Overview
A job requisition is required for most Faculty, Academic Staff, Limited, University Staff, and Temporary Employment appointees. It is always required when posting a job for recruitment and when using a recruitment waiver.
Security Roles
Initiator: Recruiter (Supervisory)
Approver(s): Position Budget Manager, HR Partner (Supervisory), Compensation Partner (Local) (for extraordinary salary ranges only)
Review your supervisory organization (optional)
Prepare to create a job requisition by finding and reviewing the supervisory organization. As you become more familiar with supervisory organizations (sup orgs), you may be able to skip ahead to the 'Create a job requisition' section of this KB.
Step 1: Find Sup Org |
Pick a supervisory organization (sup org) that you will create a job requisition for. Search using the prefix sup: followed by the supervisor's name or the name of the sup org itself: Tip: Workday groups employees who report to the same manager into sup orgs, so you can think of a sup org like a team for the purpose of creating a job requisition. Search for the sup org by typing a team name or supervisor's name.
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Step 2: Review Sup Org |
Review the supervisory organization page
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Create job requisition
Start the request to hire process by creating a job requisition. A job requisition is a formal request for the creation of a new role or replacement of an open position.
Step 1: Select Task |
From the Workday Home Page, search for and select Create Job Requisition from the search bar: |
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Step 2: Copy Details (optional) |
To use the details of a previous Job Requisition, select Copy Details from Existing Requisition. You may edit details before you submit. |
Step 3: Enter Sup Org |
Select the Supervisory Organization for the requisition: Tip: Type the team name or supervisor name into the Supervisory Organization field and hit Enter. A short list of options will populate for you to choose from.
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Step 4: Position Options |
Select a Position Option:
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Step 5: Worker Type |
If creating a new position, select the Worker Type. |
Step 6: OK |
Click OK. |
Step 7: Complete Required Sections |
Click the Pencil icon to make edits and complete all required sections of the job requisition:
Once you click Submit, your job requisition has been sent for approvals. The first approval step is to the Position Budget Manager. Important: Document the Job Requisition ID. You will need this when searching for your job requisition.
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Job requisition approvals
Approval by certain security roles is required before a job requisition can move to posting or hire.
Step 1: Position Budget Manager |
Position Budget Manager Approval
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Step 2: HR Partner | Once the Position Budget Manager has approved, the HR Partner must review and approve the job requisition. |
Step 3: Optional Approvers |
Adding approvers to the approval process is optional.
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Step 4: Cost Center |
Once the approvals are completed, the job requisition business process is complete and the Post Job business process can begin. After the approvals on the Job Requisition, two tasks are simultaneously triggered:
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Post the job
In most cases, you will post the job after the job requisition is approved at all levels. Exceptions to posting include recruitment waivers and Temporary Employee direct hires.
Step 1: Find Task |
The Post Job task should be in the Primary Recruiter's inbox as a prompt to post the job to the career sites. Navigate to tasks and locate the Post Job task. |
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Step 2: Select Sites |
Select the correct Job Posting Sites based on Recruiting Instruction. In most cases, you will post to the Internal job posting site and the UW Madison External Career Site. Exceptions include internal recruitments.
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Step 3: Change Application Template (optional) |
In most cases, you will not need to change the Job Application Template. It defaults to a single 'Application Materials' dropbox in which applicants must upload their materials: Important: Regardless of which Job Application Template you use, you must detail what materials are needed in the How to Apply section of The Job Qualifications and Additional Details for Job Posting field of the job req.
There are five other template options:
NOTE: The Job Application template applies only to external candidates. Internal candidates apply through their regular employee Workday account and are prompted to upload their resume/CV and cover letter. If other edits to the Job Requisition need to be made, this is the time to review and make changes. Remember that certain updates require re-approval by the HR Partner and/or Position Budget Manager, so could delay the Job Posting process. |
Step 4: Select Dates |
Once you have selected job posting sites and edited the job application template (if applicable), you will be brought to review posting start and end dates:
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Step 5: Access Posting |
Once posted, you can access job postings from the Job Requisition. Navigate to the job requisition by clicking on the details of the Job Posting event and clicking on the Job Requisition or by searching using the prefix JR: and then your job requisition number or name. Click on Job Postings and you will see the posting links. Click on the External Posting URL to view your job posting on the external site and click on the Internal hyperlink under Job Posting to view the internal job site. |
Worker Sub-types and Contract Types
Use these definitions to determine the worker sub-type and contract type to use in a job requisition:
- Regular Worker Sub-type and Ongoing Contract Type
- Academic Staff, University Staff and Faculty with no End Employment Date. Also includes Research Assistants at UW-Madison.
- Terminal Worker Sub-type and Fixed Contract Type
- Academic Staff, University Staff, Employee-In-Training, Student Assistant, and Other (job category) who have an End Employment Date and have no expectation of continued employment.
- Temporary Worker Sub-type and Fixed Contract Type
- Academic Staff who have an End Employment Date and are expected to work less than 1040 hours in a 12-month period.
- Regular Worker Sub-type and Limited Contract Type
- Limited (job category) with no End Employment Date
- Terminal Worker Sub-type and Limited Contract Type
- Limited (job category) with an End Employment Date
- Temporary Worker Sub-type and Limited Contract Type
- University Staff and Limited (job category) with an End Employment Date that are expected to work less than 1040 hours in 12-month period. All Student Hourly.
- Terminal Worker Sub-type and Summer Service Contract Type
- Academic Staff, Faculty, Employee-In-Training, Student Assistants, Limited (job category), and Other (job category) who are academic year employees who perform research or administrative work during summer.
- Terminal Worker Sub-type and Summer Session Contract Type
- Academic Staff, Faculty, Employee-In-Training, Student Assistants, Limited (job category), and Other (job category) who teach during the summer.
Questions?
Contact your Talent Acquisition Specialist.