• The top portion of the Offer Card contains the applicant’s Personal details, Current or previous employee details, Job details, and Offer details.
• Most of these fields are pre-populated from the Job Card and Applicant Card and cannot be edited on the Offer Card.

• The Current or previous employee details cannot be changed once the Offer card is Saved/Submitted.
• If the applicant is a current employee, follow steps below. Otherwise, leave this field blank.
  1. Copy and paste the employee ID from PeopleSoft.
  2. You must prefix the employee ID with your 2-digit campus numeric code to ensure a unique ID.
  3. Example: If your campus is Long Beach and your employee ID is 123456789, then the number you enter is 40123456789.
     • No new hire starter form should be initiated.

• The Job details and Offer details sections are prepopulated with information from the Job Card.
• You cannot edit these fields on the Offer Card.

1. Job Code/Employee Class
   • Specify the job code.
     • You can expand the blue box to view the information about this job code.
     • Job Code shows in the box below the employee classification.
       • Use your campus processes to ensure that the position number and job number are synchronized between the PeopleSoft and CHRS Recruiting systems.
2. Auxiliary Hire
   • If this position is for an Auxiliary hire, select Yes to exclude the new hire data from the PeopleSoft integration.
3. Hiring Type
   • Select: At will, Probationary, Temporary, Tenured. If Probationary, a probationary end date must be specified.

• Expanded Job Code blue box

1. Start date:*
   • Use the calendar to enter the start date.
   • This date drives the new hire onboarding tasks.
2. End date if applicable
   • Use this field only for temporary employees.
3. Probation End Date
   • If the hiring type is Probationary, enter the date for the end of the Probationary period.
4. FTE-Full-time equivalence
   • Enter a decimal value from 0 to 1. Example: 20 hours/week is 0.5 FTE.
   • Use campus business process to synchronize this value with PeopleSoft.
5. Hours Per Week
   • Enter the number of hours per week.
6. FLSA Status
   • Select: Exempt, non-exempt, other
   • Use campus business process to synchronize this value with PeopleSoft.

1. Union
   • Select the appropriate union from the list.
2. Union Language
   • Enter the applicable union language.
   • This language comes from system-wide collective bargaining agreement.
   • Each union provided the same language to all campuses to be inserted in the offer letter.
   • This information does not exist in PeopleSoft.
3. Mandated Reporter
   • Select the appropriate mandated reporter from the list:
     • General
     • Limited
     • None
4. NCAA
   • If Yes, then campuses would need to provide language in offer letters via Offer Template for applicable NCAA appointments.
5. Sensitive Position
   • This information is used in determining the appropriate type of background checks and new hire trainings.
   • This language is merged into the offer letter.
   • Use campus business process to synchronize this value with PeopleSoft.
6. Conflict of Interest
   • Designates whether the applicant must complete a Conflict of Interests form and attend training.
   • This language is merged into the offer letter.
   • Use campus business process to synchronize this value with PeopleSoft.
7. Concurrent Hire
   • Select Yes if the applicant is a current employee who is going to be working both positions concurrently.
   • A campus expert needs to provide training on how to identify this type of applicant.
8. Rehired Annuitant
   • Select Yes if the applicant is a retired employee who is working part-time.
   • A campus expert needs to provide training on how to identify this type of applicant.

1. Budget/Chart field/ Account String
   • Enter chart string information including the Department, Fund, Program or Project, Class and % Distribution.
2. Pay Plan
   • Select the applicable Pay Plan. Example: 12/12 months.
   • This information can be merged into the offer letter.
3. Pay Plan Months Off
   • If the Pay Plan field value is anything other than 12/12 months, you must specify which months are off.
   • This information is merged into the offer letter.
4. Salary Range/Grade:*
   • The values for this field are filled from the Position ID.
   • The range selection is determined by the system- wide classification standards.
5. Anticipated Hiring Range
   • Use this field to specify the campus-specific hiring salary range.
   • This is usually used by the Budget Office to determine if the offer can be approved or not.
6. Maximum budgeted amount
   • Enter the maximum budgeted amount.

1. Base Pay Rate:*
   • This field is required for all hires.
   • This field works with the “Unit Basis” field to provide the salary information for the new hire.
   • Both fields will be integrated with PeopleSoft.
2. Unit basis:*
   • This field is required for all hires.
   • The field can be merged into the offer letter.
   • Used in integration.
   • Select the unit by which to base pay on.
     • Examples: Lump Sum, Annual, Hourly, Number of students.
3. Monthly Pay
   • This field is used for temporary faculty only.
   • This field is to explain the difference in pay for total term and by month.
   • The field can be merged into the offer letter.
4. Annual salary
   • This field is used for all types of employees by some campuses.
   • Regardless of whether this field is completed, the Base Pay Rate and Unit Basis are required.
   • You might have to calculate to derive the values for this field.
   • The field can be merged into the offer letter.
5. Relocation
   • Faculty hire field.
   • Sometimes also used for staff.
   • The field can be merged into the offer letter.
6. Sign on bonus
   • Faculty hire field.
   • Sometimes also used for staff.
   • The field can be merged into the offer letter.

1. Other supplementary compensation
   • This field is to be used to record any supplemental compensation.
   • The field can be merged into the offer letter.
2. Salary notes
   • Free text field designed to record any salary related information.
   • It can be merged into the offer letter.
3. Benefits Eligible?
   • Select Yes or No.
   • The field is merged into the offer letter.
4. Benefit Eligibility Details
   • Select:
     • Full Benefits
     • Health Only (ACA)
     • Partial Benefits.
   • The field is merged into the offer letter.
5. Auxiliary Benefits
   • If the offer is for an Auxiliary hire that will receive benefits, enter that information here.

1. Rank
   • Faculty hire field.
   • The field can be merged into the offer letter.
   • Select Assistant, Associate or Professor.
2. Service Credit
   • Faculty hire field to record how service credit would be calculated for certain type of new hire.
   • The field can be merged into the offer letter.
3. Start Up Amount Field
   • used specifically for faculty hires.
   • It can be merged into the offer letter.
   • Data is also used for reporting.
4. Duration of Start Up Funds
   • Field used specifically for faculty hires.
   • It can be merged into the offer letter.
   • Data is also used for reporting.
5. Assigned/Release Time (in terms of WTU's)
   • Field used specifically for faculty hires.
   • It can be merged into the offer letter.
   • Data is also used for reporting.
6. Duration of Assigned/Released WTU
   • Field used specifically for faculty hires.
   • It can be merged into the offer letter.
   • Data is also used for reporting.

1. Contingent annual salary
   • Faculty hire field.
   • The field can be merged into the offer letter.
2. Contingent pay rate
   • Faculty hire field.
   • The field can be merged into the offer letter.
3. Term
   • This field is used for temporary faculty only.
   • Term should match the campus term code used in PeopleSoft HCM representing the term the new hire will be teaching.
   • The field can be merged into the offer letter.
4. Total Term Pay
   • This field is used for temporary faculty only.
   • The field can be merged into the offer letter.
5. Duration of Appointment
   • Field is required for lecturer hires.
   • Select: Quarter, Semester, or Year.
   • Integrated into PeopleSoft.
6. Weighted Teaching Units (WTU's)
   • Field used specifically for faculty hires.
   • It can be merged into the offer letter.
   • Data is also used for reporting.
   • This field is also used in integration with PeopleSoft.
7. Faculty Fraction Numerator/Denominator
   • These fields are used for temporary faculty only.
   • The numerator and denominator work together to define the time base of the faculty.
   • It is a PeopleSoft field that will be used in integration.
   • The calculated value of these fields can be merged into the offer letter.

Follow your campus’s background check process to verify the education and license for the new hire.

1. Highest Level of Education
   • If the job requires a degree, you must complete this field.
   • This field is integrated with PeopleSoft.
2. Degree Type
   • If the job requires a degree, you must complete this field.
   • This field is integrated with PeopleSoft.
3. Terminal Degree for Discipline
   • If the job requires a degree, you must complete this field.
   • This field is integrated with PeopleSoft.
4. Date of Completion
   • If the job requires a degree, you must complete this field.
   • This field is integrated with PeopleSoft.
5. Major Code
   • If the job requires a degree, you must complete this field.
   • This field is integrated with PeopleSoft.

• Note the information at the top of the section regarding the PeopleSoft version your campus is currently using. Use the link to the Major, Institute and License/Certification codes for the version of PeopleSoft in use at your campus.
  • Copy and paste the CODE value only.
    • If the code is not in your campus’s PeopleSoft instance, contact your campus administrator to request CO Standardization Team to add it into PeopleSoft across the system.
      

1. Institute Code
   • If the job requires a degree, you must complete this field.
   • This field is integrated with PeopleSoft.
   • Note the information at the top of the section regarding the PeopleSoft version your campus is currently using. Use the link to the Major, Institute and License/Certification codes for the version of PeopleSoft in use at your campus.
     • Copy and paste the CODE value only.
       • If the code is not in your campus’s PeopleSoft instance, contact your campus administrator to request CO Standardization Team to add it into PeopleSoft across the system.
2. License/Certification Name
   1. If the job requires a specific license, you must complete this field.
   2. This field is integrated with PeopleSoft.
   3. Note the information at the top of the section regarding the PeopleSoft version your campus is currently using. Use the link to the Major, Institute and License/Certification codes for the version of PeopleSoft in use at your campus.
      • Copy and paste the CODE value only.
        • If the code is not in your campus’s PeopleSoft instance, contact your campus administrator to request CO Standardization Team to add it into PeopleSoft across the system.
3. License/Certification Number
   • If the job requires a license, you must complete this field.
   • This field is integrated with PeopleSoft.
4. License/Certification Expiry Date
   • If the job requires a license, you must complete this field. This field is integrated with PeopleSoft.

1. Background Check
   • Select Yes if a background check is required.
2. Background Check Codes
   • Select the type of background check from the list.
     • Please note this list matches the values from the PeopleSoft Security Clearance area.
     • Please ensure that the two systems are in sync.
     • Upon completion of the background check, data should be directly keyed into PeopleSoft.
3. Pre-placement physical
   • Select Yes if the job requires a pre-placement physical.
   • Use your campus process to schedule the physical.

1. OfferType*
   • Select from the list: Hire, Promotion, Transfer, and so on.
   • This field integrates with PeopleSoft Job Data, Action/Reason field.
2. Pay Group*
   • Select from the list: Academic Calendar, Master Payroll, Positive Pay, and Student Payroll.
   • This field integrates with the PeopleSoft Payroll, Pay Group field.
3. Offer Approval Type*
   • This field determines the Offer Approval Process used to approve the offer card.
   • Select the appropriate option from the list.
4. Onboarding Form
   • This field refers to the Base New Employee Data Form.
   • This is a shared form across the system.
   • If an employee ID is completed at the earlier part of the form, this field should be blank.
   • Otherwise, select the Base New Hire Information Form.

1. Onboarding Portal
   • Directs to the New Employee portal to complete onboarding tasks, including onboarding forms.
   • Select the appropriate onboarding portal.
2. Onboarding workflow
   • Determines the onboarding tasks to be completed by the new employee and the manager.
   • Select the appropriate onboarding workflow.
3. Reports To*
   • This person gets notification of offer acceptance and onboarding task progress.
   • Enter or search for the appropriate user.
4. Onboarding delegates 1-3
   • Back-up users for the Reports To person who can perform the same onboarding tasks if necessary.
   • Enter or search for the appropriate users.
   • If an onboarding delegate is specified, both hiring manager and delegate receive email reminders for onboarding tasks.

1. Verbal offer
   • Extended Yes or No
   • Date verbal offer extended
   • Verbal offer accepted Yes or No
   • Date verbal offer accepted
   • Optional, unless your campus needs to record this data.
     • Used only for reporting.
     • These fields must be updated manually.
2. Offer
   • Offer accepted Yes or No
   • Date offer accepted
   • Offer declined Yes or No
   • Date offer declined
   • Optional, unless your campus needs to record this data.
     • Updated when applicant accepts or rejects the offer.
     • Used for reporting.
     • These fields are updated automatically by the system.

1. Add document
   • Add documents to the offer.
   • Faculty positions must include an offer letter.
   • Non-faculty positions must include a position description and an offer letter.
   • Use your campus process to include the position description.
2. Merge document
   • Merge fields into the offer letter.
   • For complete instructions go to Prepare the Offer Letter.
3. Question mark icon
   • Opens the Merge Document Help, showing offer document merge field information.
4. Application documents
   • Documents associated to the job are displayed in this section.

1. Add a check group
   • This is a group of checks that need to be completed for a particular type of offer.
   • They are intended to speed up the offer check setting process.
     • For example, every time you hire an engineer, they may need to complete a medical, police and license check.
2. Add a check type
   • For every check type that you add, you can determine if the check shows the start date, completion date and person allocated to.

1. Hiring Manager
   • This field shows the Hiring Manager of the offer.
   • Change this field only if you are changing ownership of the offer process.
2. Approval process
   • Select the applicable approval process if the process is not already selected.
   • If no approval process is available, ensure that the Offer Approval Type field in the Onboarding section is complete.
3. Approvers
   • pecify the approvers in the approval process.
   • Your approval process might have more or fewer steps.

1. Update application status following offer
   • If you select Yes, then the application status is automatically changed when you submit the offer.
   • The status change can trigger a communication to the applicant, which you will need to review or edit.
2. Add provisioning items
   • Provisioning items are items that need to be delivered to the new hire, such as laptops, passwords, badges, and so on.
   • Click Add to add provisioning items. A new window opens from which you can specify items to add.
3. Provisioning address
   • You must provide an address where provisioning materials are to be delivered.