Reviewing and Overriding Referral Awards

This topic provides an overview of referral overrides and discusses how to review and override referral awards.

Page Name

Definition Name

Usage

Referral Administration Page

HRS_REF_ADMN_MAIN

View referral summary information.

Administer Referrals - Eligibility page

HRS_REF_ADMN_ELIG

View and override employee eligibility.

Administer Referrals - Awards Page

HRS_REF_ADMN_AWD

View awards.

Referral Award Details Page

HRS_EE_REF_AWD_OVR

Override award details.

When you access the Referral Award Details page from the Approve Employee Awards page, the Referral Award Details page is display-only.

Application Summary Page

HRS_REF_ADMN_APPDT

View eligibility by application.

Track Duplicate Referrals Page

HRS_DUP_REF

View and override duplicate referrals.

Eligibility Overrides Page

HRS_AUDIT_OVR_ELIG

View the audit details of manual overrides to eligibility data. You can select overrides by applicant, by employee, or by the administrator who overrode the audited field. Only referrals that contain audit information are available in the search.

Award Overrides Page

HRS_AUDIT_OVR_AWD

View the audit details of manual overrides to award data.

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 Track 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.

Use the Referral Administration page (HRS_REF_ADMN_MAIN) to view referral summary information.

Navigation:

Recruiting > Employee Referrals > Administer Referrals > Referral Administration

This example illustrates the Referral Administration page.

 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.

Use the Administer Referrals - Eligibility page (HRS_REF_ADMN_ELIG) to view and override employee eligibility.

Navigation:

Recruiting > Employee Referrals > Administer Referrals > Eligibility

This example illustrates the Administer Referrals - Eligibility page.

 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.

Field or Control

Description

Status

Displays the current employee eligibility status. Values are Eligible and Ineligible. You can override the Eligible status only if the award has not been submitted for payment. If you manually change the status from Ineligible to Eligible, the system does not reprocess eligibility rules that are evaluated as of the referral date or hire date.

Reprocess Eligibility/Awards

Select to rerun all eligibility and awards processing the next time that you run the Employee Referral Program process. This option is unavailable if any of the awards for the referral have been sent to the payroll system.

Creation Date

Displays the date that the eligibility status was originally determined by the system.

Event Type

Displays the category of the rule or criteria that causes the ineligibility status. This field appears on the page only when the eligibility status is Ineligible. Values are:

  • Award Eligibility Rule: Eligibility rule associated with the award date in the When to Apply field on the Employee Referral Program - Rules page.

  • General Eligibility Criteria: Any of the criteria defined on the Employee Referral Program - Criteria page.

  • Hire Eligibility Rule: Eligibility rule associated with the applicant's hire date in the When to Apply field on the Employee Referral Program - Rules page.

  • Manual Override: Manual change on this page.

  • Referral Eligibility Rule: Eligibility rule associated with the referral date in the When to Apply field on the Employee Referral Program - Rules page.

Event Date

Displays the date that the eligibility status was last changed. This field appears on the page only when the eligibility status is Ineligible.

Comments

Displays a comment that explains the reason for the eligibility status. You can manually enter a comment that supersedes the system-generated comment.

If you manually change the eligibility status, the system enters this comment: "Manual override by administrator." You can view details of a manual override on the Eligibility Overrides page.

Use the Administer Referrals - Awards page (HRS_REF_ADMN_AWD) to view awards.

Navigation:

Recruiting > Employee Referrals > Administer Referrals > Awards

This example illustrates the Administer Referrals - Awards page.

 Administer Referrals - Awards page

Field or Control

Description

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.

Use the Referral Award Details page (HRS_EE_REF_AWD_OVR) to override award details.

Navigation:

  • Click the Details link on the Administer Referrals - Awards page.

  • Click the Details link on the Approve Employee Awards page.

    This page is display-only.

  • Click the Edit link on the Rejected Awards page.

This example illustrates the Referral Award Details page.

 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.

Field or Control

Description

Award Date

Displays the award date. The system calculates this date according to the award schedule rules.

Description

Displays the description that you specified for the award on the Award Schedule page.

Payment Status Override

Select a payment status. Use this field to manually approve an award that has Needs Approval status. You can do this only if the eligibility status is Eligible.

The employee referral program administrator can manually change the payment status to or from Needs Approval, Approved, or Cancelled.

You cannot manually override the status of an award that is submitted to be paid, unless Payroll for North America has rejected it.

If an award has been rejected by Payroll for North America, the employee referral program administrator can change a Rejected by Payroll or Reversed by Payroll status to one of these values:

  • Cancelled: You accept the reason for the rejection and do not intend to correct it.

  • Needs approval: You corrected the reason for the rejection and now the award is ready to be approved again.

  • Approved: You corrected the reason for the rejection and now the award is ready to be submitted when the process runs again for the employee referral program.

Dept Charged (department charged)

Displays the department (of the job opening) into which the applicant was hired.

Award Value

Displays the amount of the award as defined in the award schedule.

Actual Amount Paid

Displays the value that is entered when the award is paid through Payroll for North America.

Currency Code

Displays the currency in which the award is paid to the employee.

Separate Check

Select to override the default that you set up on the Employee Referral Program - Employee Referral Programs page.

Gross-Up

Select to override the default that you set up on the Award Schedule page. If you select this option and use Payroll for North America, the award is paid by a separate check.

Require Approval for Payment

Set the value for this field on the Employee Referral Program - Employee Referral Programs page. You cannot change it here.

Rejected Reason

Displays the reason that Payroll for North America rejected the award. This field only appears when the award is rejected by the payroll system.

Last Manual Override

Displays the date of the last manual override. You can view details of the override on the Award Overrides page. This field only appears when an administrator manually changes an award payment-related field.

Use the Application Summary page (HRS_REF_ADMN_APPDT) to view eligibility by application.

Navigation:

Recruiting > Employee Referrals > Administer Referrals > Application Summary

This example illustrates the Application Summary page.

 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.

Field or Control

Description

Comments

Displays the reason if the eligibility status is Ineligible.

Use the Track Duplicate Referrals page (HRS_DUP_REF) to view and override duplicate referrals.

Navigation:

Recruiting > Employee Referrals > Track Duplicate Referrals

This example illustrates the Track Duplicate Referrals page.

 Track 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.

Field or Control

Description

Original Award Total

Displays the total value of all awards in the original award schedule.

Current Award Total

Displays the total of all awards entered on the page for all the referring employees.

Refresh

Click to refresh the award total amounts in the Current Award Total and Award Total fields.

Employee-Specific Page Elements

Field or Control

Description

Award Total

Displays the total value of all awards for the employee.

Referral Time Stamp

Displays the date and time that the employee submitted the referral.

Award Value

Adjust the award amount for each employee.

Ineligible for referral award

Select this check box to prevent the employee from receiving referral awards. This option is not available for the first employee who submitted the referral.

Use the Eligibility Overrides page (HRS_AUDIT_OVR_ELIG) to view the audit details of manual overrides to eligibility data.

You can select overrides by applicant, by employee, or by the administrator who overrode the audited field. Only referrals that contain audit information are available in the search.

Navigation:

Recruiting > Employee Referrals > Review Override Audit > Eligibility Overrides

This example illustrates the Eligibility Overrides page .

 Eligibility Overrides page

Field or Control

Description

View Referral Information

Click to access the Referral Administration page, where you can review detailed information about the referral.

User ID,Name, and Date and Time Stamp

These fields display information about who overrode the eligibility value for this award and when the override occurred.

Field Changed, Old Value, and New Value

These fields display information about the data that changed when the override occurred.

Use the Award Overrides page (HRS_AUDIT_OVR_AWD) to view the audit details of manual overrides to award data.

Navigation:

Recruiting > Employee Referrals > Review Override Audit > Award Overrides

This example illustrates the Award Overrides page.

 Award Overrides page

This page is identical to the Eligibility Overrides page, but the data refers to award overrides rather than eligibility overrides.