How to Create an Offer Card

Ellen Irwin |
21 steps |
3 minutes

Pageuppeople
Tcu

Before creating an offer card, please email the Talent Acquisition Team at [[email protected]](mailto:[email protected]) to request a background check for your new staff hire **OR** Mica Bibb at [[email protected]](mailto:[email protected]) for your new faculty hire. Note: New background checks are ***not*** required for current employees unless they require an MVR (motor vehicle record) as required by the position description.

Click "**Review applications**" under the *Applicant Progress Board.*

Use the dropdown arrow, if necessary, to switch to the respective job requisition.

Click on the **name** of the respective candidate to open the applicant card profile.

In the applicant's card, click the "***No offer***" hyperlink to open the blank offer card.

**OFFER DETAILS > OFFER TYPE** Click the dropdown arrow in the ***Offer Type*** field to select an option. - **Hire**: applicant has never worked at TCU - **Promotion**: applicant is an internal employee (currently working at TCU) who is moving to a ***higher*** pay grade level - **Rehire**: applicant has previously worked at TCU - **Transfer**: applicant is an internal employee (currently working at TCU) who is ***not*** moving to a new pay grade level (lateral move) **\*\* If you are unsure what offer type to select, please choose *Hire*, and the Talent Acquisition team will update the offer type if needed.**

**OFFER DETAILS > START DATE** Click the calendar icon or enter the chosen start date. ***Note:*** The start date must follow one of the approved start dates even if it's a promotion or transfer. [Click here](https://hr.tcu.edu/current-employees/calendars/onboarding-schedule.php) to view a list of approved start dates.

Skip down to the **SALARY & BUDGET DETAILS > PAY GROUP** Click the drop-down arrow in the ***Pay Group*** field to select an option. - **Biweekly Temporary**: Select if the employee is a *temporary* employee to be paid biweekly. - **Biweekly**: Select if the employee is a *full-time* non-exempt employee to be paid biweekly. - **Monthly Faculty/Staff**: Select if the employee is a *full-time* exempt employee to be paid monthly. - **Monthly Temporary**: Select if the employee is a *temporary* employee to be paid monthly.

**SALARY & BUDGET DETAILS > ANNUAL SALARY** In the *Annual Salary* field, enter the annual salary (e.g., 68,000) if the employee is a full-time employee. \* If the employee is temporary, enter the hourly rate in this field (e.g., 20).

**SALARY & BUDGET DETAILS > MONTHLY OR BIWEEKLY PAY RATE** In the ***Monthly**** or **Biweekly Pay Rate*** field, enter the monthly or biweekly pay rate. If the employee is paid ***monthly/exempt***, divide the annual salary by 12. - `Annual Salary/12 = Monthly Rate` If the employee is paid ***biweekly/nonexempt***, divide the annual salary by 26. - `Annual Salary/26=Biweekly Rate` If this is a ***temporary*** employee, leave the section blank.

**SALARY & BUDGET DETAILS > HOURLY PAY RATE** In the ***Hourly Pay Rate*** field, enter the hourly pay rate. If the employee is paid ***monthly/exempt***, do **not** enter an hourly rate. If the employee is paid ***biweekly/nonexempt***, divide the annual salary by 2,080. - `Annual Salary/2,080 = Hourly Rate` If this is a ***temporary*** employee, enter the hourly rate.

**SALARY & BUDGET DETAILS > EARNING DISTRIBUTION 1** For the ***Earning Distribution 1 (%)*** field, enter **100** if the salary for this position is coming from only one department budget. ***Note:*** If multiple department budgets are paying for a salary, enter the percentage that each budget will cover. For example, 50% for Earning Distribution 1 and 50% for Earning Distribution 2.

**SALARY & BUDGET DETAILS > EARNING DISTRIBUTION 1 ACCOUNTING STRING** Enter the **earning distribution accounting string** in the following order: department code (5 digits), fund code (5 digits), account number (4 digits), and project number (5 digits). If you do not have a project (grant) number, enter 00000 for the last five digits. ***Note:*** You can find these codes in the requisition itself under the "Budget Information" section if you want to double check. ***Note:*** Do ***not*** include spaces or hyphens when entering the string of numbers.

**STIPENDS & ADDITIONAL PAY DETAILS** If you will be giving your new hire any type of one-time stipend, 1) enter a description of the payment in the *Stipend Details* field; 2) select the earning code; 3)select the stipend begin and end date; 4) enter the goal amount; and 5) enter the accounting string from which the stipend will be paid.

**STIPENDS & ADDITIONAL PAY DETAILS** Next, select ***Yes*** or ***No*** to the three following questions: - Is this position eligible for vacation accrual? - Is this position eligible for sick accrual? - Is this position eligible for holiday pay? ***Note:*** Temporary employees are ***not*** eligible for vacation, sick, or holiday pay.

**ONBOARDING DETAILS > NEW STARTER FORM** Click the drop-down arrow in the ***New Starter Form*** field to select an option from the list below. - **TCU - Promotion**: Select if the employee is receiving a promotion. - **TCU-Staff-External-MVR**: Select if your new hire is ***external*** (has not worked at TCU) and ***will*** be driving a TCU vehicle/requires a valid DL. - **TCU-Staff-External-No MVR**: Select if your new hire is ***external*** (has not worked at TCU) and ***will not*** be driving a TCU vehicle/does not require a valid DL. - **TCU - Transfer**: Select if the employee is transferring to a lateral position.

**ONBOARDING DETAILS > ONBOARDING WORKFLOW** Click the drop-down arrow in the ***Onboarding Workflow*** field to select an option from the list below. - **No Onboarding**: This applies to temporary employees, promotions, and transfers. - **TCU - Staff**: This applies to full-time new hires or rehires or current temporary employees converting to a full-time, benefits-eligible position.

**ONBOARDING DETAILS > REPORTS TO ; ONBOARDING DELEGATE ; OFFER SIGNED BY...** Type or search (using the magnifying glass icon) the name of the: - reports to manager - onboarding delegate - person in the signature block of the offer letter, usually the head of the division (e.g., Floyd Wormley, Donald Whelan, Kathryn Cavins Tull).

**APPROVAL PROCESS** Finally, click the drop-down arrow in the ***Approval Process*** field to select an approval process. (If you are unsure of your approval process, please contact the Talent Acquisition Team [[email protected]](mailto:[email protected])). ***Commonly used approval process options:*** 1. **Staff-Academic:** For all full-time or part-time roles in academic departments falling under Academic Affairs division. 2. **Staff-Facilities:** For all full-time or part-time roles in facilities. 3. **Staff-Grant Funded:** For all full-time or part-time roles funded by a grant. 4. **Staff-Non-Academic:** For all full-time or part-time roles in non-academic departments (HR, marketing and communication, advancement etc.). 5. **Staff-Student Affairs:** For all full-time or part-time roles in departments falling under Student Affairs divison (e.g., police). 6. **Staff-Temporary:** For all temporary staff roles that do not require grant funding.