Managing Employee Referral Programs and Hot Jobs

This chapter discusses how to:

• Process eligibility and awards.

• View and override referral awards.

• Approve referral awards.

• Pay awards.

• Submit, confirm, and review referrals.

• Administer hot jobs.

See Also

Creating Employee Referral Programs

Processing Eligibility and Awards

This section provides overviews of the Employee Referral Program Application Engine process (HRS_ERP_MAIN) and payment statuses and discusses how to process eligibility and awards.

Understanding the Employee Referral Program Application Engine Process (HRS_ERP_MAIN)

When you set up employee referral programs, you capture time-sensitive rules that dictate eligibility and awards for each referral under the particular employee referral program. The Employee Referral Program process applies these time-sensitive rules at the appropriate times in a referral’s life span.

It is necessary to establish which employee referral program a referral is associated with before determining eligibility and awards. This association occurs only when an applicant is hired into a job opening that has an employee referral program associated. Therefore, you cannot determine eligibility and awards before an applicant is hired.

You can run the Employee Referral Program process for a specific employee referral program or for all employee referral programs. The Employee Referral Program process determines eligibility, creates awards, and processes award payments through PeopleSoft Enterprise Payroll for North America, depending on the options that you select on the run control page. If you select the Eligibility and Awards Rules option on the Process Referral Programs - Employee Referral Programs page, the system determines whether the referring employee is eligible for employee referral program awards and determines the amount and timing of awards. If you select the Interface to Payroll for NA option, the system processes award payments through Payroll for North America.

See Paying Awards.

Eligibility Processing

The Employee Referral Program process checks employee eligibility according to the rules and criteria set up in the employee referral program for the following three dates:

• Referral date.

• Hire date.

• Award date.

You associate rules with these dates by using the When to Apply field on the Employee Referral Program - Rules page in the Employee Referral Program (HRS_REF_PGM) component. Criteria apply at various times depending on the particular criteria or on how you set up the program. This table shows the dates for which the rules and criteria are processed:

When Eligibility is Not Recalculated

The Employee Referral Program process does not recalculate eligibility for every referral in an employee referral program every time that it runs. It does not process or reprocess eligibility under the following conditions:

• The applicant has not been hired.

• The referral has been processed and marked ineligible.

• The referral was processed and marked eligible as of the hire date, but the award date has not been reached when the process runs again.

• The eligibility status has been overridden and not marked as a reprocess.

Reprocessing Eligibility for Duplicate Applicants

Duplicate applicant records can result in erroneous employee referral program eligibility results after the applicant data is merged. Before the duplicate applicant records are merged, there can be multiple distinct applicant records and multiple distinct referral records all for the same applicant. After merging, there is only one applicant record, but the system maintains multiple referral records. You must run the Employee Referral Program process again to make sure the eligibility status is correct because the original results were based on an unmerged data set. You can override eligibility on the Administer Referrals (HRS_REF_ADMN) component and rerun the Employee Referral Program process, if necessary.

You can distribute the referral award among multiple eligible employees on the Review Duplicate Referrals page.

Awards Processing

After checking eligibility, the Employee Referral Program process begins award processing if the referral meets both of the following conditions for a particular employee referral program:

• Applicant is hired.

• Employee is eligible as of the referral date (if any rules apply) and as of the applicant’s hire date.

During award processing, the system:

1. Checks the job opening that the applicant was hired into against the employee referral program's award category rules.

   1. If the job opening is not in any of the award categories, the process sets the eligibility status to Ineligible and issues a message that the job opening is not covered by the employee referral program.

   2. If the job opening is in an award category, the process schedules awards.

      The first award category rule that the job opening satisfies determines the award schedule.

      For example, if you define an award category rule for IT jobs and another for Executive Level jobs, what rule would the an IT Executive level job be associated to? The answer is, the first one they system finds in the list of award categories.

2. Checks hot jobs.

   If the job opening is a hot job, the hot job award schedule overrides the award schedule of the employee referral program award category rule.

Understanding Payment Statuses

This table describes payment status values that you might see in the Payment Status field when viewing employee referral program award data. Unless otherwise specified, payroll refers to PeopleSoft Enterprise Payroll for North America only:

Page Used to Process Eligibility and Awards

Processing Eligibility and Awards

Access the Process Referral Programs - Employee Referral Programs page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Employee Referral Program process at user-defined intervals.

See Also

PeopleTools 8.45 PeopleBook: Using PeopleSoft Applications

Viewing and Overriding Referral Awards

This section provides an overview of referral overrides, lists common elements, and discusses how to:

• View referral summary information.

• View and override employee eligibility.

• View awards.

• Override award details.

• View eligibility by application.

• View and override duplicate referrals.

Understanding Referral Overrides

To manage referral overrides:

• View and override eligibility and award information for referrals by using the Administer Referrals component.

• View duplicate referrals and adjust award amounts among eligible employees by using the Review Duplicate Referrals page.

• View an audit list of manual overrides, including who made the change, when the change was made, and details of the change, by using the Review Override Audit (HRS_OVERRIDE_AUDIT) component.

Common Elements Used in This Section

Pages Used to View and Override Referral Awards

Viewing Referral Summary Information

Access the Referral Administration page.

Job Requisitions Referred

Use this group box to view information for all job openings to which the employee has referred the applicant.

Viewing and Overriding Employee Eligibility

Access the Administer Referrals - Eligibility page.

Employee Eligibility

Use this group box to view eligibility data for each eligibility rule that is defined in the Employee Eligibility Rules group box on the Employee Referral Program - Rules page.

If the applicant has not been hired, the system issues the following message: “Eligibility has not yet been determined” in place of the fields in the Employee Eligibility group box.

Viewing Awards

Access the Administer Referrals - Awards page.

Award Date	Displays the award date. The system calculates this date according to the duration in the award schedule.
Payment Status	Displays the payment status. See Understanding Payment Statuses.
Award Value	Displays the award value. The system determines this value based on the award schedule of the award category.
Details	Click to access the Referral Award Details page, where you can override award details.

Overriding Award Details

Access the Referral Award Details page.

Much of the data on this page reflects the rules and criteria that are set up for the employee referral program. You can override the value in any editable field.

Viewing Eligibility by Application

Access the Application Summary page.

This page shows all the dates on which the employee referred the applicant and the employee’s eligibility status for each referral. Remember that eligibility for award payment is determined by the job opening into which the applicant is hired.

Viewing and Overriding Duplicate Referrals

Access the Review Duplicate Referrals page.

Employees appear on this page in the order in which they referred the applicant. The first employee that appears is the first employee who referred the applicant, and so on.

The total award for all employees can be more than the original award if you selected Allow Dups to Exceed Original (allow duplicates to exceed original) on the Employee Referral Program - Criteria page when you set up the employee referral program.

Approving Referral Awards

This section provides an overview of award approvals and discusses how to approve referral awards.

Understanding Award Approvals

When you set up the employee referral program, define whether awards require approval before payment. If approval is required, the system assigns the awards the Needs Approval payment status when you run the Employee Referral Program process. You must manually approve the awards.

To manually approve awards, you can:

• Use the Referral Award Approval page to approve all awards or selected awards in the employee referral program when the payment status is Needs Approval.

• Use the Rejected Awards page to correct and approve awards when the payment status is Rejected by Payroll.

  See Viewing Rejected Awards.

• Use the Referral Award Details page in the Administer Referrals component to override award details and approve the award when the payment status is other than Needs Approval or Rejected by Payroll.

  See Overriding Award Details.

Pages Used to Approve Referral Awards

Approving Referral Awards

Access the Referral Award Approval page.

All awards that have the Needs Approval payment status appear on this page.

Paying Awards

This section provides an overview of the integration with Payroll for North America and discusses how to:

• Submit awards.

• View rejected awards.

• Edit rejected awards.

Understanding the Integration with Payroll for North America

The interface between employee referral programs and payroll processing depends upon the payroll system that you use to pay the referring employee. If you pay employees through Payroll for North America, use the Employee Referral Program process to publish the monetary and non-stock, non-monetary awards directly to Payroll for North America using PeopleSoft application messaging. If you pay employees through a payroll system other than Payroll for North America, you must create an interface to that payroll system.

Access the Process Referral Programs - Employee Referral Programs page and select the Interface to Payroll for NA option to run the Employee Referral Program process. The same process is used to determine eligibility and create awards.

The Employee Referral Program process:

• Submits awards for payment.

  The process sends approved awards to payroll that have been scheduled with an award date prior to or equal to the current date. The process does not submit awards that have already been submitted or awards that are future-dated.

• Updates the payment status for each submitted award to Sent to Payroll.

• Retrieves paid award information from Payroll for North America.

  After payroll pays an award and publishes the results, the subscription process retrieves payment information and updates these records:

  • Employee referral program data records (HRS_EE_REF_AWD).

  • Job opening expense data (HRS_JO_EXP).

    The job opening expense amount is the amount that is paid by payroll, including taxes that have been grossed up. You can view the expense information on the Job Opening - Activity & Attachments and Add Expenses pages. The expense code value is Referral Fee.

The payroll system:

• Calculates gross-up amounts and taxes.

• Pays the cash awards.

• Posts the amounts to the appropriate general ledger account.

If the currency code of the award does not match the currency code of the employee’s pay group, the award is rejected and the employee referral program administrator must use the Rejected Awards page to override the values.

If the converted amount of the award is greater than 8.2 digits, the award is rejected and the employee referral program administrator must use the Rejected Awards page to split the award into two payments.

Integration with Payroll for North America Process Flow

This table outlines the award payout integration between employee referral programs and Payroll for North America:

Enterprise Integration Points

This table describes the application messages that are used to transfer awards and payout data between Recruiting Solutions and Payroll for North America:

See Also

Enterprise PeopleTools 8.45 PeopleBook: PeopleSoft Integration Broker

Pages Used to Pay Awards

Submitting Awards

Access the Process Referral Programs - Employee Referral Programs page.

See Processing Eligibility and Awards.

Viewing Rejected Awards

Access the Rejected Awards page.

Rejected Reason	Displays the reason that Payroll for North America rejected the award. Use this to determine which data to correct. Values are: Amount Exceeds Payroll Maximum Expenses Sheet in Error Invalid Currency Code Invalid Earning Code Invalid Employee ID & Record # (invalid employee ID and record number) Problem in loading to file Reject All - Requested by User Transaction Already Exists
Edit	Click to access the Referral Award Details page, where you can correct the error that caused rejection.

Editing Rejected Awards

Access the Referral Award Details page.

Note. You can also override or reprocess eligibility for a rejected award on the Administer Referrals - Eligibility page.

See Also

Overriding Award Details

Viewing and Overriding Employee Eligibility

Submitting, Confirming, and Reviewing Referrals

This section provides an overview of employee and applicant referrals and lists the pages used to submit, confirm, and review referrals.

Understanding Employee and Applicant Referrals

The two referral methods are:

• Employee referrals.

  Employees refer applicants through employee self-service and can review the eligibility and payment status of the referrals that they submit.

• Applicant referrals.

  There are two ways to submit applicant referrals:

  • External applicants can submit referral information when they apply for jobs online.

  • Recruiters can enter an employee as the referral source for an applicant when they manually add an applicant.

Employee Referrals

To refer an applicant, an employee:

1. Clicks the Refer Friend button on the Careers Home, Job Search, or My Saved Jobs page.

   An employee can also refer an applicant for a specific job opening by selecting a job on the Careers Home, Job Search, or My Saved Jobs page before clicking the Refer Friend button, or by clicking the Refer Friend button on the Job Description page.

2. Selects a resume option and clicks Continue on the Refer Friend - Choose Resume page.

   The three resume options are:

   • Copy and paste resume text.

     If employees select this option, the Refer Friend - Enter Resume Text page appears. Employees enter a name for the resume in the Title field, select the language in which the resume is written in the Language field, and paste the resume text into the Resume field and click Continue.

   • Upload friend's resume.

     If employees select this option, they must browse for, select, and upload the applicant's resume.

   • Refer friend without submitting a resume.

3. Enters the preferred contact method, name, address, email, and phone information for the applicant that they are referring on the Refer Friend - Contact Details page.

   Employees must enter a first and last name for the applicant.

4. Clicks the Save & Submit button on the Refer Friend - Contact Details page.

   The system creates an applicant record for the applicant, sets the applicant's status to Active, and sets the applicant's disposition to Applied if the employee submitted the referral for one or more job openings. The system automatically records the employee’s ID as the applicant’s referral source.

5. Confirms that the referral is successfully submitted on the My Referrals page.

   Applicants also receive a confirmation email every time that a referral is submitted. The email includes a URL that enables applicants to access, review, and modify the information provided by the employee. When applicants access their online job applications, the system requires them to register online and create an account.

Applicant Referrals

When applicants apply for job openings online, they can specify referral information if you include the Referrals section in the resume template for that job opening.

See Setting Up Resume Templates.

When applicants refer employees online:

1. The applicant selects an Employee type recruitment source in the How did you find out about the job? field in the Referral Information group box on the Apply Now - Complete Application page.

   Applicants can select Employee and Marketing type recruitment sources as a referral source in the How did you find out about the job? field. When an applicant selects an Employee type recruitment source, the system adds the Referral Name, Email Address, and Member of your family fields to the group box, which enable the applicant to specify the employee's name, email address, and whether that employee is a family member.

2. The applicant receives an email that confirms that the system received the applicant's online application. If no email address is entered for the applicant, the applicant or referring employee must contact the recruiter directly to have that referral be officially established.

3. The employee receives an email that requests confirmation of the referral, if the applicant entered an email address for the applicant.

   The email includes a link to the Confirm Referral page with the track ID and password that the employee can use to access the referral and confirm or cancel the referral. The email also contains a link to the Review Referral page, where the employee can track the status of the referral.

   An employee's failure to confirm or cancel the referral does not affect the recruitment process for the applicant. However, if the employee does not confirm the referral, the employee is not eligible to receive award payments for the referral.

Recruiters can enter an employee as the referral source for an applicant when they manually add an applicant by using the Add New Applicant (HRS_ADD_APPLICANT) component. Recruiters enter referral information in the Referral Source group box on the Add New Applicant - Application Details page. Recruiters can update referral information for an applicant in the Referral Source group box on the Manage Applicant - Application Details page.

See Entering Application Details.

See Editing Applications.

See Also

Applying for Job Openings

Pages Used to Submit, Confirm, and Review Referrals

Administering Hot Jobs

This section provides an overview of hot jobs and discusses how to:

• Name and describe hot job categories.

• Create SQL statements to define job opening selection criteria.

• Remove selected job openings from the hot job category.

• Set up award schedules.

Understanding Hot Jobs

You can set up hot job categories with award schedules and select job openings into each hot job category. Here are some facts about hot jobs:

• The administration of hot jobs occurs independently of any employee referral program.

  The hot job category is like an award category, but you associate the hot job category directly with job openings rather than with an employee referral program. The hot job category is applied against the job opening into which the applicant is hired.

• Hot job awards override employee referral program awards.

• Hot jobs do not override any employee referral program eligibility criteria.

  Hot job awards are paid only if the referral satisfies the employee referral program's employee eligibility criteria.

• The hot job award schedule supersedes the award schedule that is associated with the job opening through the employee referral program award category rules.

  For example, suppose that an employee referral program pays awards six months after an applicant is hired and that the hot job award is paid three months after. In these cases, eligibility is checked at the three-month point but not at the six-month point. The employee referral program eligibility rules apply, but the hot job awards schedule overrides the employee referral program award schedule if all other employee referral program eligibility criteria are met.

  Note. There is no safeguard in the system against creating hot job awards of less value than in the employee referral program award category. Therefore, you must use caution when setting up hot job awards.

• Hot jobs are not effective-dated.

  After job openings are marked as hot jobs, they remain hot jobs until you remove them from the list. Similarly, newly created job openings that meet the criteria to be a hot job are not automatically marked as hot jobs. You must run the selection process before adding or removing any job openings from the hot job list.

Administering Hot Jobs

To administer hot jobs by using the Hot Job Administration (HRS_RULE_HOTJOB) component:

1. Name and describe a hot job category on the Hot Jobs page.

2. Create SQL statements to define job opening selection criteria on the Hot Job Administration - Selection page.

3. Click the Select Hot Jobs button on the Hot Job Administration - Selection page to run the online process to create a list of qualifying job openings.

4. Remove selected job openings from the hot job category on the Job Requisitions page.

5. Set up the amounts and timing of awards for the hot job category on the Award Schedule page.

Pages Used to Administer Hot Jobs

Naming and Describing Hot Job Categories

Access the Hot Jobs page.

Creating SQL Statements to Define Job Opening Selection Criteria

Access the Hot Job Administration - Selection page.

The Selection page is identical to the Employee Eligibility Rules - Rule SQL page that you use to set up employee eligibility rules with the addition of a Select Hot Jobs button.

See Creating SQL Statements for Employee Eligibility Rules.

Create SQL statements to define job opening selection criteria and then click the Select Hot Jobs button to load qualifying job openings into the Job Requisitions page.

The system does not list job openings that have already been selected into another hot job category.

If you previously created a list of job openings for this hot job category, the system reapplies the criteria, and any job opening that no longer qualifies does not appear on the list. For example, if Open status is a criteria, a job opening that now has Reopen status does not appear on the list.

Removing Selected Job Openings from the Hot Job Category

Access the Job Requisitions page.

Remove Selected	Click to remove job openings for which you have selected the Delete Row check box. The system removes the job openings when you save.
Remove All	Click to remove all job openings from the list. The system removes the job openings when you save.

Hot Jobs

Setting Up Award Schedules

Access the Award Schedule page.

See Setting Up Award Schedules.