How to Generate an Offer

This guide outlines the steps required to initiate, review, and route an Offer in Workday. It includes entering proposed compensation, generating the Offer Letter, obtaining required approvals, and moving the candidate forward to Background Check. Follow each step carefully to ensure offer details are accurate and aligned with the approved position prior to sending the Offer to the candidate.

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All candidates processed through a requisition must be moved through the Offer stage in Workday. When the Offer stage becomes available is dependent on a few things. For AP, Faculty and State Classified searches, the Offer stage becomes available after the candidate is moved through the **Reference Check** stage. For Student requisitions, Non-Student Hourly requisitions and requisitions with a **“Pre-selected Candidate”** reason code, the Offer stage becomes available after the **Screen** stage.

Once a candidate is moved to the **Offer** stage, the Primary Recruiter for AP, Faculty, and State Classified requisitions will receive a task to **Open** the Offer stage. For NSH and Student requisitions, the Manager or Primary Recruiter may move the candidate forward in the Offer stage.

Once you open the **Offer**, the system will prompt you to complete the Offer details relevant to the hire. On the Offer **Start** page, enter the following information in the **Details** section: - **Hire Date** – Enter a reasonable Hire Date based on when the Offer is being initiated. Be sure to account for the Background Check and any other pre-employment requirements. - **Hire Reason** – For External candidates, the applicable Hire reason codes will populate. For Internal candidates, select the appropriate **Add Job** or **Change Job** reason code. *Note: The Hire Reason may be updated by the HR Partner during the Hire Business Process (BP), if needed.* - **Change Job** should be selected if the employee is completely leaving their current position for the new position. - **Add Job** (Start Additional Job) should be selected if the employee will continue holding their current position while also taking on the new position. - **Location** – Enter the primary work location for this position. Search by building name or by city and state, as appropriate. If a hire date needs to be updated after the candidate has been moved forward to Background Check (or later in the process), the update can be completed in one of two ways: - During the **Hire Business Process (BP)** triggered after the requisition is completed, or - After hire, by the HR Partner initiating the **Request Worker Start Date Correction** task.

For AP Special, AP Temp, and Faculty Fixed-Term positions, the **Proposed End Date** field is required. Enter a Proposed End Date that falls within a reasonable timeframe of the Hire Date and aligns with the anticipated appointment period.

In the **Job Details** section, the **Job Profile** will populate based on the approved position associated with the requisition. **IMPORTANT**: The **Business Title** will automatically default to the Job Profile name. Review and update the Business Title to ensure it **accurately** reflects the position title and the Job Requisition. *Note: The Business Title entered here will populate on the Offer Letter.*

In the **Scheduled Weekly Hours** section, confirm the working hours for the position. *Note: The Scheduled Weekly Hours field directly impacts the compensation calculation later in the process.* Once all required fields on this page have been reviewed and updated, select **Next** at the bottom left of the page to proceed.

On the **Compensation** tab, the pay section will populate based on the Job Profile associated with the requisition. - If the Job Profile is **Salaried**, the **Salary** section will populate with either the CSUS Academic Salary Plan or CSUS Salary Plan. - If the Job Profile is **Hourly**, the **Hourly** section will populate. - For **Adjunct Faculty**, the **Period Activity Pay** compensation type will populate automatically. No additional compensation information should be entered for Period Activity Pay at this stage.

For Admin Pro positions, both the **CSUS Academic Salary Plan** and the **CSUS Salary Plan** will populate in the Compensation section. Review and retain only the salary plan applicable to the position. Remove the other salary plan by selecting the **X** in the upper right corner of that salary section.

After retaining the appropriate **Salary** or **Hourly** plan, click on the compensation plan to open the details. Enter the proposed offer amount in the applicable compensation field.

In addition to the proposed **Hourly** or **Salary** amount, enter any applicable **Allowances** for the hire at this time. For additional guidance on entering Allowances in Workday, refer to the Workday Compensation Training page. Once all relevant compensation information has been entered, select **Next** to proceed to the **One-Time Compensation** page. *If no one-time payment will be included in the offer, select **Next** on the One-Time Compensation page to continue (skip to Step 13).*

To add a one-time payment to the Candidate Offer, click into the **One-Time Payment** section. Enter the **Effective Date** and select the appropriate **Reason Code** for the one-time payment.

After entering the **Reason Code** and **Effective Date**, select **Add** under the **Payment** section to enter the payment details and amount. Once all one-time payment information has been entered, select **Next** at the bottom of the page to continue.

On the **Summary** page, review all Offer details for accuracy. Once confirmed, select **Submit** to complete the Offer step.

Offer routing will vary based on the job type: - **Admin Pro and Faculty** – The Offer will route to the Talent Acquisition team (Recruiter) for review and approval. - **State Classified** – The Offer is initiated and submitted by the Talent Acquisition team member serving as the Primary Recruiter. - **NSH** – The Offer will route to the Primary Recruiter or Recruiting Coordinator for review, then move to the initiator to **Generate Offer Letter** (skip to Step 16). - **Student** – The Offer will move directly to the **Generate Offer Letter** stage (skip to Step 16).

For **AP and Faculty** offers, once the Talent Acquisition team has reviewed and approved the Offer, the Primary Recruiter will receive a task in their **My Tasks** inbox to **Complete Offer Questionnaire**. Complete the questionnaire as prompted based on the employee type. The responses entered will populate the appropriate verbiage and details in the generated Offer Letter.

Through the **My Tasks** inbox or from the **Job Requisition**, select the **Generate Document** task for the Offer Letter.

Within the **Generate Document** task, select **Review** to open the pre-populated Offer Letter based on the information submitted. Review the document carefully and update the content as needed to ensure it accurately reflects the appropriate assignment.

When generating the Offer Letter, information displayed in the green pill boxes is system-generated and cannot be edited directly. If updates are needed (for example, Department Name), delete the entire pill box and manually enter the correct information. If information populating from the **Offer** section (such as Start Date or Salary) is incorrect, move the candidate to **Renegotiate Offer** to correct the Offer details. *Note: The Salary will carry forward into the Hire process. These fields should be reviewed and corrected prior to sending the Offer Letter to the candidate.*

Review all paragraphs and information highlighted in orange. Update the content as appropriate and remove the highlight to ensure consistent formatting. If the paragraph is applicable to the Offer and will move forward, remove the highlight and delete the “If applicable” heading. If the paragraph is not applicable, delete the content entirely before proceeding.

Once the Offer Letter has been finalized, the system will route the document to the **Hiring Manager** for review and digital acknowledgement. If additional review or approval is required within your Division or Department, generate a PDF copy of the completed Offer Letter and select **Save for Later**. This will save the task to your **My Tasks** inbox. *\*Offer Letters cannot be rerouted through an alternate approval path or signed and uploaded outside of Workday.* Any additional departmental review or approval, including Provost approval for Faculty, must be managed outside of Workday. Once all required external approvals have been obtained, return to the task and move the Offer Letter forward to the Hiring Manager.

The **Hiring Manager** will receive a task in their **My Tasks** inbox to review the Offer Letter, **Agree**, and **Submit** the document to the candidate. If updates are needed prior to sending the Offer Letter to the candidate, the Hiring Manager should select **Don’t Accept** and provide a comment outlining the requested changes. Once the Hiring Manager selects **Agree** and **Submit**, the Offer Letter will move forward to the candidate.

If the candidate is an Internal CSU System employee, they will receive a notification in their **My Tasks** inbox in Workday indicating that the Offer Letter is ready for review.

If the candidate is external to the CSU System, they will receive an email notification prompting them to log in to their **Candidate Home** account to review and accept the Offer Letter. Immediately after accepting the Offer Letter, the candidate will be prompted to provide their Date of Birth as well as either a Social Security Number or another National ID (if they do not have a Social Security Number). The Date of Birth field is required, while the SSN/National ID field is optional. However, the candidate must complete and submit this step in order to progress to the next stage of the hiring process.

As soon as the candidate has accepted their Offer Letter and completed the DOB and SSN/National ID tasks, the Primary Recruiter (or the Manager, if no Primary Recruiter is assigned) will receive a new task in their **My Tasks** inbox to complete the **Background Check Selection Questionnaire**. This task can also be accessed through the candidate grid within the job requisition. Complete the required questionnaire responses and use the optional Additional Comments field to include any helpful context for the Background Check team, such as whether the candidate is a current employee or any other details relevant to the background check selection. Once completed, select **Submit** to move the process forward.

Once the **Background Check Selection Questionnaire** has been completed, locate and select the **Make Offer Decision** task for the candidate.

When completing the **Make Offer Decision** task, select one of the following options: - Move the candidate forward to **Background Check** - Move the candidate to **Renegotiate Offer** if a revised Offer Letter must be generated\ *Refer to Step 1 for guidance regarding start date changes later in the Hire process.* - Select **Decline** if the candidate will not move forward To continue the hiring process, select **Background Check**. The Background Check team will initiate the appropriate screening in HireRight and provide a status update.