Create a Job Requisition

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:

Review the supervisory organization page

• Details shows superior and subordinate sup orgs
  • Note the Primary Location value does not auto populate on the job requisition, it must be manually filled in.
• Members shows the members of the sup org along with their positions.
• Staffing shows whether the sup org is position or job management. If there are any vacant positions in the sup org, those will also show up on this tab.
  • Reminder: everyone in a Position Management org must have a position and no one in a Job Management org can have a position.
  • An "Unavailable to Fill" tab will display on a supervisory org if there are positions that are not available to fill (ex. frozen positions, in progress staffing transactions)
• Roles shows the security roles associated with the sup org
  • Note the Recruiter, Position Budget Manager and HR Partner - this will be useful when going through the approval workflow of the job requisition.
  • To filter for specific roles, click on the "Assignable Role" header and input the role name you are looking for:
    

• Organization Assignments shows the default information associated with the sup org. These will default into the job requisition but can be modified
  • Compensation Basis, Position of Trust, Legacy, and Campus Security Authority will be blank. These organizational assignments are not tracked at the sup org level.

From the Workday Home Page, search for and select Create Job Requisition from the search bar:

To use the details of a previous Job Requisition, select Copy Details from Existing Requisition. You may edit details before you submit.

Select the Supervisory Organization for the requisition:

Select a Position Option:

• Create New Position - use to create a new position
• For Existing Position - use when the requisition is to backfill an existing position
  NOTE: If this is selected, you must select the Position that will be filled. Any position in the supervisory organization will be available for selection but the position must either be vacant or available for overlap at the time of the staffing transaction. 
• For Multiple Existing Positions - use when the requisition backfills multiple, different existing positions
  • Click OK.
  • Enter the Defaulting Position. Information associated with this position will default into the job requisition.
  • Check the box next to any other positions that should be included in the job requisition.
    WARNING: Do not check the box to the position that you indicated should be the Defaulting Position.
  • Click OK.

If creating a new position, select the Worker Type.

Click OK.

Click the Pencil icon to make edits and complete all required sections of the job requisition:

• Recruiting Information
  • Positions
    • Number of Openings - enter the number of positions the unit anticipates filling (defaults to one)
    • If backfilling a position(s), the positions previously selected will display. If backfilling multiple positions, the information from the defaulting position will populate the job requisition and the remaining positions will display under Additional Positions.
  • Recruiting Details
    • Reason - for standard (open) recruitment, typically New Position or Replace Worker
      
      • 3^rd Party/Search Firm Recruiting: used when the recruitment is completed outside of Workday by a third-party recruiting agency. Prior approval from Talent Acquisition is required. Visit Third-Party Recruitment Guidelines for more information.
      • New Position: used when creating a net new position. 
      • Notice of Filing: used to meet the United States Department of Labor notice requirement when hiring someone who requires sponsorship. This reason spurs a specific posting template that includes instructions regarding the notice to the public and automatically dispositions anyone who tries to apply. This is for informational purposes only and not meant to be used as a hiring job requisition. When completing the job requisition, use the existing position that was filled with the new hire. KB coming soon
      • Recruitment Completed in Legacy ATS: only to be used during the transition period to Workday. This reason is meant to capture recruitments that were started prior to Workday go-live in a legacy system. These job requisitions do not go through approval and are not posted to career sites but are a means to hire into Workday during the transition period. KB coming soon
      • Recruitment Waiver: to be used when special circumstances allow for the recruitment to be skipped and someone be hired into the position without going through a traditional recruitment process. KB coming soon
    • Replacement For - if replacement position, search and select incumbent (person who currently holds or previously held job)
    • Recruiting Instruction is informational for the Primary Recruiter as to if and where the position must be posted
      • Post Externally Only - do not use
      • Posting Not Required - used for direct-hire waiver and Temporary Employee direct hire
        NOTE: If this is selected, the Post Job task will not be sent to the Primary Recruiter once the job requisition approvals are complete.
      • Post Internally and Externally - used for standard (also known as open) recruitment and Notice of Filing requisitions
      • Post Internally Only - used for internal recruitment
    • Recruiting Start Date must be on or before the Target Hire Date. Best practice is today's date.
      NOTE: You cannot hire before this date. If creating a position using the job requisition, the position will be effective on this date.
    • Target Hire Date - anticipated start date for the job. Actual hire date can be before or after this date but cannot be any earlier than the Recruiting Start Date.
    • Target End Date - anticipated job end date. This field is required only if the appointment is temporary or terminal.
• Job
  • Job Details
    NOTE: If backfilling a position(s), information associated with the default position will auto-populate and can be updated. 
    • If creating a new position, enter the Job Profile (formerly official title) first. This will auto-populate the Job Description Summary from the Standard Job Description library. Type the title or job code into this field and click enter to find it more quickly.

    • Additional Job Profiles - only required if posting with multiple titles. KB coming soon.

    • Job Posting Title will display on the job posting and act as the "Business Title". Use the title that best describes the job for purposes of recruitment. 

    • Justification is only necessary (and required) for waiver requests

    • Job Description Summary auto-populates based on selected Job Profile. This is for your reference and does not show on the job posting.

    • Job Description is a free text field that displays on the job posting under the Job Duties header. This should include introductory and job summary information and should not duplicate the Job Description Summary. KB coming soon.

    • Job Qualifications and Additional Details for Job Posting is a free text field that allows users to add information to the job posting. The headers in this field are used to provide consistency in the job postings. You must include something under each heading within this field.  Do not add, remove, or edit headings. KB coming soon.
      Tip: Avoid formatting issues by placing your cursor directly below each heading and pasting the desired content from another source, such as a Word document.
    • Worker Sub-Type
      • Regular - Ongoing/renewable Faculty, Academic Staff, Limited, University Staff
      • Temporary (Fixed Term) - to be used only with the Temporary Employee (TE) employee category
      • Terminal (Fixed Term) - Fixed-Term Terminal Academic Staff or Fixed-Term Finite University Staff
    • Time Type - select Full time or Part time. This is a search facet on the career site. Enter Part Time for positions paid via Period Activity Pay.
      NOTE: Full Time = 40 hours, Part Time = <39 hours
    • Remote Type - select Onsite, Partially Remote, or Remote. This is a search facet on the career site to help applicants understand the options for remote work.
    • Primary Location - the business site location where the employee will physically work. If remote, it should be where the person would work if on-site. Type Campus Building code (if known) or building name and click enter to find the exact location.
      • Primary Job Posting Location - auto-populates based on Primary Location selection. This field should always be a city.
    • Additional Locations (optional): enter additional business site locations if there are openings at multiple business sites. Only enter additional locations if they are in a different city than the Primary Location.
      • Additional Job Posting Locations - auto-populates based on Additional Locations selection(s)
    • Scheduled Weekly Hours defaults to 40. Change to match intended FTE and Time Type, if needed.
      • Positions paid via Period Activity Pay - enter 0 weekly hours
    • Work Shift - only necessary (and required) if role is in a multi-shift environment. Select First, Second, Third, or Weekend
  • Contract Details - click on For Current Employee Type so only applicable contract types are available for selection.
    • This field must be filled in or you will receive an error upon submission.
  • Link to Evergreen Requisition - leave as-is. Evergreen Requisitions will not be used at go-live.
  • Compensation Details - defaulted based on Job Profile and cannot be edited
  • Questionnaires - for a standard (open) recruitment, include Internal Candidate Baseline Questionnaire (no salary question) and Madison External Candidate Baseline Questionnaire:
     
    • Other questionnaires will be used for specific roles. See Questionnaires in Job Requisition for how to select the right questionnaire(s) for your job.
  • Assessments - leave as-is. We will not track assessment information on the job requisition.
• Qualifications:
  WARNING: If backfilling an existing position, any updates made to any of the Qualifications, including Responsibilities will NOT save back to the Position Restrictions. Update the Position Restrictions before creating the job requisition via the Edit Position Restrictions business process. 
  • Education/Language/Certifications can be entered but will not show on job posting unless you include them in the Job Qualifications and Additional Details for Job Posting field.
    NOTE: Education defaults in from the Job Profile.
  • Responsibilities default from the job profile selected and are pulled into the job posting. All responsibilities should be in bullet format and Normal font so they display correctly on the Job Posting. Changes to responsibilities should be infrequent - consult with OHR Compensation Center of Excellence.
    • Once posted, responsibilities show up in no particular order and do not have percentages 
    • Use 'Add' button to add unique responsibilities. 
    • See Tips for Writing Unique Responsibilities for best practices on adding unique responsibilities 
• Organizations
  NOTE: When backfilling a position(s), these values will default in if previously on the position. Review and update as applicable. 
  
  • Company, Cost Center, Costing, and Function will default based on the sup org selected. All values are editable.
    • The Cost Center drives who will receive the task to enter default position funding once the position is created.
  • Compensation Basis
    • 12 Month – compensation basis for all positions except for situations noted below. 
    • 9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months. 
    • No Pay – not eligible for compensation of any type. 
    • Seasonal – used for seasonal employees and does not align with 9 or 12 month. 
    • Summer – used for all summer service or summer session positions. 
      NOTE: If a position will be paid Period Activity Pay (PAP), select the 9 or 12 month Compensation Basis as appropriate.
  • Position of Trust - it is important to select the appropriate value for the position (as opposed to the worker). In some circumstances, the person hired into the position may be exempt from a Criminal Background Check (CBC) because one is already on file. The worker’s Position of Trust information can be updated during the staffing transaction. 

    • Not a Position of Trust – CBC Not Required

    • Not a Position of Trust – CBC Required

    • Not a Position of Trust – Employee Exempt from CBC Requirement

    • Position of Trust – 2 Year Recheck

    • Position of Trust – 4 Year Recheck

    • Position of Trust – No Recheck

  • Campus Security Authority (CSA) - typically not needed. If the position is a CSA, indicate this here.
  • Legacy should be left blank. This is an organizational assignment made at the person level, not the job requisition or position level. 
• Attachments - Recruitment Efforts Plan (REP) is required. The REP form is available on the Recruitment Toolkit. Best practice is to upload the REP when you create the job requisition.
  • Adding documents beyond the REP is optional. These could be more detailed position descriptions, scoring criteria, interview questions, etc.
  • The attachments are visible to anyone in the workflow approval process but are not displayed to candidates. 
  • You can come back and add attachments later.
• Compensation:
  • The Guidelines and Salary or Hourly fields will default based on the job profile selected. It also adjusts the pay range to account for the compensation basis selected (12 month vs 9 month).
  • Enter the "best guess" Salary or Hourly rate for the position. This amount will not be displayed to candidates. Compensation information to display on the job posting should be added to the Job Qualifications and Additional Details for Job Posting field.
  • If a compensation basis of Summer was entered on the Organizations tab, no default salary information will display. Go to Salary and then click under Compensation Plan > By Compensation Rule and select either Summer Service Salary Plan or Summer Session Salary Plan and enter the appropriate salary amount.
    NOTE: For all positions paid via Period Activity Pay (including summer): On the compensation section of the job requisition, in the salary section, choose “Period Activity Pay” for a frequency and indicate the amount to be paid in the Amount box. 
    
• Assign Roles 
  • Click Add. In the Role field, select the applicable role:
    • A Primary Recruiter must be assigned. This should be the main recruiter assigned to manage the job and must be someone assigned the Recruiter security role. This may be your own name if you are the person overseeing the recruitment and you are creating the job requisition. The Primary Recruiter receives inbox tasks associated with the job requisition (ex. tasks to Post the Job, move candidates, etc.)
    • Optional: Search Committee Chair can be assigned (limited to one person). Search Committee Member can be assigned to multiple users.
      NOTE: Search Committee Chair role has access to disposition/transact on candidates. 
    • Optional: Assign the Employment Agreement Approver role to any one user that may need to review the Employment Agreement document.
      NOTE: The HR Partner (Supervisory) is the only security role that will automatically be an approver on an Employment Agreement document.
    • Role assignments outside of the Primary Recruiter can be assigned/added after submission. It is optional to add them at this step.
• Summary is an opportunity to review all information entered before submitting to start the approval workflow process 
  • Note: You may also Save for Later. This allows you to save progress and return to complete later. Saved for Later requisitions will appear as an inbox item to complete. 

Once you click Submit, your job requisition has been sent for approvals. The first approval step is to the Position Budget Manager. 

Position Budget Manager Approval

• Once the job requisition is submitted, a pop-up is displayed to indicate what step is next in the process. 
  
• If more than one person is assigned the security role that is approving, no name will display. Click on "View Details" to see everyone who has the security role.

Adding approvers to the approval process is optional.

• Ad hoc approvers can be added to the workflow so you can control who else is on the approval chain beyond the Position Budget Manager and HR Partner.
• To add approvers, the HR Partner or Position Budget Manager can do so prior to approving their task:
  

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:

• Position Restriction Default Costing Allocation step triggers to the Cost Center Accounting Specialist.
• Post Job step triggers to the Primary Recruiter 

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. 

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.

• Check the Preview Job Posting box to view before posting to the career site and allow you to change the Job Application Template. If changes need to be made, the Edit Job Requisition process will have to be completed before posting the job.
  

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:

If you need to change the template, Editing the Job Requisition from the Preview is when you would do this, prior to posting the job. The Job Application Template is in the Recruiting Information tab on the Job Requisition and drives the information that must be entered by the candidate. 

There are five other template options:

• Resume/CV, Cover Letter (required), and Certifications, Education, Languages, Websites (optional)
  • Candidate required to upload document(s) to Application Materials dropbox, and will also be presented with the option to manually enter Certifications, Education, Languages, and Website information directly in Workday.
• Work Experience, Education Required and Resume/CV Optional
  • Candidate required to manually enter work experience and education, and can also choose to upload document(s) to Application Materials dropbox.
• Work Experience and Resume Optional
  • Candidate is presented with the option to manually enter work experience and/or upload document(s) to Application Materials dropbox.
• Work Experience Only and Required
  • Candidate required to manually enter work experience. There is no Application Materials dropbox in this template.
• Work Experience Required and Resume/CV Optional
  • Candidate required to manually enter work experience and can also choose to upload document(s) to Application Materials dropbox.

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.

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:

• Start Date: defaults to today's date and auto-populates
• End Date: defaults blank. Think of this as the application deadline.
  • The end date you enter will drive when the posting will be removed from the job posting sites. This date must adhere to the Minimum Job Posting Periods.
    The job posting will be removed at 11:59pm the day before the posting end date.
    Example: End date listed of 1/20/2025, the posting will be removed on 1/19/2025 at 11:59pm 
  • The recruiter can edit this later, such as when a hiring manager would like to extend the application deadline
• Primary Posting: always check this box next to the UW Madison External Career Site. This drives the primary posting link that will be used for job scraping and external sites like Indeed, LinkedIn, etc. 

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.