Month: December 2025

This What’s Up With Workday session provided an insight into how procurement will be conducted in Workday. The session covered the steps to create requisitions, issue purchase orders, and create receipts and matching supplier invoices within the Workday platform. The session also discussed the use of procurement cards (P-Cards) for departmental purchases in Workday, highlighting how transactions are tracked and reported.

Workday will streamline the entire procurement process by automating the flow of information between requisitions, purchase orders, receipts, and invoices. With features like real-time status updates, automated approval routing, and integrated reporting, the system simplifies each step and makes tracking progress easier. This enhanced transparency and comprehensive documentation  promotes greater compliance and accuracy across all procurement activities.

During this session the training team demoed unified end-to-end process for purchasing, receiving, and paying for goods and services to the 217 participants. One attendee remarked that “I am excited about not having to remember codes for project numbers like you have to do in BuyWays,” expressing appreciation for Workday’s streamlined and transparent approach to procurement. Below is an outline of the topics covered during the session:

1. Introduction to Workday:
   • Workday is a cloud-based ERP software system that unifies HR, finance and other operational data into one centralized platform
2. Demo of Workday Procurement Features:
   • Creating a Requisition: Users can start a requisition in Workday with one search. Details such as Deliver To and Ship To Addresses, and accounting information autofill based on the attributes of the requestor (autofill values can be changed as needed).
   • Purchase Order Process: Once approved, your requisition is converted into a purchase order and sent to the supplier without extra steps.
   • Creating a Receipt: After receiving goods, simply record what you received in Workday, keeping everything connected to your purchase order.
   • Supplier Invoice: Invoices are matched and approved in Workday, with notifications to keep the payment process on track and transparent.
   • Procurement Card (P-Card) Overview: All P-Card purchases and approvals are tracked in Workday, aligning transactions with budgets and reporting needs.
3. Transition Details
   • Workday will go live in July 2026.
   • Training will be provided closer to the go-live date to ensure all employees are confident in using the new system.

A recorded version of the Procurement session is available for those who unable to attend or who wish to revisit the content.

The session concluded with reminders to follow the Workday@ Clemson website for updates, invite colleagues to upcoming sessions, and to submit questions and comments via email to Workday@Clemson.edu.

Learn more about Procurement and Financials Terminology

• Workday Words of the Week 6 – Procurement – Workday@Clemson Updates
• Workday Words of the Week 7 – Financials – Workday@Clemson Updates  

Frequently Asked Questions:

Question: Where do I enter budget information?

Answer: Workday auto-fills budget information based on cost center/work tags. You can adjust or add information during the requisition process.

Question: Can I upload supporting documents?

Answer: Yes, documentation (like contracts) can be uploaded with your requisition.

Question: Can I designate a delegate to submit or approve expenses on my behalf?

Answer: Delegation options are still being finalized, and details will be shared during training.

Question: Will there be a way to search for promotional vendors if you do not know who the contract vendors are?

Answer: In Workday you can search for Suppliers from the list of existing Suppliers in the system.

Question: Will a PO be required for a P-card purchase?

Answer: P-card purchasing in Workday will align with Clemson’s policies and state requirements for p-card purchases.

Join us in December for an inside look into Staff Hiring! For a full list of upcoming sessions and links to recordings of past sessions visit the What’s Up With Workday webpage.

Clemson’s move to Workday will streamline the staff* recruitment and hiring processes into one system. As we prepare for this transition, we’re introducing new terms you’ll start hearing when it comes to recruiting and hiring. Whether you’re a hiring manager, HR Service Manager, HR Liaison, or part of a search committee, understanding these words will help you navigate the new system with confidence. Our December What’s Up With Workday Series focuses on Staff Hiring; join us to learn more!

^{*Some of the terms are applicable to Faculty and Student Hiring (in addition to Staff), but not all.  Faculty Recruitment will remain in Interfolio.}

Terms to Know

Here are some of the key Workday Recruiting terms and what they mean — in plain language:

Position

A position defines the responsibilities and attributes of a specific role to which an employee is assigned. Think of a position as a chair; you must have a chair in place for a new employee to sit in.

Job Requisition

This is the official request to fill a position. It includes details like title, pay range, and department. Once approved, it gives you permission to start the hiring process.
Think of the approved job requisition as the green light to recruit.

To complete a job requisition, a position must be created and available.

Job Posting

Once a requisition is approved, it becomes a job posting that appears on Clemson’s internal and/or external career sites.
The job posting is what applicants see when they’re browsing for jobs.

Candidate

Anyone who applies for a job through Workday is a candidate. Candidates remain in the system throughout the process — from application to hire (or dispositioning, if they’re not selected).
Basically, candidate refers to anyone “in the running.”

Candidate Pipeline

A visual tracker that shows where each candidate is in the process — application review, interview, offer, hire, etc. 
The candidate pipeline like a progress bar regarding candidates for recruiters and hiring managers.

Evergreen Requisition

Some positions are hired continuously. An Evergreen Requisition keeps the posting open all year so new applicants can apply anytime, for example, the Administrative Temporary Employee Pool.
Think of an evergreen requisition as an “always hiring” post.

Reference Check

The hiring manager or Recruiting Coordinator will be prompted by Workday to collect and review information about a candidate from individuals who can speak to the candidate’s past performance, experience, and qualifications.  While Workday prompts you to do the reference checks, the actual activity of checking references happens outside of Workday.

Verbal Offer

Once a recruiter or hiring manager is satisfied that they’ve selected the right person for the role, a verbal offer will be assigned as a “To Do” task in Workday. When the candidate accepts the verbal offer, the final steps in the hiring process can proceed.

Background Check

After the offer is accepted, Workday automatically triggers a background check to verify employment history and other compliance details.

Offer Letter

When a candidate is selected, Workday generates an offer letter that includes title, pay, start date, and other details. Before it reaches the candidate, the offer letter will route through approvals which allow each approver to see the necessary details related to the offer.  The candidate can review and accept it directly in Workday.
The offer letter is the “Congratulations, you got the job!” step. It’s the final step before hire.

Ready for Hire

Once all steps are complete, the candidate is marked Ready for Hire, and their information moves into the hiring and onboarding process.
This step is the green light to make the hiring decision and candidate acceptance of the offer official.

Onboarding

After hiring, onboarding tasks appear in Workday to help new employees get started — from completing required forms to setting up direct deposit.
Workday makes it easy to welcome new Tigers!

Workday Security Roles for Recruiting

In Workday, different people have different responsibilities. The Workday Security roles listed below will be assigned to individuals in centralized and decentralized roles. The security role name may not align with a position title someone holds. Find out more about Workday Security.

Central HR Workday Security Roles related to recruiting include:

• Recruiting Partner: Manages job postings and the recruiting process.
• HR Partner (currently HR Service Manager): Supports approvals, compliance, offers and the hiring process.

Decentralized Workday Security Roles related to recruiting include:

• Cost Center Manager/Cost Center Hierarchy Manager: Approves the compensation in the recruiting and hire processes.
• Hiring Manager: Reviews applicants, conducts interviews, and dispositions candidates.
• HR Liaison: Initiates, reviews and supports recruiting, staffing and compensation transactions for faculty, staff and students.
• Recruiting Coordinator: Initiates, reviews and supports recruiting transactions for faculty, staff and student positions.

Why It Matters

Workday Recruiting will help Clemson:

• Simplify the hiring process across departments.
• Create a consistent candidate experience.
• Reduce manual work and improve transparency.

Together, these features make hiring more efficient — and help bring great talent to Clemson faster.

Stay tuned for more “Workday Words of the Week” as we continue exploring the terms and features that will make Workday@Clemson a success!