This guide details steps using HCM Recruiting Cloud Access.
If you do not see the steps detailed within this guide, your HCM Recruiting Cloud Access Training is most likely incomplete. If you are a member of a Search Committee, please contact hr@uwyo.edu to have the training assigned.
The steps in this guide apply when a department finalizes a Benefited hire by creating a job offer in the Oracle Recruiting Center (ORC).
Official payroll costing information is completed via the HCM Funding Form signed by Cost Center Approver and included in the Attachments section.
Before starting the Benefited Job Offer guide steps, please ensure the intended candidate has accepted the department’s verbal offer, and the candidate’s status in the Oracle Recruiting Center (ORC) has been updated to Verbal Offer, Verbal Offer to be Made.
If you have any questions, please contact HR Recruiting at recruit@uwyo.edu.
HR Recruiting conducts the University of Wyoming’s pre-employment background check.
After successful completion, HR Recruiting will update the candidate’s status to Offer, to be Created.
Hiring Managers and Hiring Manager Assistants receive a WyoCloud HCM notification to create an official job offer in the Oracle Recruiting Center (ORC).
When is the employee start date?
The field will default to the current date. Please use the calendar icon to update the start date to the agreed-upon future date.
Start dates must correspond with the employee’s actual first working day.
HR Recruiting recommends that employee start dates coincide with the UW Payroll Deadlines: Time Period Start Date for optimal processing.
EXCEPTION: Non-Benefited to Benefited Hires must have a start date that matches the UW Payroll Deadlines Time Period Start Date, which occurs on Sundays. If the new position will not work on the weekends, use the following Monday as the start date.
Legal Employer
University of Wyoming
Worker Type
Employee
Action
The field will default based on the candidate’s UW employment history. Please confirm the Action is correct.
Add Pending Worker = External New Hire
Add Pending Work Relationship = UW Rehire
Add Assignment = Current Non-Benefited Employee
Transfer = Current Benefited Employee
Proposed Person Type
Business Unit
UWYO
Position
The field will default based on earlier selections. Please confirm the Position is correct.
Business Title
The field will default based on earlier selections. Please confirm the Business Title (position name) is correct.
Grade
The field automatically populates. Please do not change.
Department
The field will default based on earlier selections. Please confirm the Department is correct.
Reporting Establishment
Worker Category
Classified
Assignment Category
The field will default based on earlier selections. Please confirm the Assignment Category is correct.
Regular or Temporary
The field will default based on earlier selections. Please confirm the value is correct.
Full Time or Part Time
Full time
Hourly Paid or Salaried
Salaried
Working Hours
The field will default to 40 Hours/Weekly. Please update accordingly.
Standard Working Hours
40 Hours/Weekly
Calculate FTE and headcount automatically
Ensure the box is checked.
FTE
Headcount
Probation Period
1 Years
Probation End Date
Please use the calendar icon to update the Probation End Date precisely one year from the candidate’s start date.
Working as Manager
Select Yes or No accordingly.
Worker’s Comp Code
The Worker’s Comp Code is the last digit in the position number.
W1 = Clerical (office environment)
W2 = Professional without Lab
W3 = Professional with Lab
W4 = Non-Professional (non-office environment)
Remote Work
On Campus or the percentage of remote work (if applicable).
Do not select Yes or No.
Compressed Work Week
Leave the box unchecked.
Hiring Manager
The field will default to the person completing the job offer. Please ensure the Hiring Manager listed is the supervisor of the new position.
Recruiter
ORC Admin Contingent Worker
Add Collaborator Type
If applicable, the fields for collaborator type will automatically populate from the job requisition.
Please confirm the Search Committee Member(s) and collaborator types are correct.
Salary Basis
Annual Salary Basis
Create Offer
Salary Amount
Enter the budgeted USD Annual pay for the Benefited position. The amount entered must be divisible by 12.
Grade Name
The field will default based on earlier selections.
Salary Range
Minimum and maximum salaries are based on the UW Pay Matrix.
Salary Range Midpoint
Additional approvals are required if the Salary Amount entered above is over the Salary Range Midpoint.
Campus Phone Number
Enter accordingly.
UW Work Address
Building and Room Number.
Faculty/Academic First Paycheck Month
Faculty/Academic Hires Only. Enter accordingly.
Faculty/Academic Responsibilities Associated with this Appointment Include
Faculty/Academic Additional Expectations
Faculty/Academic Statement on College Orientation
Faculty/Academic Rank
Faculty/Academic Hires Only. Click on the drop-down arrow to select the appropriate option from the available menu.
Faculty/Academic Month Insurance Takes Effect
Faculty/Academic Tenure or Rolling Contract Decision Year
Faculty/Academic Tenure or Rolling Contract Granted Year
UW over Allowed Amount
N/A
Faculty/Academic End Date
Start-Up Funds Total
Start-Up Package to Include
Dean/Director Name
Dean/Director Title
Start-Up Funds Payable
Offer Letter
Click on the drop-down arrow to select the appropriate option from the available menu.
Classified Staff
Faculty/Academic
Administrative/Executive
If the option is not available from the drop-down menu. Click on Search at the bottom of the menu.
A Search and Select: Job Offer Letter Template pop-up window will appear. In the Name field, enter (Class, Facul, or Admin), and then click on Search.
Click on the correct template to highlight, and then select OK.
In the interim, do not change any job offer information until the WyoCloud HCM transaction has been fully approved. If any content is changed, the system will error, and the transaction will become stuck. Please contact recruit@uwyo.edu for assistance.
HR Recruiting starts the WyoCloud HCM approval workflow process.
Designated Appointing Authorities receive an email notification, which alerts them of the pending approval transaction in their WyoCloud HCM Worklist.
If approved, HR Recruiting electronically extends the job offer to the intended candidate.
Hiring Managers ensure the candidate has reviewed and electronically accepted the job offer.
HR Recruiting conducts the University of Wyoming’s formal candidate background check.
After successful completion, the hire will be submitted for HR processing.
Welcome Email is sent to the candidate’s non-UW email address from HR Recruiting.
The candidate must follow the email instructions to be officially hired as a Benefited employee.
Benefited employees are not allowed to start working before their official start date. Start dates are firm and cannot be changed.
This completes the steps to finalize a Benefited hire by creating a job offer in the Oracle Recruiting Center (ORC).