Discover Sysco Workday

To access the Recruiting Dashboard, click the worklet on the home page.

You can also click the Dashboard icon on the left side of the screen.

Manager Job Requisitions shows a list of open requisitions. Click on a requisition to view details, candidates and more.

Candidate Pipeline shows a list of open requisitions and the status of its candidates.

Candidate Time Per Stage shows the average time candidates spend in each stage of the recruiting process.

The Recruiter Hub is shown on the left side of every page.

To group requisitions by Hiring Manager or Primary Location, click the tabs at the top.

You can also filter by status, requisition type, Hiring Manager, and/or Primary Recruiter.

When you look at the details of a requisition, you will see an Actions button beside the requisition name. Clicking the Actions button gives you quick access to a variety of requisition-related tasks.

Examples

Actions > Copy lets you make a copy of the requisition.

Actions > Job Change lets you edit, close or freeze/unfreeze the requisition, assign Self-Schedule Calendars and manage the interview team.

Actions > Reporting lets you compare candidate assessments and feedback

Actions > Roles lets you assign roles and view the role assignment history for that requisition

The search bar is one of the most powerful features of Workday. It appears on every page, so you can search from anywhere—no need to return to the home page. You can search for people, processes, tasks, reports and business data using the search bar.

Searching for Candidates or Requisitions

You can even use the search bar for candidates and requisitions.

Because of Workday’s default search settings, the search may initially show no results. If so, click the Recruiting tab on the left side.

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Keep in mind that searches only find exact matches. While you may enter a partial spelling of a name or action, if you misspell the search text you will likely not see any results.

The Candidate Job Applications Page

The Candidate Job Applications page (accessed from the Candidates icon in the left sidebar) provides an overview of candidates for the requisitions assigned to you.

From here, you can:

1. Filter candidates by stage (click on the stage name).  
2. Click on any column header to sort by that topic.
3. See what stage every candidate is in.
4. Click on a candidate’s name to view all details about that candidate (job experience, questionnaire responses, recruiting history and more).
5. See which steps are awaiting action (click the number).
6. View a candidate’s application (click the number, then click View Application).
7. Move candidates to another stage (check the box next to the candidate name(s), then click Move Forward.)

Managing Candidates by Requisition

To manage candidates for a particular requisition, click the requisition in the Manage Job Requisitions section of the Recruiting Dashboard.

The requisition page shows an overview of candidates by stage and source.

To view a list of candidates, click the Review Candidates button.

You can filter the list by clicking the Awaiting Action button, the stage names, or the column headers.  

Checking the box next to candidate names allows you to take a variety of actions:

1. Move Forward: Move the candidate(s) to a different stage.
2. Decline: Disposition the candidate(s). A pop-up screen allows you to select a disposition reason.
3. Send Message: Email the candidate.
4. Other options: Clicking the button with three dots provides additional options, including:
   a) Invite to Apply
   b) Move to Linked Evergreen Requisition
   c) Move to Another Job Requisition
   d) Copy to Another Job Requisition

To manage postings for a particular requisition, click the requisition in the Manage Job Requisitions section of the Recruiting Dashboard. Then click the Job Postings tab.

All postings (internal and external) will be listed. You can view a posting by clicking its name.

To unpost a job, check the box next to the posting name.

Then click the Unpost Jobs button.

Evergreen requisitions allow you to have a steady flow of candidates for high-volume positions. For example, if the company you support always needs drivers, you might want to create an evergreen driver requisition. Candidates CANNOT BE HIRED directly from an evergreen requisition. They must first be moved to a regular, linked requisition.

1. Type Create Evergreen Requisition into the search bar and select it from the search results.
2. Search for and select a Supervisory Organization.

3. Select the Worker Type.
4. Click OK.
5. An orange progress bar displays near the top of the page to guide you through the process.
6. In the Recruiting Information section, make sure the Recruiting Start Date is today. Do NOT check the Spotlight Job box.

7. In the Job section, select a Job Profile, then fill in the Job Posting Title.

8. Scroll down and select the Worker Sub-Type and Time Type.

9. If there is already at least one job requisition available to link to this evergreen requisition, scroll down to the Link to Job Requisitions section. (Otherwise, this step can be completed at any time prior to hire.)

Select the current job requisition(s) for that role. You will move candidates from the evergreen requisition to these requisitions at the offer stage. NOTE: The Job Profile of the job requisition(s) must match the profile of the evergreen requisition.

10. In the Attachments section, click Add.

11. Click Attach to attach the interview guide.

12. In the Assign Roles section, click Add.

13. In the Role field, select Primary Recruiter.

14. In the Assigned To field, search for and select the recruiter’s name.

15. Repeat steps 13 and 14 to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role. NOTE: You may select the same person for more than one role, but all three roles must be assigned.
16. Click Submit.
17. You will receive an Inbox task to attach the self-schedule calendar. Click the Assign Recruiting Self-Schedule button. (NOTE: This step applies to centrally TA-supported companies only.)

18. Select your Recruiting Self-Schedule Calendar. (If you don’t have a self-schedule calendar in the system yet, see the Setting Up Your Self-Schedule Calendar note below.)

19. Click OK, then Done.
20. Click Submit.

Setting up Your Self-Schedule Calendar

• In the Recruiting Self-Schedule Calendars field, select Calendar Template for Copying.

• Change the name of your calendar to your first and last name.
• Update any other fields if they don’t meet your needs.
• Click OK.

21. You will receive an Inbox task to Edit Additional Information. Fill in the Travel Percentage, Data Management Technique and Sales Territory. Also select the Relocation Tier, if applicable. If you need to enter a Modified Target Start Date, you will do so on this screen.
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    The Data Management Technique (DMT) is the method used by the Primary Recruiter in considering the minimum number of expressions of interest. For example, the Primary Recruiter will review the first 15 candidates and additional candidates in increments of 5 thereafter as needed.
    
    Sales Territory only applies to roles with a sales territory (i.e., Sales Trainee, Sales Consultant Trainee). For all other job profiles, indicate "none." Sales Territory will be included in the external job posting and will drive candidate search functionality.

22. Click Submit.
23. You will receive an Inbox task to post the job.

24. Select one or more Job Posting Sites. Options include Internal, Sysco Careers (external) and Agency.

25. If you want to preview the posting before it goes live, check the box next to Preview Job Posting.

26. Click OK.
27. Preview the posting (if you selected that option), then click OK. (Note that you also have the option to make changes to the requisition by clicking Edit Evergreen Requisition.)

28. Confirm that the selected sites are correct.

30. Click Submit.
31. No approvals are required. The posting will now be visible in the Recruiting Dashboard.

NOTE: For compliance reasons, an evergreen requisition may only be used for 90 days. After 90 days, you must close the requisition and create a new one.

Creating a Position with a Requisition

Job requisitions are typically created by managers.

1. Type Create  Job Requisition into the search bar and select it from the search results.
2. To copy details from an existing  requisition, search for and select the requisition in the Copy Details  from Existing Requisition field.

3. In the Supervisory Organization field,  search for and select the manager’s name.

4. Click the box next to Create New Position.

5. Select  the Worker Type.
6. Click  OK.‍
7. An orange progress bar  displays near the top of the page to guide you through the process.

8. Click the pencil icon to edit fields as  needed.
9. Click Next  to move through the sections.
10. In the Recruiting Information section, you must select a Reason  for the requisition and provide the Recruiting Start Date and Target  Start Date. Other fields are optional.  If this is a driver or outbound selector role, you can  edit the Number of Openings to create multiple positions. For all  other roles, only one position is allowed per requisition.

11. In the Job section, fill in the Job Posting Title, Job Profile,Worker Sub-Type, Time Type, Primary Location, and Primary Job Posting Location.

Continue scrolling down and add additional job posting locations if needed. Also confirm that the Scheduled Weekly Hours are consistent with the Time Type and edit them if needed. For example, if you selected Part-Time and the default schedule for the position is 40 hours, the Scheduled Weekly Hours field will not automatically update. You must fill in the correct hours.

12. In the Qualifications section, you can add qualification requirements such as languages and certifications. Depending on the role, some qualifications maybe auto-filled.

13. In the Organizations section, make sure the Company and Cost Center information is correct. Make changes if needed. It is critical that this information be accurate. You do not need to do anything with the Business Area section.

14. You have the option to attach documents in the Attachments section.

15. Some parts of the Compensation section will be pre-filled based on the Job Profile you selected. The Total Base Pay Range shows the range of pay for that role: the minimum, average, and maximum.

Scroll down to the Salary or Hourly section (whichever is appropriate) and fill in the pay Amount. Please note that this is only the recommended pay rate and is subject to change or negotiation.

16. In the Assign Roles section, click the Add button.

17. In the Role field, select Primary Recruiter.

18. In the Assigned To field, search for and select the recruiter’s name.

19. Repeat steps 17 and 18 to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role. NOTE: You may select the same person for more than one role, but all three roles must be assigned.
20. The Summary page shows all requisition details. Review, then click Submit.

Job Requisition Notes:

• Job Profile, Location, Cost Center, Company and Posting Title are defaulted to the chosen Supervisory Organization.
• If a job description is incorrect or missing, please email AskHROps@sysco.com to investigate and make any necessary corrections.
• The Recruiting Start Date is the date you will begin recruiting.
• The Target Hire Date is the date you are targeting the new hire to start.
• Do not use the Target End Date field for associate positions. (See the Contracting a Contingent/Non-Employee Worker section).
• The Referral section is ONLY applicable to Corp and SBS. Referral plans for other companies have not been configured.

Creating a Requisition for an Existing Position

If the manager already has an approved, open position, you can select it during the job requisition process.

1. Type Create Job Requisition into the search bar and select it from the search results.
2. To copy details from an existing requisition, search for and select the requisition in the Copy Details from Existing Requisition field.

3. In the Supervisory Organization field, search for and select the manager’s name.

4. Click the box next to For Existing Position, then select the position you’re creating a requisition for.
5. Select the Worker Type.
6. Click OK.
7. An orange progress bar displays near the top of the page to guide you through the process.

8. Click the pencil icon to edit fields as needed.
9. Click Next to move through the sections.
10. In the Recruiting Information section, you must select a Reason for the requisition and provide the Recruiting Start Date and Target Start Date. Other fields are optional.

11. In the Job section, required fields will be pre-filled with information from the existing position. You can make changes as needed.

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Scroll down and confirm that the Scheduled Weekly Hours are consistent with the Time Type and edit them if needed. For example, if you changed the position from Full-Time to Part-Time and the default schedule for the position is 40 hours, the Scheduled Weekly Hours field will not automatically update. You must fill in the correct hours. You may also add or remove Questionnaires as needed.

12. In the Qualifications section, you can add qualification requirements such as languages and certifications. Depending on the role, some qualifications may be auto-filled.

13. In the Organizations section, make sure the Company and Cost Center information is correct. Make changes if needed. It is critical that this information be accurate. You do not need to do anything with the Business Area section.

14. You have the option to attach documents in the Attachments section.

15. Some parts of the Compensation section will be pre-filled based on the Job Profile you selected. The Total Base Pay Range shows the range of pay for that role: the minimum, average, and maximum.

Scroll down to the Salary or Hourly section (whichever is appropriate) and fill in the pay Amount. Please note that this is only the recommended pay rate and is subject to change or negotiation.

16. In the Assign Roles section, click the Add button.

17. In the Role field, select Primary Recruiter.

18. In the Assigned To field, search for and select the recruiter’s name.

19. Repeat steps 17 and 18 to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role.
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    NOTE: You may select the same person for more than one role, but all three roles must be assigned.
20. The Summary page shows all requisition details. Review, then click Submit.

Job Requisition Notes:

• Job Profile, Location, Cost Center, Company and Posting Title are defaulted to the chosen Supervisory Organization.
• If a job description is incorrect or missing, please email AskHROps@sysco.com to investigate and make any necessary corrections.
• The Recruiting Start Date is the date you will begin recruiting.
• The Target Hire Date is the date you are targeting the new hire to start.
• Do not use the Target End Date field for associate positions. (See the Contracting a Contingent/Non-Employee Worker section).
• The Referral section is ONLY applicable to Corp and SBS. Referral plans for other companies have not been configured.

Assign Roles

If the hiring manager created the requisition, the Primary Recruiter will assign roles as part of the Review Create Job Requisition process.

1. The Primary Recruiter will receive a Review Create Job Requisition task.

2. Review the requisition details carefully.
3. Scroll down to the Assign Roles section and click the Add button.

4. In the Role field, select Primary Recruiter.

5. In the Assigned To field, search for and select the recruiter’s name.

6. Repeat steps 4 and 5 to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role.
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   NOTE: You may select the same person for more than one role, but all three roles must be assigned.
7. Click Submit.

Next Steps

If the requisition is for a driver or outbound selector position, no additional approvals are required.

For all other positions, the requisition will be routed to the Manager’s Manager and the HR Partner for approval.

After approvals are complete, the manager may receive an intake questionnaire and/or an equipment provisioning questionnaire. Questionnaires must be completed before the recruiter can post the job.

TAP Intake Questionnaire

1. Next, you will receive a Complete TAP Intake Questionnaire task in your Inbox. Answer all questions, then click Submit.

Additional Data

1. You will then receive an Edit Additional Data task.

2. Enter the Travel Percentage for this job.

3. Select the Relocation Tier, if applicable.
4. If you need to enter a Modified Target Start Date, you will do so on this screen.
5. Enter the Data Management Technique. (The Data Management Technique (DMT) is the method used by the Primary Recruiter in considering the minimum number of expressions of interest. For example, the Primary Recruiter will review the first 15 candidates and additional candidates in increments of 5 thereafter as needed.)
6. Enter the Sales Territory. (Applicable only to roles with a sales territory, i.e., Sales Trainee, Sales Consultant Trainee. For all other job profiles, indicate "none.")

7. Click Submit.

Attach Self-Schedule Calendar (Centralized Recruiting Entities Only)

1. Next, you will receive an Attach Self Schedule Calendar task. This will allow candidates to self-schedule phone screens.

2. Click the orange Assign Recruiting Self-Schedule button.
3. Select your calendar from the Recruiting Self-Schedule Calendars dropdown. (If you don’t have a self-schedule calendar in the system yet, see the Setting Up Your Self-Schedule Calendar note below.)

4. Click OK, then Done.
5. Click Submit at the bottom of the Inbox task. The task is not complete until you click Submit.
   

Setting Up Your Self-Schedule Calendar

1. In the Recruiting Self-Schedule Calendars field, select Calendar Template for Copying.
2. Change the name of your calendar to your first and last name.
3. Update any other fields if they don’t meet your needs.
4. Click OK.

Post Job

The job requisition is now ready to post.

1. You will receive a Post Job task in your Inbox.

2. Select one or more Job Posting Sites. Options include Internal, Sysco Careers (external) and Agency.

3. If you want to preview the posting before it goes live, check the Preview Job Posting box.

4. Click OK.
5. You will see a preview of the posting (if you selected that option). If everything is correct, click OK.
6. Confirm that the correct job posting sites are selected.

7. Click Submit.

1. Log in to Workday.

2. Search by the leader’s name that you want to align the TAP with.
   • For Sysco Corporate/SBS role assignments, search for the functional leader.
   • For Sysco USBL role assignments, search for the OpCo President & Vice President Operations (VPO).
   • For PeopleScout USBL role assignments, search for the Vice President Operations (VPO).
   • For Sysco Specialty role assignments, search for the President.
   • For PeopleScout Specialty role assignments, search for the senior leader of Operations and Production.
3. Select the Supervisory Organization to update. All subordinate Supervisory Organizations will inherit the same TAP assignment.

4. Click the Actions button and select Roles > Assign Roles.

5. Review and make any necessary updates, then click OK.

6. Navigate to the Talent Acquisition Partner role and select the Assigned To box. Search for the TAP name to add or click X next to the name to remove it from the Supervisory Organization. Click OK when you are done.

Reminders

• All roles will be assigned as a Talent Acquisition Partner (TAP) in Workday under the appropriate supervisory organization.
• This assignment will provide access, notifications and tasks associated with requisitions in the supervisory organization.
• All TAPs (includes TAP, TAS and TAC) in the supervisory organization will receive the Inbox task for new requisitions.
• IMPORTANT: If you are not the Primary Recruiter but received the Inbox task for a new requisition, please disregard and DO NOT COMPLETE! The Inbox task will move to the archive once the Primary Recruiter has completed the task.

To install Workday on your Android device:

1. From your device, navigate to the Google Play Store.
2. Tap Search and type Workday.
3. Select the Workday app, then tap Install.
4. Tap Open to launch the app.
5. Tap the Login button.
6. When asked for your Organization ID, type sysco.
7. If prompted for an email address, enter your company email address. (If you do not have a company email address, enter networkid@sysco.com. If you receive an error, click Next.)
8. Enter your Sysco Network ID and password, then tap Sign In.

To install Workday on your iPad or iPhone:

1. From your device, navigate to the App Store.
2. Type Workday into the search field and select the Workday app from the search results.
3. Tap Get and Install.
4. Tap Open after the app has downloaded.
5. Tap the Login button.
6. When asked for your Organization ID, type sysco.
7. If prompted for an email address, enter your company email address. (If you do not have a company email address, enter networkid@sysco.com. If you receive an error, click Next.)
8. Enter your Sysco Network ID and password, then tap Sign In.

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NOTES:

When asked for your employer name or Organization ID, type sysco, even if your employer uses a different name (such as Freshpoint or Buckhead Meats).

Contact the Sysco Service Desk if you encounter issues logging in. Email customer.support@corp.sysco.com or call 281-584-1190.

Confidential requisitions are visible only to those aligned to the job requisition and/or who have security to view confidential jobs. Confidential postings are NOT visible on career sites; the candidate is invited to apply via “secret” URL or the Create Job Application process. Positions are not created for confidential jobs until the hire process is initiated.

1. Type Create Confidential Job Requisition into the search bar and select it from the search results.
2. Search for and select a Supervisory Organization.

3. Select the Worker Type.
4. Click OK.
5. An orange progress bar displays near the top of the page to guide you through the process.

6. Click Next to move through the sections, completing all required fields.
7. The Summary page shows all requisition details. Review, then click Submit.
8. In the Assign Roles section, click Add.
9. In the Role field, select Primary Recruiter.

10. In the Assigned To field, search for and select the recruiter’s name.

11. Repeat steps 9 and 10 for to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role. NOTE: You may select the same person for more than one role, but all three roles must be assigned.
12. Click Submit.

Once a job is posted, you will see it on the Recruiting Dashboard. To access the dashboard, click the worklet on the home page. You can also click the icon on the left side of the screen.

Candidate Review

1. Click on the name of the job requisition in the Manage Job Requisitions section.

2. Click Review Candidates.

3. The Review Candidates screen shows the candidates who have applied and what stage of the process they’re in.

4. New candidates are marked with a blue dot next to their name.

5. Click the Review button to review a candidate.

6. The candidate’s job experience will appear in the Overview section. Other tabs, such as Questionnaire Results and Attachments, show additional information.

7. Thoroughly review the candidate’s application, then decide whether to move the him/her forward to screening.

Candidate Screen

1. To move the candidate to the screening stage, click Move Forward.

2. Then select the next step in the process. For centrally TA-supported locations, this will typically be Self-Schedule Phone Screen. For non- centrally TA-supported locations, it will typically be TA Phone Screen.

3. Conduct the phone screen and complete the Phone Screen Questionnaire.
4. If the phone screen goes well and you want the hiring manager to review the candidate, return to the candidate’s profile and click Move Forward.
5. Then select Manager Review.

6. The candidate will be sent to the hiring manager’s Inbox.
7. If you don’t wish to move the candidate forward, click Decline and select a reason.

Next Steps

The hiring manager will review the candidates the Primary Recruiter sends and decide which ones they wish to interview.

Associates can:

• View their:
  - Job Profile (all job details such as Position, Title, Time Type)
  - Manager History
  - Management Chain
  - Compensation
  - Pay Change History
  - Worker History
• Change their personal data:
  - Home Contact Information
  - Personal Picture
  - Emergency Contacts
  - Legal and Preferred Names
  - Veteran Status
• View all Org Charts/Associates across Sysco
• Complete some Onboarding Steps (excluding Federal Tax Election, Payment Elections, Policies)
• View Inbox/Archive and Notifications
• Request Time Off (salaried associates only)
• Rearrange Worklets/Apps

NOTE: Help text, comments, Federal Tax Elections, Payment Elections, Policies and some other functions (i.e., Favorites) are not available in the mobile app.

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Managers can:

• Do everything associates can do
• View this information for their direct reports:
  - Job Profile
  - Contact Information
  - Position
  - Emergency Contacts
  - Time Off Balance
  - Compensation History
  - Job History
  - Management Chain
• Approve/Deny Time Off (Comments are not visible)
• View additional dashboards
• Approve Inbox items (Business Processes)
• Start Business Processes or Actions:
  - Terminate
  - Job Change
  - Compensation Change
  - Create Position

NOTE: To start a business process or task, click the My Team Management icon on the home page.

Recruiters and other members of the talent acquisition team can make changes to job requisitions after they’ve been submitted.

1. Go to the requisition in the Recruiting Dashboard.
2. Click Actions > Job Change > Edit Job Requisition.

3. Select a Reason for editing the requisition.

4. Make the changes. Editable information includes:
   • Recruiting Information: Replacement For (the person the new hire will replace), Recruiting Instruction (whether or not relocation is approved), Recruiting Start Date, Target Start Date, Referral Details (if applicable), Job Application Template
   • Job Information: Job Posting Title, Job Profile, Job Description, Job Postings, Worker Sub-Type, Time Type, Primary Location, Job Posting Locations, Scheduled Weekly Hours, Compensation Details, and Questionnaires
   • Qualifications: Education, Language, Certifications, Work Experience, Competencies, Responsibilities, Skills, Training Details
   • Organizations: Company, Cost Center
   • Attachments: Add or remove attachments
   • Assign Roles: Change the Primary Recruiter, Talent Acquisition Coordinator or Talent Acquisition Sourcer
   • Compensation: Compensation Package, Grade, Grade Profile, Salary or Hourly Wage
5. Click Submit.
6. After editing a requisition for any reason, the Primary Recruiter will receive an Inbox task to unpost and then to post the job. Both tasks MUST be completed.

If you did not link any requisitions when you created the evergreen requisition, or if you want to link additional requisitions, follow these instructions.

1. Go to the evergreen requisition in the Manage Job Requisitions section of the Recruiting Dashboard.
2. Click Actions > Job Change > Edit Evergreen Requisition.

3. Select a Reason for editing the requisition.

4. Go to the Job section and scroll down to Link to Job Requisitions.

5. Click Job Requisitions.

6. In the Add/Remove field, search for and select the requisition(s) you want to link. (Remember, you can only link requisitions that have the same Job Profile as the evergreen requisition.)

7. Click Next to move through the remaining sections.
8. Click Submit.

1. When a manager selects a candidate for interview, the Primary Recruiter will receive a Schedule Interview task. The message should include a note from the manager about their preferred interview time and place.

You will also see a Schedule link next to the candidate’s name in the Recruiting Dashboard.

2. Confirm the candidate’s availability.
3. Click Schedule and enter the interview details for each interviewer (interviewer name, duration, interview type). To add more interviewers, click the plus sign.

4. Click Next.
5. Click Schedule.

6. On the Schedule Interview pop-up, select each interviewer and the Start Time for the interview.

7. Click OK.
8. Click Next.

9. Confirm that the interview details are correct, then click Submit.
10. The interviewer(s) will receive a notification with the time and location of the interview.
11. You will receive an Inbox task to Send Interview Confirmation to the candidate.
12. Click the orange Send Message button.

13. Select the appropriate Message Template. Then replace the blue placeholder text in the Body. NOTE: Gray placeholders (for example, First Name) will be auto-filled by Workday when the message is sent.

14. Fill in the From Display Name (usually the Primary Recruiter’s first and last name) and Reply to Email Address (usually the Primary Recruiter’s email address) fields.

15. Click OK.
16. Click Submit at the bottom of the Inbox task. The task is not complete until you click Submit.

Next Steps

The hiring manager (or other designated interviewers) will conduct the interview and submit feedback to the Primary Recruiter. If the hiring manager wants to move forward with candidate, they have two options: Additional Interviews or Offer. If they request additional interviews, the steps above will be repeated.

TA can correct hire dates by correcting the business process.

1. Type a manager’s or associate’s name into the search bar.
2. Click on the name (not the Supervisory Organization).
3. Click the Actions button.

4. Click Worker History, then View Worker History.

5. Choose the business process that needs to be corrected by clicking on the Actions button.

Candidates CANNOT BE HIRED directly from an evergreen requisition. They must first be moved to a regular, linked requisition.

1. Go to the evergreen requisition in the Manage Job Requisitions section of the Recruiting Dashboard.

2. Select the candidate.

3. Click Move to Linked Job Requisition.

4. Select a linked requisition.

5. Click OK.

If you end up not needing a job requisition, you can close it. Closing a requisition renders it permanently unavailable to fill. Managers may also close requisitions, but the Primary Recruiter must approve. (If the Primary Recruiter closes the requisition, the manager must approve.)

1. Go to the requisition in the Recruiting Dashboard.
2. Click Actions > Job Change > Close Job Requisition.

3. Select a Reason.
4. Enter the Close Date.
5. Click Submit, then Done.

Important Note:

Before closing a requisition, be sure to disposition all candidates for that requisition.

Required Information

Required fields are marked with a red asterisk.

Searchable Fields

Fields with three bars on the right side allow you to browse or search for options.

Click inside the field, then use the arrows to browse, or type a keyword or name into the search box and press Enter.

Click the button next to an option to select it.

Actions

Actions buttons are used to access relevant actions, such as launching business processes, viewing reports or editing personal information.

Actions buttons are found on profile pages:

They are also found throughout the Workday system. Just place your cursor to the right of any blue text (such as a name). An orange Related Actions button will appear, giving you access to actions related to that text.

Editable Information

The Edit icon looks like a pencil and indicates that a piece of information can be edited.

Initiate Offer

After the manager moves a candidate to the Offer stage, the Primary Recruiter will obtain verbal acceptance of the offer from the candidate. They will then initiate the offer process in Workday. The offer process must not start until the verbal offer has been accepted.

1. The Primary Recruiter receives an Initiate Offer task.

2. Fill in the Hire Date and review/confirm all other information.

3. Click Next to move through additional pages, reviewing/confirming all information.
4. If a sign-on bonus or relocation payment will be issued, click the Add button in the Payment section.

5. Select the payment type and fill in the payment details.

6. Finish reviewing the offer, then click Submit.

Offer Questionnaire

The Primary Recruiter will receive an offer questionnaire. The questionnaire must be completed before the offer can be sent for approval.

1. Answer all questions, then click Submit.

2. The offer will be routed to the hiring manager, the manager’s manager and the HR Partner for approval.

Generate Offer Letter

After all approvals are complete, the Primary Recruiter will create the offer letter.

1. The Primary Recruiter will receive an Offer Letter task. Thoroughly review the offer letter and make any necessary edits.

2. Click Submit.

For compliance reasons, Sysco’s policy is to close evergreen requisitions after 90 days to keep a defined candidate pool for auditing purposes.

1. Go to the evergreen requisition in the Manage Job Requisitions section of the Recruiting Dashboard.

2. Click Actions > Job Change > Close Evergreen Requisition.

Important Note

If any open requisitions are still linked to the evergreen requisition, you must unlink them before closing the evergreen requisition. To do so:

1. Click Actions > Job Change > Edit Evergreen Requisition.
2. Go to the Job section.
3. Scroll down to the Link to Job Requisitions section.
4. Click the Job Requisition field, then click the X next to all listed requisitions.
5. Click Next to move through the other sections.
6. Click Submit.

To temporarily suspend (place on hold) a job requisition, you can freeze it.

1. Go to the requisition in the Recruiting Dashboard.
2. Click the Actions > Job Change > Manage Job Requisition Freeze.

3. Select a Freeze/Unfreeze Reason.
4. Enter the Freeze/Unfreeze Date.
5. Check the Frozen box.

Unfreezing a Job Requisition

When you are ready to unfreeze the requisition, follow the same steps as above but uncheck the Frozen box.

Error Messages

Error messages are displayed in red. They typically identify fields where information is missing or entered incorrectly.

Click the red box to view error details.

You cannot complete a task until all errors are fixed.

Alert Messages

Alert messages are displayed in orange. They notify you of potential problems on a page. Alerts also display the location of missing or problematic information.

Click the orange box to view alert details.

Unlike errors, alerts do not prevent the task from being completed.

After the candidate has accepted an offer, the Primary Recruiter will move them to the Background Check stage. (Note: This step may be skipped for internal candidates moving within the same location unless they are moving from a non-customer-facing role to a customer-facing role or they are moving into a management position.)

1. The Primary Recruiter receives an Inbox task. Click Move Forward, then Background Check.

2. Open the Background Check task in your Inbox.
3. In most cases, a background package will be automatically populated in the Name field. Verify that it is correct. If a package is not automatically populated, select the appropriate background package.

4. Click Submit.

Next Steps

After the Primary Recruiter clicks Submit, candidates receive a Workday notification that explains next steps for the screening process. They also receive an email from the background screening vendor. It directs them to visit the vendor’s website and enter personal information/work history within 48 hours. If the job requires a drug screen, they receive another email instructing them to complete that requirement within 72 hours.

When candidates fulfill all the requirements and the background screening vendor completes its tasks, results become visible in Workday via integration with the vendor. The Background TAC will monitor results in Cisive. If candidates successfully pass all screens, the TAC changes the status to Cleared to Start.

On the left side of your Inbox, you’ll see two tabs: Actions and Archive.

The Actions tab shows current items that require your attention.

The Archive tab shows a history of the business processes you’ve initiated or been involved with. Every Workday process you have been involved in (process approvals, information changes, time off requests, etc.) is stored in the archive.

Items from the past 30 days are shown by default, but you can specify any date range by clicking the down arrow and selecting View More Processes.

Viewing Approval Status

You can use the Archive to view the status of business processes.

1. Select an item from your Archive.
2. Click the Process tab.

3. The Process History chart shows what steps have been completed.

4. Click the Remaining Process button to see the steps that still need to be completed.

Job Change Reason and Definition

Demotion

Demotion - Competitive: A demotion means the associate will have fewer responsibilities and will earn a lower salary. Competitive means the associate applied to be demoted and there is a requisition for the position.

Demotion - Reclassification: HR OPs use only

Demotion - Voluntary: For HR OPs / Manager use only

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Lateral

Lateral - Competitive: The associate applied for a lateral move and there is a requisition for the position (i.e., MA to Account Executive in the same OpCo)

Lateral - Non-Competitive: HR OPs use only (i.e., President positions)

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Promotion

Promotion - Competitive Promotion: A promotion means the associate will have more responsibilities and will earn a higher salary. Competitive means the associate applied to be promoted and there is a requisition for the position.

Promotion - Non-Competitive Promotion: HR OPs use only

Promotion - Normal Career Progression: Manager use only (i.e., Sales Trainee to MA)

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Transfer

Change Company: A company change that is neither a promotion nor a demotion. It must have a requisition and the associate must apply for this position.

Minimaster - Transfer: DO NOT USE

Move to Another Manager: Manager use only (i.e., MA moves to another DSM)

Re-Organization: HR OPs Only

After moving a candidate from an evergreen requisition to a regular requisition, you will have the opportunity to take a snapshot of the candidates who were eligible for consideration on that evergreen.

Candidates considered eligible include:

• Candidates who applied to the evergreen before the date of the snapshot
• Candidates who applied directly to the regular job requisition
• Candidates moved from an evergreen to a regular job requisition

Candidates not considered eligible include:

• Candidates dispositioned before the recruiting start date on the regular job requisition
• Candidates who withdrew from the linked evergreen before the date of the snapshot.

1. Go to the linked requisition (NOT the evergreen requisition) in the Manage Job Requisitions section of the Recruiting Dashboard. You can also locate it by typing View Job Requisition into the search bar and typing the requisition number into the Name field.
2. Click the Candidates tab.

3. Click Consolidated Candidate Pool.

4. Click Create Snapshot.

5. The Snapshot Date should default to today. Change it if necessary, then click OK.

MOBILE:

Click the Profile icon or the current profile photo three times. Your phone will prompt you to choose from your picture library or take a picture with your camera.

DESKTOP:

1. Click the Personal Information icon on the home screen.

2. In the Change box, click Photo.

3. Drop a photo onto the gray area or click Select files to select a photo.

4. Click Submit.

When the candidate has been cleared to start, the Primary Recruiter will receive a Move Forward Inbox task and, upon completion, a Disposition reminder.

1. Click Move Forward, then Ready for Hire.

2. The Primary Recruiter receives a reminder to Disposition Remaining Active Candidates.

3. Return to the requisition to disposition the candidates, then click Submit on the Inbox reminder.

Next Steps

If potential duplicate candidates are identified, the Primary Recruiter receives an Inbox task to merge duplicates. The system will automatically decline any active applications for the hired candidate and remove any postings for the job requisition.

Workday makes it easy to search for people, processes, tasks, reports and business data using the Search bar.

For example, to find an associate, type a name (first, last or both) into the search bar and press Enter.

Click People from the Categories list on the left side of the page to filter the results to only display people.

Keep in mind that searches only find exact matches. While you may enter a partial spelling of a name or action, if you misspell the search text you will likely not see any results.

Common Search Terms

Here are some search phrases for common tasks and business processes:

personal information

create position

create job requisition

change job

request compensation change

request one-time payment

terminate associate

The candidate is now ready to hire.

If this is an EXTERNAL candidate:

1. The Primary Recruiter receives an Inbox task to Revise Associate Hire.

2. Enter the Hire Date.

3. Select a Reason.

4. Click Submit.

Next Steps

If a one-time payment (such as a sign-on bonus, relocation or referral) was requested as part of the offer, HR Operations will process the payment. If union membership is tied to the position and location, the HR partner will manage union membership. Workday converts the candidate to an associate and sends the information downstream to other systems and groups, like Business Technology and Payroll. Finally, the candidate’s onboarding process is triggered.

If this is an INTERNAL candidate:

1. The Primary Recruiter receives an Inbox task to Revise Job Change.

2. Enter the date the change should take effect.

3. Select the reason for the change in the Why are you making this change? field.

4. Click Submit.

Next Steps

The associate’s current manager must approve the change before it can take effect. If a one-time payment (such as a sign-on bonus, relocation or referral) was requested as part of the offer, HR Operations will process the payment. If union membership is tied to the position and location, the HR partner will manage union membership. Workday converts the candidate to an associate and sends the information downstream to other systems and groups, like Business Technology and Payroll. Finally, the candidate’s onboarding process is triggered.

To access your account settings, click the Profile icon in the top-right corner and select My Account. From there, you can change your password and account preferences, manage your account’s challenge questions and switch accounts.

Question mark icons indicate that help is available for that topic or task.

While you will be able to see non-U.S. associates, please do not start any task or business process on any Canada/International or Minimaster associate. These associates can be recognized by viewing their profiles. In the Job Details section, the Job Profile will show HCM Minimaster Exempt.

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