Propose, Create, and Generate Employment Agreements

Overview

This document outlines the process of proposing, creating, and generating an Employment Agreement for a candidate. There are three parts to the process, and a fourth part to move the candidate to Ready for Hire. This document also outlines the process of regenerating an employment agreement, to be used if you need to regenerate/resend after the candidate has accepted.

Security Roles

Initiator: Recruiter (Supervisory), Primary Recruiter, Recruiting Coordinator (Supervisory)
Approver(s): HR Partner (Supervisory), Compensation Partner (Local) (if proposed compensation is over the salary range maximum), Employment Agreement Approver (if assigned on the job requisition)

Part 1: Propose an employment agreement

The first action is to move the candidate(s) forward to the Employment Agreement stage and step.

Propose an employment agreement
Step 1: Job Reqs	From the Workday Home Page, click on Job Requisitions (Document Candidate Search icon) in the left side panel.
Step 2: Select Job Req	Select the Job Requisition to view candidates associated with it.
Step 3: View Candidates	Click Candidates to view all active candidates.
Step 4: Select Candidate(s)	Click the Checkbox next to the candidate(s) that you are moving to the Employment Agreement step.
Step 5: Move Forward	Click Move Forward.
Step 6: Select Stage	Select Employment Agreement for Move Selected Candidates to Next Stage.
Step 7: Select Step	Select Employment Agreement for Move Selected Candidates to Next Step.
Step 8: OK	Click OK.

Part 2: Create the employment agreement

After the proposed candidate is moved to the Employment Agreement step, a task appears in the Primary Recruiter’s My Tasks to enter and submit the Employment Agreement Details (formerly the offer card in TREMS).

Create the employment agreement details
Step 1: Tasks	From the Workday Home Page, click My Tasks (inbox icon) in the upper right corner.
Step 2: Select Task	Click on the Create Employment Agreement Task for a specific candidate.
Step 3: Edit Required Sections	Click the Pencil Icon to make edits and complete all the required sections of the Employment Agreement. Many of these fields auto-populate from the job requisition: Start: Details Target Hire Date: defaults from the job requisition Enter Hire Date - must be on or after the Recruiting Start Date listed in the job requisition Enter Hire Reason. Location: defaults from the job requisition and can be changed as needed. Job Details Confirm the Business Title. NOTE: This does not pull in from the Posting Title listed on the Job Requisition so will need to be updated here if a business title other than the Job Profile title will be used. Working Time Confirm the Scheduled Weekly Hours. Optional: If applicable, check the checkbox to Specify a Working FTE. Click Next. Contract: Confirm the Employee Contract Type. Click Next. Probation Period: Confirm the default entries for Probation Length and Probation Review and make changes as necessary. Click Next. Compensation: Confirm the Compensation details carried over from the Job Requisition and make changes as necessary. Click Next.
Step 4 One-Time Payment (optional)	One-Time Payment: This field could be used if a one-time payment is due to the candidate upon hire, such as a hiring bonus. This process may also be completed standalone if not processing it as part of the Employment Agreement. Summary: Confirm the Effective Date. Optional: Add Employee Visibility Date. This drives the date that the employee sees the payment on their worker profile. Optional: Add One-Time Payment as the Reason. Payment: Click the Add button. Select a One-Time Payment Plan option. Enter the Amount. Currency should be USD - do not update. Keep the Send to Payroll checkbox selected. Enter a Cost Center. Enter a Fund. Enter a Function. Click Next. Summary: Review all information entered and submit to start the approval process.
Step 5: Submit	Click Submit. NOTE: Click Save for Later if you would like to save your current progress before exiting the task.

Part 3: Generate employment agreement documents

After the Employment Agreement details are submitted, the HR Partner (Supervisory) will receive a task to review and approve the Employment Agreement details. If the compensation exceeds the maximum salary range, the Compensation Partner (Local) will receive a task to review and approve the Employment Agreement details. Then a task for the Primary Recruiter will trigger generation of the Employment Agreement Document (formerly the offer letter).

Generate employment agreement documents
Step 1: My Tasks	From the Workday Home Page, click My Tasks (inbox icon) in the upper right corner.
Step 2: Select Task	Click the Generate Document for Employment Agreement Task for a specific candidate.
Step 3: Review	Click Review.
Step 4: Update Document	The document will auto-generate with the ability to make edits directly in Workday. NOTE: Review and manually update any text in red as it is not transferred from the approved Employment Agreement. Text in green is transferred directly from the approved Employment Agreement. The specific language transferred to the generated agreement varies depending on campus location and details from the approved Employment Agreement.
Step 5: Preview	After making any changes, click Preview to view the document as it will appear to the candidate.
Step 6: Submit	Click Submit.
Step 7: Add Attachments	The Offer Letter Attachment is required to be added as an attachment. Choose the Document Category of Employment Agreement Additional Documents. Adding additional attachments, such as parking instructions or additional details that are not included in the employment agreement itself, is optional.

Part 4: Move candidate to Ready for Hire

After the Employment Agreement document is generated, the HR Partner (Supervisory) will receive a task to review and approve the document(s). Additionally, if an Employment Agreement Approver was added via Assign Roles on the job requisition, that individual will receive a task to approve the Employment Agreement after the HR Partner (Supervisory) approval.

The candidate will then receive a Workday notification to review and approve the Employment Agreement documents. If the candidate is external, they will also receive a task to enter their personal information and government identifiers.

Once the candidate tasks are completed and employment agreement accepted, the Primary Recruiter will receive an inbox task to move the candidate to Ready for Hire.

Move candidate to Ready for Hire
Step 1: Tasks	From the Workday Home Page, click My Tasks (inbox icon) in the upper right corner.
Step 2: Select Task	Click the Employment Agreement for Job Application Task for a specific candidate.
Step 3: Move Forward	Click on Move Forward.
Step 4: Ready for Hire	Select Ready for Hire.

Regenerate an employment agreement

Once the candidate has been moved to Ready for Hire, a task is triggered for the HR Process Coordinator (Supervisory) and the hire can begin.

Regenerate an employment agreement
Step 1: Job Reqs	If you need to regenerate/resend an updated employment agreement after the candidate has accepted, you can use the Regenerate Employment Agreement Documents task off the Candidate Profile to do so. From the Workday Home Page, click Job Requisitions (Document Candidate Search icon) in the left side panel.
Step 2: Select Job Req	Select the Job Requisition to view candidates associated with it.
Step 3: View Candidates	Click Candidates to view all active candidates.
Step 4: Select Candidate	Select the candidate to open their Candidate Profile.
Step 5: Regenerate	From the Actions button on the candidate profile, hover over Business Process and select Regenerate Employment Agreement Documents.
Step 6: Confirm	Confirm the Job Application associated with the Employment Agreement you wish to regenerate and click OK.
Step 7: Submit	A task will be sent to the initiator of the Regenerate Employment Agreement task to generate a new document. The template provided pulls in basic details about the candidate, but all other text is blank. Fill in the document with the text appropriate to be resent to the candidate and click Submit.
Step 8: Approval(s)	After submitting, the task is routed to the HR Partner for review and approval. After the approval of the Regenerated Employment Agreement documents, the candidate will receive a Workday notification to review and approve the Regenerated Employment Agreement documents. Once the candidate accepts their document, it will appear in their worker profile for record.

Questions?

Contact your Talent Acquisition Specialist.

Updated: May 14, 2025Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/propose-create-and-generate-employment-agreements/