HR Checklist: Offer Letter Process - Clemson …

1 HR checklist : Offer Letter Process Office of Human Resources 5/18/2016 Page 1 of 3 PeopleSoft Log In and Navigation 1. Log in to PeopleSoft. 2. Navigate to Main Menu> Recruiting >Browse Job Opening. Accessing the Job Posting and Candidate 3. Select the appropriate status from the drop-down menu. OR If you have the job opening ID, enter it in the Job Opening ID field and clear the Status field. Helpful Information: Candidates usually have a status of either Interview or Offer . 4. Select the job posting title to access the job opening. 5. Find the name of the applicant to whom you wish to extend the job Offer . Click Other Actions. Select Recruiting Actions and then select Prepare Job Offer . Job Offer and Offer Components 6. Enter the start date and the Offer expiration date. Helpful Information: The start date you establish will be placed into the Offer Letter and will read on or before xx/xx/xxx. In order to prevent having to do an Offer Letter addendum to reflect a change in the start date, consider establishing a start date that allows greater latitude on what will become the official start date.

2 Click Add Offer Component. Select a desired Offer component from the drop-down menu followed by the Offer amount and frequency. Helpful Information: The Offer component options include: Base Salary Required; Grad Assistants Optional (Faculty only); Relocation Optional; H1B Sponsorship Optional (Faculty only); Startup Money Optional (Faculty only); Summer Salary Optional (Faculty only); and Supplemental Pay Optional (entered as a percentage , 10 percent). Offer Letter Type and Letter Generation 7. Choose the type of Offer from the drop-down menu. Click Save as Draft. Helpful Information: Save as Draft saves the transaction and is required. This step allows you to edit the Letter and ensures your changes will be safeguarded. HR checklist : Offer Letter Process Office of Human Resources 5/18/2016 Page 2 of 3 7. Click Generate Letter to generate an Offer Letter for approval. This step (by itself) will not send the Letter to approvers. Helpful Information: If you chose to generate a Letter using Clemson templates, a window will open displaying the generated Offer Letter .

3 Verify the content of the Offer Letter , including the candidate s name, position title, department, division, supervisor, work hours, start date, full- or part-time status and FLSA status. Also verify the starting salary and the Offer expiration date. OR Click Upload Letter to upload a custom Letter . Editing Offer Letter 8. Edit the Letter as needed. Remove all highlighting. Saving Letter as PDF 9. To save the Letter as a PDF click File then Save As. 10. Choose .PDF in the Save as Type field. Enter the file name and click Save. Helpful Information: Save the Letter as a PDF document to your desktop using the following naming convention: candidate s name - Offer Letter . 11. Prior to uploading your revised Offer Letter , click Save as Draft, then click Edit Offer . Delete the original generated Letter by clicking the corresponding trash can icon. Upload Final Letter and Attachments Click Upload Letter . Click Add Applicant Attachments to add attachments.

4 12. Click the Submit for Approval hyperlink. It is at this step that the Offer Letter you prepared will be routed to all designated approvers (one at a time). Posting an Offer Letter 1. Sign in to PeopleSoft. 2. Navigate to Main Menu > Recruiting > Browse Job Openings. 3. Select the appropriate status from the drop-down menu. OR If you have the job opening ID, enter it in the Job Opening ID field and clear the Status field. Helpful Information: Candidates usually have a status of either Interview or Offer . 4. Select the job posting title to access the job opening. 5. Find the name of the applicant to whom you wish to extend the job Offer . HR checklist : Offer Letter Process Office of Human Resources 5/18/2016 Page 3 of 3 Click Other Action. Select Recruiting Actions, and then select Prepare Job Offer . 6. Check the Notify Applicant box and click Post. 7. Check the Action required box to properly alert the applicant of attachment(s) for which the candidate will need to take action.

5 Verify the descriptions of the attachments. Verify that the hiring manager has made contact with the successful candidate prior to your sending the official Offer Letter . Click Submit to post the Offer . It is at this step that the successful candidate will receive an email with instructions for viewing the Offer Letter .