How to Manage Offers

This job aid provides step-by-step directions for managing offers in TalentLink. Steps include submitting a

finalist for approval to Central HR or the University's Office of Equal Opportunity and Affirmative Action

(EOAA), creating and sending an offer (pages 5-9), initiating a background check (pages 9-11) and

finalizing hiring (page 12). Use this job aid after you have selected a finalist.

Permission groups Level 2, 3 and 4 can create offers. If you have questions about your permission group,

contact your Client Manager.

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SUBMITTING FINALIST FOR APPROVAL

● Go to Actions dropdown; click “Close”

● Click “Ok” in popup window to confirm the closing.

● Confirm sourcing channel is closed by viewing the closing date under Closing date column.

4. Click “View applications” to view the applicants once the job posting has been taken off the

Careers website; find or search for the finalist.

5. Click Status of the finalist; select - -Prep for Offer to Submit Finalist- -.

● External Candidates: Ensure that Part 1: Education and Employment Verification is Cleared

before you proceed with submitting the finalist for approval to CUHR.

6. Click “Next>” to review the status change. Some statuses include default emails (see list of

8. The salary range must match the range posted on the Careers website. The Annual salary cannot

exceed the maximum of the posted range.

9. Select an “Onboarding Form” in the Onboarding section. This is the form the finalist will complete

after accepting an offer. Use:

● New Hire Form for a new hire/rehire;

● New Hire Form (Transfer Only) for a current internal employee who is transferring to a

different department or different role.

10. Select an Onboarding Workflow to determine whether or not the finalist will need access to the

Onboarding Portal.

● Non-Benefits Eligible CU: Non-benefit eligible roles (VHO, temporary roles less than four

months, temporary part-time roles, less than 20 hours per week)

● Non-Benefits Eligible CUIMC: Non-benefit eligible roles (VHO, temporary roles less than four

months, temporary part-time roles, less than 20 hours per week)

12. Review manager’s name in the Reports to manager field. The name entered in the Requisition will

populate this field.

13. Enter the Reports to Manager Business Title. This title will appear in the offer letter.

14. Enter a name or lookup an Onboarding delegate to delegate new hire tasks to another member of

your team (optional).

15. Skip the OFFER PROGRESS section. It will auto-update after the finalist accepts or declines the

19. Go to the Approval Process section at the bottom; review School/Dept HR field. The name

entered in the Requisition will populate this field.

20. Select an approval process:

● EOAA Waiver to send the offer card to EOAA for final approval; use when job is a waiver

and a grade 14/106 or above. Before submitting an EOAA waiver, speak to your HR Client

Manager.

● Submit Applicant to Central HR if this position is on the

Morningside/Manhattanville/Lamont campuses. The Offer Card will be routed to

hrcs-talentlink@columbia.edu for review and approval.

● Submit Applicant to CUIMC Central HR if this position is on the cuimc campus

requisition is awaiting the School/Dept approval.

d. If you are the School/Dept HR and School/Dept Approver, after clicking “Save”, scroll down

to the Approval process field and click “Approve”, then scroll down to the Approval process

field again to confirm the requisition is approved and awaiting Central HR approval.

Submit Applicant to Central HR

a. Review School/Dept Approver. The name entered in the Requisition will populate this field.

b. Review Central HR Approver. The name entered in the Requisition will populate this field.

c. Click “Save”. The page will refresh. Scroll down to the Approval process field and confirm the

requisition is awaiting the School/Dept approval.

d. If you are the School/Dept HR and School/Dept Approver, after clicking “Save”, scroll down

field.

c. Click “Save”. The page will refresh. Scroll down to the Approval process field and confirm the

requisition is awaiting the School/Dept approval.

d. If you are the Initiator and School/Dept Approver, after clicking “Save”, scroll down to the

Approval process field and click “Approve”, then scroll down to the Approval process field

again to confirm the requisition is approved and awaiting Central HR approval.

22. Click “Save and close” to return to the applicant list. Wait for Central HR or EOAA to approve the

finalist before creating the offer letter.

CREATING AND SENDING AN OFFER

23. Go to the Applications page (either from the Dashboard or by clicking the menu (three horizontal

26. Click “Move now” to confirm status change.

27. Scroll down to Offer documents to upload the offer letter. Click “Merge Document”.

Note: Do not be intimidated by the word “merge”. All offer letter templates contain merge fields,

placeholders (i.e., JOBTITLE) that will be filled in by requisition, applicant card and offer card fields.

28. Select the appropriate Offer Letter template and click “Merge”.

Note: If you did not fill in all merge fields on the offer card, you will see the missing fields after

clicking “Merge”. If you click “Ignore”, you must fill in the information when you review the offer

letter.

Example of missing merge field

29. Confirm offer letter has been uploaded by reviewing the Offer Letter listed under Document.

● Save the revised offer letter to your computer and give it a slightly different file name so you

can differentiate between versions.

● Click “Add Document” in the Offer Documents section; find revised offer letter; upload file.

● Add a Title. Create a straightforward, appropriate title; it will be visible to the finalist.

Note: If you do not add a title, the file name will be visible to the finalist.

● Click “Save and close”.