Create Job Requisition and Post Job

Follow this page to create a job requisition and post a job on the employment website.

Develop Job Requisition

Use the Job Requisition Field Guide to create the job requisition

From the Workday Home Page, search for and select Create Job Requisition from the search bar. 

Create Job Requisition
  • Copy Details from Existing Requisition - select the job requisition you want to copy 
 screen shot of create job requisition supervisory organization selection
  • Supervisory Organization - Type the supervisor name hit Enter. A short list of options will populate to choose from
  • Create New Position -  new position
  • For Existing Position -  backfill an existing position
    • Select the position that will be filled. Any position in the supervisory organization will be available for selection, but the position must either be vacant or available for overlap. Follow Editing Position Restrictions to update the 'availability for overlap' field.  
  • For Multiple Existing Positions - use when the back-filling multiple existing positions
    • Enter the Defaulting Position. Information associated with this position will default into the job requisition.
    • Check the box next to any other positions that should be included in the job requisition.
  • Worker Type - If creating a new position, select Worker Type.
Recruiting Information
  • Number of Openings - number of positions the unit anticipates filling.
  • Replacement For - if replacement position, search and select incumbent (person who currently holds or previously held job)
  • Recruiting Instruction 
    • Post Externally Only - do not use
    • Posting Not Required - used for waiver and Temporary Employee direct hire
    • Post Internally and Externally - used for standard recruitment and Notice of Filing requisitions
    • Post Internally Only - used for internal recruitment. Receive OHR approval. 
  • Target Hire Date - anticipated start date for the job. Actual hire date can be before or after this date but cannot be any earlier than the recruiting start date
  • Target End Date - anticipated job end date. This field is required only if the appointment is temporary or terminal.
Job Details
  • Job Posting Title will display on the job posting and act as the "Business Title". Use the title that best describes the job for purposes of recruitment. 
  • Justification
    • JTAP and Criticality approval
      • If not needed
        •  "JTAP and criticality approval N/A" 
      • If required, 
    • If faculty, WFP approval number
  • Job Profile - must be entered 
    • If backfilling a position, default position will auto-populate and can be updated. 
    • If creating a new position, enter the Job Profile 
  • Additional Job Profiles
    • See Recruit with Multiple Job Titles on One Requisition. 
    • Non-Exempt AS - If recruiting with an salary or FTE range such that the job could fall below the FLSA salary threshold, add the NE (non-exempt) version of the job profile here. UW-Madison will continue to utilize $43,888 as the salary threshold for FLSA exemption status.
    • Associate or Full Professor - add the visiting job profiles 
  • Job Description Summary auto-populates based on selected Job Profile.

*This is required for recruitments and waivers 
  • Click Save for Later to save a draft in your own task inbox. 
  • Request approval to recruit in Position Recruitment Tracker (PoRT)
  • Once position is approved, click the pencil icon to start editing your job requisition. 
Recruiting Information (continued) 
  • Worker Sub-Type
    • Regular - Ongoing/renewable Faculty, Academic Staff, Limited, University Staff
    • Temporary (Fixed Term) - to be used only with the Temporary Employee (TE) employee category
    • Terminal (Fixed Term) - Fixed-Term Terminal Academic Staff or Fixed-Term Finite University Staff
  • Time Type
    • Leave blank if there is an FTE range
    • Select Full time or Part time (Full Time = 40 hours, Part Time = <39 hours)
    • Enter Part Time for positions paid via Period Activity Pay
  • Remote Type
    • Select Onsite, Partially Remote, or Remote. 
  • Primary Location
    • The business site where the employee will physically work. If remote, it should be where the person would work if on-site. Type Campus Building code (if known) or building name.
  • Primary Job Posting Location
    • Auto-populates based on Primary Location selection. This field should always be a city.
  • Additional Locations
    • (optional) Enter additional business site locations if there are openings at multiple business sites. Only enter additional locations if they are in a different city than the Primary Location.
  • Scheduled Weekly Hours
    • Defaults to 40
    • Change to match intended FTE and Time Type
    • Positions paid via Period Activity Pay - enter 0 weekly hours
    • Temporary Employees (TE) - enter 0 weekly hours
  • Work Shift
    • Required if role is in a multi-shift environment. Select First, Second, Third, or Weekend
  • Contract Details
    • Click on For Current Employee Type so only applicable contract types are available for selection.
  • Compensation Details
    • Defaulted based on Job Profile and cannot be edited
  • Questionnaires
    • Standard (open) recruitment
      • Madison Baseline Questionnaire for both internal and external
    • Other questionnaires will be used for specific roles. See Questionnaires in Job Requisition for how to select the right questionnaire(s) for your job.
  • Assessments - leave as-is. We will not track assessment information on the job requisition
Qualifications and Responsibilities 
  • Qualifications:
    • Education/Language/Certifications can be entered but will not show on job posting unless you include them in the Open Text Job Qualifications and Additional Details for Job Posting field.
  • Responsibilities
    • SJD - default from the job profile selected and are pulled into the job posting. 
    • Faculty Responsibilities (list each as a SEPARATE responsibility)
      • NOTE: All responsibilities should be in bullet format and Normal font so they display correctly on the Job Posting. 
      • All Faculty: Teach medical students, residents, and fellows. 
      • CHS and Tenure: Participate in administrative and committee work to support the clinical and scholarly missions of UW Health and the School of Medicine and Public Health.  An essential part of these duties will be working in a collegial relationship with other faculty members.
    • Unique Responsibilities
Organizations 
  • Company, Cost Center, Costing, and Function will default based on the sup org selected. All values are editable.
  • Compensation Basis
    • 12 Month – compensation basis for all positions except for situations noted below. 
    • 9 Month – academic year positions, regardless of whether employee elects to receive payments over 9 or 12 months. 
    • No Pay – not eligible for compensation of any type. 
    • Seasonal – used for seasonal employees and does not align with 9 or 12 month. 
    • Summer – used for all summer service or summer session positions. 
    • Period Activity Pay (PAP) - select the 9 or 12 month Compensation Basis as appropriate.
  • Position of Trust - it is important to select the appropriate value for the position (as opposed to the worker). In some circumstances, the person hired into the position may be exempt from a Criminal Background Check (CBC) because one is already on file, but we would still mark their position as requiring a CBC. The worker’s Position of Trust information can be updated during the staffing transaction. 
    • Select one of the following options: 
      • Not a Position of Trust – CBC Not Required
      • Not a Position of Trust – CBC Required (select this for all Limited, Faculty, Academic Staff, University Staff, and Temporary Employees - UNLESS a Position of Trust choice below is more appropriate)
      • Not a Position of Trust – Employee Exempt from CBC Requirement
      • Position of Trust – 2 Year Recheck
      • Position of Trust – 4 Year Recheck
      • Position of Trust – No Recheck
    • Refer to the Determining When a CBC and CBC Re-Check are Required Chart or your HR Operations Coordinator if unsure when determining which choice to select above. 
  • Campus Security Authority (CSA) - typically not needed. If the position is a CSA, indicate this here.
  • Legacy should be left blank. This is an organizational assignment made at the person level, not the job requisition or position level. 
  • Attachments: The attachments are visible to anyone in the workflow approval process but are not displayed to candidates. You can come back and upload attachments later as well. 
    • Recruitment Efforts Plan (REP form) is required (not needed for waivers)
    • SMPH Recruitment Intake Form is required 
    • WFP approval email 
    • If using a waiver reason that requires OHR approval, upload the documented OHR email approval
  • Compensation:
    • Enter the "best guess" Salary or Hourly rate for the position. This amount will not be displayed to candidates. 
      • DO NOT enter anything under "Additional Details"
    • Summer Basis -  no default salary information will display. Go to Salary and then click under Compensation Plan > By Compensation Rule and select either Summer Service Salary Plan or Summer Session Salary Plan and enter the appropriate salary amount.
    • Period Activity Pay (including summer): In the compensation Guidelines section of the job requisition, in the 'Compensation Grade Profile' field, choose “023 Period Activity Pay”. Click the "Add" button under 'Salary'. In the ‘Compensation Plan’ field, select "Annual Salary Plan".  This will bring up an 'Amount' field, enter the total expected payment amount for the PAP. You do not need to enter anything under the Additional Details dropdown.
  • Assign Roles 
    • Click Add. In the Role field, select the applicable role:
      • A Primary Recruiter must be assigned. This should be the main recruiter assigned to manage the job and must be someone assigned the Recruiter security role.
      • DO NOT USE: Search Committee Chair can be assigned (limited to one person). They can disposition candidates. 
      • Optional: Search Committee Member can be assigned to multiple users.
      • Optional: Employment Agreement Approver can be assigned to review the Employment Agreement document.
    • Leave Comment (paste the funding for fiscal)
      • Approved JIRA funding we will use for the hire: 
        • [Copy and paste funding in the intake form]
    • Click Submit

    Budget and HR Approval

    Up Next: Position Budget Manager | Approval
    • Send message to fiscal 
      • I submitted a job requisition, and the next step is your approval as budget manager.  Please look in your Workday task inbox for Job Requisition: XXXXXXX POSITION TITLE.   
        • Funding approved in JIRA 
          • (cost center, function, fund, driver worktag number) 
          • percentage of split  
    Up Next: HR Partner Supervisory | Approval        (HRBP/FR will NOT approve next step)
    • Lake AD Approval as HR Partner Supervisory
        • Send message to AD to review and approve the job requisition
        • Message: The job requisition XXXXX has been approved by the budget manager and  PoRT, please review, approve, or send back with comments (sending back will require budget manager approval again). Once you click approve, Workday will send the job requisition to me as the primary recruiter. I will post using XX/XX/XXXX for posting start date and XX/XX/XXXX for posting close date. Thank you! 

    Up Next: Cost Center Accounting Specialist | Approval (Note: this step is not required, there will be a hard stop for the cost center accounting specialist to approve during the hire process)

    Up Next: Primary Recruiter to Post Job 

    Post the Job

    If waiver, you will not get the post job task.

    Job Posting Sites
    • Job Posting Site: Select the correct Job Posting Sites based on Recruiting Instruction.
      • If posted Internally and Externally - enter "Internal" and "UW Madison External Career Site" 
      • If posting internally only - receive approval from OHR and enter "Internal".
    • Preview Job Posting: Check the Preview Job Posting box to view before posting to the career site and allow you to change the Job Application Template. 
    		 screen shot Job Posting Sites
    (Optional) Change Application Template 

    If you need to change the template, Editing the Job Requisition from the Preview is when you would do this, prior to posting the job. The Job Application Template is in the Recruiting Information tab on the Job Requisition and drives the information that must be entered by the candidate. 

    Important: Regardless of which Job Application Template you use, you must detail what materials are needed in the How to Apply section of The Job Qualifications and Additional Details for Job Posting field of the job req

    NOTE: The Job Application template applies only to external candidates. Internal candidates apply through their regular employee Workday account and are prompted to upload their resume/CV and cover letter. 
    Select Posting Dates
    • Start Date: defaults to today's date and auto-populates
    • End Date: Enter an end date for both the internal and external site.Minimum Job Posting Periods
      • If faculty and open until filled - do not list an end date (assured consideration date must be in the open text field of the job requisition)
      • The job posting will be removed at 11:59pm the day before the posting end date (Ex: End date of 1/20/2025, posting removed on 1/19/2025 at 11:59pm) 
    • Primary Posting: always check box next to the UW Madison External Career Site. This drives the primary posting link that will be used for job scraping and external sites.
    Upload a PDF copy of the job announcement in Workday
    • Open up the job on the employment website and right click "print" and then save as PDF. 
      • Access posting from Workday,  Click on Job Postings > External Posting URL. This external link is directing to the external site that Madison is not using because of our recruitment marketing integration, however you can still use this link and save as a PDF for documentation purposes. 
    • Add the PDF by Editing the job requisition  
      • Click into the pencil, update under Recruiting Details the Reason via drop down of "Add Attachment", close it and then go to the Attachments tab on the left to upload the PDF of the
        job posting.
    Send Hiring Manager Posting Link and Next Steps

    Edit Job Requisition

    Ensure you are following the Edit Job Requisition Guide and Job Posting Revision Policy Guide 

    Edit a Job Requisition (number of positions, title, qualifications, salary, etc.) 
    • From the Workday Home Page, click on the Job Requisitions icon on the Recruiting sidebar.
    • Select the Job Requisition to Edit.
    • Click Open detailed view.
    • The detailed view will open in a separate tab. Click the Related Actions button, then hover over Job Change, and select Edit Job Requisition.
    • Click the Pencil icon in the applicable section of the Job Requisition to make edits.
    • Click on Recruiting Information then click the pencil icon of Recruiting Details and choose a Reason for editing the Job Requisition. Consult the Edit Reasons table below.
      • Ensure you are following the Edit Job Requisition Guide and Job Posting Revision Policy Guide if updates are needed to a job requisition after the job has been posted. The guide will indicate instructions including, but not limited to; candidate communicating, reposting - which indicates that you need to extend the deadline to meet the minimum requirements again, you do not actually need to create a new Job req, etc. 
    • Enter a comment at the bottom of the Summary page prior to submitting.
    • Click Submit. Once submitted, the task routes based on the reason selected. Please refer to the table below to see if the Primary Recruiter will receive a task to review if the Job Posting should be unposted and reposted.
    Add/Assign Roles (search committee, primary recruiter, etc.) 
    • From the Workday Home Page, click on the Job Requisitions icon on the Recruiting sidebar.
    • Select the Job Requisition to Edit.
    • Click Open detailed view.
    • The detailed view will open in a separate tab. Click the Related Actions button, then hover over Roles, and select Assign Roles 
    • Open the job requisition 

      

    Update a Job Posting End Date
    • Access the Job Posting from the Workday Home Page by clicking Job Requisitions in the Recruiting sidebar on the left side panel.  
    • Select the Job Requisition to Edit.
    • Click Open Detailed View.
    • Click Job Postings to see the various posting links.
    • Click on the Actions button within the posting grid.
    • Click Update Job Posting.
    • Select an End Date for the job posting.
      NOTE: The end date drives when the post will be removed from the job posting sites. The Job Posting will be removed at 11:59pm CT the day before the posting end date.
    • Click Submit.
    • Confirm the Posting End Date was updated on the posting grid.  Repeat the above steps for all job postings (must update the internal and external job postings separately).
    Unpost a Job
    • Access the Job Posting from the Workday Home Page by clicking Job Requisitions in the Recruiting sidebar on the left side panel. 
    • Select the Job Requisition to Edit.
    • Click Open Detailed View.
    • Click Job Postings to see the various posting links.
    • Select the posting(s) you want to unpost by using the checkbox, then click Unpost Jobs.
    • Optional: Enter a comment.
    • Click Submit.
      NOTE: The job requisition will remain open and active, but the posting will be immediately removed from internal/external career sites.
    Close Job Requisition if not going to be filled
    • From the Workday Home Page, click on the Job Requisitions icon on the Recruiting sidebar.
    • Select the Job Requisition to Edit.
    • Click Open Detailed View.
    • A separate tab will open, click the Related Actions button.
    • Hover over Job Change and select Close Job Requisition. 
    • Select a Reason.
      1. Failed Recruitment – only close the job requisition for this reason if you don’t plan to continue to recruit any longer for the position(s). If none of the original candidates were selected, the job can be reposted to continue to collect candidates.
      2. Loss of Funding
      3. No Longer Recruiting; No Longer Needed – only use if no other reason applies.
      4. Notice of Filing – only use if the job requisition was used for a Notice of Filing job posting.
      5. Requisition Open in Error
      6. Structural Changes to Requirements After Applications Received
    • Select a Close Date.
    • Enter any applicable comments and click Submit.
    • An approval task will be sent to the HR Partner (Supervisory). If the HR Partner also has the recruiting security to close the job requisition, there is no approval required. If there is an active job posting, it will automatically be unposted. The Primary Recruiter will receive a To-Do task to review the positions associated with the job requisitions to determine if any updates are needed.

    FAQ

    Can vacancies be added to a job requisition?

    If you receive an additional vacancy under the same sup org, same qualifications, same title, etc., you can add the position to the open job req if the job req was set up for a new position.  Workday does NOT allow us to add a position if the Job req is filled or was set up for a replacement position 

    • Faculty searches - to prevent searches being open for an extended period of time - If you have exhausted your applicant pool, it is recommended additional positions are recruited for on a new job requisition
    Can New and replacement positions be on one job requisition

    If there are both new and replacement positions, we recommend doing separate job requisitions because a replacement will only allow for those who have existing positions within the same sup org to be included. It is considered a 1:1 replacement. Then, if there are new positions, I would create a separate job req and include the companion language in both.  This will allow you to move applicants between pools.

    • Include language in the posting: This vacancy is being announced simultaneously with [JR#XXXXXXX]; please note that only one vacancy exists. Having two job postings allows the [School/College] to consider candidates with both tenure-track faculty credentials and non-tenure-track faculty credentials for this position.
    How to post multiple positions in different sup orgs with SAME QUALIFICATIONS

    Post 1 job requisition, mention there are multiple positions available in the different areas (in the job duties section). Then, create the second job requisition for the other sup org but do not post it, then we can move candidates to that job req to process the employment agreement/hire. Keep in mind, this will only work if the job requisition (responsibilities, qualifications, education, etc., are the same) and applicants will be evaluated the same. 

    How to post Multiple positions in different sup orgs with DIFFERENT QUALIFICATIONS

    Post two job requisitions for the two different sup orgs as companion job requisitions. A statement would be included to note that applicants would be considered for both. This would be desired if the qualifications, education, responsibilities are different between the sup orgs/job requisitions.

    1. Include language in the posting: This vacancy is being announced simultaneously with [JR#XXXXXXX]; please note that only one vacancy exists. Having two job postings allows the [School/College] to consider candidates with both tenure-track faculty credentials and non-tenure-track faculty credentials for this position.
    When is it appropriate to use an Evergreen Job Requisition?

    Appropriate if high volume, high turnover, ongoing recruitments across different supervisory organizations.

      • Considerations:
        1. Evergreen would utilize the same applicant pool
        2. That means all position would need to have the same duties and qualifications/education  
        3. The only thing that is different about the job is reporting to a different supervisor
        4. Also, keep in mind if we write these general postings, it may bring challenges to ability to provide sponsorship, verify:
          1. Everything that you have on your evergreen must match your job requisition that is tied to the evergreen
          2. The PDF posting saved from the Chronicle (national job boards required for sponsorship) should align with the dates for your job requisition that you will be making a hire from
        1. If you reach the assured consideration date, you can close the evergreen requisition to avoid receiving too many applications.
      • Example: Multiple Clinical Research Coordinator vacancies in different sup orgs, continuous hospitalist and Internal Medicine recruitment
    How to post a position with an Unknown department

    Post the job requisition(s) in the department that is most likely or the department that is managing the recruitment.  Depending on the hire or/and what their tenure home department will be, after we process the hire, we will then do a job change “move worker” to the correct supervisory organization.  It may be most appropriate to list the Dean sup org if they will report to the Dean and then move them into the tenure home department. 

    • Include language in the posting: “The SMPH home department will be determined at the time of hire.”

    Resources


    Keywords:
    job req, requisition, post doc, internal, external, field guide, sup org update, unpost job, edit job req, update posting end date, 
    Doc ID:
    154835
    Owned by:
    Jennique C. in SMPH Human Resources
    Created:
    2025-09-15
    Updated:
    2025-10-30
    Sites:
    SMPH Human Resources