O-6-135 Hire an Internal Candidate in Dayforce

👤 Role

Hiring Manager or Designee

🎯 Purpose

When there is a change to an employee’s role within the company, their employment type (salaried vs. hourly), or the employee has applied to a specific job posting within the company and will be hired, the steps to complete that position change are slightly different than hiring an external candidate but still utilize the Hire button within Recruiting.

Moving an employee to a new role must never be completed within Forms in the employee record. Instead, the hiring manager completes the Internal Candidate Hire form in Dayforce as described in the steps of this process.

🔄 Process

1. Log into Dayforce on a web browser in the Manager role.

2. In the upper left corner, select the Menu icon. The menu will expand.

   

3. Select Recruiting.
4. Locate and select the job requisition to which the candidate has applied.
5. Select the candidate’s name.
6. Select Hire. A new window with the Internal Candidate Hire form will open. This form will look similar to the Hire form for external hires but will be abbreviated.

7. Complete the Employee Details section:

   

   1. Hire Date: Enter the date that the change should take effect

      EXAMPLE

      For a position change, this should be the first day that the employee will be in that new role.

   2. Employee: this field will auto-populate.
   3. Employee Number: this field will auto-populate.
   4. Onboarding Policy: leave this blank; no selection is needed for internal hires at this time.

8. Complete the Location and Job Assignment section:

   

   1. Location: select the appropriate office location.
   2. Job Assignment: select the correct job assignment.
   3. Reason: from the options listed, select the one that best describes the reason for the change.
   4. Virtual checkbox: leave this unchecked.

9. Review the Managers section; edit only if a change is needed from what is listed.

   

10. Complete the Status and Compensation section:

    

    1. Status: Select Active.
    2. Status Change Reason: From the options listed, select the best applicable reason for the change being made.
    3. Pay Type: This field will populate from the requisition; however, ensure this is accurate.
    4. Pay Class: This field will populate from the requisition; however, ensure this is accurate.
    5. Pay Group: Select the appropriate option related to the employee’s pay type and class.
    6. Time Off Policy: Select the appropriate option related to the employee’s pay type/class.
    7. Time Entry Policy: Select the appropriate option related to the employee’s pay type/class.
    8. Pay Policy: Select the appropriate option related to the employee’s pay type and class.
    9. Holiday Group: Select the appropriate option related to the employee’s pay type and class.
    10. Schedule Rule Policy: Leave this field empty.
    11. Shift Trading Policy: Leave this field empty.
    12. Overtime Group: Select the appropriate option related to the employee’s pay type/class.
    13. Payroll Policy: Select the appropriate option related to the employee’s pay type and class.
    14. Weekly Hours: Enter “40” in this field, unless in an unusual circumstance a position with a different consistent weekly total (e.g. 35 hours) has been arranged.
    15. Average Daily Hours: Enter 8. This field drives accurate holiday pay.
    16. Semi Monthly Hours (Top): Leave blank.

    17. Semi Monthly Hours (Bottom): Leave blank.

        Complete the Base Rate section.

        

    18. Base Rate: Ensure the generated hourly rate is accurate as listed in the offer letter accepted by the candidate.

        REFERENCE:

        If needed, reference the offer letter found in the Offer Letter Approved notification in Dayforce messages.

    19. Annual Salary: Ensure the generated annual salary is accurate as listed in the offer letter accepted by the candidate.

        REFERENCE:

        If needed, reference the offer letter found in the Offer Letter Approved notification in Dayforce messages.

    20. Remaining fields in this section should be left as N/A as shown in the screenshot above.

11. The Additional Rates section should be left blank.

    

12. The Compensation History is available for reference but does not need any steps taken.

    

13. In the Comment section, no comments are required but may be added as appropriate.

    

14. After ensuring all fields have been filled in accurately, select Submit in the lower right.

    

    The Internal Candidate Hire Form will immediately route to the submitter's manager for approval and will also send a notification to the payroll manager.

    After the form has been approved, you will receive a notification message in Dayforce. At this point, the individual moves from applicant status into employee status.

    Within Recruiting in Dayforce, the candidate status will change automatically to “Hired” upon approval of the New Hire Form, and the requisition will automatically be marked as “Filled” if the number of openings was set as “1”.

📅 Effective: 10.01.2025  |  🔍 Reviewed: 11.05.2025   |  🛠️ Revised: 11.05.2025   |  ✅ Approved: JFJ