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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staff Referral Bonus Scheme Policy

1. Purpose

The purpose of this policy is to set out a clear, fair, and transparent approach for {{org_field_name}} regarding the operation of its Staff Referral Bonus Scheme. The scheme is designed to encourage current Registered Nurses (RNs), Healthcare Assistants (HCAs), and other eligible workers within {{org_field_name}} to recommend suitably qualified individuals to join the agency. This policy ensures that all referrals are managed ethically, in compliance with relevant legislation, and without discrimination, while promoting the recruitment of high-quality staff to meet the needs of client organisations. The policy also outlines how the director(s) will administer, monitor, and review the scheme efficiently in the absence of a Registered Manager. The referral scheme forms part of {{org_field_name}}’s wider recruitment strategy to strengthen workforce capacity and improve continuity of care for service users.

2. Scope

This policy applies to:

• All current temporary workers of {{org_field_name}} who are engaged on zero-hours contracts or other agency-based terms.
• Directors and administrative personnel who manage recruitment and payroll processes.
• Referred applicants who successfully gain employment with {{org_field_name}}.
• Clients and external stakeholders who may be indirectly affected by staffing increases resulting from referrals.

This policy excludes individuals recruited through external recruitment agencies or advertising services who are not eligible for the bonus scheme.

3. Related Policies

• Recruitment Policy
• Pre-Employment Checks Policy (including DBS & References)
• Temporary Staffing Handbook
• Training and Development Policy
• Equality, Diversity and Inclusion Policy
• Anti-Bribery and Gifts Policy
• Complaints Policy

4. Legal and Regulatory Framework

This policy is informed by:

• The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014​
• The Employment Rights Act 1996​
• The Agency Workers Regulations 2010​
• The Bribery Act 2010
• The Equality Act 2010
• The Data Protection Act 2018 (GDPR)

{{org_field_name}} will ensure that the operation of the referral bonus scheme:

• Complies with all employment, anti-bribery, and equal opportunity legislation.
• Is administered transparently and without discrimination.
• Does not result in favouritism or bias during the recruitment and selection process.

5. Objectives of the Staff Referral Bonus Scheme

The objectives of the scheme are to:

• Encourage existing staff to support the recruitment of skilled and competent colleagues.
• Expand {{org_field_name}}’s workforce with trusted and recommended candidates.
• Improve client satisfaction by increasing the availability of high-quality temporary staff.
• Reward staff fairly for assisting in the recruitment of successful candidates.

6. Eligibility Criteria for Referrers

To be eligible to participate in the scheme, the referring person must:

• Be an active temporary worker engaged by {{org_field_name}}.
• Be in good standing with the agency, with no ongoing disciplinary or performance concerns.
• Not be involved directly in the recruitment process or decision-making regarding the referred individual (to avoid conflicts of interest).
• Submit the referral using the designated Referral Form before the candidate’s application is formally submitted.

7. Eligibility Criteria for Referred Candidates

For a candidate to qualify under the scheme:

• They must be applying for a position as a Registered Nurse, Healthcare Assistant, or other eligible role within {{org_field_name}}.
• They must not be a current employee or registered worker with {{org_field_name}}.
• They must not have applied directly to {{org_field_name}} within the previous 12 months.
• They must successfully complete all pre-employment checks, including but not limited to DBS clearance, Right to Work verification, references, and occupational health checks.
• They must work a minimum number of completed shifts (defined below) to qualify the referrer for payment.

8. Bonus Payment Structure

The referral bonus will be awarded as follows:

• The bonus amount will be set by the director(s) and may be adjusted from time to time in line with business needs.
• The standard bonus will be split into two payments:
  1. First Instalment: Paid once the referred candidate completes their first 150 hours of work within {{org_field_name}} (or as otherwise defined by the director(s)).
  2. Second Instalment: Paid once the referred candidate completes an additional 150 hours of work (total 300 hours).
• Payments will be subject to tax and National Insurance deductions where applicable.
• The referrer must remain actively engaged with {{org_field_name}} at the time of each instalment.

The director(s) will confirm the bonus amounts in writing at the time the referral is accepted.

9. Application and Approval Process

9.1 Submission of Referral

The referrer must:

• Complete a Referral Form provided by {{org_field_name}}.
• Submit the Referral Form before the candidate submits their formal job application.
• Ensure that the referred candidate is aware of and consents to their personal data being shared as part of the referral process.

9.2 Recruitment and Verification

The referred candidate will:

• Undergo the full recruitment process, including pre-employment checks, in accordance with {{org_field_name}}’s Recruitment Policy.
• Be assessed solely on their suitability for the role, without influence from the referral.

9.3 Confirmation of Eligibility

The director(s) will:

• Confirm the referrer’s eligibility.
• Track the referred candidate’s progress, including confirmation of completed shifts and hours.
• Notify the referrer of their eligibility for each bonus payment.

10. Restrictions and Exclusions

• Self-referrals are not permitted.
• Multiple referrals for the same candidate will result in the bonus being awarded to the first eligible referrer whose Referral Form was received.
• Directors, managers, or anyone involved in recruitment decision-making are excluded from receiving referral bonuses.
• Bonuses will not be payable if either the referrer or referred candidate breaches {{org_field_name}}’s policies, fails to complete the required hours, or leaves the agency prior to bonus payment.
• Bonuses are discretionary and subject to the financial discretion of {{org_field_name}}.

11. Payment Process

• Bonus payments will be processed via {{org_field_name}}’s standard payroll system.
• Payments will be clearly marked on payslips.
• Payments will only be made after verification of eligibility by the director(s).
• Payment may be delayed if required information is incomplete or disputed.

12. Roles and Responsibilities

12.1 Director(s) Responsibilities

The director(s) will:

• Promote the scheme internally.
• Ensure transparent administration of the scheme.
• Confirm eligibility and bonus amounts.
• Monitor for fairness, potential conflicts of interest, or misuse.
• Maintain accurate records of referrals, bonus payments, and related documentation.
• Conduct periodic reviews of the scheme’s effectiveness.

12.2 Staff Responsibilities

Referrers must:

• Submit referrals honestly and accurately.
• Avoid placing pressure on colleagues or acquaintances to apply.
• Not accept or offer additional personal rewards or incentives linked to the referral.

All staff must:

• Comply with {{org_field_name}}’s Anti-Bribery and Gifts Policy.
• Report any concerns regarding misuse or unethical referrals.

13. Equality, Diversity, and Inclusion

{{org_field_name}} is committed to:

• Ensuring that the referral scheme is open to all eligible workers regardless of protected characteristics under the Equality Act 2010.
• Ensuring that the recruitment of referred candidates is based solely on merit.
• Preventing discriminatory practices linked to the referral or recruitment process.
• Making adjustments where necessary for workers with disabilities.

14. Confidentiality and Data Protection

Referral information will be:

• Processed in accordance with the Data Protection Act 2018 (GDPR).
• Used solely for the purpose of administering the referral scheme.
• Kept confidential and securely stored by the director(s).

15. Monitoring and Audit

The director(s) will:

• Monitor participation and payment records quarterly.
• Audit the scheme annually to ensure compliance with legal, financial, and ethical standards.
• Take corrective action if patterns of misuse or non-compliance are identified.

16. Communication of the Scheme

{{org_field_name}} will:

• Communicate the details of the scheme to all eligible staff during induction and through staff bulletins.
• Ensure that staff have access to the policy and relevant forms.
• Review the bonus amounts and criteria periodically and communicate any changes.

17. Governance

The director(s) will:

• Have full oversight of the scheme.
• Ensure compliance with applicable employment, taxation, and anti-bribery laws.
• Be responsible for making final decisions in the event of disputes or appeals relating to bonus payments.
• Ensure that the scheme is administered fairly and consistently.

18. Policy Review

This policy will be reviewed annually by the director(s) of {{org_field_name}} or sooner if:

• Relevant legislation changes.
• Audit findings or feedback suggest improvements.
• There are changes in agency operations or financial capacity.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.