Recruiting: Advertising

Owned by Sara Yilmaz
Last updated: Jan 22, 2024 by Megan DeLaney

This article details the advertising process for non-CPFM FASS-HR recruitments. If you are a FASS client, please discuss advertising options with your HR recruiter. 

Process Overview

  1. Advertising options are discussed with the FASS HR Recruiter at the Recruitment Intake stage of a new search.
  2. The FASS HR Recruiter gathers quotes from the advertisers and submits them to FASS Purchasing via the BOSS form.
  3. FASS HR Recruiter processes the purchase using the BOSS Row ID as the purchase reference number.
  4. FASS AP receives the invoice from the vendor and processes payment. 

FASS Agent Step-by-step guide

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  1. 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.

    1. The recruiter should enter their own email in the Purchaser field.
  2. Budget Approver will receive an automated email to approve the request.
  3. 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.
  4. The FASS HR Recruiter will log into this dynamic view report to complete the purchase:
    1. Copy the Row ID number and paste it into the Purchase Reference Number field. Instruct the vendor to include this purchase reference number on their invoice.
    2. Purchase Date is the date the purchase is being made.
    3. Received Date is the start date of the advertising.
    4. Purchase Method should be set to "order placed no PO or contract".
    5. Set the FASS Assignment to FASS Invoice Payment.
    6. Add all attachments via the Attachments tab in the detail window, and add any other notes pertinent to the request.
    7. The final step in this process should be to set the order to "Order Complete".
  5. 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.
  6. Instruct the advertising vendor to do the following:
    1. Include the Purchase Reference number ( 4a above) on the invoice.
    2. Send the invoice to fsacctspayable@uoregon.edu
  7. 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.



Resources and Links

About Recruitment Advertising: https://hr.uoregon.edu/recruitment/hiring-faculty-and-staff/recruitment-advertising-guide/register-guard-advertising