Creating Employee Referral Programs

This chapter provides an overview of employee referral program setup steps and discusses how to:

Set up employee eligibility rules.
Set up award category rules.
Set up employee referral programs.

Understanding Employee Referral Program Setup Steps

This section lists a common element and discusses employee referral program setup steps.

Common Element Used in This Chapter

Referral Program ID

Displays the identification code that you assign when you define an employee referral program. It is a key field for many of the pages addressed in this chapter.

Employee Referral Program Setup Steps

To set up employee referral programs:

Set up employee eligibility rules by using the Employee Eligibility Rules (HRS_RULE_ELIG) component.

See Setting Up Employee Eligibility Rules.
Set up award category rules and schedules by using the Award Category Rules (HRS_RULE_AWD) component.

See Setting Up Award Category Rules and Schedules.
Set up employee referral programs by using the Employee Referral Program (HRS_REF_PGM) component.

See Setting Up Employee Referral Programs.
Associate a employee referral program with a recruitment template on the Recruitment Template page.

This enables the system to automatically associate a referral program with a job opening when the job opening is created using that Recruitment Template. In turn, the system uses this employee referral program's rules to use to evaluate eligibility and pay awards for the job opening.

See Setting Up Recruitment Templates.
Set up an Employee type recruitment source by using the Source Setup (HRS_SOURCE_SETUP) component.

When an applicant applies for a job online, they can specify referral information in the Referral Information group box if you include the Referrals section in the resume template for that job opening. If they select an Employee type recruitment source as the referral source, additional fields appear in the group box that enable applicants to specify information for the employee that referred them, such as the employee's name, email address, and whether that employee is a member of their family.

Setting Up Employee Eligibility Rules

To set up employee eligibility rules, use the Employee Eligibility Rules (HRS_RULE_ELIG) component.

This section provides an overview of employee eligibility rules and discusses how to:

Name and describe employee eligibility rules.
Create SQL statements for employee eligibility rules.

Understanding Employee Eligibility Rules

Employee eligibility rules define the conditions under which an employee is eligible for award payment under the employee referral program. For example, you might want to limit eligibility to employees who work in a particular geographic area or type of job. You might want to exclude employees in certain departments or locations. You can create a rule that combines a number of criteria to determine employee eligibility.

To set up employee eligibility rules:

Name and describe the employee eligibility rule on the Employee Eligibility Rules page.
Create SQL statements for the employee eligibility rule on the Employee Eligibility Rules - Rule SQL page.

Pages Used to Create Employee Eligibility Rules

Page Name	Object Name	Navigation	Usage
Employee Eligibility Rules	HRS_RULE_DEF	Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Employee Eligibility Rules, Employee Eligibility Rules	Name and describe employee eligibility rules.
Employee Eligibility Rules - Rule SQL	HRS_RULE_SQL	Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Employee Eligibility Rules, Rule SQL	Create SQL statements for employee eligibility rules.
View SQL	HRS_VW_SQL	Click the View SQL link on the Employee Eligibility Rules - Rule SQL page. Click the View SQL link on the Award Category Rules - Rule SQL page. Click the View SQL link on the Hot Job Administration - Selection page.	View a SQL statement that the system generates from information that you enter on the Employee Eligibility Rules - Rule SQL page.

Naming and Describing Employee Eligibility Rules

Access the Employee Eligibility Rules page.

Long Description

Enter a description of the employee eligibility rule. This description appears on the Employee Eligibility Rule page in the Employee Referral Program component.

Creating SQL Statements for Employee Eligibility Rules

Access the Employee Eligibility Rules - Rule SQL page.

Note. You do not have to create a rule stating that the applicant must have an active employee status on the award date. This rule is already built into the system.

To construct a rule:

Select open parentheses.

You can select from zero to five open parentheses to group lines as needed.
Select a record.

You can select the HRS_EMPLOYMT_I or HRS_JOB_I2 or record.
Select a field from the selected record.

Only valid fields for the record that you select appear as values in the system prompt.
If setID is a key for the record and field that you selected,.select a setID in the SetID field.

The SetID field does not appear if setID is not a key.
Select an operand.

Values are:
- Equal To
- Greater Than
- Greater Than or Equal to
- LIKE
- Less Than
- Less Than or Equal To
- Not Equal To
Enter a value that corresponds with the record, field, and operand that you selected.

You can enter either a static string or select a value from a list of valid values for the field.
Select from zero to five close parentheses.
(Optional) Add a row to continue the rule definition.

When you add a row, select the operand AND or OR in the first field in the new row.

Click the View SQL link to access the View SQL page, where you can view the SQL generated by the values that you entered for this rule definition.

Setting Up Award Category Rules and Schedules

To set up award category rules, use the Award Category Rules (HRS_RULE_AWD) component.

This section provides an overview of award category rules and schedules and discusses how to:

Name and describe award category rules.
Create SQL statements for award category rules.
Set up award schedules.

Understanding Award Category Rules and Schedules

When you define the award category rules, you’re defining the job openings that qualify for awards in the category and the amounts and timing of awards for the category. You can create any number of award categories, each with an award schedule. The job opening that the applicant is hired into determines the award category for the referring employee’s award.

You should set up categories so that each job opening (for which you want to have an employee referral program award) falls into only one category. Job openings that do not fall into any category cannot be processed for employee referrals.

To set up award category rules:

Name and describe the award category rule on the Award Category Rules page.
Create SQL statements for the employee eligibility rule on the Award Category Rules - Rule SQL page.
Define the amounts, timing, and earnings code for the rule on the Award Schedule page.

Pages Used to Set Up Award Category Rules and Schedules

Page Name	Object Name	Navigation	Usage
Award Category Rules	HRS_RULE_DEF	Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Award Category Rules, Award Category Rules	Name and describe award category rules.
Award Category Rules - Rule SQL	HRS_RULE_SQL	Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Award Category Rules, Rule SQL	Create SQL statements for award category rules.
View SQL	HRS_VW_SQL	Click the View SQL link on the Employee Eligibility Rules - Rule SQL page. Click the View SQL link on the Award Category Rules - Rule SQL page. Click the View SQL link on the Hot Job Administration - Selection page.	View a SQL statement that the system generates from information that you enter on the Employee Eligibility Rules - Rule SQL page.
Award Schedule	HRS_RULE_AWD_SCH	Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Award Category Rules, Award Schedule	Set up award schedules.

Naming and Describing Award Category Rules

Access the Award Category Rules page.

Long Description

Enter a description of the award category rule. This description appears on the Award Category Rule page in the Employee Referral Program component.

Creating SQL Statements for Award Category Rules

Access the Award Category Rules - Rule SQL page.

The steps that you use to construct a rule are the same as the steps that you use on the Employee Eligibility Rules - Rule SQL page.

For award category rules, the records are HRS_EMPLOYMT_I, HRS_JOB_I2, HRS_JO_I, or HRS_PSTBTH_I.

See Creating SQL Statements for Employee Eligibility Rules.

Setting Up Award Schedules

Access the Award Schedule page.

Currency Code

Select the currency that is used to define awards in this category. Valid values are Canadian Dollar and US Dollar. You can override the currency on the Referral Award Details page.

Important! Employee referral program rewards are paid to employees in the currency that corresponds to where the employee is located. Recruiting Solutions and PeopleSoft Enterprise Payroll for North America do not provide currency conversion. For example, if you define the award as 100.00 CAD, but the employee that receives the award is normally paid in US dollars, Payroll for North America will pay an award of 100.00 USD to the employee.

Award Total

Displays the total of all awards in the schedule. Click the refresh button to update the award total.

Earnings Code

If you use the delivered integration with Payroll for North America to pay employee referral award, you must select the earnings code associated with the award. This field appears only if Payroll for North America is installed. Define earnings codes by using the Earnings Table (EARNINGS_TABLE) component.

Duration and Type

Enter the time period that the referring employee must wait until the award is payable. You can enter the time period in days, months, or years. To calculate the date on which the reward is payable, the system begins with the date that the applicant is hired or rehired and adds the duration time period. This is referred to as the award date and is the date on which the duration requirement is fulfilled; it is not necessarily the date on which the award is paid. If you use the delivered integration with Payroll for North America to pay employee referral award, the system will not send award information before the award date.

Award Value

Enter the amount of a cash award or the value of a noncash award.

Gross-Up

Select if the award should be grossed up.

Setting Up Employee Referral Programs

To set up an employee referral program, use the Employee Referral Program (HRS_REF_PGM) component.

This section lists prerequisites and discusses how to:

Define employee referral programs.
Set up additional employee referral program criteria.
Select employee eligibility and award category rules.

Prerequisites

Before you can define employee referral programs, you must:

Set up employee eligibility rules.

See Setting Up Employee Eligibility Rules.
Set up award category rules.

See Setting Up Award Category Rules and Schedules.

Pages Used to Define Employee Referral Programs

Page Name	Object Name	Navigation	Usage
Employee Referral Program - Employee Referral Programs	HRS_REF_PGM_PG	Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Employee Referral Program, Employee Referral Programs	Define employee referral programs.
Employee Referral Program - Criteria	HRS_REF_PGM_CRT	Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Employee Referral Program, Criteria	Set up additional employee referral program criteria that are not covered by employee eligibility or award category rules.
Employee Referral Program - Rules	HRS_REF_PGM_RUL	Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Employee Referral Program, Rules	Select employee eligibility and award category rules that are in effect for the program.
Employee Eligibility Rule	HRS_RULE_ELIG_SP	Click the View Description link in the Employee Eligibility Rules group box on the Employee Referral Program - Rules page.	View a description of the employee eligibility rule. The description that you entered in the Long Description field on the Employee Eligibility Rules page appears here.
Award Category Rule	HRS_RULE_AWD_SP	Click the View Description link in the Award Category Rules group box on the Employee Referral Program - Rules page.	View a description of the award category rule. The description that you entered in the Long Description field on the Award Category Rules page appears here.

Defining Employee Referral Programs

Access the Employee Referral Program - Employee Referral Programs page.

Effective Date

Enter an effective date. The system uses the effective date with the Use Program As Of field to determine the rules that are in effect for a referral.

Require Approval for Payment

Select to require approval for an award before the award is sent to the payroll system. Awards that have an Approved status can be submitted for payment. If you select this option, the system assigns a Needs Approval status to an award when the award is created. Users must manually approve the award on the Referral Award Approval page. If you clear this check box, awards are automatically given Approved status when they are created.

Separate Check

Select if you want the award paid separately from the employee’s regular paycheck. If you are paying awards through Payroll for North America, all grossed-up awards are paid by a separate check.

Allow Dups to Exceed Original (allow duplicates to exceed original)

Select if the total award can exceed the original award amount when an award is split among several referring employees.

Use Program As Of

Select which effective-dated program rules apply to the referral. Valid values are Applicant’s Hire Date and Referral Date. The system applies all program rules that are in the effective-dated row that is active as of the Use Program As Of date. For example, an employee referred an applicant on December 1 and that applicant was hired on February 1 of the following year. However, the ERP rules changed on January 1 from $100 for all successful referrals before January 1 to $1000 for those on or after January 1. If the Use Program As Of field is set to Referral Date, the employee is entitled to only $100 since the referral was made before January 1. If the field is set to Applicants Hire Date, the employee is entitled to $1000 since the applicant was hired after January 1.

Note. This field is only available when a new employee referral program is created. After saving the employee referral program, the value in subsequent effective-dated rows cannot be changed.

Setting Up Additional Employee Referral Program Criteria

Access the Employee Referral Program - Criteria page.

General Criteria

Limit Referral Life Span To	The system uses the value that you enter here to determine whether the employee’s referral is active at the time the applicant is hired. The life span of the referral must be active for eligibility. The system calculates life span in calendar days. Each time the employee refers the same applicant, the life span begins again. Enter 0 to continue the life span of referrals indefinitely.
Disqualify if applicant reports to the referring employee	Select to disqualify employees if the applicant reports to them directly or indirectly based on the department tree structure as of the applicant’s hire date. If you use this rule, you must set up the department tree structure in PeopleSoft Enterprise Human Resources.
Disqualify employee if their Manager Level is greater than or equal to	Select a manager level. The system disqualifies employees if their manager level is greater than or equal to the value that you select. To make all managers ineligible, select All Other Positions. The system evaluates employee levels as of the applicant’s hire date. If you use this rule, you must set up the department tree structure in Human Resources.

Applicant Criteria

Allow Previous Employees, Only if the applicant's Previous Termination Date is, and prior to the

Select Allow Previous Employees to allow employee referrals of applicants who are previous employees. Complete the other fields to define how long the applicant must have been away from the organization. Enter 0 in the Only if the applicant's Previous Termination Date is field to allow all previous employees to be referred.

The system evaluates this criteria based on information that users provide when they refer friends online or information that recruiters enter for an applicant on the applicant data pages. It does not check the organization’s historical records.

Allow Family Member Referrals

Select to allow employees to refer members of their family.

Selecting Employee Eligibility and Award Category Rules

Access the Employee Referral Program - Rules page.

Employee Eligibility Rules

When to Apply	Select when to apply each employee eligibility rule that you associate with this program. Valid values are Applicant’s Hire Date, Award Date, and Referral Date. You can select each of the three values only once for a maximum of three rows. The system uses the rule that you associate with the award date to check eligibility before paying any award in the award category award schedule or in a hot job award schedule. This field enables you to apply different employee eligibility rules at different points in the referral process. For example, you might want to apply strict employee eligibility rules at the time that the applicant is hired, but on the award date, you might only require that the employee have an Active status.
Rule ID and Description	Select the rule that you want to apply. The system populates the Description field automatically. Valid values are the rules that you set up in the Employee Eligibility Rules component.
View Description	Click to access the Employee Eligibility Rule page, where you can view the description that you entered in the Long Description field on the Employee Eligibility Rules page.
View Rule	Click to access the Employee Eligibility Rules component, where you defined the employee eligibility rule. Use your browser’s back button to return to the Employee Referral Program - Rules page.

Award Category Rules

Priority	Enter an integer in this field to tell the system in what order to process the award category rules. The system checks the job opening that the applicant is hired into against the category rules in the priority order. As soon as it finds the job opening in a category, it stops processing that job opening and applies the award schedule for that category. You should make the award category rules mutually exclusive so that a job opening does not fall into multiple categories. The system does contain safeguards against paying an employee in multiple award categories for the same applicant. If a job opening does not fall into any award category, no awards are scheduled or paid.
Rule ID and Description	Select the rule that you want to apply. The system populates the Description field automatically. Valid values are the rules that you set up in the Award Category Rules component. You can assign as many rules to the program as you want, each with a unique priority number. Do not select the same rule more than once.
View Description	Click to access the Award Category Rule page, where you can view the description that you entered in the Long Description field on the Award Category Rules page.
View Rule	Click to access the Award Category Rules component, where you defined the award category rule. Use your browser’s back button to return to the Employee Referral Program - Rules page.

Currency Code	Select the currency that is used to define awards in this category. Valid values are Canadian Dollar and US Dollar. You can override the currency on the Referral Award Details page. Important! Employee referral program rewards are paid to employees in the currency that corresponds to where the employee is located. Recruiting Solutions and PeopleSoft Enterprise Payroll for North America do not provide currency conversion. For example, if you define the award as 100.00 CAD, but the employee that receives the award is normally paid in US dollars, Payroll for North America will pay an award of 100.00 USD to the employee.
Award Total	Displays the total of all awards in the schedule. Click the refresh button to update the award total.
Earnings Code	If you use the delivered integration with Payroll for North America to pay employee referral award, you must select the earnings code associated with the award. This field appears only if Payroll for North America is installed. Define earnings codes by using the Earnings Table (EARNINGS_TABLE) component.
Duration and Type	Enter the time period that the referring employee must wait until the award is payable. You can enter the time period in days, months, or years. To calculate the date on which the reward is payable, the system begins with the date that the applicant is hired or rehired and adds the duration time period. This is referred to as the award date and is the date on which the duration requirement is fulfilled; it is not necessarily the date on which the award is paid. If you use the delivered integration with Payroll for North America to pay employee referral award, the system will not send award information before the award date.
Award Value	Enter the amount of a cash award or the value of a noncash award.
Gross-Up	Select if the award should be grossed up.

Effective Date	Enter an effective date. The system uses the effective date with the Use Program As Of field to determine the rules that are in effect for a referral.
Require Approval for Payment	Select to require approval for an award before the award is sent to the payroll system. Awards that have an Approved status can be submitted for payment. If you select this option, the system assigns a Needs Approval status to an award when the award is created. Users must manually approve the award on the Referral Award Approval page. If you clear this check box, awards are automatically given Approved status when they are created.
Separate Check	Select if you want the award paid separately from the employee’s regular paycheck. If you are paying awards through Payroll for North America, all grossed-up awards are paid by a separate check.
Allow Dups to Exceed Original (allow duplicates to exceed original)	Select if the total award can exceed the original award amount when an award is split among several referring employees.
Use Program As Of	Select which effective-dated program rules apply to the referral. Valid values are Applicant’s Hire Date and Referral Date. The system applies all program rules that are in the effective-dated row that is active as of the Use Program As Of date. For example, an employee referred an applicant on December 1 and that applicant was hired on February 1 of the following year. However, the ERP rules changed on January 1 from $100 for all successful referrals before January 1 to $1000 for those on or after January 1. If the Use Program As Of field is set to Referral Date, the employee is entitled to only $100 since the referral was made before January 1. If the field is set to Applicants Hire Date, the employee is entitled to $1000 since the applicant was hired after January 1. Note. This field is only available when a new employee referral program is created. After saving the employee referral program, the value in subsequent effective-dated rows cannot be changed.