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 Work-Study 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 Work-Study 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.
After 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, the automatic procedures listed below are initiated to finalize the Work-Study hire.
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).
After logging in to WyoCloud HCM, click on the My Team module tab in the top taskbar.
Click on the Hiring application.
After you have clicked on the Hiring application, the Job Requisitions page will populate.
The Job Requisitions page will show all previously submitted job requisitions.
Click on Applications on the right-hand side of the Work-Study position to view candidate applications.
The Job Applications page will show all applicants for the Work-Study position.
If the pre-employment background check is complete, Offer, to be Created will be listed in the Status column.
Click on the candidate's name to create an official job offer.
When is the employee start date?
The field will default to the current date. Please update the start date to the agreed-upon future date using the calendar icon.
Start dates must correspond with the employee's actual first working day.
For optimal processing, HR Recruiting recommends that employee start dates coincide with the UW Payroll Deadlines: Time Period 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 Employee
Proposed Person Type
Business Unit
UWYO
Position
The field will default based on earlier selections. Please confirm the Position is correct.
Business Title
Work Study
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
Unclassified
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
Part time
Hourly Paid or Salaried
Hourly
Working Hours
The field will default to 20 Hours/Weekly. Please update accordingly.
Standard Working Hours
40 Hours/Weekly
Calculate FTE and headcount automatically
Ensure the box is checked.
FTE
Headcount
Working as Manager
No
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
Hourly Salary Basis
Create Offer
Action Reason
N/A
Salary Amount
Enter the budgeted USD Hourly pay for the Work-Study position.
Grade Name
The field will default based on earlier selections.
Graduate Asst/Temp Lecturer Total Pay Amount
Service to the Community
Course Enrollment Additional Comp
Course Enrollment Over Number
Monthly End Date
Start-Up Package to Include
Dean/Director Name
Enter accordingly.
Dean/Director Title
Start-Up Funds Payable
Offer Letter
Part-Time Worker
If Part-Time Worker 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 Part, and then click on Search.
Click on Part-Time Worker 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.
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 Work-Study employee.
Work-Study 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 Work-Study hire by creating a job offer in the Oracle Recruiting Center (ORC).