What is it?
When we say Recruiting, we mean…
- Posting jobs and collecting applications
- Managing candidates from review to ready for hire
- Ensuring compliance for posting jobs and screening candidates
View the July 15, 2026, GBAS PowerUp! Workday demo video featuring recruiting and candidate management processes in Workday. Reference the Recruiting & Candidate Management FAQsfrom the session.
View the July 22, 2026, GBAS PowerUp! Workday demo video featuring Graduate Assistants Workday capabilities. Reference the What’s New With Graduate Assistants FAQsfrom the session.
Key Terminology
A user who supports the recruitment process in coordination with the manager. The Primary Recruiter manages the recruiting efforts for all assigned job requisitions. They can act on all processes within Workday regarding the applicant stages. Multiple Primary Recruiters can be assigned to a job requisition; more often this is someone in the department that supports the manager, or HR partner. Receives notifications related to the job requisition.
Legacy Term: Department Admin – usually Originator
Used for continuous sourcing for high volume hiring or hard to fill jobs.
Legacy Term: Campaign
Defines the responsibilities, required skills and qualifications for the position.
Legacy Term: Position Description in PeopleSoft
A grouping of similar jobs, often used for reporting and pay structure purposes.
Legacy Term: Job Family
The department or team structure in Workday that shows who manages the job, who approves it and where it fits in the organization.
Legacy Term: Department ID
A set of standard questions attached to a specific job requisition or posting. Candidates answer these questions as part of their application.
Legacy Term: Application Form in PageUp
A pre-built job requisition setup that can include questionnaires, approvals and job details.
Legacy Term: General Recruitment Template in PageUp (one template, used for all job postings)
Any type of paid employee at the university.
Legacy Term: Employee
The process used to make a change in Workday.
Legacy Term: ePAF
The business process used to edit a worker’s pay.
Legacy Term: Edit Existing Job ePAF
The business process used to provide a one-time payment to a worker.
Legacy Term: Additional Pay ePAF
A recurring payment that isn’t base salary.
Legacy Term: Recurring Additional Pay
The page where you can find all information for a worker.
Legacy Term: Job Data
UFHR/Main HR.
Legacy Term: Core HR
Security role assigned to general initiators of a business process.
Legacy Term: Initiator of ePAFs
A security group that allows the user to create job requisitions, access the recruiter dashboard and generate recruiting reports.
Legacy Term: Department Admin, usually Originator
An HR Partner can serve as both an initiator and a Level 1 approver for worker transactions. They may be assigned to support an entire school, college or department and play a key role in ensuring HR processes are initiated and reviewed in accordance with institutional policy.
Legacy Term: Level 1 Approver
Reviews proposed salaries for staff or faculty positions prior to posting. This role is typically at the college level.
Legacy Term: No direct equivalent in current state; might be Level 1 Approver. Review happens outside of the system.
Reviews and approves job requisitions at the Core HR level. All requisitions are reviewed by this role prior to posting.
Legacy Term: Core HR – Talent Acquisition and Onboarding team
Responsible for reviewing and approving compensation changes at the Core HR level. During job requisition creation, their review is required if the proposed salary exceeds the upper reference point of the pay grade by 10% or more.
Legacy Term: Core HR – Classification and Compensation team
Security role assigned to senior HR approvers within a college or departmental unit.
Legacy Term: Additional Approver