New Workday BGC & SMS workflow guide for recruitment

January 30, 2025

WSU HRS is excited to share new resources and improvements for the Sexual Misconduct Statement (SMS) and Background Check (BGC) processes in Workday, which vary dependent upon whether a position is federally or non-federally funded.

Prior to making an employment offer (including a verbal offer), HRS must complete the SMS process for final candidates. This is typically done at that same time as the background check process. However, for federally funded positions, employers are required to extend an offer of employment before beginning a background check. This difference in the order of events for federally versus non-federally funded positions can be confusing.

To help clarify these processes, HRS has created workflow guides for both faculty and staff recruitments. These BGC and SMS workflow guides can be found in the Faculty and Staff Recruitment Toolkit on the HRS website, and are linked below. These guides focus specifically on the SMS and BGC process through hire, and do not cover the full recruitment process.

While preparing these guides, HRS identified opportunities for process improvements in the Workday recruitment process. Below is a summary of key changes to the Workday recruitment process related to the BGC and SMS processes:

Federally Funded Positions
- After the SMS process is completed by HRS, HR Partners and Primary Recruiters will receive a Workday inbox “To-Do” task to extend the verbal offer.
- A new Workday applicant message, “Verbal Offer Contingent on Successful BGC,” has been added. This message should be used by the HR Partner or Primary Recruiter to confirm the verbal offer and to indicate that the background check will follow.

All HR Partners and Primary Recruiters are encouraged to review and familiarize themselves with these new resources. If you have any questions or need further clarification, please do not hesitate to contact your HR Service Team or the Talent Acquisition team at hrs.recruitment@wsu.edu. To find your HR Service Team, visit this link. Human Resource Services is here to assist you throughout the process.