Generate Employment Agreement

Follow this process to generate an employment agreement from a job requsition

Step 1: If Faculty, create appointment letter outside of Workday & initiate credentialing

*Skip if staff position

  • Create the faculty employment agreement from SMPH Faculty Offer Letter Templates outside of Workday
  • Once the faculty employment agreement is signed by the finalist, email the HR Operations Coordinator or Licensing & Credentialing Coordinator to move forward with credentialing. Note: All departments handle credentialing differently - if the department handles this, go to next step. 
    • Attach the CV & include the following in the email:  

      Full Legal Name 

       

      Professional Degree(s) 

       

      Start Date 

       

      Department 

       

      Division/Section 

       

      Official Title 

       

      FTE

       

Faculty Provisional Visiting (Senior Rank) Appointment

For new faculty being hired at senior rank (Associate Professor or Professor) and the faculty member awaits approval of their senior rank appointment packet, they must be hired as a Visiting Associate Professor or Visiting Professor. They can be in this position for up to 12 months. This applies to faculty hired at senior rank on the tenure, CHS and CT tracks.

Because you added the visiting titles to the job requisition, assign and hire the visiting title during the employment agreement generation process below. 

Once the senior rank appointment is approved, the SMPH Promotions team will notify the HRBP to draft the visiting to permanent title letter and transfer the faculty member into their faculty appointment. TBD on how we will transfer the faculty into their appointment.

Step 2: Propose an employment agreement

  • Select the Job Requisition to view candidates associated with it.
  • Click Candidates to view all active candidates.
  • Click the Checkbox next to the candidate(s) that you are moving to the Employment Agreement step.
  • Click Move Forward.
  • Select Employment Agreement for Move Selected Candidates to Next Stage.
  • Click OK.

Step 3: Enter employment agreement details 

Task: HR Partner Supervisory | Create Employment Agreement 

Click the Pencil Icon to make edits and complete all the required sections of the Employment Agreement. Many of these fields auto-populate from the job requisition:

  • Start:
    • Details
      • Target Hire Date: defaults from the job requisition
      • Enter Hire Date - must be on or after the Recruiting Start Date listed in the job requisition
      • Enter Hire Reason. 
        • Rehire- Only used if hiring the person back into the same position 
        • Job change - promotion, demotion, or lateral move (this is based on salary grades)
        • Add job 
        • Hire
      • Location: defaults from the job requisition and can be changed as needed.
    • Job Details
      • Job profile 
        • NON- EXEMPT ACADEMIC STAFF - Select the NE (non-exempt) version of the title 
        • PROVISIONAL VISITING FACULTY - Select the Visiting title 
      • Confirm the Business Title -  Edit following Business Title Guidelines  
    • Working Time
      • Confirm the Scheduled Weekly Hours (this must be what you recruited for)
      • Optional: If applicable, check the checkbox to Specify a Working FTE.
    • Click Next.
  • Contract:
    • Confirm the Employee Contract Type.
      • If Provisional Visiting Faculty select terminal for the one year appoitment
    • Click Next.
  • Probation Period - Probation Periods:
    • Confirm the default entries for Probation Length and Probation Review and make changes as necessary.
    • Probation Review - leave schedule as 45 days (you will get an error message to ensure 45 days is entered)
    • Click Next.
  • Compensation:
    • Confirm the Compensation details carried over from the Job Requisition and make changes as necessary.
      • Allowance - Temporary Work Allowance (TWA) or formally known as Temporary Base Adjustment (TBA)
        • [Link for document 105959 is unavailable at this time]: Please utilize this link to learn more about TWAs. Reach out to the SMPH Compensation team with TWA questions. 
          • For Compensation plan, select 'Temporary Work Allowance Supplemental Amount'  
          • *If the employee has an FTE less than 1.0 their TWA needs to be prorated by the HRBP and the prorated amount needs to be entered into Workday. Please reach out to the SMPH Compensation team to discuss TWAs for new hires with less than 1.0 FTE prior to processing. 
  • Click Next

Step 4: Enter one-time payment (optional)

If the position has a hiring bonus and/or relocation bonus listed in their appointment letter, use this field to add the one-time payment to be paid to the candidate upon hire.  DO NOT enter the UWMF Recruitment Bonus (amounts vary). This is paid through UWMF payroll and is NOT entered/processed in Workday.

Only a single one-time payment can be added at this stage. If the hire is receiving multiple one-time payments (ex. hiring bonus and relocation bonus).  One can be added here and the other will need to be processed in the standalone [Link for document 151619 is unavailable at this time] process. 

  • [Link for document 151619 is unavailable at this time]: Please utilize this link to learn more about OTPs. Reach out to the SMPH Compensation team with OTP questions. 
    • If an employee has an approved hiring bonus or relocation stipend that is listed in their appointment letter, the OTP can be processed at this time, during the new hire process
    • Only one OTP can be entered through the hire process. If an employee has more than one, additional OTPs will need to be entered through the standard OTP process (see OTP KB link above) 
    • You will need to know the specific funding that will be utilized to pay the one time payment. You are required to enter funding information in order to submit the request. 
    • Ensure 'send to payroll' is checked. This ensures that the payment will be made. 

Click Submit.
NOTE: Click Save for Later if you would like to save your current progress before exiting the task.

Step 5: Generate employment agreement and attach documents (If faculty, attach the fully executed letter)

  • (If the compensation exceeds the maximum salary range) Task: Compensation Partner (Local) | Review and Approve
  • Task: HR Partner Supervisory | Generate Document for Employment Agreement
  • Click Review

Update red text and add the following paragraphs: 

Staff Letters

  • Update letterhead to your department letterhead  
  • Insert signature (must be a screenshot or picture of a signature, NOT TYPED)
  • Edit the red text for the department, school division, position of trust 
    • If the position (not the person) is NOT a position of trust, you can remove the paragraph from the letter.
  • Edit the CBC Coordinator name in the background check paragraph 
  • Insert onboarding coordinator/peer partner paragraph after the second paragraph in the employment agreement:
    • If you have any questions about your appointment, our Onboarding Coordinator, name and email, is available to assist you.  You have also been assigned a Peer Partner, name and email, who will be available to offer advice and guidance regarding the day-to-day aspects of working at UW-Madison. They may be in contact to welcome you to your new role or will meet you in person once you begin your appointment.
  • If there is a hiring bonus, ensure you have received approval and add hiring bonus language. 
    • We are pleased to offer you a hiring bonus of $_________.  This bonus will be paid as part of your paycheck, date to be confirmed by SMPH payroll. The hiring bonus is taxable, and all regular payroll taxes will be withheld. If you leave the department within 12 months of your date of hire, you will be responsible for reimbursing UW-Madison for a prorated amount of the hiring bonus. By accepting this employment agreement, you authorize UW-Madison to withhold a prorated hiring bonus amount from your final paycheck or any other pay you receive upon termination of employment prior to 12 months of your date of hire.

Faculty Letters

Delete all content in the Workday generated employment agreement and paste the following language:

Dear Employee Name,

I am pleased to confirm your acceptance of the offer of employment as Business Title with the University of Wisconsin-Madison, Division/Department/Operational Area, starting Date.  

Your acceptance of employment remains unchanged, and is subject to the agreed upon terms and conditions as stated in your signed employment agreement.

Upon review of this document, you will be asked to check the box next to ‘I agree’ and click ‘Ok.’ Then, you will be prompted to review additional documents. A copy of your signed employment agreement is included as an additional document.

Please consider this as formal acknowledgment of your acceptance. If you have any questions or require further information before your start date, please do not hesitate to contact HR Contact Name at HR Contact Email or Phone Number.

    • Click Preview to view the document as it will appear to the candidate.
    • Click Submit

    Add Attachments 

    • Staff letter:
      • Edit and attach SMPH Employment Agreement Attachment
        • Edit the SMPH attachment and "delete if not applicable" paragraphs 
        • Instructions: Please see the attached Employee Agreement Attachment which outlines additional Information regarding the School of Medicine and Public Health
      • Attach the OHR Employment Agreement Attachment
        • Instructions: Please see the attached Offer Letter Attachment which outlines additional Information regarding the University of Wisconsin Madison. 

    • Faculty letter: 
      • Attach the fully executed appointment letter as an attachment, as well as the UWMF confidentiality agreement and recruitment bonus, if applicable.
      • Attach other supporting documents

    Task: HR Partner (Supervisory) | Review and Approve by checking the check box and click Submit

    (If an Employment Agreement Approver was assigned) Task: Employment Agreement Approver | Review and Approve

    Part 6:  Send email to candidate to explain that they need to login to Workday to accept their letter

    The candidate will receive a Workday notification to review and approve the Employment Agreement documents. If the candidate is external, they will also receive a task to enter their personal information and government identifiers. 

    Find the URL the candidate received in their email: go to the Job Requisition, click the Candidate Profile, find the Recruiting History section. View the system-generated email titled "Automatic Message Sent". 

      

    If candidates can't log in or they are being asked for some credential, make sure they are clicking 'create a profile' instead of log in.

     

    UP Next: Employee Self | Accept Employment Agreement


    Keywords:
    employment agreement, job requisition, accept, personal identifies, government ids, staff letters, faculty letters 
    Doc ID:
    154834
    Owned by:
    Jennique C. in SMPH Human Resources
    Created:
    2025-09-15
    Updated:
    2025-09-16
    Sites:
    SMPH Human Resources