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Administrator Guide
Last Updated: 2023-06-23
Example: Process Candidate Expenses and Recruiter Fees for a Job Requisition

Example: Process Candidate Expenses and Recruiter Fees for a Job Requisition

This example illustrates how to process the candidate expenses and recruiter fees associated with a job requisition.
You use an external recruiter to identify Alex Collins and Charlie Kennedy as candidates for a Marketing Director role. Both candidates attend on-site interviews and lunches with prospective teammates.
When you hire 1 of these candidates, you want to:
  • Enable reporting for cost-of-hire totals.
  • Create a supplier invoice to process external recruiter fees.
  • Reclaim candidate expenses that you incur on your corporate card.
  • Reimburse candidates for out-of-pocket expenses that they incur during recruitment.
  • Set up a job requisition for the role.
  • Configure Workday profiles for candidates.
  • Add expense payments on candidate payment elections.
  • Set up your external recruiter as a supplier.
  • Create spend categories.
  • Configure
    Team Lunch
     and
    Transport
     expense items, and add the
    Attendees
     attribute on the
    Team Lunch
     item.
  • Reassign expense credit card transactions to candidates.
Security:
  • Candidate Data: Candidate Expenses
     domain in the Recruiting functional area.
  • Set Up: Enable Worktags
     domain in the Common Financial Management and Worktags functional areas.
Configure the:
  • Expense Report Event
     business process and security policy in the Expenses functional area.
  • Supplier Invoice Event
     business process and security policy in the Supplier Accounts functional area.
  1. Access the
    Maintain Worktag Usage
     report.
    1. In the Expense Report category, click
      Edit Worktag Usage
       and add
      Job Requisition
       as a worktag type.
    2. Click
      OK
      .
    3. In the Supplier Invoice category, click
      Edit Worktag Usage
       again and add
      Job Requisition
       as a worktag type.
    4. Click
      OK
       and
      Done
      .
  2. Access the
    Create Supplier Invoice
     task.
    1. Enter these values:
      Option
      Description
      Company
      Select.
      Supplier
      Select your external recruiter.
      Invoice Date
      The current date.
      In the
      Invoice Lines
       grid, enter these values:
      Spend Category
      Quantity
      Unit Cost
      Worktags
      Select.
      1
      500
      Select the job requisition for the Marketing Director role.
    2. Click
      Submit
      .
  3. Access the
    Create Expense Report
     task.
    1. Select
      Create New Expense Report
      .
    2. Click
      OK
      .
    3. Add an expense line and enter these values:
      Option
      Description
      Date
      The current date.
      Expense Item
      Team Lunch
      Total Amount
      45
      Memo
      Alex attended our team lunch to meet prospective teammates.
      Worktags
      Select the job requisition for the Marketing Director role.
      Attendees
      Alex Collins
    4. Add another expense line and enter these values:
      Option
      Description
      Date
      The current date.
      Expense Item
      Team Lunch
      Total Amount
      50
      Memo
      Charlie attended our team lunch to meet prospective teammates.
      Worktags
      Select the job requisition for the Marketing Director role.
      Attendees
      Charlie Kennedy
    5. Click
      Submit
      .
  4. Access the
    Create Expense Report for Non-Worker
     task.
    1. Enter these values:
      Option
      Description
      Payee Type
      Candidate
      Pay To
      Alex Collins
      Creation Options
      Create New Expense Report
      Job Application
      Select.
      Company
      Select.
      Expense Report Date
      The current date.
    2. Click
      OK
      .
    3. Add an expense line and enter these values:
      Option
      Description
      Date
      The current date.
      Expense Item
      Transport
      Total Amount
      55
    4. Click
      Submit
      .
    5. Access the
      Create Expense Report for Non-Worker
       task again.
    6. On the initiation page, enter these values:
      Option
      Description
      Payee Type
      Candidate
      Pay To
      Charlie Kennedy
      Creation Options
      Create New Expense Report
      Job Application
      Select.
      Company
      Select.
      Expense Report Date
      The current date.
    7. Click
      OK
      .
    8. Add an expense line and enter these values:
      Option
      Description
      Date
      The current date.
      Expense Item
      Transport
      Total Amount
      190
    9. Click
      Submit
      .