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This guide includes:
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This guide details steps using HCM Recruiting Cloud Access.
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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.
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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).
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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 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.
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If you have any questions, please contact HR Recruiting at recruit@uwyo.edu.
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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.
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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
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After logging in to WyoCloud HCM, click on the My Team module tab in the top taskbar.
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Click on the Hiring application.
Candidate Applications
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After you have clicked on the Hiring application, the Job Requisitions page will populate.
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Click on Applications on the right-hand side of the Work-Study position to view candidate applications.
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The Job Applications page will show all applicants for the Work-Study position.
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If the pre-employment background check is complete, Offer, to be Created will be listed in the Status column.
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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
- 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 update the start date to the agreed-upon future date using the calendar icon.
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Start dates must correspond with the employee's actual first working day.
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For optimal processing, HR Recruiting recommends that employee start dates coincide with the UW Payroll Deadlines: Time Period 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 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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Work Study
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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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Unclassified
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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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Part time
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Hourly Paid or Salaried
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Hourly
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Working Hours
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The field will default to 20 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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Working as Manager
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No
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Worker’s Comp Code
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The Worker’s Comp Code is the last digit in the position number.
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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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- 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.
- In the Salary section, please complete the following:
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Salary Basis
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Hourly Salary Basis
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Action
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Create Offer
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Action Reason
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N/A
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Salary Amount
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Enter the budgeted USD Hourly pay for the Work-Study position.
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Grade Name
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The field will default based on earlier selections.
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- Click on Continue when finished.
- The Other Compensation section does not apply to most Work-Study positions.
- Click on Continue to proceed.
- 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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Graduate Asst/Temp Lecturer Total Pay Amount
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N/A
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Service to the Community
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N/A
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Course Enrollment Additional Comp
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N/A
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Course Enrollment Over Number
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N/A
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Monthly End Date
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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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Part-Time Worker
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If Part-Time Worker 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 Part, and then click on Search.
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Click on Part-Time Worker to highlight, and then select OK.
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- In the Offer Letter field, you should now see Part-Time Worker.
- 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 Part-Time Worker Word document or check your computer Downloads folder.
- Click on the Part-Time Worker Word document to view the offer letter template.
- Please save/print the document for your records.
Section Edits
- Before you Save and Close the Work Study 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 you have reviewed and confirmed that all the information within the Work Study Job Offer is correct, click on 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 Work Study Job Offer, the automatic procedures listed below are initiated to finalize the Work-Study 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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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 Work-Study employee.
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Work-Study 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 Work-Study hire by creating a job offer in the Oracle Recruiting Center (ORC).
