Referral Bonus

VANDERBILT UNIVERSITY HUMAN RESOURCES POLICIES AND PROCEDURES
SUBJECT: REFERRAL BONUS POLICY
EFFECTIVE DATE: July 1, 2022

POLICY STATEMENT/ REASON FOR POLICY

Vanderbilt recognizes the importance and necessity of offering incentives to fill vacant high-demand and hard-to-fill staff positions and retain top talent.  These incentives may come in the form of a bonus for referring a candidate who is ultimately employed by Vanderbilt.  

This purpose of this policy is to provide guidance on such referral incentive bonuses.

THIS POLICY APPLIES TO

This policy applies to eligible regular full-time and part-time staff.

POLICY

Vanderbilt recognizes the importance and necessity of offering bonuses to attract and retain top talent.  Schools, departments, and units may offer referral bonuses to fill high demand positions that are difficult to fill or retain top talent.  Each school, department or unit shall be financially responsible for the funding of these referral bonuses.  Referral bonuses shall not be paid from grant proceeds, contract funds or any other funding source which prohibits the use of such funds for this purpose.

Referral Bonuses

Vanderbilt supports schools, departments or units offering an employee referral bonus for vacant hard to fill or high demand staff position.  A list of approved vacant positions and/or specific jobs which shall be eligible for a referral incentive bonus is managed by Human Resources.

In collaboration with Human Resources, each school, department or unit will determine eligible jobs for the employee referral bonus based on market demand and the length of time the position has been open and unfilled at the University.

The referral bonus provides eligible employees with a taxable bonus that is an amount provided in addition to annual base salary or wages.  To be eligible for a referral incentive bonus, the recipient must be an active employee who is satisfactorily employed (not subject to any disciplinary review or action) on the date the payment is processed.

The following individuals are not eligible for the referral incentive bonus:

• Individuals transferring from one department to another department on campus.
• managers and supervisors who are involved in the recruitment of the vacant staff position,
• human resources professionals (HCM’s, administrative managers, etc.) in the department offering the referral bonus,
• hiring committee members, if applicable, and any other employee involved in influencing the hiring decision

DEFINITIONS

 

CONSEQUENCES OF NON-COMPLIANCE

Violation of this policy may result in disciplinary action, up to and including termination of employment.  This may include recension of an offer or disciplinary action for the person extended the unauthorized incentive payment.  

PROCEDURES

When a school, department, or unit determines there is a need for a referral bonus, the school, department, or unit must contact Human Resources who will guide the department in assessing the options and develop a plan for implementation

Before extending a referral bonus, the school, department, or unit must acquire approval from Human Resources and their Dean or Vice Chancellor, as applicable

FREQUENTLY ASKED QUESTIONS

Please see the FAQ page.

ADDITIONAL CONTACTS

Subject	Contact/Position	Office	Phone
Questions		Human Resources	(615) 343-4788

 

RELATED POLICIES/DOCUMENTS

Delegation of Authority Policy

Delegation of Authority Policy Sub-Delegations: Contracts and Items

 

HISTORY

Issued:                         xx/xx/2020

Reviewed:

Comment

Amended:
Comment

Disclaimer:  The policies and procedures that guide employment practices are intended to assist in consistent administration and compliance.  Vanderbilt reserves the right to modify its policies and practices, in whole or in part, at any time.  Revisions to existing policies and procedures, and the development of new policies and procedures, will be made from time to time at the discretion of the University.   When new policies are implemented or existing policies are revised, the University will notify members of the University community as soon as practicable.  However, where differences occur, the most recent policy as reviewed and approved by the University will take precedence. Policies are not intended to apply to statements or actions protected under Section 7 of the National Labor Relations Act. (NLRA) The policies and procedures do not create a contract, implied or expressed, with at-will employees at Vanderbilt.