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 .

2 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. Click Add Offer Component. Select a desired Offer component from the drop-down menu followed by the Offer amount and frequency.

3 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.

4 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 . 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 .

5 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 .

6 Click Add Applicant Attachments to add attachments. 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.

7 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. 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 .

8 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 .