Non-Benefited Job Offer

This guide details steps using Recruiting Cloud Access. To find the training, please visit our Hiring Toolkit found here. Navigate to “Before you Begin” and you will find the links to the trainings.

If you do not see the steps detailed within this guide, your Recruiting Cloud Access Training is most likely incomplete. To find the training, please visit our Hiring Toolkit found here. Navigate to “Before you Begin” and you will find the links to the trainings.

The steps in this guide apply when a department finalizes a Non-Benefited hire by creating a job offer in Oracle Recruiting Center (ORC).

Please do not use this guide for Temporary Lecturer positions. Quick Reference Guides (QRGs) for Temporary Lecturer hires are in the WyoCloud HCM Oracle Recruiting category.

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 Non-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, Proceed to Written Offer or Verbal Offer Accepted.

If you have any questions, please contact HR Recruiting at recruit@uwyo.edu.

HR Recruiting sends the invite to the University of Wyoming’s pre-employment background check, if required.

After sending the background check invite, HR Recruiting will then 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).

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. Please note, the start date must reflect as the date the candidate will first report to work for the position.

Start dates must correspond with the employee's actual first working day. The start date must reflect as the date the candidate will first report to work for the position.

*Helpful tip: If you need to expedite a non-benefited hire, HR Recruiting advises setting the start date a minimum of 3 business days from when you are drafting the written offer. For normal processing times HR Recruiting advises setting the non-benefited start date 1 week out from when you are drafting the written offer. The start date must reflect the date the employee first reported to work for the position. Please ensure the start date set, works for both your department and the new employee. 

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

Business Unit

UWYO

Department

The field will default based on earlier selections. Please confirm the Department is correct.

Reporting Establishment

University of Wyoming

Working Hours

The field will default to 20 Hours/Weekly. Please update accordingly. Please note, HR does not advise allowing non-student non-benefited employees to work over 19.5 hours/week. HR does not advise allowing full-time student non-benefited employees to work over 29.5 hours/week. 

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

Select 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

Please ensure the Hiring Manager listed is the supervisor of the new position. This information pulls from the requisition.

Recruiter

ORC Admin Contingent Worker

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 or Monthly Salary Basis

Salary Amount

Enter the budgeted USD Hourly pay or USD Monthly pay for the Non-Benefited position.

Annual Salary

The field will auto-populate with the annual salary and FTE for the current offer.

Graduate Asst/Temp Lecturer Total Pay Amount

N/A

Service to the Community

N/A

Course Enrollment Additional Comp

N/A  

Course Enrollment Over Number

N/A 

Monthly End Date

N/A 

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.

HR Recruiting confirms any needed pre-employment checks such as a background check or motor vehicle record check has been sent to the candidate so they may initiate it.

When the offer is approved, HR will electronically extend the offer to the candidate once the candidate has submitted all required pre-employment checks (i.e. background check).

Once extended to the candidate, HR Recruiting will accept the offer on the candidate’s behalf and the hire will be submitted for HR processing.

Welcome Email is sent to the candidate’s email address from HR Recruiting.

The candidate must follow the email instructions to be officially hired as a Non-Benefited employee.

Non-Benefited employees are not allowed to start working before their official start date. Start dates are firm and cannot be changed. The start date must reflect as the first date the employee reported to work for the position.

If you have any questions, please contact HR Recruiting at recruit@uwyo.edu.