Resources - Hiring, Onboarding, and Recruiting

Frequently Asked Questions

See the askUS knowledge base for other frequently-asked questions.

Duplicate applicants

A duplicate candidate record is preventing me from hiring.

See Duplicate Candidate Records Interfere with Hiring.

Resolving duplicate applicants

Email hrsc-duplicate-candidates@utlists.utexas.edu and cc Marlo Kibler, HR Service Center Director. Include the applicant's name and the job requisition number.

How to avoid creating duplicates

See Avoiding the Duplicate Pre-Hire Trap.

Unable to move candidate forward

Why can't I move a candidate forward on a job requisition?

See Unable to Move Candidate Forward on Job Requisition.

Why can't I move a candidate to Ready for Hire?

See Cannot Move Candidate to Ready to Hire.

Other Workday questions

In a Create Job Requisition business process, I'm getting a notification that the job profile requires prior approval.

See Prior Approval and Restricted Job Classifications for a list of job profiles requiring authorization prior to use. The list includes which office to contact for each position for approval.

During the hire process, the existing Pre-Hire doesn't come up in a search.

See Cannot find existing Pre-Hire.

Can I view future employment information for someone whose appointment is not active yet, but that has been final-approved in Workday?

A. Yes! Go to the supervisory organization they will be in. In the blue bar at the top of the page, next to the name of the sup org, click "Actions". Go to "Supervisory Organization" and then "Supervisory Organization View As Of". Enter the date their future appointment will become active, and hit "OK".  Look for their name in the "Members" tab. Their name, title, and contact info should be listed - for more information, review the appropriate Business Process in their "Worker History". The information in the "Members" tab can also be downloaded into Excel.

How do I correct a misspelled new hire's name in Workday?

A. If caught before adding the EID to the pre-hire record, contact Operational Support at askUS@austin.utexas.edu to request that they delete the pre-hire record, and then you can recreate it with the correct name. If caught after adding the EID, the employee can correct their name during the Onboarding process while completing the Personal Information task. See more at Troubleshooting a Pre-Hire.

Mainframe access

How do I get a Mainframe logon for my new hire? 

Contact your DPUSER Department Contact. To find them, go to the HRMS Employee Authorizations web site, enter your EID and click "Go," and go to the "Mainframe Logon Authorizations and Roles" section to view your mainframe logon (DPUSER) contacts.