This article details the advertising process for non-CPFM FASS-HR recruitments, including how to submit invoices to FASS Accounts Payable. . If you are a FASS client, please discuss advertising options with your HR recruiter.
Process Overview
- Advertising options are discussed with the FASS HR Recruiter at the Recruitment Intake stage of a new search.
- The FASS HR Recruiter gathers quotes from the advertisers and submits them to FASS Purchasing via the BOSS form.
- FASS HR Recruiter processes the purchase using the BOSS Row ID as the purchase reference number.
- FASS AP receives the invoice from the vendor and processes payment.
FASS Agent Step-by-step guide
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- Links to the Work Orders in AiM:
- Graystone Work Order
- Job Elephant Work Order
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FASS HR Recruiter fills out BOSS request from Department BOSS Form to obtain budget approval and to create an entry for the expense and payment. - The recruiter should enter their own email in the Purchaser field.
- Budget Approver will receive an automated email to approve the request.
- Once the request has budgetary approval, the "purchaser" (FASS HR Recruiter) will receive an email with a link to the Recruitment Advertising Dynamic View report.
- The FASS HR Recruiter will log into this dynamic view report to complete the purchase:
- Copy the Row ID number and paste it into the Purchase Reference Number field. Instruct the vendor to include this
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- purchase reference number on
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FASS Agent Step-by-step guide
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The estimated cost for posting in the Register Guard is is $80.00. Submission Due By: Tuesdays, 4pm for following Sunday paper. FASS HR submits requisition in MyTrack. - FASS HR collects the following information from Intake Form.
- Department
- Department Contact
- Contacts Email Address
- Department Index
- Position Title
- Job Requisition #
Once requisition is in "Recruiter's" queue, FASS HR submits advertising request through communications. - FASS HR receives confirmation email. This can be used to make changes if required
- .
- Purchase Date is the date the purchase is being made.
- Received Date is the start date of the advertising.
- Purchase Method should be set to "order placed no PO or contract".
- Set the FASS Assignment to FASS Invoice Payment.
- Add all attachments via the Attachments tab in the detail window, and add any other notes pertinent to the request.
- The final step in this process should be to set the order to "Order Complete".
- Completing step 4 will remove the line entry from the Recruitment Advertising Dynamic View report. If you need to retrieve this line to make corrections, contact the Service Team.
- Instruct the advertising vendor to do the following:
- Include the Purchase Reference number ( 4a above) on the invoice.
- Send the invoice to fsacctspayable@uoregon.edu
- The Vendor will send the invoice to FASS AP per above instructions. FASS AP will match the invoice to the expense line and process the payment.
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