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USA Operations Centers Career Center Policy May 2017
As this policy is reviewed, please note the following State for which exceptions exist:
Not Applicable
Specific details on each exception may be found within the General Information section of this text.
The Internal Application Process provides an opportunity for qualified and interested employees to apply for job openings. The process helps supervisors fill vacancies with the most qualified candidates.
Objectives:
Communicate the duties, responsibilities, and requirements of vacant positions company wide
Provide opportunities for cross-functional or lateral movement for employees
Provide advancement opportunities for employees
Evaluate current and potential performance capabilities of interested applicants
Minimize the possibility of overlooking qualified applicants
Internal Application Process The Human Resources Department is responsible for ensuring the proper administration of the internal application process. Guidelines, procedures and policies regarding the internal application process should be communicated to all employees.
Job Openings The job opening will contain many details about the opportunity, including a link to the job’s Level Description. There will also be an Additional Comments section of the requisition which may contain other items to note. Some examples might include:
Specific technical or non-technical skills required or desired
Outside candidates will be considered.
"Position is subject to Telephone / Vehicle Monitoring and/or Recording for quality assurance and training purposes."
Employees should use the link to the Job Level Description to compare the position's significant duties and responsibilities to their individual abilities and skills.
All requisitions will be posted for seven calendar days. Employees must apply for the job opening prior to the requisition being removed from the Career Center. A requisition may be re-posted which will extend the timeframe the requisition will be open for applications.
Depending on the business need of hiring management and the structure of individual departments, management may choose not to post all levels of a corresponding job family. The requisition will show the highest job grade available, and any additional job grades being considered will appear in the Additional Comments section of the requisition.
Targeted Openings In some situations, openings may be limited to employees in a specific role, department, or function. In this situation, the opening is not posted enterprise wide and is communicated specifically to eligible employees.
Moratoriums & Incumbency Periods In order to establish stability and consistency in staffing, employees may be ineligible to participate in the internal application process for a specific period of time from the effective date of starting a new position. This typically applies only to job openings for lateral positions. Employees may utilize the internal application process for promotional opportunities, but should discuss their intent to apply with their supervisor before beginning an application.
In the absence of a specifically designated requisition moratorium, management “approval” is not required for employees to post for opportunities for which they believe they are qualified. However, employees should discuss their interest in a job opening with their supervisor prior to completing an internal application.
After the incumbency/eligibility period has been satisfied, employees may participate in the internal application process.
Travel Expenses for Interviewing When an employee posts for an open position in another location, it is the hiring department’s decision and responsibility to decide whether to incur travel costs for the interview for an employee or to work out alternatives, such as video conference. If a hiring department does not want to incur the costs for the employee interview, then the hiring department must convey this to the employee before the interview and:
Let the releasing department or employee incur the expense of getting to the interview.
Consider other options for interviewing such as video conferencing.
If the hiring department decides to incur travel costs, the company will pay reasonable expenses for the candidate and one guest when it is arranged according to current Company business travel policy. Guest is defined as an individual of the candidate's choice. The travel cost for the guest cannot exceed the travel cost for the candidate.
The guest will share accommodations with the candidate and will be reimbursed for reasonable expenses actually incurred, which should be comparable and not exceed the candidates’ expenses. If the candidate wishes to book travel for more than one guest, he/she will be required by the Business Travel Center to provide a credit card for the expenses for the extra guest(s).
Travel arrangements are handled the same as for a business trip. Department head secretary or Recruiter assistance may be requested by those employees who do not normally travel for business.
If a candidate would like to have a real estate agent provide a community tour during his/her interview trip, the Recruiter may complete the Request for Real Estate Agent Assignment form. A Relocation Counselor will be assigned and after a real estate agent has been established, the Recruiter will be copied on the confirmation of the arrangements and phone number(s) of the real estate contact. The realtor will contact the candidate to set up the tour.
The realtor should provide information about:
housing options
real estate taxes
neighborhoods
communities
local real estate practices
follow-up on contract contingencies
Non-exempt/Timecard Employees: Time spent on interview trips, including travel, is not considered time worked. However, Joyner has elected to allow employees to receive pay for their normal scheduled hours while on an interview trip. Time spent on an interview trip is not included for the purposes of calculating overtime.
The hours the employee would normally work would be recorded on the timecard in the Total hours for the day, such as 8:00. For example, if the non-exempt transferee's normal work schedule is Monday - Friday (8 hours per day) and their interview trip is scheduled for Thursday thru Saturday, they would receive their regular 8 hours of pay for Thursday and Friday, but would not receive pay for Saturday. If travel occurs on a day the non-exempt candidate is normally scheduled to work, then they would receive pay for the hours of travel that fall within their normal work schedule. However, the candidate is not eligible for pay for travel time that occurs on a day, or during the time that they are not normally scheduled to work.
Release Arrangements
A release date should be determined between the departments or divisions involved (generally two to three weeks for positions not requiring relocation and not less than six weeks for placements involving relocation).
No Candidate Selected If no qualified internal candidates are identified for the job opening through internal applications, the hiring manager should contact Human Resources for assistance with filling their position.
Testing Generally, employees interested in a posted position are not administered an employment test. The following exceptions may apply:
Keyboarding tests may be administered to employees under consideration for jobs requiring keyboarding skills.
Language testing may be administered to employees under consideration for jobs requiring language skills.
Background Checks Corporate policy determines if background checks should be completed for employees under consideration for posted opportunities. See Background Checks for more information.
The following employees are NOT allowed to participate in the internal application process:
Seasonal employees
Co-op employees
College interns (current interns receiving a job offer may submit their information through the internal process)
If you are a seasonal or co-op employee, you may apply for external job openings as an external applicant by accessing the open jobs through joynertransportation.com/careers
If you see a job posted that you are interested in, discuss it with your manager. Your manager will work with you and the Human Resources department to determine if you are eligible.
During the posting process, you will have the opportunity to review your Company Profile to ensure it is up-to-date and complete.
Your application will consist of the Resume section of your Company Profile (internal and external work history, education information, and licenses and certificates) plus any comments you would like the hiring manager to see regarding your skills, experience, and business results.
A recruiter or the manager who is hiring will review applications and set up interviews. If you are selected for an interview, you’ll be contacted directly by Human Resources, the hiring manager or someone in the hiring department.
The candidate will complete any necessary expense account forms upon returning to work after an interview trip. One reimbursement will be issued to the candidate for both the candidate and candidate's guest.
You will receive notifications about the status of your application throughout the process. It is your responsibility to update your supervisor regarding any developments during the process.
The supervisor with a job opening obtains any necessary approvals before requesting a requisition, and will supply the necessary information to their recruiter to create the requisition.
In some cases, depending on the business need of hiring management and/or the structure of individual departments, management may choose not to post all levels of a corresponding job family.
Corporate policy indicates any positions that are not to be posted.
Typically, the following positions are not posted:
Vacancies which can be filled using excess staff.
Other positions indicated by local policy.
The requisition will be posted to the Joyner Career Center once the recruiter has completed and submitted it.
Employees who are interested in openings should have a conversation with their supervisor before starting the application.
The employee reviews their Company Profile to ensure it is up-to-date and then completes the comments section of the internal application. This will immediately be available to the hiring manager.
The employee will receive a notification that their application has been received. If they have not already done so, they should alert their supervisor about their application.
The hiring supervisor evaluates candidates for further consideration by reviewing their application.
The hiring supervisor coordinates the screening and interviewing of candidates.
The releasing management approves the interview and the duration of the trip for interviews requiring travel.
Management responsible for any travel costs approves the travel expense reimbursement.
The division or department with the opening should use relevant criteria to select the most qualified candidate for the position.
The hiring supervisor indicates if the candidate selected for the position. The hiring supervisor enters job offers details, which will be used to populate the job offer.
The job offer is sent directly to the employee. The employee should share details of the offer with their supervisor so that hiring and releasing management can discuss a release date and any other pertinent information.
Communications to non-selected candidates will be sent directly to their email. Interview feedback is not automatically shared, but can be requested from the hiring manager by the employee or their supervisor.
The recruiter will create the requisition, using information from the hiring manager.
The Recruiter assists potential applicants (or their supervisors) with information requests, including potential impacts to current or future salary. The Recruiter may use the Joyner Level Descriptions to provide more information about the position.
The Recruiter is available to assist the hiring supervisor throughout the process. The hiring manager should complete the job offer details, and the Recruiter will create and send the offer to the candidate.