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This guide includes:
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This guide details steps using WyoCloud HCM Hiring Access.
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Only those that have completed the WyoCloud HCM Hiring Access Training for Search Administrators are able to draft the written offer. Click here to access the training information. |
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The steps in this guide apply when a department finalizes a Benefited hire by creating a job offer in the Oracle Recruiting Center (ORC).
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Official payroll costing information is completed via the HCM Funding Form signed by Cost Center Approver and included in the Attachments section.
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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.
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If you have any questions, please contact HR Recruiting at recruit@uwyo.edu.
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- **FOR ACADEMIC OFFERS ONLY: 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. Once complete provide the form to Human Resources and Academic Affairs to draft and submit the formal written offer letter in WyoCloud. The offer will then go through workflow approvals and the hire will proceed per the normal process.
- 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 Benefited hire.
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HR Recruiting conducts the University of Wyoming’s pre-employment background check.
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After successful completion, HR Recruiting will update the candidate’s status to Offer, to be Created.
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Hiring Managers and Hiring Manager Assistants receive a WyoCloud HCM notification to create an official job offer in the Oracle Recruiting Center (ORC).
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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.
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.
- Click on Applications on the right-hand side of the Benefited position to view candidate applications.
- The Job Applications page will show all applicants for the Benefited 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.
Create Job Offer
- Click on Actions in the upper right-hand corner and select Create Job Offer using the available drop-down menu.
- 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
- In the When and Why section, please complete the following:
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When is the employee start date?
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The field will default to the current date. Please use the calendar icon to update the start date to the agreed-upon future date.
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Start dates must correspond with the employee’s actual first working day.
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HR Recruiting recommends that employee start dates coincide with the UW Payroll Deadlines: Time Period Start Date for optimal processing.
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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.
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Legal Employer
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University of Wyoming
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Worker Type
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Employee
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Action
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The field will default based on the candidate’s UW employment history. Please confirm the Action is correct.
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Add Pending Worker = External New Hire
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Add Pending Work Relationship = UW Rehire
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Add Assignment = Current Non-Benefited Employee
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Transfer = Current Benefited Employee
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- Click on Continue when finished.
- In the Assignment Info section, please complete the following:
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Proposed Person Type
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Employee
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Business Unit
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UWYO
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Position
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The field will default based on earlier selections. Please confirm the Position is correct.
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Business Title
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The field will default based on earlier selections. Please confirm the Business Title (position name) is correct.
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Grade
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The field automatically populates. Please do not change.
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Department
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The field will default based on earlier selections. Please confirm the Department is correct.
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Reporting Establishment
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University of Wyoming
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Worker Category
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Classified
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Assignment Category
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The field will default based on earlier selections. Please confirm the Assignment Category is correct.
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Regular or Temporary
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The field will default based on earlier selections. Please confirm the value is correct.
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Full Time or Part Time
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Full time
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Hourly Paid or Salaried
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Salaried
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Working Hours
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The field will default to 40 Hours/Weekly. Please update accordingly.
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Standard Working Hours
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40 Hours/Weekly
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Calculate FTE and headcount automatically
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Ensure the box is checked.
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FTE
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The field automatically populates. Please do not change.
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Headcount
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The field automatically populates. Please do not change.
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Probation Period
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1 Years
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Probation End Date
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Please use the calendar icon to update the Probation End Date precisely one year from the candidate’s start date.
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Working as Manager
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Select Yes or No accordingly.
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Worker’s Comp Code
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W1 = Clerical (office environment)
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W2 = Professional without Lab
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W3 = Professional with Lab
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W4 = Non-Professional (non-office environment)
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Remote Work
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On Campus or the percentage of remote work (if applicable).
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Do not select Yes or No.
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Compressed Work Week
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Leave the box unchecked.
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| People Group |
Leave box blank. |
- Click on Continue when finished.
- In the Offer Team section, please complete the following:
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Hiring Manager
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The field will default to the person completing the job offer. Please ensure the Hiring Manager listed is the supervisor of the new position.
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Recruiter
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ORC Admin Contingent Worker
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Add Collaborator Type
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If applicable, the fields for collaborator type will automatically populate from the job requisition.
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Please confirm the Search Committee Member(s) and collaborator types are correct.
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- Click on Continue when finished.
Payroll Info
- In the Payroll Info section, please complete the following:
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Tax Reporting Unit
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Select University of Wyoming from the drop-down.
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Time Card Required for Assignment
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Leave field blank, an HR Staffing Partner will add in the correct selection.
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Overtime Period for Assignment
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Leave field blank.
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- In the Salary section, please complete the following:
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Salary Basis
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Annual Salary Basis
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Action
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Create Offer
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Salary Amount
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Enter the budgeted USD Annual pay for the Benefited position. The amount entered must be divisible by 12.
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Grade Name
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The field will default based on earlier selections.
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Salary Range
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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.
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- Click on Continue when finished.
- 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.
- 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.
- In the Comments and Attachments section, please upload the following:
- HCM Funding Form signed by Cost Center Approver.
- Click on Continue when finished.
- In the Additional Info section, please complete the following:
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Campus Phone Number
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Enter accordingly.
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UW Work Address
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Building and Room Number.
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Faculty/Academic First Paycheck Month
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Faculty/Academic Hires Only. Enter accordingly.
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Faculty/Academic Responsibilities Associated with this Appointment Include
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Faculty/Academic Hires Only. Enter accordingly.
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Faculty/Academic Additional Expectations
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Faculty/Academic Hires Only. Enter accordingly.
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Faculty/Academic Statement on College Orientation
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Faculty/Academic Hires Only. Enter accordingly.
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Faculty/Academic Rank
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Faculty/Academic Hires Only. Click on the drop-down arrow to select the appropriate option from the available menu.
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Faculty/Academic Month Insurance Takes Effect
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Faculty/Academic Hires Only. Enter accordingly.
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Faculty/Academic Tenure or Rolling Contract Decision Year
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Faculty/Academic Hires Only. Enter accordingly.
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Faculty/Academic Tenure or Rolling Contract Granted Year
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Faculty/Academic Hires Only. Enter accordingly.
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UW over Allowed Amount
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N/A
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Faculty/Academic End Date
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N/A
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Start-Up Funds Total
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N/A
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Start-Up Package to Include
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N/A
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Dean/Director Name
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Enter accordingly.
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Dean/Director Title
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Enter accordingly.
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Start-Up Funds Payable
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N/A
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- Click on Continue when finished
- In the Offer Letter section, please complete the following:
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Offer Letter
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Click on the drop-down arrow to select the appropriate option from the available menu.
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Classified Staff
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Faculty/Academic
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Administrative/Executive
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If the option is not available from the drop-down menu. Click on Search at the bottom of the menu.
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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.
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Click on the correct template to highlight, and then select OK.
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- 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.
- 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.
- Please save/print the document for your records.
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.
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.
- HR Recruiting will now evaluate the job offer.
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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.
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Finalize Hire
- After HR Recruiting has reviewed the Benefited Job Offer, the automatic procedures listed below are initiated to finalize the Benefited hire.
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HR Recruiting starts the WyoCloud HCM approval workflow process.
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Designated Appointing Authorities receive an email notification, which alerts them of the pending approval transaction in their WyoCloud HCM Worklist.
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If approved, HR Recruiting electronically extends the job offer to the intended candidate.
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Hiring Managers ensure the candidate has reviewed and electronically accepted the job offer.
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HR Recruiting conducts the University of Wyoming’s formal candidate background check.
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After successful completion, the hire will be submitted for HR processing.
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Welcome Email is sent to the candidate’s non-UW email address from HR Recruiting.
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The candidate must follow the email instructions to be officially hired as a Benefited employee.
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Benefited employees are not allowed to start working before their official start date. Start dates are firm and cannot be changed.
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This completes the steps to finalize a Benefited hire by creating a job offer in the Oracle Recruiting Center (ORC).
