University of Washington Human Resources

Extend and Revise Job Offer – Campus Staff

Last updated: June 8, 2026

This job aid applies to offers for candidates who are competitively hired using Standard and Evergreen Requisitions. When using a Confidential Job Requisition to hire an applicant into a nonpermanent, intermittent, or professional staff temporary position without a competitive recruitment follow the Direct hire process guide.

Overview

The Offer Stage in Workday Recruiting is used for the following activities:

• Request UWHR approval for a job offer or for a revised offer amount,
• Initiate the Sexual Misconduct Disclosure process for external candidates,
• Update a finalist’s start date,
• Indicate a verbal offer was accepted and move the candidate forward in the hiring process,
• Document that hiring policy requirements have been met, and
• Capture data that will populate a new hire’s employee record.

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Considerations

• Hiring Managers/Delegates must not extend a verbal offer to a candidate until the proposed amount has received required departmental and UWHR approvals.
• Offer stage tasks route to all hiring department employees who hold the security roles needed to complete them. To reduce errors and delays, hiring departments should have internal protocols that assign primary and backup authority for completing these activities.

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Initiation

You must receive approval for the proposed pay rate from your unit-level leadership before initiating the job offer approval process in Workday. You will be required to enter the name(s) of the unit-level approvers and the date of their approval when initiating the offer approval request.

• The following security role holders can move candidates to the Offer stage. Department procedures determine who initiates the process.
  • Hiring Manager
  • Hiring Manager Delegate – Supervisory Org
  • Hiring Manager Delegate – Requisition
  • Recruiting Office Partner (ROP)
• For standard requisitions and campus-wide candidate banks the Hiring Manager/Delegate moves a candidate to the Offer stage of Workday Recruiting.
• For evergreen requisitions, Hiring Manager/Delegates move the candidate to a linked standard requisition before moving the candidate to the Offer Stage.
• For parent requisitions, the Hiring Manager/Delegate must ask their Recruiting Office Partner to copy the candidate to a child requisition before initiating the offer.
• For non-competitive (“direct”) hires, Recruiting Office Partners initiate the offer process.

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Step-by-Step Procedure in Workday Recruiting

STEP 1: Move the Candidate to the Offer Stage

Use the “Move Forward” button on candidate’s job application record to move them to the Offer Stage and the Initial Offer step. If you do not have the option to move the candidate to Offer, contact your Recruiting Office Partner before taking further action.

The “Initial Offer” task will pop-up in the user window. If you close the pop-up window, you can access the task from the candidate grid or your Workday Task Inbox.

Open the “Initial Offer” task to display the “Initiate Offer” screen you’ll complete in Step 2.

STEP 2: Enter Hire Details

You will complete the “Target Hire Date” and “Hire Reason” fields on the “Initiate Offer” screen. The remaining fields on the Initiate Offer screen will auto-populate with information from the PN or REQ and should not be edited.

Target Hire Date: Select the anticipated hire date. This field can be edited after the verbal offer is extended using the Revised Offer Sub-Process (see below).

Hire Reason: Open the “Recruiting” submenu to reveal Hire Reasons available for staff hires. You will receive an Error if you select a non-Recruiting reason.

Hire Reasons (External Applicants Only, including rehires)

• Recruiting > New Employee
• Recruiting > Rehire Former Employee
• Recruiting > Rehire from Layoff List (Recruiting Office Partner use only)

Job Change Reason (Current Employees)
Hiring departments are prohibited from obtaining an internal finalist’s current pay rate but can derive the job change reason from the finalist’s job profile. ROPs will update the Job Change Reason if needed.

• Change Job > Recruiting – Demotion
• Change Job > Recruiting – Lateral Move
• Change Job > Recruiting – Promotion

Add Additional Employee Job Reason (Current Employees)

• Add Additional Employee Job > Recruiting

Select Next, then Review the “Target Hire Date” and “Hire Reason” you entered on the previous screen.

Select Submit when finished, which opens the “Initial Offer” task pop-up window. If you close the pop-up window, you can access the task from the candidate grid or your Workday Task Inbox.

Open the “Initial Offer” task to display the “Propose Compensation Offer/Employment Agreement” screen completed in Step 3.

STEP 3: Enter Proposed Job Offer

The fields you complete on the “Propose Compensation Offer” screen will vary based upon the employment type, compensation plan, and whether the position is regular or nonpermanent/ temporary.

For classified employment types, enter a compensation step:

1. Expand the Guidelines box by selecting the pencil icon
2. Enter the Step
3. The Progression Start Date (PSD) auto-populates with the Target Hire Date entered on the previous screen. The HCM Operations Team will verify the PSD during the Hire business process and correct it if needed.
4. If the position is nonpermanent or temporary (with the exception of Intermittent positions), Expand the Salary box by selecting the pencil icon. Then select Additional Details to enter the position end date in the Expected End Date and Actual End Date fields.

For professional staff and other represented employee types, enter a monthly salary or hourly pay rate:

• Expand the Salary box by selecting the pencil icon
• Enter an Amount within the range advertised on the job posting. The Total Base Pay Range you will see in the salary box is the UW job profile range, not the posted range.
• If the position is nonpermanent or temporary, select Additional Details then enter the position end date in the Expected End Date and Actual End Date fields.

NOTE: If the manager anticipates renegotiating when extending the offer, you may enter the maximum amount the department would like to offer in the Propose Job Offer comments. The amount entered in the compensation screen fields must be the minimum (starting) offer.

Select Submit when finished, which will automatically initiate the Sexual Misconduct Disclosure process for external candidates.

If you receive an alert saying the job code does not match the job code’s FLSA status, contact your Recruiting Partner immediately to avoid delays or send backs when the finalist is moved to hire.

STEP 4: UWHR Approvals

For internal applicants: Recruiting Office Partners review offers no later than the end of the business day after they are submitted.

For external applicants, Recruiting Office Partners must confirm the SMD is complete and clear before approving the offer.

Compensation Office Partner approval is required only for professional staff positions Grade 11 and higher and for offer amounts that are outside the pay range advertised on the job posting.

STEP 5: Complete Hiring Requirement To-Dos

The following to dos will route to the Hiring Manager and all Hiring Manager Delegates assigned to the requisition. Department policy will designate who completes them.

• Complete To Do: Review Union Contract Requirements (contract classified positions only).
• Complete To Do: Check References

STEP 6: Extend Verbal Offer

After completing the to-dos in the previous task, you will receive the “Complete To Do: Extend Verbal Offer” activity. This to-do provides instructional text only. After you submit the to-do, you will have the option to initiate the “Offer Decision”, which you will do AFTER communicating with the candidate outside of Workday.

STEP 7: Enter the Offer Decision

To submit a renegotiated offer for approval or to update the starting pay rate to an amount in a previously approved range, initiate the Revise Offer Amount sub-process (see Step 8).

If the candidate declines the opportunity, use the appropriate decline candidate code to disposition them.

If the candidate accepts the offer amount, use the “Move Forward” button on the candidate’s job application to move them to “Confirm Verbal Offer”.

• The screenname will display “Renegotiate Offer For [Candidate Name]”, even though the offer amount isn’t changing. The title is a non-editable Workday default.
• You will review the data entered in Step 2 above and can update the start date.
• Workday will also display the Propose Compensation screen which will auto-populate with the Initial Offer amount approved by your ROP. The starting pay rate field will appear editable, but you will receive a red (critical) error if you attempt to change the previously approved pay rate. In the Propose Compensation screen comments field, enter “No change to previously approved offer amount.”
• Select Submit when finished. This will notify your ROP that the candidate is ready to move to Ready for Hire (internal candidates) or to Background Check – which is when external candidates, including rehires, complete the Personal Information and Government Identifiers Task.
• The “Make Offer Decision” pop-up window will appear, which can be confusing. You do not have additional tasks to complete and should close the window without taking any action. 

STEP 8: Revise Offer Amount (Optional)

The Revise Offer Amount sub-process is used to submit a renegotiated offer for approval or update the starting pay rate to an amount in a previously approved range.

• Use the “Move Forward” button on the candidate’s job application record to advance them to the Offer Stage and the Revise Offer Step. Your revised offer comment must document that you received departmental apporval(s) for the renegotiated offer amount: Renegotiated amount/range of ______ approved by ________ on MM/DD/YY. 

Steps 2 – 6 above are repeated for a revised offer. External applicants will not receive a new SMD request during Revise Offer, however, and departments will not need to resubmit to-dos verifying hiring requirements were met.

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