Hiring external candidates

Specify the information that is required to your organization. You must first configure the fields to your organization.

See the information about configurable fields and configuring features for organizations in Infor HR Talent Setup and Administration Guide.

A red asterisk is displayed in the required fields and on the required tabs.

Some fields are country-specific.

  1. Select a requisition to hire an external candidate:
    1. On the Infor HR Talent page, sign in as a Recruiter.
    2. Click Requisitions.
    3. From the Job List list on the All Requisitions dashboard, select a requisition.
  2. Select an external candidate to hire for a requisition:
    1. Click the All tab.
    2. Select a candidate to hire.
    3. From the All Actions menu, click Hire.
  3. On the Hire Information tab in the Request To Hire window, specify the hire information of the external candidate to hire:
    1. Specify the information of the main header:
      Effective Date
      Specify the effective date of the hire request.
      Reason
      Select a reason for submitting the hire request.
      Replacing Resource
      Select the resource to replace with a new candidate to hire.
      Employment ID
      Specify the employment ID number of the candidate.
    2. In the Name header, specify this information:
      Title
      Specify the title of the candidate.

      For example, specify Mr.

      First Name
      Specify the given name of the candidate.
      Middle Name
      Specify the middle name or middle initial of the candidate.
      Last Name
      Specify the family name of the candidate.
      Suffix
      Optionally, specify the suffix of the candidate.

      For example, specify Jr.

      Professional Designation
      Optionally, specify the professional designation of the candidate.

      For example, specify Doctor.

      Preferred First Name
      Specify the preferred first name of the candidate.

      If you leave this field blank, then First Name is used.

      Preferred Last Name
      Specify the preferred last name of the candidate.

      If you leave this field blank, then Last Name is used.

    3. In the General header, specify this information:
      Home Country
      Select the home country of the candidate that is different from the work assignment country.
      Birth Country
      Select the country where the candidate is born.
      Birth City
      Specify the city where the candidate is born.
      Relationship To Organization
      Select the relationship of the candidate to the organization.
      Relationship Status
      Select the candidate's relationship status.
      Note: If the position budgets are used in your organization, then the work assignments that are included or excluded in the budget counts are determined in the Headcount field on the relationship status.
      Work Type
      Select the work type of the candidate.
      Working Remotely
      Select this check box to define that a candidate is working remotely.

      For example, working from a home office.

      Legacy Employment Number
      Optionally, specify the previous employment ID of an existing employee to whom you are assigning a new employment ID.

      For example, a candidate is rehired.

    4. In the Hire Source header, specify this information:
      Source
      Select the source where the candidate knows about the position.

      For contracted resources, select a contractor source.

      Specific Source
      Optionally, select the specific source where the candidate knows about the position.

      For example, select the name of the contracting vendor.

      Referring Source
      Optionally, specify the referring source to whom the resource knows about the position.
    5. In the Personal Information header, specify this information:
      Identification Number
      Select the country where the identification number of the candidate is applicable and specify the primary identification number of the resource.
      Secondary Identification Number
      Specify the secondary identification number of the candidate with a home country in India.
      Issue Date
      Specify the issue date of the candidate's identification number.

      For example, specify 2/22/2023.

      Expiration Date
      Specify the expiration date of the candidate's identification number.

      For example, specify 2/24/2023.

      Type
      Select the type of the candidate's identification number.
      Issuing Authority
      Specify the issuing authority of the candidate's identification number.
      Document Number
      Specify the document number of the candidate's identification number.
      State
      Specify the state of the candidate's identification number
      ID Class
      Specify the class of the candidate's identification number.
      Expiration Date
      Specify the expiration date of the candidate's document for the identification number.
      Gender
      Select the candidate's gender.
      Uniform Size
      Specify the candidate's uniform size.
      Race
      Select the applicable race of the candidate.
      Disability Type
      Optionally, select the disability category of the candidate.
      Disability Severity
      Specify the severity of the disability type for a candidate with India payroll.
      Veteran Code
      Select the veteran type of the candidate.
      Protected Veteran Status
      Select the veteran status of the candidate.
      Nationality
      Specify the nationality of the candidate.

      This field is configurable by country.

      Nationality Country
      Select the country of the candidate's nationality.

      This field is configurable by country.

      Religion
      Select the religion of the candidate.
      Marital Status
      Select the marital status of the candidate.
      Birthdate
      Select the birth date of the candidate.
      Point Of Origin
      Select the point of origin of a candidate who must travel for an organization.

      Points of origins are created in the administrator setup.

      See information about creating points of origin in Infor HR Talent Resources Setup and Administration Guide.

    6. In the Dates header, specify this information:
      Start Date
      Select the start date of the candidate.
      Adjusted Start Date
      Select a date that is not the same as the start date.

      For example, the resource does not physically start on the start date, or starts on the start date but misses a few days then starts again.

      First Date Worked
      Specify the first date the candidate works for the organization.
      Anniversary
      Specify the anniversary date of the candidate in your organization.
      Seniority
      Specify the date on which to base seniority-based benefits.
    7. In the Other Amounts header, add up to five sets of other compensation amounts and up to five currencies of other compensation amounts of the candidate to hire.
    8. In the Contract (Legacy) header, specify this information:
      Reason For Contract
      Select the reason to create a contract.
      Contract Type
      Select the contract type.
      Contract Template
      Select the contract template to use.
      Contract Number
      Specify the contract number.
      Begin Date
      Specify the beginning date of the contract.

      For example, specify 2/22/2023.

      Duration
      Specify the number and select the days, weeks, months, or years of the duration of the contract.
      End Date
      Specify the ending date of the contract.

      For example, specify 2/24/2023.

      Contracted Time
      Select the work time of the resource on a contract.

      Contracted time is the number of hours, weeks, and months per day, month, or year that the candidate is committed to work and the employer is committed to provide.

      Contractual FTE
      Specify the full time equivalent for the contractual position.
      Renewal Notification Date
      Specify the notification date for the renewal of the contract.

      For example, specify 2/22/2023.

      Renewal Date
      Specify the renewal date of the contract.

      For example, specify 2/24/2023.

    9. In the Primary Address header, add the primary contact information of the candidate to hire:
      • Country
      • Street Address
      • City
      • State/Province
      • Zip Code
      • Region
      • County/District
    10. In the Primary Contact Information header, add the primary contact information of the candidate to hire:
      Home, Alternate, and Mobile Phone,
      Specify the candidate's full home, alternate, and mobile phone numbers including the country code. Optionally, specify the extension number of the home, alternate, and mobile phone numbers of the resource.

      If the home, alternate, or mobile phone number is the preferred phone number of the candidate, then select the Preferred check box. If the home, alternate, or mobile phone number is used as the work phone number of the candidate, then select the Use As Work check box.

      Email Address
      Specify the email address of the candidate.

      If the email address is the preferred email address of the candidate, then select the Preferred Email Contact check box. If the email address is used as the work email address of the candidate, then select the Used As Work Email check box.

    11. Optionally, add the secondary address of the candidate to hire in the Secondary Address header. Specify this information:
      • Country
      • Street Address
      • City
      • State/Province
      • Zip Code
      • Region
      • County/District
    12. Optionally, add the secondary contact information of the candidate to hire in the Secondary Contact Information header:
      • Home Phone
      • Alternate Email Address
    13. In the Benefit Enrollment header, add the benefit information of the candidate to hire:
      Enrollment Event
      Specify the applicable enrollment event.
      Event Date
      Specify the event date for the enrollment event.
    14. In the Qualification Grace Period header, add the period to obtain a required qualification of the candidate to hire:
      Grace Period
      Select a grace period of the candidate's credential.
      Grace Period End Date
      Specify the end date of the grace period for obtaining the credential of the candidate.
      Credential
      Select the type of credential that the candidate must obtain at the end of the grace period.
      Comments
      Optionally, provide comments that are related to the credential of the candidate.
    15. In the Comments header, provide any other information in support of your request to hire a candidate.
  4. Click the Work Information tab and specify the work information of the external candidate to hire:
    1. In the Work Assignment header, specify the work assignment information of the candidate:
      Assignment Expiration
      Select the expiration date of the work assignment of the candidate.
      Assignment Type
      Select the assignment type of the candidate:
      • Permanent
      • Temporary
      Note: If position budgets are used in your organization, then the work assignment in budget counts is determined in the Headcount field on the assignment type. If the Headcount field is set to Excluded, then the work assignment is not included in budget counts. If the Headcount field is blank or is set to Included, then the work assignment is included in the budget counts.
      Position
      Select the new position of the candidate.

      The primary work assignment of the candidate is defined in this required field. If you select an existing position, then all fields that are related to the position of the candidate are used automatically.

      Job
      Select the new job of the candidate.

      If you select the new position of the candidate in the Position field, then the default job of the position is displayed.

      Organization Unit
      Select the organization unit to which the candidate belongs.

      When this field is not used in an existing position, a message is displayed to inform that you must select the organization unit.

      Legal Entity
      Select the legal entity of an organization to which the candidate belongs.
      Legal Establishment
      Select the legal establishment of an organization to which the candidate belongs.
      Company
      Select a company to an expense account.

      If your organization is configured to use Chart of Accounts, then this field is displayed. This field is used to interface expenses and activities to Infor Financials and Supply Management.

      Accounting Unit
      Select an accounting unit to an expense account.

      This field is used to interface expenses and activities to Infor Financials and Supply Management.

      Account
      Optionally, select an account to an expense account.

      This field is used to interface expenses and activities to Infor Financials and Supply Management.

      Activity
      Optionally, select an activity to an expense account.
      Account Category
      Optionally, select an account category to an expense account.
      Location
      Select the location where the candidate works.

      If you select the new position of the candidate in the Position field, then the default location of the position is displayed.

      Holiday Schedule Override
      Select the applicable holiday schedule to the work contract of the candidate.

      Holiday schedule override is different to each country.

      Preferred Job Title
      Specify the preferred job title that is different from the position description.

      If you select the new position of the candidate in the Position field, then the default preferred job title of the position is displayed.

      Work Schedule
      Optionally, select a work schedule for the candidate.
      Shift
      Select the shift number of the candidate that is assigned to a specific shift.
      Standard Hours
      Specify the standard hours that the candidate must complete in a shift.
      Union
      Optionally, select the union of the candidate.
      Bargaining Unit
      Optionally, select the bargaining unit of the candidate.
    2. In the Manager Information header, specify the manager information of the candidate to hire:
      Direct Manager
      Select the manager role whom the candidate reports directly.

      When this field is not used in an existing position, a message is displayed to inform that you must select the direct manager.

      Dotted-Line Manager
      Optionally, select the manager role who supervises the candidate indirectly on the primary work assignment.
      Is A Manager
      If the candidate to hire is a manager, then select a manager role.
    3. In the Trial And Notice Periods header, specify the trial and notice period of the candidate's work assignment:
      Trial Period
      Optionally, select the appropriate trial period of the candidate's work assignment.
      Trial Period End Date Override
      Specify a date to override the system-calculated date of the candidate's work assignment.

      The trial period end date is calculated by the system based on the type of date selected as the date when to start counting.

      Notice Period During Trial Period
      Optionally, select the notice period of termination during the trial period of the candidate's work assignment.

      This field is country-specific.

      Notice Period After Trial Period
      Optionally, select the notice period of termination after completing the trial period of the new work assignment to the candidate.

      This field is country-specific.

    4. Specify the payroll and compensation information that is related to the candidate's work assignment for these headers:
      • Payroll
      • Compensation
      • Compensation Analysis
      • Allowances
      • Other Pay

      See the information about specifying payroll information for US, Canada, and India hires in Infor HR Talent Resources Setup and Administration Guide.

    5. In the Work Assignment Comments field, provide comments that are related to the new work assignment of the candidate.
    6. In the Grant Management field, specify the compensation information that is provided by a candidate's grant:
      Labor Distribution
      Select this check box to define that the work assignment is subject to labor distribution.
      Salary Encumbrance
      Select this check box to define that the work assignment is subject to salary encumbrance.
      Encumbrance Fringe Rate
      Specify the encumbrance fringe rate.
      Fringe Encumbrance Account Category
      Specify the account category to which the fringe encumbrance amounts are posted.
      Company
      Specify the GL company to which the Grant Management transactions are posted.
      Fringe Encumbrance Account
      Select the GL account to which fringe encumbrance amounts are posted.
      Effort Reporting
      Select this check box to define that the candidate is subject to effort reporting.
      Effort Currency
      If you select the Effort Reporting check box, then select the effort currency to use.
      Primary Company
      Specify the primary company for effort reporting.
      Certifier
      Select the primary certifier for effort reporting.
      Secondary Company
      Specify the primary company for effort reporting.
      Certifier
      Select the secondary certifier for effort reporting.
  5. Click the Provisioning tab and add users to the system.
    See the information about user provisioning in Infor HR Talent Setup and Administration Guide.
  6. Click the Other Payroll tab and configure the India payroll, Middle East payroll, and pay elements in your organization.
    See the information about payroll component configuration and pay elements in Infor HR Talent Setup and Administration Guide.
  7. Click the Attachments tab and attach supporting documents that is related to a candidate hire request:
    Type Of Attachment
    Select the type of the candidate's document to attach.
    File
    Click the Browse icon to attach a document.
  8. Click Submit.