Agreement Status field, choose the appropriate option: Verbal Offer Accepted or Written Offer Accepted.
i. If the offer is turned down, select either Verbal Offer Declined or Written Offer Declined.
ii. If the hiring team decides to extend a new offer, navigate to the Candidate Grid and advance the applicant to the Make New Offer step. The process then follows the Offer stage progression, starting from the Complete Offer Details step.
iii. If no new offer will be extended, candidate must be dispositioned.
c. Lastly, return to the Set Offer Status To Do in My Tasks and select Submit.
i. Caution must be taken with To Do steps in Workday. These steps instruct employees to complete an action outside of the business process. After completing the task, navigate back to My Tasks and select Submit on the To Do step to move the process forward, otherwise the business process will not route to the next step.
2. When Verbal Offer Accepted or Written Offer Accepted is selected at the Set Offer and Employment Agreement Status step, the task To Do: Initiate Background Check in HireRight and Verify Rehire Eligibility is sent to the Recruitment & Retention Specialists Team. Refer to the Managing Applicant Tracking in Workday Knowledge Base Article for further details beyond this step.