Processing Employee Referrals

This topic provides overviews of the Employee Referral Program (HRS_ERP_MAIN) process and of payment statuses. It then discusses how to process eligibility and awards.

Page Name

Definition Name

Usage

Process Referral Programs Page

HRS_ERP_RUN

Process eligibility and awards and submit awards to Payroll for North America.

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 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 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 Approving and Paying Referral 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:

Rule or Criterion

Referral Date

Hire Date

Award Date

Employee eligibility rules

Determined by the value in the When to Apply field on the Employee Referral Program - Rules page.

Determined by the value in the When to Apply field on the Employee Referral Program - Rules page.

Determined by the value in the When to Apply field on the Employee Referral Program - Rules page.

Award category rules

NA

Applies

NA

Referral life span criteria

NA

Applies (checks the referral life span value in the Limit Referral Life Span To field on the Employee Referral Program - Criteria page against the time elapsed between the referral and hire dates).

NA

Employee is a direct or indirect manager of the hired applicant

NA

Applies if the Disqualify if applicant reports to the referring employee option is selected on the Employee Referral Program - Criteria page.

NA

Manager level criteria

NA

Applies (checks the value in the Disqualify employee if their Manager Level is greater than or equal to field on the Employee Referral Program - Criteria page).

NA

Previous employee criteria

May apply, depending on whether the Allow Previous Employees option is selected and on the value in the prior to the field on the Employee Referral Program - Criteria page.

May apply, depending on whether the Allow Previous Employees, option is selected and on the value in the prior to the field on the Employee Referral Program - Criteria page.

NA

Family member referral criteria

NA

Applies if the Allow Family Member Referrals option is selected on the Employee Referral Program - Criteria page.

NA

Applicant must be actively employed

NA

Applies

Applies

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, an IT Executive level job would be associated with the rule that is first 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.

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 Payroll for North America only:

Payment Status

Description

Process that Writes Status

Approved - Goes to Payroll (AP)

Approved award that has not yet been submitted for payment.

  • Entered by the Employee Referral Program process if you select Eligibility and Awards Rules on the Process Referral Programs page and deselect the Require Approval for Payment option on the Employee Referral Program - Employee Referral Programs page.

  • Entered manually on the Referral Award Details page if you select the Require Approval for Payment option on the Employee Referral Program - Employee Referral Programs page or after correcting rejected awards.

Needs Approval (NA)

The employee referral program requires approval of awards and this award has not yet been approved.

  • Entered by the Employee Referral Program process if you select the Eligibility and Awards Rules option on the Process Referral Programs page and select the Require Approval for Payment on the Employee Referral Program - Employee Referral Programs page.

  • Entered manually on the Referral Award Details page if a nonapprover corrects rejected awards.

Cancelled (CN)

Plan administrator cancels an award.

Entered manually on the Referral Award Details page.

Sent to Payroll (SP)

Awards have been published to Payroll for North America.

Entered by the Employee Referral Program process if you select Interface to Payroll for NA (interface to Payroll for North America) on the Process Referral Programs page.

Taken by Payroll (TP)

Payroll confirms receipt of award.

Entered by the Employee Referral Program process if you select Interface to Payroll for NA on the Process Referral Programs page.

Paid (PD)

Payroll has paid award.

Entered by the Employee Referral Program process if you select Interface to Payroll for NA on the Process Referral Programs page.

Rejected by Payroll (RP)

Payroll rejects award payment. This is typically due to erroneous data.

Entered by the Employee Referral Program process if you select Interface to Payroll for NA on the Process Referral Programs page.

Reversed by Payroll (RV)

Payroll reverses award payment. This is typically due to an employee being incorrectly paid.

Entered by the Employee Referral Program process if you select Interface to Payroll for NA on the Process Referral Programs page.

Use the Process Referral Programs page (HRS_ERP_RUN) to process eligibility and awards and submit awards to Payroll for North America.

Navigation:

Recruiting > Employee Referrals > Process Referral Programs

This example illustrates the Process Referral Programs page.

 Process Referral Programs page

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

Field or Control

Description

Eligibility and Awards Rules

Select to process eligibility and create awards.

Interface to Payroll for NA (interface to Payroll for North America)

Select to process award payments through Payroll for North America.

Referral Program ID

Select the employee referral programs that you want to process. You can add rows as necessary. If you do not select an employee referral program, the process runs for all employee referral programs.