Creating a Job Requisition and Position in Workday


Purpose

This document provides HR Partners (HRPs) directions on how to create a Job Requisition (JR) and create Position(s) in their organizations in one business process.

Not what you are looking for? Use the button below to visit our Library and find the information you need! 

Library of Workday Knowledge Base Articles

Navigation

Keep in Mind

Job Requisition Requirements & Policies

Job Requisition Process

Position Management

Required Information

Job Profile Restrictions

Job Family

Career Track

Job Level

Job Profile

Restriction Description

Administration & Management

Administrative Support

B5

AMADMB5

Only one per unit, must directly support an Officer or Dean.

Administration & Management

Business Administrator

M4, M5

AMBUSM5

AMBUSM4

Only one per unit.

Alumni Relations & Development

Development

M5

ARDEVM5

For use only by Booth.

Financial Management

Investment

All

FIINVM3

FIINVM2

FIINVP4

FIINVP3

FIINVP2

FIINVP1

For use only by Investment Office.

Student Affairs & Services

Student Affairs & Inclusion

P5

SASAIP5

For use only by CSL.

University Human Resources

All

All

Multiple

For use only by Central Human Resources.

Resources

Steps to Complete Before Creating a Job Requisition

  1. The HRP and Department UC Planner work together to determine workforce needs.
  2. The Department UC Planner enters the position into Oracle UC Plan to have it approved by budget office.
  3. Utilizing data in Workday, the HRP and Hiring Manager create a new job description or review and modify an existing one using the applicable Job Posting Template.
    1. For staff positions impacted by job architecture, follow the formatting guidelines established in the Job Posting Template – Benefits-Eligible Job Architecture Staff found on HR Connect.
      1. When creating the Job Description, be sure to reference the Job Profile Description in the Job Catalog. To view the job catalog, duplicate your tab and then type RPT Non-Union Staff Job Catalog in the search box at the top of the screen and select the suggested task that appears below the search box to run the report.
      2. Remember to include at least three (3) relevant responsibilities from the applicable job catalog. One of the three must be: “Performs other related work as needed.”
    2. For temporary, union, and seasonal positions not impacted by job architecture, follow the formatting guidelines established in the Job Posting Template – Non Job Architecture and Non Benefits-Eligible Job Architecture Staff found on HR Connect.
    3. The job evaluation form is available if support is needed in selecting the appropriate job profile. 
    4. Keep in mind, having an accurate job profile, pay range, position ID, and job description (not requiring edits) before entering details in Workday will help prevent delays. 

Creating a Job Requisition

  1. Log into Workday using your CNetID and password.
  2. From the Home page, choose Menu in the top-left corner and select the Recruiting application.  Within the Recruiting application, select Create Job Requisition under the Actions header.
    1. Alternative ways to initiate the Create Job Requisition process are as follows:
      1. Type Create Job Requisition into the search bar at the top of Workday and select the suggested task.
      2. Expand the Recruiting Hub, which is a navigation toolbar on the left-hand side, and select Create Job Requisition from the list of Shortcuts.
        1. The Recruiting Hub is only available for Human Resource Partners, Hiring Managers, Primary Recruiters, and Recruiting Screeners.
  3. The Create Job Requisition window will populate. 
    1. If a similar job requisition currently exists and details from the existing requisition can be used for the new job requisition, select the existing job requisition from the Copy Details from Existing Requisition drop-down menu using the Hamburger Menu (the icon with 3 dots and 3 dashes).
    2. Select the Supervisory Organization in which the requisition and position(s) will sit.
      1. Caution: Supervisory Organization may default to your own personal employee supervisory organization and not the supervisory organization of the new requisition/position being added. Change supervisory organization if this occurs.
      2. The Supervisory Organization chosen during this step determines who will be assigned as the Hiring Manager on the Job Requisition.  The Manager from the chosen Supervisory Organization is automatically assigned as the Hiring Manager on the Job Requisition.
    3. Once a Supervisory Organization is chosen, the option to choose between Create New Position and For Existing Position presents.
      1. Most Job Requisitions at UChicago support an already existing position therefore it is recommended to choose For Existing Position.  A Position field will open; use the Hamburger Menu to select the already existing position or enter the Position ID that begins with a P and is followed by 8-digits. 
        1. The only time Create New Position should be selected is if the backfill results in a Job Profile change, if a substantial amount of time has passed (e.g. 6 months since termination date), or if the job requisition being created is supporting a truly brand-new position in which no previous incumbent exists.
          1. Creating a brand-new position to backfill an employee has downstream impacts on UChicago planning, budgeting, and forecasting.  If the job requisition is being created to support the backfill of an employee, use the existing position and do not create a new position.
    4. For Worker Type select Contingent Worker or Employee, whichever is applicable.
      1. This field defaults to Employee. An Employee is an individual who completes work for UChicago and is paid for that work through the University’s Payroll system. A Contingent Worker is an individual who can perform similar functions to employees within Workday but does not receive payment through the University’s Payroll system. Examples of contingent workers include, but are not limited to, Argonne Staff, Contractor, and Academic Affiliate.
    5. Select OK.
  4. The Recruiting Information screen will display.  Within the Recruiting Details section, select the pencil icon to edit. 
    1. Use the Number of Openings field to indicate how many positions need to be created. This field is only available if Create New Position is chosen during the previous step
      1. All positions created using this process will be assigned the same attributes.
      2. When multiple positions are created at once, the positions become independent objects in Workday once approved. They will all have the same name but will have a number after the name to differentiate them from each other.
    2. Use the Hamburger Menu to the right of the Reason field to indicate why the position is being created.
      1. Labor Pool: Select this option if the requisition will be created to support a Permanent Residency application and the application process requires that the labor pool is tested. For more information, review the Initiating the H-1B or Legal Permanent Residency Process (includes Labor Pool Testing) in Workday Knowledge Base article.
      2. New Position: Choose from this category if Create New Position was selected during step 3c.  There are several possible reasons for newly created positions:
        1. New Position > New Position Competitive Search – Select this option if the requisition will be posted to the job boards for a competitive search for staff or temporary employees.
        2. New Position > Posting Exception – Select this option if a staff position that would typically get posted to the job boards will not be open to a competitive search. Select this option to request an exception to HR Policy 202. 
          1. The use of posting exceptions should only be requested in rare cases such as a contractual appointment.
          2. Enter the justification in the Comments section located at the bottom of the page. Justification must include changes in job profile, anticipated compensation changes, and key responsibility changes with corresponding percentage.
          3. Once the Create Job Requisition process is submitted, it will route to the AVP of Human Resources and the Office of Equal Opportunity Programs for approval. Each will need to approve to move forward. If the exception is not approved, the process is sent back to the HRP, who will determine if it needs to be canceled or if the Reason should be changed to move the process along.
        3. New Position > Temp/Seasonal/Non-BenEl/Non-Competitive Search – Select this option for temp/seasonal positions that will not be open to a competitive search. If a temp/seasonal position needs a competitive search, select the New Position> New Position Competitive Search reason code.
          1. A job is considered temporary if the position is expected to continue for less than 12 months.
          2. A job is considered seasonal if the position is for a temporary need that is defined by the time of year and service is not continuous.
      3. Replacement - Choose from this category if the requisition will be created to replace an existing position and if For Existing Position was selected during step 3c.  There are two options for replacement positions:
        1. Replacement > Replacement Competitive Search – Select this option if the position will replace an existing staff position and will be posted to the job boards for a competitive search.
        2. Replacement > Replacement: Temp/Seasonal/Non-BenEl/Non-Competitive Search – Select this option if the position will replace an existing temp or seasonal position that will not be open to a competitive search and the job will not be posted to the job boards.
    3. If the job requisition and position(s) are being created due to the backfill of a previous employee, select the former employee within the Replacement For field using the Hamburger Menu.
    4. Using the calendar icon, enter applicable dates within the Recruiting Start Date, Target Hire Date, and Target End Date (if applicable) fields.
      1. Recruiting Start Date – This date determines when the requisition is posted to the job boards.
      2. Target Hire Date – This date determines the first day a worker can start employment.  Workers cannot begin work before the Target Hire Date has been reached.
        1. For competitive searches, this date must be at least seven days past the Recruiting Start Date.
      3. Target End Date – This date is required for temporary and seasonal positions.
    5. Select Next.
  5. The Job screen will display.  Within the Job Details section, select the pencil icon to edit.  If For Existing Position was selected during step 3c then the fields below will auto-populate.  Review and update each field accordingly.
    1. Enter the Job Posting Title. This will be visible on both the external and internal job board if the position is posted for recruitment.
      1. If the position is a temporary role, the job posting title MUST contain the word “Temporary”.
    2. Enter the appropriate job profile using the Hamburger Menu to the right of the Job Profile field.  The selected job profile will determine the minimum responsibilities and experience requirements of the requisition.
      1. For contingent workers, under By Job Family choose Non-Employee Job Family Group and select one of the job profile options from this category.
      2. For non-union staff members, use the RPT Non-Union Staff Job Catalog report found in Workday to determine the most applicable Job Profile.
      3. For temporary positions, ensure that the job profile code begins with 4000. Below is a list of temporary job codes that may be utilized. Note, there are a few other job profiles not included in the list below that are division-specific for Graham School, Lab School, and PSD.
        1. Temporary Office Support (400001) – Performs general office duties (i.e., word processing, data entry, filing, answering phones, and deliveries).
        2. Temporary Technical (400002) – Performs duties requiring special skills (i.e., mechanical, scientific, research, or information systems support).
        3. Temp Skilled Trades (400004) – Performs skilled trade duties (i.e., carpentry, painting, electrical work, grounds maintenance, and engineering).
        4. Temporary Prof Exempt (400005) – Performs executive, professional, or administrative duties as defined in the Fair Labor Standards Act. The incumbent must be paid on a monthly basis.
        5. Temporary Professional NE (Non-Exempt) (400006) – Performs executive, professional, or administrative duties as defined in the Fair Labor Standards Act. The incumbent must be paid hourly and needs to complete a timecard.
        6. Temp Teacher/Instructor (400007) – Performs teaching duties as defined in the Fair Labor Standards Act (i.e., teaching, instructing, or lecturing in the activity of imparting knowledge).
    3. Fill out the Job Description Summary, Job Description, and Additional Job Description fields.
      1. The Job Description Summary may auto-populate based on the Job Profile selected.
      2. For staff positions impacted by job architecture, follow the formatting guidelines established in the Job Posting Template – Benefits-Eligible Job Architecture Staff found on HR Connect.
        1. When creating the Job Description, be sure to reference the Job Profile Description in the Job Catalog. To view the job catalog, duplicate your tab and then type RPT Non-Union Staff Job Catalog in the search box at the top of the screen and select the suggested task that appears below the search box to run the report.
        2. Remember to include standard job duties from the non-union staff job catalog. Note, the fifth responsibility from the job catalog (performs other related work as needed) should be included in all job postings.
      3. For temporary, union, and seasonal positions not impacted by job architecture, follow the formatting guidelines established in the Job Posting Template – Non Job Architecture and Non Benefits-Eligible Job Architecture Staff found on HR Connect.
    4. Enter the Worker Sub-Type and Time Type using the Hamburger Menu to the right of the appropriate field.
    5. Enter the Remote Type. Select the level to which the position(s) will be expected to work onsite.
      1. Hybrid represents a regularly revolving schedule of onsite and remote work.
      2. Onsite represents functionally fully onsite.
      3. Remote represents functionally fully remote.
    6. Enter the Primary Location using the Hamburger Menu to the right of the appropriate fields.
      1. The Primary Job Posting Location field will auto-populate once the Primary Location is selected.  Do not change this field.
      2. For remote positions, use Illinois as the location because this is needed for posting requirement purposes.
      3. Only one location should be assigned to a position. However, an alternate location can be assigned later once an employee is hired into the position. Please refer to the Managing Work Location in Workday Knowledge Base Article to review instructions on how to do it.
    7. Input the number of hours the employee will work each week in the Scheduled Weekly Hours field.
      1. Ensure that Scheduled Weekly Hours aligns with the Time Type. 
        1. Full-Time = 35 to 40 hours per week
        2. Part-Time = 32 hours or less per week
    8. If applicable, enter the Work Shift. E represents evening shift, and N represents night shift.
      1. For example, for Local 743, an Evening shift is 5pm to midnight and a Night shift is midnight to 7AM.
    9. Select Next to continue.
  6. The Organizations screen will display.  This section is available for viewing only, it cannot be edited. The information is pulled from the selected Supervisory Organization where the position(s) are or will be located. Changes to the organization assignments can be made during the Change Organization Assignments step of the Hire, Add Job, or Change Job business processes when the position is filled.
    1. Select Next.
  7. The Attachments screen will display. If the position is a people manager as identified in the ‘M’ job levels of job architecture, then upload the organizational chart.
    1. If the position is not a people manager, select Next to proceed to the Assign Roles screen.
    2. If the position is a people manager, select Add under the Documents section and choose Attach to open the file explorer and locate the document in question.  Select Next.
  8. The Assign Roles screen will display.  This step is only required for competitive searches. 
    1. If the JR being created does not include a competitive search, select Next to move to the Compensation screen. 
    2. If the JR being created does include a competitive search, complete the following:
      1. Primary Recruiter(s): Required Role. Are responsible for moving candidates through the recruitment process/applicant lifecycle. This role can view and manage job requisitions. It is recommended that no more than two workers are assigned this role.
        1. Select the Add button and using the Hamburger Menu within the Role field, select Primary Recruiter.
        2. In the Assigned To field, use the Hamburger Menu to select worker(s) or type their name directly into the Search field and select the Enter key.
          1. Multiple Primary Recruiters can be added at once.
        3. Select the checkmark in the top-right corner of the section to save your changes.
      2. Recruiting Screener(s): Optional Role. Have view-only access/line of sight into the recruitment process.  They can filter the candidate grid within the JR but cannot act on it.
        1. Choose Add again and using the Hamburger Menu within the Role field, select Recruiting Screener .
        2. In the Assigned To field, use the Hamburger Menu to select worker(s) or type their name directly into the Search field and select the Enter key.
          1. Multiple Recruiting Screeners can be added at once.
        3. Select the checkmark in the top-right corner of the section to save your changes.
      3. Once all Primary Recruiters and Recruiting Screeners have been added, select Next. 
        1. NOTE: The Hiring Manager role is not added at this step, as it will default to the manager of the supervisory organization. Double check that the correct supervisory organization has been selected to ensure the Hiring Manager that will be assigned to the JR is accurate.
  9. The Compensation screen will display.  The information included on this page will not be reflected on the job posting and is unrelated to the requirements of Illinois pay transparency.
    1. Review all fields in the Compensation section to confirm accuracy. Make changes if needed using the Pencil icon or enter information by selecting the Add button.
      1. DO NOT edit the Guidelines segment, because it displays the pay grade and is autogenerated by job profile.
        1. If offering a pay rate that is outside (below or above) of the Total Base Pay Range, provide justification in the Comment box. HR-Compensation will review justification for pay rates that are outside of their base pay range.
      2. Exempt job profiles can ONLY have a Salary compensation plan. Non-exempt job profiles can ONLY have an Hourly compensation plan.
        1. Under the appropriate section, select the Compensation Plan using the Hamburger Menu.
        2. Only edit the Amount, DO NOT change the Currency or the Frequency.
          1. If entering compensation for a worker in the Salary plan, enter a monthly amount. If entering compensation for a worker in the Hourly plan, enter an hourly amount.
          2. Utilize the RPT Base Pay Competitiveness and Compensation References reports in Workday to see internal peer data to help determine the appropriate Amount.
          3. Considering that Chicago’s Minimum Wage increases every July 1 per the Minimum Wage Ordinance, make sure to review the City of Chicago’s Minimum Wage page to ensure that the rate for any hourly paid worker is not below the appropriate amount.
        3. For fixed term employees, enter an Expected End Date. To do so, go either to the Salary or to the Hourly section (depending on the job profile), and select the small blue arrow to the left of the Additional Details header to expand this segment and add the information.
    2. The default compensation can be modified later during the Hire, Add Additional Job, or Change Job business processes.
    3. Do not edit the Merit section or select Add under the Bonus section. 
    4. After the compensation review and editing are complete, select Next.
  10. The Summary screen will display.  Review all details for accuracy and select Submit.
    1. If any corrections or updates need to be made, select the pencil icon under the applicable section. Alternatively, to make changes, select the Guide Me button at the top of each section to be brought back to that section’s specific screen.
  11. A dialog box will pop up with the next task (Other Job Requisition Details) to complete. Select Edit Additional Data.
    1. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then select the Other Job Requisition Details task.
  12. In the Edit Additional Data screen, fill in the About the Department field by copying and pasting content provided directly from the department.
  13. For the below questions, checkmark the box to the right of the question for any options that are required and then select Submit.
    1. Does this position require incumbent to operate a vehicle on the job?
      1. Check marking this box requires receipt of the candidate's Motor Vehicle Record.
    2. Is Drug Testing Required?
    3. Is Health Screening Required?
    4. Include Joint Commission Package (JCAHO) for Background Check
      1. Used for certain regular staff positions in the Biological Sciences Division.
    5. Include Background Check for any employment held outside of University of Chicago (a la carte)
      1. Also used if a temporary employee is hired into a regular staff position within twelve months of their previous background check.  An a la carte Education Only Background Check is completed.
    6. An assessment is required.
      1. Assessments must be requested through the Service Now Clerical Testing Request form, in addition to check marking this box. 
      2. Do not require an assessment for some candidates but not for others. Either all candidates are given an assessment, or none are.
  14. A dialog box will pop up with the next task (Pay Transparency Pay Range and Position Control Details) to complete. Select Edit Additional Data.
    1. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then select the Pay Transparency Pay Range and Position Control Details task.
  15. In the Pay Transparency Pay Range and Position Control Details screen, review the instructions at the top of the page and complete all fields.  For assistance with completing this screen, please see the Staff Job Requisition Cheat Sheet.
    1. For the Position Pay Range Minimum (For Job Posting) and Position Pay Range Maximum (For Job Posting) fields:
      1. Enter the numerical value as an hourly rate for non-exempt positions or an annualized salary for exempt positions. The dollar sign and commas will auto-populate as needed and should not be entered into these fields.
      2. If you need to post a single rate rather than a range, enter the same rate into both the minimum and maximum fields. Workday will reflect the single rate on the posting when the minimum and maximum fields match.
      3. The values entered must represent a good faith estimate of the expected offer amount.  If there any concerns regarding a position's pay range spread, HR Partners should collaborate with the UChicago Compensation team.
    2. The Budgeted Amount field should reflect the actual budget for the position(s) (i.e. hourly rate or annualized salary).
    3. Utilize the Variable Pay Statement (For Job Posting) field only if the position(s) you are posting is guaranteed to include variable pay. This field should not be used often.  Job postings are not required to disclose variable pay that organically materializes during the negotiation process (e.g. most sign-on bonuses) or the dollar or percentage amount of the variable pay to be offered.
      1. This field will populate on the job posting, if utilized.
      2. IMPORTANT: The beginning of the variable pay statement auto-populates as “In addition to the base pay posted above, this role may also be eligible for” on the job posting, so simply finish this statement by only entering the type of variable pay plan this position is eligible to receive (e.g. Only enter “incentive plan and housing allowance”).
    4. Complete Select number of FTE direct reports into this role by indicating how many employees will report to the position(s), using the Hamburger Menu.
      1. FTE = Full Time Equivalency
    5. Input the job architecture job level(s) (i.e. P2, P1, B3, T2) in the “Enter job levels of the FTE direct reports for this position” field.  If the position(s) is not a part of job architecture, enter a broader value such as union, students, seasonal, etc.
    6. Using the Hamburger Menu, answer the question “Can you confirm that the position(s) are approved and budgeted in the UCPLAN application?”  Options are:
      1. Yes, in current Fiscal Year
      2. Yes, in next Fiscal Year
      3. No, financial explanation and mitigation plan required
        1. If this option is chosen, it is required to add the financial explanation and mitigation plan details into the Additional Comments field near the bottom of the screen.
    7. Enter a Justification, indicating why the position is critical to be filled now and why it could not be filled later.  Also enter why the responsibilities of the position cannot be shared among other positions.
    8. Enter the position ID, from the approved Workforce Plan submitted in Oracle that aligns with this position, into the Enter the UCPLAN - Workforce Position ID from the forecasting module in the UCPLAN application field.
      1. Position IDs should either be noted as a 9-digit entry beginning with a P or reflect as “New Position three-digit number” (i.e. New Position 382).
        1. Existing positions will have a Position ID that begins with a P and is followed by 8-digits. 
        2. Newly created positions will have a Position ID that states “New Position.”
          1. NOTE: If you are having difficulty finding the Position ID, please check with your unit’s budget partner.
      2. For temporary and seasonal positions, enter "temporary" or "seasonal" into this field.
      3. If the position(s) have not been budgeted, enter not budgeted into this field and add an explanation in the Additional Comments box at the bottom of the screen.
    9. Answer the question “What is the key purpose of this position?” by using the Hamburger Menu and selecting the reason that best applies.
    10. Add the applicable funding source from the Hamburger Menu within the Select the account type funding the position(s) field.
    11. To complete the field labeled “Enter the COA (Entity, Oracle Organization/Workday Cost Center, and Fund) or the POETAF related segments (Project, Award, and Funding Source) and the related percentage”, enter the account number from which the position is funded.
      1. The COA or POETAF account number must align with account type funding the position selected in the previous step.
    12. The below fields are optional but strongly encouraged if a restricted account type was selected during step 15j.
      1. Restricted Funding Only: Account Balance – enter the account balance of the restricted fund being used to fund the position.
      2. Restricted Funding Only: Enter the Award/Project Period – enter the start and end dates for the Award/Project (i.e. 7/1/24 - 6/30/2025)
  16. Once all applicable fields are completed on the Pay Transparency Pay Range and Position Control Details screen, select Submit.
  17. For Posting Exception requests, the process routes to the AVP of Human Resources and the Office of Equal Opportunity Programs for approval and then to the Budget Partner.  For all other requests, the process routes directly to the Budget Partner for review and approval.
  18. The Budget Partner receives two tasks to complete:
    1. The first task is labeled “Job Requisition: JR#####” and allows the budget partner to review the Job Requisition in its entirety, not factoring in pay transparency or position control information.  Budget Partner selects Approve.
    2. The second task is labeled “Pay Transparency Pay Range and Position Control Details” and allows the budget partner to review and edit pay transparency and position control information.  It is an expectation that the Budget Partner correct any information that is not accurate within this task. Budget Partner selects Submit.
  19. IMPORTANT: For Booth and BSD, the process routes differently from here therefore skip to step 23. For all other units, once the Budget Partner approves and submits both tasks, the process routes to the Central Budget Office to review for adherence to budget target/guidance, ensuring that the position ID is in the workforce plan, and that the overall forecast is meeting target.
    1. Timing: If a position is in the budget office’s Workday queue by Tuesday at 10am, it will be reviewed by the following Tuesday at 10am.
  20. Once the Central Budget Office approves the job requisition, the process routes to the Central Compensation Team to review the position for an accurate job level and appropriate position pay range.
    1. Timing: Reviewed within five business days.
  21. Once the Central Compensation Team approves the job requisition, the process routes to the Recruitment and Retention Specialists to review the position’s formatting, spelling, grammar, punctuation, and job qualifications compared to catalogue. 
    1. Timing: Reviewed within two business days.
  22. After Recruitment and Retention Specialists have approved the process, they post the job requisition (for competitive searches only) to the applicable job boards. The HRP then receives a Job Posting Notification in Workday.
  23. FOR BOOTH AND BSD ONLY:
    1. Once the Budget Partner approves and submits both tasks, the process routes to the Recruitment and Retention Specialists for review and approval. 
    2. After Recruitment and Retention Specialists have approved the process, it then routes to Compensation Administrators for review. 
    3. From there the Budget Office Controller receives two tasks: one to review and approve the Job Requisition and another to complete the PPPC (PPGP for BSD) Budget Analyst Recommendation. 
    4. The job requisition is then reviewed for final approval by the Position Posting Process Committee (PPPC) or, for BSD, the Position and Pay Governance Panel (PPGP).
    5. After PPPC/PPGP approval, the job requisition is posted (for competitive searches only) to the applicable job boards by the Recruitment and Retention Specialists.  The HRP receives a Job Posting Notification once the Job Requisition has posted.