taleo eoffer reference materials - home -...

Taleo eOffer Reference Materials V1.9 – Taleo Pilot eOffer Training

Last Updated: January 3, 2017

Table of Contents Introduction ................................................................................................................................ 3

Creating an eOffer ..................................................................................................................... 3

Requesting eOffer Approval ................................................................................................... 8

Extending the Offer................................................................................................................. 9

Once the offer has been accepted .........................................................................................11

Rescinding an eOffer .............................................................................................................11

Reissuing an eOffer ...............................................................................................................13

eOffer Approvals .......................................................................................................................14

Approving the Offer Online (Hiring Manager) .......................................................................14

Approving the Offer Offline (Recruiters) .................................................................................15

Troubleshooting Approvals ....................................................................................................16

Amending Offer Approvals .................................................................................................16

Rescinding Offer Approvals ...............................................................................................16

Bybassing eOffer ......................................................................................................................17

What to do with Ineligible Candidates ....................................................................................17

Optional: Capturing a Candidate Response from Outside eOffer ...........................................17

Customizing an eOffer ..............................................................................................................18

Inserting a Custom Image......................................................................................................18

Making Changes to eOffer Language ....................................................................................19

Taleo eOffer Reference Materials – Pilot Training of 33

Troubleshooting FAQs ..............................................................................................................21

Offer Creation ........................................................................................................................21

Can I change who is issuing the offer? ...............................................................................21

Can I extend an offer with a retroactive start date? ............................................................21

How do I change the start date on an offer after it has been issued to the candidate? .......21

Can I make changes to an offer after it has been approved? .............................................21

Why won’t Taleo let me generate an eOffer for a requisition? ............................................21

Offer Expiry ...........................................................................................................................21

What do I do if an offer expires before a candidate can respond? ......................................22

What happens if I extend an offer with a retroactive expiry date? .......................................22

What happens if I extend an offer without an expiry date? .................................................22

What happens if I extend an offer with an expiry date in the past? .....................................22

Candidate Experience ...........................................................................................................22

Where can I find a record of what notifications are sent to candidates? .............................22

What happens if an email notification is not delivered to a candidate? ...............................22

What happens if a candidate does not complete the New Hire Information Form? .............22

Appendix A: Overview of Process .............................................................................................23

Appendix B: Notifications to Candidates, Recruiters, and Hiring Managers ...............................24


Introduction

This document covers Offer Management in Taleo, and is to be considered an addendum to the existing Taleo Recruiting Documentation. In this process you will create, request approval for, and extend an electronic offer letter in Taleo. The candidate will be able to digitally sign this offer back, at which point you will be able to download the digitally signed offer for filing. Details from the offer grid, requisition, and candidate will be sent to SAP for further processing.

Creating an eOffer

Step 1: Advance the Candidate to the Offer step and Offer to be made status.

i

If using Change Step/Status… from the ‘More Actions’ menu, make sure that you don’t accidentally reject the candidate once they reach this step. Please note: you cannot generate an offer from the Change Step/Status screen, and will need to use Save and Close or Cancel (if prompted to reject the candidate) to exit it.

Once the candidate is in the Offer step, from the More Actions menu, select Create Offer…

Step 2: Populate all relevant fields in the Offer Grid.

! Note: some non-mandatory fields may still be required; skipping them may cause issues when generating the e-offer or in the feed to SAP. Only include a “Contract End Date” if you’re making a Term offer, and only include USW fields for USW positions.


Annualized Salary must be pro-rated to account for the new hire’s %FTE.

Beside the ‘Pay Basis’ dropdown, you can click the Calculator button to automatically calculate the Salary (Pay Basis) field. This requires the Annualized Salary field to already be filled out.

Step 3: Select the ‘Create’ button in the Letter Used field to choose the relevant Offer Letter template.

Step 4: Click “Select” to begin populating an e-offer.


i Note: If you do not see any offer letters available, it is likely due to the candidate being internal (out of scope) or having started the offer outside of the Offer step (save the offer, then return to editing)

Step 5: There are standard paragraphs that are included in each letter by default. These are already selected. You must select additional paragraphs relevant to your specific job offer before proceeding.

These additional paragraphs are all labelled as “term” or “continuing”. Choose consistently as you are building the offer (i.e. all term or all continuing).

The additional clauses you must select from are:

• Term Welcome Letter Clause (only add if issuing a term contract) • Continuing Employment Agreement OR Term Employment Agreement (choose 1) • Continuing Termination OR Term Termination (choose 1) • Optional: The BURC Policies & Procedures clause may be selected if the position is

being challenged under BURC.

! You must include all correct clauses or the offer will be incomplete.

To choose an additional paragraph for inclusion, select the checkbox beside it.

When you’ve selected all the additional paragraphs, click ‘Next’.

Step 6: Populate the remaining offer variables. These fields will be automatically entered into the appropriate places within the offer.

Click ‘Next’.


i If you skip this page, you will see all of these fields embedded in the offer and highlighted as errors. You will be able to directly enter them in the offer letter.

Step 7: Review the offer and any errors (unpopulated fields / variables) or missing information will be highlighted in yellow. Click “Edit” to make changes to the letter or add attachments.

!

Important: Any details that were populated based on information you entered on the Offer Grid should not be overwritten when editing the offer letter. This will result in incorrect data being sent to SAP for processing. You should update the Offer Grid if details were incorrectly entered or not entered at all (i.e. %FTE).

i The default welcome letter language mentions that a Position Description will be attached; if you do not attach one, you’ll need to modify the phrasing.

Step 8: When all changes have been made, click “Finish”


! Note: As with Job Descriptions, use the ‘Paste from Word’ or ‘Paste as Plain Text’ functionality if pasting directly from Word or Excel, otherwise it is best to paste from Notepad.

Step 9: You will now be back at the Offer Grid. The ‘Letter Used’ field will now be populated. You can click this field to view (and print) the eOffer you just created.

Click ‘Save and Close’.


Requesting eOffer Approval

Approval is required before the offer can be extended. If approval is collected offline, this can be indicated in Taleo, otherwise an electronic approval request can be sent.

Step 1: From the ‘More Actions’ menu, click ‘Request Approval’.

Step 2: From the displayed list, select the individual who needs to approve the offer. Ensure that the Decision dropdown is set to ‘Pending’ (You can set this to “Approve” on behalf of the manager if approval was collected offline, though will need substantiating documentation [i.e. signed letter] for the recruitment file)

Click ‘Done’.

Step 3: Once the Approval Request has been sent, you can view its status in the Offer Approvals tab.

? If you can’t find the approver in the list of employees, you may need to submit an Access Request Form to [email protected].


mailto:[email protected]

i

You cannot extend the offer to the Candidate until an eOffer has been approved. For more information regarding Offer Approvals, including how to obtain offer approvals outside the system, see the Approvals section on page 13.

Step 4: When the offer has been approved (see above), proceed to Extending the Offer. You will be notified by email once the approval has been completed.

Extending the Offer

Step 5: Once the offer is approved by the Hiring Manager, navigate to the ‘Offers’ tab, and select More Actions > Extend Offer.

Step 6: Important Select “Extend in writing”. Click ‘Done’.


! If you leave this as ‘SELECT OPTION ABOVE’ it will not send an offer to the candidate, though you will be able to rectify this via More Actions > Send Offer and selecting Extend in Writing.

Step 7: Important: In the resulting window, Select E-Offer in the ‘Send Message By’ dropdown. Click ‘Next’.

!

If you do not select eOffer, the candidate will only receive an emailed copy of the offer letter and will not be able to accept the offer using Taleo or complete the pre-hire process.

If you complete this step correctly, you will receive a copy of the eOffer invitation that is sent to the candidate. If you accidentally chose another option, you will not receive a copy the eOffer invitation – in this case, you can still trigger an eOffer Invite via More Actions > Send Offer… and resend as an e-offer following the above steps.

Step 8: Confirm that the correct recipient is receiving the offer. You can still edit the letter at this point, if needed, by clicking the candidate name.

i

If you have errors that aren’t fixed, you won’t be able to send the offer. Click the candidate name to fix these errors. Any highlighted errors left in the offer at this point will be removed from the offer if the offer is sent by unticking the “Exclude messages that contain missing values” checkbox

Here you can also print a PDF or paper copy of the offer. When you’re ready, click Send.

Step 9: The offer has now been sent to the candidate. The status of the offer in the Offer Grid will be changed to ‘Extended’. Taleo eOffer Reference Materials – Pilot Training of 33

Once the offer has been accepted

You will receive further instructions via email on how to download the eSignature Summary and eSigned Offer Letter, as well as additional follow-ups that may be required.

Rescinding an eOffer

If changes are required to an eOffer after it has been issued to a candidate, you must rescind and reissue the offer. You cannot edit an eOffer that has already been issued.

Please note that if required, you can rescind an eOffer after a candidate has accepted it.

Step 1: In the Offer tab of the requisition you wish to rescind the offer for, click the More Actions dropdown.

Step 2: In the Rescind the Offer dialog box, enter your comments and click ‘Done’.

Step 3: The Offer Status will now be updated to Rescinded.


Reissuing an eOffer

There are some scenarios where you may need to reissue an offer after rescinding it. To do so, follow the following steps instead of recreating the offer from scratch.

Step 1: Select the Candidate Profile for the requisition. All previous offers that have been issued will be listed in the Offers tab. From the More Actions menu, select Create Offer…

Step 2: In the Offer (New) section, you can fill out the offer details by copying over information from the Offer (Current) section.

To do so, click the Copy Icon ( ) on each field from the (Offer Current) you wish to copy. You can copy all fields if you wish.

! DO NOT COPY THE LETTER USED FIELD. Copying the letter will prevent any changes on the Offer Grid and the date of the offer from being automatically updated, meaning any changes will not be reflected on the actual offer letter.

Step 3: Once the Offer Grid field are completed (either through copying or manually entering any new information), click Create in the Letter Used field. Proceed as you normally would, using the steps outlined in the ‘Creating an eOffer’ section of this document.


eOffer Approvals

We recommend that offer approvals take place using the Taleo functionality. That said, offer approvals can also take place outside the system, and Recruiters can manually change the approval status of the offer within Taleo.

Approving the Offer Online (Hiring Manager)

Step 1: Receive approval request via email. Click the ‘Respond’ link.

Step 2: Review the offer online by clicking the Attachments Link.


Step 3: After review, select ‘Approve’ or ‘Reject’ from the drop-down menu. Enter comments and select the ‘Send me an email with my decision field’ if desired.

Step 4: Click ‘Done’.

Approving the Offer Offline (Recruiters)

Step 1: Provide a PDF or printed copy of the eOffer to the individual who needs to approve the Offer. Use whatever process works best for your office to obtain approval on the offer.

Step 2: Once the offer is approved offline, from the ‘More Actions’ menu, click ‘Request Approval’.

Step 3: From the displayed list, Select the individual who needs to approve the offer, and change the Decision dropdown to Approve.

Click ‘Done’. Taleo eOffer Reference Materials – Pilot Training of 33

Step 4: The offer is now recorded in the system as approved, and you can proceed to Extending the Offer.

Troubleshooting Approvals

Amending Offer Approvals

There are several options you can use in the Offer Approvals tab if you need to make changes to the approval process after a request for an eOffer approval has been sent.

• Amend Approval Path allows you to change who needs to approve the offer • Terminate Approval will terminate the approval process • Send Reminder will send an approval request reminder

There is one approver required on each offer. You cannot remove a defaulted approver without adding a new approver first via the ‘Amend Approval Path’ button.

Please note that if an approval has already been obtained and tracked in Taleo, you cannot use any of these options. See below to deal with this scenario.

Rescinding Offer Approvals If the hiring manager (or offer approver) decides to rescind their eOffer approval after it has been captured in the system, you must Rescind and Reissue the entire eOffer (even if it has already been sent to the candidate).

Following the steps in the Rescind and Reissue sections to complete this action


Bybassing eOffer

What to do with Ineligible Candidates

eOffers are only available for external new hires to appointed PM, Confidential, and USW positions.

In some scenarios, you will need to bypass the eOffer process and progress the candidate in Taleo straight to the ‘Hire’ step. In that case, you must use an offline offer process.

These scenarios include:

• Internal candidates for PM, Confidential, and USW requisitons • External candidates for PM, Confidential, and USW requisitions where hiring managers

choose not to use the eOffer process • Any requisitions for RA / SRA, CUPE 3261, Unifor, AP, or Casual positions.

Optional: Capturing a Candidate Response from Outside eOffer

In some cases, a Candidate may not accept or reject an eOffer from within Taleo. To capture their offer response inside the system, use the following steps.

Note: if a candidate wants to negotiate any of the offer details, use this process to capture their response before Rescinding and Reissuing their offer.

Step 1: In the Offers tab, select the More Actions dropdown, and choose Capture Response.

Step 2: In the resulting Capture Offer Response Dialog, select the option that the candidate has indicated to you.

Click Next.

Step 3: On the next screen, enter information in the required fields, and click Done.


Customizing an eOffer

Inserting a Custom Image

You can insert any image you want into the Offer Letter Assistant. The only requirement is that the image is hosted somewhere online.

Step 1: Follow Steps 1 – 6 of the ‘Creating an eOffer’ process.

Step 2: In the Offer Letter Assistant, click Edit.

Step 3: Locate where you would like to insert your image within the offer.

Enter a new line, and click the ‘Image’ button in the Edit Window.

Step 4: In the resulting Image Properties dialog, paste the URL of the image into the URL Field.

The image will preview, and you have the option of adjusting the dimensions of the image using the Width field.

Click Ok.


Step 5: Your image will now be inserted into the Offer Letter Assistant. Click Done if you are happy with the image and wish to complete the Offer process, or delete the image and re-insert it if you need to adjust the size.

Making Changes to eOffer Language

You can insert any language you want into the Offer Letter Assistant. The only requirement is that the language has been approved by the University’s Legal Counsel, Labour & Employment.

Step 1: Follow Steps 1 – 6 of the ‘Creating an eOffer’ process.

Step 2: In the Offer Letter Assistant, click Edit.


http://contact.hrandequity.utoronto.ca/%23legal

Step 3: Insert or edit any language that you require into the offer. Click Done.

Note: if you are pasting in content from a Word document, you must paste the content in as Plain Text using the button below:


Troubleshooting FAQs

Offer Creation

Can I change who is issuing the offer?

Yes.

When filling out the Offer Grid, the ‘Hiring Manager’ field should reflect the individual who is issuing the offer. It does not have to be the same individual acting as a hiring manager within Taleo.

Can I extend an offer with a retroactive start date? Yes. However, the candidate will only be able accept the offer. They will not be able to complete the New Hire Information Form.

Please note that the eOffer system was not built to accommodate retroactive start dates. eOffers with retroactive start dates will result in inaccurate notifications being sent to both the recruiter and the candidate.

How do I change the start date on an offer after it has been issued to the candidate? Do not update the start date on an issued eOffer, as the candidate will not be notified that a change to the start date has occurred and the start date will not be reflected accurately in HRIS.

If this happens, rescind the offer and reissue a new eOffer with an accurate start date.

Can I make changes to an offer after it has been approved? After an offer has been approved, you cannot update any of the Offer Grid fields (like salary, start date, etc.). If you need to make any changes to these fields, you need to cancel the eOffer and create a new one.

If the Hiring Manager requests changes to any other content the eOffer after it has been approved, it is possible to insert these changes. However, it is advised that you cancel the eOffer and create a new one so to ensure all approvals captured in the system reflect the letter that was actually issued to the candidate.

Why won’t Taleo let me generate an eOffer for a requisition? If the candidate is an internal University of Toronto employee, the system will not allow you to generate an eOffer for them. Use an offline offer.

The system will only generate eOffers for external PM, Confidential, and USW new hires. No other groups are in scope.

Offer Expiry


What do I do if an offer expires before a candidate can respond?

Do not update the expiration date on an issued eOffer, as the candidate will not be notified that an extension of the expiry date has occurred.

If this happens, rescind and reissue a new eOffer with an expiry date that is further into the future.

What happens if I extend an offer with a retroactive expiry date? If you extend an offer with a retroactive expiry date, the candidate can accept the offer but will not be able to complete the New Hire Information Form.

What happens if I extend an offer without an expiry date? The system will allow this, but several notifications, emails, and sections of the eOffer use the expiry date. We recommend that you always input an expiry date.

What happens if I extend an offer with an expiry date in the past? An expiry date in the past will email the candidate an eOffer invitation, but it will not allow them to accept the position. The process will automatically close.

Candidate Experience

Where can I find a record of what notifications are sent to candidates? This information is stored in Onboarding. You can access the Onboarding module when you log into Taleo (instead of the Recruiting module). You can also track a candidates progress through the New Hire Information Form and any other onboarding modules.

What happens if an email notification is not delivered to a candidate? Unfortunately, recruiters are not notified if an email is undeliverable. Please make sure to follow up with the candidate once you’ve extended the eOffer to ensure that they received it.

What happens if a candidate does not complete the New Hire Information Form? If the candidate does not complete the New Hire Information Form after accepting the eOffer, they will receive a reminder email several days before their planned Start Date. The Hiring Manager will be copied on these reminders.

If a candidate chooses not to complete this form in advance of their start date, they can provide this information to their Business Officer / HR Office on their first day worked. This means that the candidate will not be able to obtain a UTORid prior to their first day worked and the IT provisioning process may be delayed.

We recommend following up with the candidate after the reminder is sent to ensure that they are not having technical difficulties with the New Hire Information Form.


Appendix A: Overview of Process

Recr

uite

rCa

ndid

ate

Hirin

g M

anag

erPa

yrol

l O

ffice

r

Offer Creation & Approval Offer Management Onboarding Process

Recruiter moves candidate to the

Offer step, draft the offer letter, send for

approval

Offline Approval: ‘Approve on behalf’

in Taleo Manager reviews offer

online & submit decision

Yes

Candidate decides and

E-Signs

*

Candidate submits online new hire info

form

*

New Hire Welcome Email

OfferAccepted

3 Days After Start Date

HRIS ImportNotification

Reminder: 2dReminder: 2d

Reminder:2dReminder:2d

Not yet

Recruiter downloads

e-signedOffer letter

Offer Invitation

ApprovalRequest

New TaskNotificationRejected

Recruiter extends offer to candidate Taleo Onboarding

Process begins

Onboarding Process

Terminates; all tasks close

DecisionNotification

DecisionNotification

Approved

Decision / expirynotification

Decision / expirynotification

Candidate downloads e-signed offer

New Hire data sent to HRIS

Requisition &Offer data

1 day before Start Date

Process Ends

Offer Declined or Expired

Not Yet

Not Yet

Begin SAP Hire


Appendix B: Notifications to Candidates, Recruiters, and Hiring Managers

Subject Email Triggers Recipient Message Content

Offer Letter Approval Request for [Requisition Title]

Offer Approval Request

Requisition Approver

Offer approval request Requisition Title: {Requisition Title} Requisition ID: {Requisition Number} Requested by: {Approval Requestor} Comments: {Comments} Click “Respond…” to view more offer details and respond to the approval request as soon as possible. Respond…

Final Decision - Offer for [Candidate Name] / [Requisition]

Offer Approval Completed

If e-approval recieved: Recruiter If Recruiter approves on behalf of Hiring Manager: Manager If Manager not an approver: Manager

Greetings, Please find below the approval path and decision(s) for this letter of offer, as requested by {Approval Requestor}. Please note that the offer has not yet been extended to the candidate. Approval Path Approver Decision Date and Time Comments {Approver1} {Decision} {Decisions Date} {Comments} {Approver2} {Decision} {Decisions Date} {Comments} {...} Best regards, UTORecruit Support Replies to this message are undeliverable. Please do not reply.


Offer enclosed: [Requisition Title] at the University of Toronto

e-Offer Extended to candidate

Candidate BCC: Recruiter

Dear {PersonalInfo_Para.FirstName}, As discussed, the University of Toronto is offering you employment in the position of {Requisition_Para.RequisitionTitle} in the {Requisition_Para.DepartmentName}. Please review and respond to this eOffer by {Offer_Para.ExpirationDate}. If you have any questions about the contract, the terms within, or attachments, I can arrange for you to speak with our HR Representative. Please follow this link to access your offer: {TransitionsURLs_Para.TaskAccessURL}. Please note that this eOffer may not be viewable on mobile devices or tablets. Alternatively you can login to our job boards and click the Tasks tab above the postings to view your eOffer. As a reminder, your username is {TransitionsURLs_Para.AssigneeUserName} My colleagues and I look forward to having you join us at the University of Toronto. Thank you, {Offer_Para.UDF_Hiring Manager (Offer)} {Offer_Para.UDF_Hiring Manager Title (Offer)} Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected]. Canada's leading teaching and research university, the University of Toronto is recognized as one of Canada's Top 100 Employers, one of Canada's Best Diversity Employers, and one of Canada's Top Employers for Canadians Over 40. U of T offers employees challenging work, flexible, family-friendly programs and opportunities for professional and career development. To learn more about the University of Toronto, please go to www.utoronto.ca. To learn more about U of T as a place to work and develop a career, please visit http://www.hrandequity.utoronto.ca The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.


Reminder: UofT offer expires soon

Offer not accepted / declined, 2 days after offer extended

Candidate BCC Recruiter, Hiring Manager

{Other.CompanyLogos1} Dear {PersonalInfo_Para.FirstName}, Our records indicate that you have not accepted your offer for {Requisition_Para.RequisitionTitle}. Please respond to this eOffer by {Offer_Para.ExpirationDate}. Follow this link to access your offer: {TransitionsURLs_Para.TaskAccessURL}. Please note that this eOffer is may not be viewable on mobile devices or tablets. Alternatively you can login to our job boards and click the Tasks tab above the postings to view your eOffer. As a reminder, your username is {TransitionsURLs_Para.AssigneeUserName} For further information, please contact {Task.OwnerFullName} at the following email address: {Task.OwnerPreferredEmailAddress} Thank you, U of T Careers Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected]. Canada's leading teaching and research university, the University of Toronto is recognized as one of Canada's Top 100 Employers, one of Canada's Best Diversity Employers, and one of Canada's Top Employers for Canadians Over 40. U of T offers employees challenging work, flexible, family-friendly programs and opportunities for professional and career development. To learn more about the University of Toronto, please go to www.utoronto.ca. To learn more about U of T as a place to work and develop a career, please visit http://www.hrandequity.utoronto.ca The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.


[Candidate Name] has accepted the offer for [Requisition Title]

Offer Accepted by Candidate

Recruiter CC: Hiring Manager

{Other.CompanyLogos1} Dear {RequisitionOwners.RecruiterFirstName}, {PersonalInfo_Para.FirstName} {PersonalInfo_Para.LastName} has accepted the offer for {Requisition_Para.RequisitionTitle} and is scheduled to start on {Offer_Para.StartDate}. Please confirm that they have completed the New Hire Information Form by {Offer_Para.StartDate}. You will be notified once they have completed it. ESignature Details: Offer Extended: {Offer_Para.Extended} Offer Signature: {ESignature.EOfferSignature} Offer Signature Date: {ESignature.EOfferSignatureDate} Offer Signature Full Name: {ESignature.EOfferSignatureFullname} Offer Signature IP Address: {ESignature.EOfferSignatureIPAddress} The new hire will receive a generic email the day before their start date with instructions to bring their driver’s licence / passport, Social Insurance Number (SIN), work permit (if applicable), and a blank, void cheque on their first day of work. Thank you, U of T Careers Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected].

[Candidate Name] offer has expired for [Requisition Title]

Offer Expired Recruiter Only

{Other.CompanyLogos1} The offer made to {PersonalInfo_Para.FirstName} {PersonalInfo_Para.LastName} for {Requisition_Para.RequisitionTitle} has expired and is no longer available to accept online. Thank you, U of T Careers Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected].


[Candidate Name] has declined the offer for [Requisition Title]

Offer Declined by Candidate

Recruiter Only

{Other.CompanyLogos1} Dear {RequisitionOwners.RecruiterFirstName}, {PersonalInfo_Para.FirstName} {PersonalInfo_Para.LastName} has declined the offer for {Requisition_Para.RequisitionTitle}. Thank you, U of T Careers Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected].

Welcome ot UofT

Offer was accepted & 1 business day before Start Date

New Hire (Candidate) BCC: Recruiter, Payroll Officer Email

{Other.CompanyLogos1} Dear {PersonalInfo_Para.FirstName}, Welcome to the University of Toronto! This email provides you with the information you need to get set up for your first day at work. What to Bring on your First Day On your first day at U of T, you need to bring the following documentation for information validation: • Your driver’s licence / passport • Your Social Insurance Number (SIN) • Your work permit (if applicable) • A blank, void cheque If you have any questions about working at U of T, please ask your manager, or connect with your HR Divisional Office (http://contact.hrandequity.utoronto.ca). Regards, Human Resources & Equity www.hrandequity.utoronto.ca Canada's leading teaching and research university, the University of Toronto is recognized as one of Canada's Top 100 Employers, one of Canada's Best Diversity Employers, and one of Canada's Top Employers for Canadians Over 40. U of T offers employees challenging work, flexible, family-friendly programs and opportunities for professional and career development. To learn more about the University of Toronto, please go to www.utoronto.ca. To learn more about U of T as a place to work and develop a career, please visit http://www.hrandequity.utoronto.ca The University of Toronto is strongly committed to diversity within its community and especially


welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.

[Candidate Name] has completed their New Hire Information Form for [Requisition Title]

New Hire Info Form submitted by Candidate

Recruiter CC: Payroll Officer Email

{Other.CompanyLogos1} Dear {RequisitionOwners.RecruiterFirstName}, {PersonalInfo_Para.FirstName} {PersonalInfo_Para.LastName} has completed and submitted their New Hire Information Form. Their information will now be sent to SAP and the 'Payroll Officer Email' provided during offer creation will be notified. Thank you, U of T Careers Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected].


New Hire Information Form Reminder

New Hire Form Incomplete 2 days after offer accepted

Candidate BCC: Recruiter

{Other.CompanyLogos1} Dear {PersonalInfo_Para.FirstName}, Our records indicate that you have not yet completed your New Hire Information Form. Please complete and submit this information by accessing {TransitionsURLs_Para.TaskAccessURL} by {Task.DueDate}. For further information, please contact {Task.OwnerFullName} at the following email address: {Task.OwnerPreferredEmailAddress} Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected]. Thank you, {Offer_Para.UDF_Hiring Manager (Offer)} {Offer_Para.UDF_Hiring Manager Title (Offer)} Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected]. Canada's leading teaching and research university, the University of Toronto is recognized as one of Canada's Top 100 Employers, one of Canada's Best Diversity Employers, and one of Canada's Top Employers for Canadians Over 40. U of T offers employees challenging work, flexible, family-friendly programs and opportunities for professional and career development. To learn more about the University of Toronto, please go to www.utoronto.ca. To learn more about U of T as a place to work and develop a career, please visit http://www.hrandequity.utoronto.ca The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.


SAP Details 1 day before start date & New Hire Form Incomplete

Payroll Officer Email

The new hire for {Requisition_Para.RequisitionID} - {Requisition_Para.RequisitionTitle} has not yet completed the New Hire Information Form, and they start tomorrow. Today is the last day that this form will be available to them. If they do not complete this form, they will not be fed to SAP automatically, and their information will need to be entered manually into HRIS. Below are the details we have collected so far: First Name: {PersonalInfo_Para.FirstName} Last Name: {PersonalInfo_Para.LastName} Address Line 1: {Addresses_Para.CurrentAddressLine1} Address Line 2: {Addresses_Para.CurrentAddressLine2} City: {Addresses_Para.CurrentAddressMunicipality} Province: {Addresses_Para.CurrentAddressState} Postal Code: {Addresses_Para.CurrentAddressZipPostalCode} Country: {Addresses_Para.CurrentAddressCountry} Start Date: {Offer_Para.StartDate} Pay Scale Group: {Requisition_Para.UDFRequisition_Pay Scale Group} Annualized Salary: {Offer_Para.Salary} Probationary Period: {Offer_Para.UDF_UOT_PROBATIONARYPERIOD} Contract End Date: {Offer_Para.UDF_UOT_CONTRACTENDDATE} Percentage of FTE: {Offer_Para.UDF_Percentage of FTE} USW Salary Grade: {Offer_Para.UDF_UOT_USWSALARYGRADE} Employee Status: {Requisition_Para.EmployeeStatus} Position # Identified at Offer (Use this one): {Offer_Para.UDF_PositionNumber} Position # Identified at Posting (FYI): {Requisition_Para.JobCode} Employee Number: {PersonalInfo_Para.EmployeeID} Candidate ID: {Requisition_Para.CandidateIdentificationNo} Thank you, U of T Careers Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected].


Reminder: Download e-Signed UofT offer

Offer Accepted and Candidate has not downloaded their copy after 2 days

Candidate {Other.CompanyLogos1} Dear {PersonalInfo_Para.FirstName}, Our records indicate that you have not yet downloaded the electronically signed copy of your offer letter. Please complete this task by accessing {TransitionsURLs_Para.TaskAccessURL}. Replies to this message are undeliverable. Please do not reply. If you need assistance, please contact [email protected]. Thank you, {Offer_Para.UDF_Hiring Manager (Offer)} {Offer_Para.UDF_Hiring Manager Title (Offer)} Canada's leading teaching and research university, the University of Toronto is recognized as one of Canada's Top 100 Employers, one of Canada's Best Diversity Employers, and one of Canada's Top Employers for Canadians Over 40. U of T offers employees challenging work, flexible, family-friendly programs and opportunities for professional and career development. To learn more about the University of Toronto, please go to www.utoronto.ca. To learn more about U of T as a place to work and develop a career, please visit http://www.hrandequity.utoronto.ca The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.


taleo eoffer reference materials - home -...

Documents