Benefited Job Offer

Body

This guide includes:

Processing Final Candidate
My Team Navigation
Candidate Applications
Create Job Offer
Section Edits
Save and Close
Finalize Hire

	This guide details steps using WyoCloud HCM Hiring Access.
	Only those that have completed the WyoCloud HCM Hiring Access Training for Search Administrators are able to draft the written offer. Please visit our hiring toolkit to find the link to the required hiring trainings. You will navigate to “Before you Begin”
	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 through the costing module. An HCM Funding Form will not be used for benefited hires.
	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.

A Benefited Offering Training Recording is also available here

Processing Final Candidate

**FOR ACADEMIC OFFERS ONLY (this does not include Post Docs): At the Verbal Offer to be Made state, begin to discuss conditions of the offer with the candidate. Work with your college appointed Director of Business Operations or Business Manager to complete and submit the Academic Appointment Details letter to Academic Affairs for review and approval. Upon approval, the document may be presented to your candidate for their review and signature. Academic Affairs will provide the completed Academic Appointment Detail Document to HR Recruiting when the offer is ready to be drafted.
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 procedures listed below are initiated to finalize the Benefited hire.

	Once the department emails recruit@uwyo.edu letting them know of the verbal offer acceptance, HR Recruiting initiates the University of Wyoming's pre-employment background check.
	HR Recruiting will update the candidate’s status to Offer, to be Created.
	Hiring Managers receive a WyoCloud HCM notification to create an official job offer in the Oracle Recruiting Center (ORC).

Step One

My Team Navigation

After logging in to WyoCloud HCM, click on the My Team module tab in the top taskbar.
Click on the Hiring application. Please visit our hiring toolkit to find the link to the required hiring trainings. You will navigate to “Before you Begin”

Screenshot 1

Step Two

Candidate Applications

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. If you need to see a closed requisition, click the “include inactive requisitions” filter.
Click on Applications on the right-hand side of the Benefited position to view candidate applications.

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The Job Applications page will show all applicants for the Benefited position.
Offer, to be Created will be listed in the Status column.
Click on the candidate's name to create an official job offer.

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Step Three

Create Job Offer

Click on Actions in the upper right-hand corner and select Create Job Offer using the available drop-down menu.

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After you have clicked on Create Job Offer, subsequent job offer sections will populate, including:

When and Why
Assignment Info
Offer Team
Payroll Info
Salary
Other Compensation
Comments and Attachments
Additional Info
Offer Letter

When and Why

In the When and Why section, please complete the following:

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.
	Please note, the start date listed in the offer letter must reflect as the date the employee will first report to work for the position.
	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

Click on Continue when finished.

Screenshot 5

Assignment Info

In the Assignment Info section, please complete the following:

Proposed Person Type	Employee
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	University of Wyoming
Worker Category	Classified – to be used for classified staff positions AY/FY Administrative Professional – to be used for administration offers. AY is Academic Year; FY is Fiscal Year. AY/FY Administrator - to be used for administration offers. AY is Academic Year; FY is Fiscal Year. AY/FY Other Academic Professional – for Post Doc Offers
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. If the employee is expected to work less than 40 hours/week you will first work with Class Comp as this is only allowable in rare circumstances.
Standard Working Hours	40 Hours/Weekly. If the employee is expected to work less than 40 hours/week you will first work with Class Comp.
Calculate FTE and headcount automatically	Ensure the box is checked.
FTE	The field automatically populates. Please do not change.
Headcount	The field automatically populates. Please do not change.
Working as Manager	Select Yes or No accordingly.
Worker’s Comp Code
	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).
Remote Work	Do not select Yes or No.
Compressed Work Week	Leave the box unchecked.
People Group	Leave box blank.

Click on Continue when finished.

Offer Team

In the Offer Team section, please complete the following:

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.
Add Collaborator Type	Please confirm the Search Committee Member(s) and collaborator types are correct.

Click on Continue when finished.

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Payroll Info

In the Payroll Info section, please complete the following:

Tax Reporting Unit	Select University of Wyoming from the drop-down.
Time Card Required for Assignment	Leave field blank, an HR Staffing Partner will add in the correct selection.
Overtime Period for Assignment	Leave field blank.

Click on Continue when finished.

Salary

In the Salary section, please complete the following:

Salary Basis	Annual Salary Basis
Action	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	As we transition to the new pay matrix, it is the expectation that new hires will start closer to the minimum of the pay range and up to market for individuals experienced in most job duties. Anything over market will unlikely be a typical zone for starting salaries except for rare occasions of critical business need or extraordinary candidates with extensive direct job experience. Consult with Classification and Compensation (ccomp@uwyo.edu) for salary approval prior to extending a verbal offer.

Click on Continue when finished.

Other Compensation

In the Other Compensation section, please click on +Add in the upper right-hand corner to include any supplemental compensation as discussed and agreed-upon during the department’s verbal offer.
- Please use the Compensation Plans and Options Appendix for specific compensation descriptions and requirements.
  - All supplemental compensation types require official payroll costing information.

However, if no other compensation needs to be included, click on Continue to proceed to Comments and Attachments.

In the Plan field, use the drop-down arrow to select the appropriate compensation type from the available menu.

In the Option field, use the drop-down arrow to select the appropriate compensation choice from the available menu.

Click on the pencil icon on the right-hand side of the compensation plan to adjust the option amount.
Click on Continue when finished.

Comments and Attachments

If you have received Class Comp approval for a salary amount, please provide documentation of the approval in the attachments section of the offer.
No HCM funding form will be attached as this is a benefited offer. All funding information for benefited hires will be processed through the costing module.
Click on Continue when finished.

Additional Info

In the Additional Info section, please complete the following:

Campus Phone Number	Enter accordingly.
UW Work Address	Building and Room Number.
UW over Allowed Amount	N/A
Dean/Director Name	Enter accordingly.
Dean/Director Title	Enter accordingly.

Click on Continue when finished

Offer Letter

In the Offer Letter section, please complete the following:

Offer Letter	Click on the drop-down arrow to select the appropriate option from the available menu.
	Classified Staff Transfer Staff Offer Letter - For candidates who are already benefited employees of the University transferring to another benefited position
	Faculty/Academic - Recruiters draft all Academic Offer Types except Post Doc offers. Post Doc – Post Doc offers
	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, Faculty, or Admin), and then click on Search.
	Click on the correct template to highlight, and then select OK.

In the Offer Letter field, you should now see the correct selection.

Please do not include any attachments, candidate-facing documents, or added text within the Offer Letter section.

Screenshot 19

Click on Download to view the offer letter template.

Check the upper right-hand corner of your browser window for the Word document or check your computer Downloads folder.
Click on the Word document to view the offer letter template.

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Please save/print the document for your records. Please do not edit the downloaded offer letter. If you wish to enter specific verbiage to the offer letter please first reach out to recruit@uwyo.edu.

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Step Four

Section Edits

Before you Save and Close the Benefited Job Offer, please review the contents.
Click on Edit on the right-hand side of each section to confirm the details are complete and correct.

Step Five

Save and Close

After reviewing and confirming that all the information within the Benefited Job Offer is correct, click Save and Close in the upper right-hand corner.
- Do not click on Submit.
HR Recruiting will now evaluate the job offer.

Screenshot 24

	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.

Step Six

Finalize Hire

After HR Recruiting has reviewed the Benefited Job Offer, the procedures listed below are initiated to finalize the Benefited hire.

	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 initiation of the pre-employment background check, the hire will be submitted for HR processing. Some departments have elected to require a BGC return clear before moving to offer to be created. Email recruit@uwyo.edu if you would like to elect for this option.
	Welcome Email is sent to the candidate’s email address provided in their application from HR Recruiting.
	The candidate must follow the email instructions to be officially hired as a Benefited employee.