How to build an offer in Workday
- Jacob Adkins (Unlicensed)
Once the offer has been requested, you can select to update the candidate status either through their profile or your Workday Inbox. For building here, I will show the steps as to how complete in the Inbox. If you update the candidate status in the requisition, you are able to go to the Inbox from there to be able to follow along.
From the Schedule Interview step on the candidate profile, click Submit.
You do not need to update with all interviewers - this is not utilized by Carrier. The HM should auto-populate with their name.
Next, select Move Forward and then Offer
Select the preferred hire date - this will be a calendar field that you choose from.
For Externals - Minimum of 2 weeks (it is recommended to aim for 3 weeks)
For Internals - Start date needs to always be the 1st or the 16th of the month.
For Externals - Hire Reason will have several choices.
If a candidate is new to Carrier select:
Hire Employee > New Hire
If a candidate is returning to Carrier select:
Hire Employee > Rehire
If a candidate is an intern being hired full-time select:
Hire Employee > Intern/Co-op to Employee
If a candidate is a Contractor converting to full-time select:
Hire Employee > Contractor to Employee
For Internals - Hire Reason will have several choices.
Most commonly we will be using the Promotion or Lateral Move
When it refers to another business unit, this is when a candidate is transferring from one subsidiary to another (such as RES HVAC to ALC)
After selecting the Hire Reason, you can select Next
We will always use General Salary Plan
This can be navigated to under All Compensation Plans
After selecting the Compensation Plan, you will be able to enter salary into the Amount field.
For Bonuses, select Add. You will be presented with multiple options. Confirm with your HRBP which plan is best. Most common will be GIP (Global Incentive Plan)
After selecting the Compensation Plan, you will be able to enter the target (percentage or dollar amount depending on plan style)
Do not select Guaranteed Minimum unless you have been directed by the HRBP to include.
Once completed, select Next.
Sign On Bonus - this will be done through the One Time Payment section.
Click Add under Payment.
The most commonly used portion here will be the Sign-on Bonus.
Click on Sign-on Bonus.
After the Sign-On Bonus has been selected, can you write in the Amount field.
As with salary, the Currency will auto-default\populate to USD.
You can now select Next.
This next page is giving the last chance to review\correct the information.
Once you confirm everything is correct, select Submit.
Inside your Workday Inbox, you will now receive a new icon to select Refresh.
Select Set Offer and Employment Agreement Status icon.
After selecting the Verbal Offer Extended, you will be brought to the following screen.
Select the Submit icon.
This is a confirmation that you have completed\selected the correct status.
Inside your Workday Inbox, you will now receive a new icon to select Refresh.
Select Set Offer and Employment Agreement Status icon.
After selecting the Verbal Offer Accepted, you will be brought to the following screen.
●After selecting the Verbal Offer Accepted, you will be brought to the following screen.
●Select the Submit icon.
This is a confirmation that you have completed\selected the correct status
You will not receive a prompt to complete the next step.
You can select the small v, which will present the option to select Refresh.
Alternatively you can press F5 to reload the whole page.
This is where we can edit the letter itself.
DO NOT CLICK Submit YET!
This is the last stage before the offer letter goes to a candidate.
If you accidentally have selected Submit at this stage, you can proceed to Counter Offer to pull their ability to review (please see Counter Offer section in Handbook for details on how to complete)
To be editing, select the diagonal arrows in the upper right corner.
You will be presented with a much larger window than the previous screen.
If you need to edit a grey field, click on and then select Delete.
Changes to complete:
Ensure that position title is correct (i.e. Quality Engineer Future Products instead of Staff Eng, Quality Engrg)
Climate Controls & Security needs to be deleted and replaced with Carrier. (Light blue arrow)
There 3 UTCs in the Joining a Great Company! The section needs to be deleted and replaced with Carrier.
After you have completed the needed edits, you can close the window by selecting Done at the bottom of the page or clicking on the Arrows in the upper right corner.
Select the View PDF icon.
Wait for it to load or select Notify Me later.
If you select Notify Me later, you will receive a small pop-up in the upper right of Workday once completed or can access it through the Bell icon.
Click on the Download icon in the upper right corner of the screen
This will take you to another view of the PDF - select Download again
As you download the offer letter, you will receive a prompt to save. Choose a naming convention that will make the offer letter easy to find in the future
I.e. Ken Hooker Offer Letter Draft - Quality Engineer Future Products Collierville
Once downloaded - send to the HRBP for final approval.
Sample language:
Once you have the HRBP’s approval, you can now select Submit.
The candidate will receive an email very quickly asking them to log back into their Workday profile to review the letter.
There is an error with the system that the SSN and DOB do not appear for them to complete right away.
The SSN and DOB can take upwards of 12 hours to appear.
After the candidate has completed signing the DOB and SSN, you will a new notification in Workday to update the Written Offer Status
Select Set Offer and Employment Agreement Status
Select Written Offer Accepted
After selecting the Written Offer Accepted, you will be brought to the following screen.
Select the Submit icon.
This is a confirmation that you have completed\selected the correct status.