Archdiocese and Paycom Applicant Tracking and On-boarding Guide

This guide will show you how to submit and approve a job requisition in Paycom. We will also cover how

to view and hire applicants.

To begin, the first thing you will need to do is submit a job requisition in Paycom so your position can be

posted. In the Talent Acquisition section click on Applicant Tracking.

Next, click on Create Job Requisition.

Click on Create Requisition.

This will bring you into the setup for creating a new job requisition. First, select the job template name

that most closely resembles the position you are hiring for (you will be able to edit the title and job

description as needed further into this process).

Fill in the request reason and type from the provided choices, number of open positions (how many

Bookkeepers do you need to hire), anticipated start date (when do you expect your new employee to

start) and lastly, fill in your username with the primary recruiter and hiring manager fields.

Next, fill in the information in the Job Template Details section.

• Job Title: this is what will display online when someone is searching for this job on the careers

page

• Degree Type: Fill in what type of each education is REQUIRED for the position (this will display to

applicants when viewing the job)

• Position Type: select from the choices (this will display to applicants when viewing the job)

• Reports to: list the position this reports to (this will display to applicants when viewing the job)

• Location: Choose your parish (this will display to applicants when viewing the job)

• Requisition Approval Group: Choose your parish. This will route the requisition to the business

manager and Pastor for approval in Paycom. Business Managers have access to approve on

Pastor’s behalf in Paycom.

• Payroll Profile: Choose your parish. This will post the job on the Archdiocese of Denver Careers

page as well as on your specific Parish website.

• Interview Workflow: Choose your parish. This will ensure the business manager and pastor can

view all applicants for this job when logging into Paycom.

The next two boxes list out the Job Description and Job Qualifications that will be posted online. You can

edit these as needed for your specific job posting. Just type in and edit the text that you want displayed

when an applicant clicks online to view this position.

Finally, answer the questions on the page that are asked regarding the position you are posting.

Once all questions have been answered, type in any additional comments if necessary and then click on

Submit.

Once you click submit, scroll back down on the page and select the dates you want the position to be

posted online. External listing means it will be posted on the Archdiocese of Denver Careers Page, and

Internal listing means the job would be made available on employee self-service. Those are the only two

options you would choose.

Ho Job: This means the job would go first on your website, otherwise of you select no, it will just display

the open jobs in alphabetical order.

Remove Listing When Filled: Always select Yes. Paycom will default that for you. This will automatically

take the job off the website once you hire someone.

If your pastor will be approving the position in Paycom, you can select Pastor from the highlighted

dropdown and click on Save. This will send an email notification letting them know to login and approve

the position. If you will just be posting the position, just click on Post.

Now that your job has been posted online, applicants can begin applying for the position. They can visit

the Archdiocese of Denver Careers page, or your locations website to apply for the position online.

To apply, they would click on the name of the position they are interested in.

After reading the job description the applicant would then click on Apply for Job.

They would then click on Create Account to begin filling out the application.

This will then ask them to enter their name, email, and create a password they would like to use to

complete their application. Once that information is entered, they can click on Create Account.

Applicants can then fill out the information that is requested of them in the Application Process.

Anything with a red * will be required. Once all required information has been entered on each page,

the applicant will click next to move forward.

Once the applicant has finished entering their information they will electronically sign off on their

application. By checking off the box to acknowledge the affidavit. Once complete, they will click on Save

and Submit. Now that the applicant has finished their application the business manager will receive an

email and be able to view the application in Paycom.

Now, to view the application in Paycom, you can return to the applicant tracking page and click on

Recruiter Dashboard.

You will see some general information at the top of the dashboard on your open positions and active

applications. Click on the Active Applications button to view everyone who has applied to your job

online.

You can then click on the applicant’s name to view their application in Paycom.

Once viewing the application, you can click through the highlighted tabs to view the information that

was submitted.

When on the Scheduled Tasks tab, you will see further down a list of all the steps in the hiring process to

help you keep track of where your applicants are in the process. Each applicant will begin in the Review

Application Step. You can select which step you would like to move them to if you are moving them

forward. Once you’ve made your selection, click on Save.

You can then view on your dashboard what step of the process each of your applicants is in. I have one

application in the interview phase in the screen below. I can click on the number 1 to get back to viewing

the application.

Once you are ready to move forward with the application you will use the application actions button.

In the top right section of the application you will see the application actions button. You can use this to

complete different actions on your applicant.

• Print Applications: allows you to print a copy of the application

• Forward Application: will send an email and create a PDF copy of the application as an

attachment if you’d like to send to someone else for review. • Send Message: allows you to send a message directly to the applicant

• Offer: begins the process of sending an offer letter.

• Reject: can be used at any time once you’ve decided not to hire or move forward with the applicant

• Save for Later: can be used if not hiring now, but may reach back out in the future.

• Transfer: copies application to another opening that may be a good match

We will go through as if we are ready to Offer this application the position, in which case we will click on

Offer.

Paycom will then let you know you are offering the last open position. And will automatically close the

job listing if the applicant accepts your offer. You can click on YES.

Next, click on Create Offer to send an offer letter to the applicant.

Next, fill in the highlighted fields as shown below. On the left side for New Hire Template, you will click

on Self-Onboarding. Fill in everything on the right as it applies to the position you are offering. Once

completed, click on Update.

Once the offer letter details have been entered, scroll down and click on Offer Actions > Send to

Candidate.

Fill in the subject of the email, and choose the template “Offer Notice with Onboarding”. Then click on

Email Letter. This will send an email to the applicant letting them know they’ve been offered the job. It will also contain a link for the applicant to select to sign their offer letter.

This is the email the applicant will receive. They will then click on the Offer Letter link to sign their offer

letter.

Once the applicant clicks the link they will be able to electronically sign off on their offer letter.

You will receive an email confirmation once the offer letter has been signed by the applicant. To confirm

the offer letter has been signed you can return to your Recruiting Dashboard in Paycom.

Use the scroll option at the top to view the “Offers” section. Click onto that section to see your offered candidates.

You will see the Offer Letter is showing signed. Since that is the case, you can click on Start in the Hire

column to work on adding the employee to Paycom as a new hire.

Once you click on Start, select “Self-Onboarding”. Then fill in the information as needed. The payroll profile will be your location. The employees name, email, and phone number will be populated from

their job application. Once all info is filled in click the arrow next to create, and choose “Create and Send Invitation”.

This is how you will get your applicant added to Paycom as a new employee. Sending the invitation will

email the applicant you are hiring and allow them to enter/confirm their demographic information.

Now your New Hire will be receiving an email. They will just click the start button in the email and follow

the steps it gives them.

Once they click on Start it will send them a text message to verify their phone number. The New Hire will

then proceed through the steps to verify/update/enter their information.

The employee will just click on begin on each section and type in their information. Once this has been

completed you will be able to finish entering their them into Paycom as a new employee.

Now that your employee has completed the self-onboarding process (you will receive an email

notification letting you know) in Paycom you can return to your client login and the new employee

queue and finish adding them as a new hire.

As you return to this section, all the information will already be filled in based on what your new

employee has completed. You will continue working through the remaining screens to fill in your

employee’s information.

On step 3 be sure to enter the business manager as the Tertiary Supervisor and the Pastor as the

Quaternary supervisor. This will help with certain email notifications in the new hire process.

On step 7 be sure to select the New Hire Onboarding Parish for your Parish new hires, and School for

your school new hires.

Once you have completed step 7 of the new hire queue, your employee will have access to complete all

their “paperwork” electronically through employee self-service.

This will cover what your new employee will see when logging into their employee self-service account.

To access their new hire checklist, they can go to the Checklists section and click on the new of the

Checklist.

Your employee will just click the “Start” button to complete each item in the checklist. You will still need

to provide a paper copy of your locations specific employee handbook and holiday schedule. Your

employee will electronically sign off in the checklist that they have received these items.

After your employee has completed Section 1 of their I-9, the business manager will receive an email

notification letting you know. You will then need to login to the client login on Paycom and complete

section 2. You will also still need to get copies of your new employee’s ID’s for their I-9.

To complete section 2 of the I-9 you can go to make employee changes, click on the employee’s name.

Then click on Form 16 – Checklists.

Click on the Name of the Checklist to view the specific tasks.

Click on the Start button to complete section 2 of the I-9.

On the next screen fill in the information based on the forms of ID provided and then sign the form. This

will create an electronic copy of the I-9 in Paycom that you can access on form 15 – Documents of the

employee’s record.

Once all tasks on the checklist have been completed the Onboarding process in Paycom has been

finished.