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Employee Referal Program Policy

The document provides guidelines for an employee referral program, including submitting referrals, reviewing candidates, and selection process. It outlines the procedures for employees to submit referral forms after 60 days of employment. It also details the responsibilities of recruiters, HR, and finance in verifying details and processing incentive payments within set turnaround times. The payout matrix provides incentive amounts based on experience level. Terms specify eligibility criteria and that decisions are final.

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Aanchal chopra
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119 views

Employee Referal Program Policy

The document provides guidelines for an employee referral program, including submitting referrals, reviewing candidates, and selection process. It outlines the procedures for employees to submit referral forms after 60 days of employment. It also details the responsibilities of recruiters, HR, and finance in verifying details and processing incentive payments within set turnaround times. The payout matrix provides incentive amounts based on experience level. Terms specify eligibility criteria and that decisions are final.

Uploaded by

Aanchal chopra
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 6

EMPLOYEE REFERAL

PROGRAM POLICY

HR DEPARTMENT
Table of Contents

1. Introduction 3
2. Guideline 3
3. Procedures 3
3.1. Approval Required 4
4. Responsibilities 4
5. Payout Matrix 4
6. Terms and Conditions 5
7. Flowchart 5
Annexure 6
1. INTRODUCTION
An employee referral program is organized and structured program employers use to ask
existing employees to recommend candidates for open positions. Unlike sourcing, employee
referral is an internal method used to find and hire the best talent from employees’ existing
networks.

This manual lays out general information about the documentation, policy and the process
of releasing the payment to employee referral claim form against the candidates referred by
employees who joined the organisation.

According to the payout policy, the payment should be released within specified turnaround
time. Timely payment and communication would build strong and long lasting relations with
an employee. This also encourages employees for referring more candidates for future
requirements.

Releasing payments should follow a standardized process, involving proper documentation


and requisite approvals.

2. GUIDELINES
 For referring a candidate, an employee needs to attach the referred CV and mail it to
[email protected] in case of online submission. The candidate will be considered Direct
Walk in, in case he reaches out directly to the branch.

 The candidates shall be reviewed against the JD and if found suitable an interview
will be arranged with the Recruitment Team.

 Selection would take place on merit basis only and the referral process would be
considered as one of the multiple sourcing options being used by Recruitment Team
to source talent for vacancies created within the organization.

 A referral bonus will be paid to any employee who refers an applicant who is
selected and successfully employed in a position.

3. PROCEDURE
 The applicant will be required to fill the Personal Data Sheet including the details
provided for Referral Information on the interview day.

 The referring employee shall send the Employee Referral Incentive Claim Form
(Annexure) to the concerned recruiter, post the completion of 60 days (2months)
within the organisation.

 The Employee Referral Claim form shall include the following:


o Referring employee's Id, Name, Designation and Department
o Referred Employee’s code, Name, Designation, Department, Hired date and
days completed within the organisation

 After verifying the above details, the recruiter will sign the employee referral form &
send the scan image / PDF of Employee Referral Incentive Claim Form alongwith the
hard copy to Recruitment Team.
 Recruitment Team will update the Employee Referral payout tracker after verifying
details from the HR System.

 Post the approval from Head – HR, Recruitment Team will send the Employee
referral payout tracker to the Finance department for the payment purpose.

 Finance team will process the claim amount and it will be credited to the salary
account of the referring employee on 15th of every month with the base salary.

3.1 APPROVALS REQUIRED


Approvals from following departments are required in order to claim the referral payouts:
 Hiring approval - HR Head
 Payment release - Finance Officer

4. RESPONSIBILITIES

S.NO ACTIVITY TURNAROUND RESPONSIBILITY


TIME
1. Referring employee sends employee 60 days from the Referring
referral incentive claim form to recruiter. hired date of Employee
referred
employee
2. Verification of employee referral form: 2 days Recruiter

● Referring employee’s Code, Name,


Designation & Department
● Referred employee’s Code, Name,
Designation, Department
● Referred Employee current status
(Active/Resigned)
3. Recruitment team enters the details into 3 days Recruitment
the Employee Referral Payout Tracker and Team
create a summary for HR Head approval.
4. Send summary of the approval to Finance 1 day Recruitment
Department for payout procedure Team
5. Finance Team will process the claim and 7 days Finance
amount will be credited directly in the Department
account to the referring employee.

5. PAYOUT MATRIX
The payout will be based on the following criteria:

LEVEL EXPERIENCE PAYMENT


Level 1 No experience
Level 2 Experience of 1-4 years
Level 3 More than 6 years of experience

6. TERMS AND CONDITIONS


 To be eligible for Referral incentive, employee should mention their name & code
while referring the candidates. There is no limit to the number of referrals an
employee may provide.

 To be eligible to receive a referral reward under the Employee Referral Program,


both the referring employee and the referred/ recruited candidate must be active at
the time of payment. (Resigned referee will not get any incentive)

 The resume submitted by the employees will be valid for three months from the
date of submission of referral. In case the same candidate is referred by more than
1 employee, the 1st employee will be considered for referral amount.

 Recruitment team decision in this regard would be final. Decisions taken by


Management with respect to the scheme and its applicability will be final and
binding on all.

7. FLOWCHART

Questions? If you have additional questions regarding this program, please refer to the FAQs
document or contact recruiting at [email protected]

ANNEXURE
EMPLOYEE REFERRAL FORM

Finance Department processes the claimed amount


Name of Referring Employee: _________________________________
Employee Code: _________________________________
Designation: _________________________________
Department: _________________________________

Details of Referred Candidate:

Employee Referral Designation Department Joining Time


Code Names Date Completed

Declaration:
I hereby declare that the referred candidate(s) are personally/ professionally known to me.
In case of any misrepresentation of facts by me, the organization will be entitled to take
suitable action.

Date: _______________ Signature of Referring Employee: ___________

………………………………………………………………………………………………………………………………………………

HR APPROVAL (For Official Use)

Name of Recruiter: ___________________ Date: __________________

Designation: ___________________ Signature: __________________

Amount: ___________________

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