To support the ability to compete with local organizations and attract top talent, with approval from the Vice President for Human Resources, units may establish a recruitment incentive payment program for staff positions.<\/p>\n
A recruitment incentive payment (sometimes called a signing bonus) provides an additional lump sum payment to support the recruitment of specific positions in hard-to-fill job classifications. Units may establish a recruitment incentive payment program for staff positions with approval from the Vice President for Human Resources and in accordance with policy. Job postings approved for a recruitment incentive payment and are posted for broad visibility to potential applicants.<\/p>\n
Units who wish to offer a recruitment incentive program for open staff positions must first submit a request to UWHR using the Recruitment Incentive Payment - Program Request (Campus) (PDF)<\/a>. The request form must be signed by the requesting unit\u2019s administrative official who has delegated authority to approve such a payment such as an appointing authority, dean, vice president, or medical center CEO or their delegate.<\/p>\n Program requests must include a detailed statement of reasons for requesting the program, to include:<\/p>\n Repayment commitment terms and payment amount must be the same across all units for the same job classification, unless otherwise stated in a collective bargaining agreement or by approval by the Vice President for Human Resources.<\/p>\n UW Human Resources reserves the right to amend, interpret, end or suspend recruitment incentive programs at any time.<\/p>\n Return to top<\/a><\/p> Unless an exception is authorized by the Vice President for Human Resources, the program is not<\/strong> available to:<\/p>\n Return to top<\/a><\/p> Unless a collective bargaining agreement states otherwise, recruitment incentive payments are paid as a lump sum up to a maximum of $10,000 and are not prorated based on FTE. No payment may exceed 15 percent of the employee\u2019s base salary and amounts offered for the same job profile must be the same across units. Exceptions may be approved by the Vice President for Human Resources.<\/p>\n Recruitment incentive payments must be made by the hiring department from the organization\u2019s existing resources and amounts should be based on degree of difficulty to fill, education and training required for the job classification, and market variables. Payments should appear by the second regularly scheduled paycheck following the employee\u2019s start date. Under no circumstances may be made in advance of the individual\u2019s first day of employment.<\/p>\n Return to top<\/a><\/p> Recruitment incentive payments are paid to eligible employees after they complete new employee orientation and sign the Recruitment Incentive Payment - Repayment Attestation (Campus) (PDF)<\/a> which includes the approved payment amount and repayment terms of up to 24 months of continuous service. Employees who terminate or change jobs out of the position\/department they were hired into prior to completing the approved repayment terms will be required to pay back the full amount of the incentive payment.<\/p>\n Units may exercise discretion regarding repayment obligations if an employee\u2019s FTE or shift changes. Additionally, an employee shall not be required to repay the recruitment incentive payment if the employee:<\/p>\n Return to top<\/a><\/p> Federal law requires that employees pay payroll taxes on lump sum recruitment incentive payments. UW reports these payments on the W-2 form. Employees may wish to seek advice from a tax professional.<\/p>\n Return to top<\/a><\/p> Units should monitor staffing patterns to determine whether recruitment incentive payment programs should continue. Approval by the Vice President for Human Resources is required to add additional job profiles to an already approved program.<\/p>\n Return to top<\/a><\/p> Departments are responsible for ensuring compliance with the recruitment incentive payment program including:<\/p>\n Return to top<\/a><\/p> The conditions of the recruitment incentive payment must be established in writing using the Recruitment Incentive Payment - Repayment Attestation (Campus) (PDF)<\/a>. The attestation specifies the required period of continued employment and confirms the employee’s understanding of the amount, repayment obligations, and possible tax implications.<\/p>\n In advance of authorizing a lump sum recruitment payment, units must discuss the recruitment incentive payment with the successful job candidate, informing them that the payment can only be made after the individual is appointed and on UW payroll, and is conditioned on agreeing in writing to the repayment terms.<\/p>\n Return to top<\/a><\/p> WAC 357-28-095<\/a><\/p>\n Return to top<\/a><\/p> Recruitment Incentive Payment - Program Request (Campus) (PDF)<\/a>\n
Eligibility<\/h4>\n
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Payment and amount<\/h4>\n
Employee responsibilities and repayment<\/h4>\n
Exceptions<\/h5>\n
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Taxation<\/h4>\n
Program review<\/h4>\n
Department responsibilities<\/h4>\n
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Employment offer<\/h4>\n
Resources<\/h4>\n
Forms<\/h4>\n
\nRecruitment Incentive Payment - Repayment Attestation (Campus) (PDF)<\/a><\/p>\n