Copied from the UDAF Policies and Procedures Handbook:
● To encourage employee referrals for hard-to-fill career-service positions, the Department may grant an Employee Referral Incentive to a Department employee pursuant to Utah Administrative Code Subsection R477-6-5(4), Market Based Bonuses.
● A Department employee who refers a candidate to fill an eligible position may receive a $500.00 Employee Referral Bonus (ERB), when the candidate has successfully been hired and has worked for the Department for 30 days.
● The Employee Referral Bonus (ERB) process shall be implemented as follows:
○ The Department shall identify recruitments for positions having a referral incentive in the recruitment announcement sent by email to Department employees.
○ Recruitment announcements for positions having a referral incentive shall include questions asking the candidate if they were referred by a current Department employee; and If so, by whom.
○ For an employee to be eligible for this incentive, the referred candidate must provide the name of the Department employee who made the referral.
○ The Department employee who refers a candidate must notify the HR Representative responsible for the recruitment via email that they have referred a candidate who has applied for employment and include the following:
○ Candidate’s name, and
○ Position for which the candidate applied.
○ Once notified, DHRM shall track the status of the referred candidate and determine if the referred candidate has been hired.
○ If the referred candidate is hired and has worked for the Department for 30 days, DHRM shall:
■ Prepare an ERB incentive award letter for the Commissioner’s signature if the candidate is hired,
■ Initiate payment to the referring employee when the referred employee has successfully been hired in the eligible position, and
■ Place copies of the incentive award documentation in the referring employee’s personnel file.
○ ERB payments shall be processed through payroll to be included on the referring employee’s paycheck.
○ All ERB payments are pre-tax and are treated as taxable income by the IRS.
○ The time sheet records that include the ERB amount must include a reference to this policy and Utah Administrative Code Subsection R477-6-5(4).
○ The referring employee must still be employed by the Department at the time they become eligible for the respective incentive in order to receive an ERB.
○ An employee may not receive an incentive for referring a candidate currently working in a career-service position or temporary capacity for the Department.
○ A hiring official who was involved with a specific hiring decision may not receive an incentive for referring the hired candidate.
○ Employee Referral Bonuses shall be subject to the availability of funds.
○ An employee may not receive employee referral bonuses totaling more than $1,000 in any fiscal year.
○ A Division Director may not receive an ERB for referring people within their own division.
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