Program Process and Payment

Requesting a Hiring Incentive

Hiring incentive requests must be submitted and approved prior to posting the applicable recruitment. All requests must be approved by the cognizant Dean/VP/equivalent or their designee.

1. Complete the Hiring Incentive Request form.
   1. Obtain approval from cognizant Dean/VP/equivalent or their designee.
   2. Attach the signed request form to the UNMJobs requisition for HR Talent Acquisition review and approval.
2. Select “Yes” in the Eligible for Hiring Incentive field in the UNMJobs requisition. HR Talent Acquisition will add the approved hiring incentive statement is in the applicable fields.

Hiring Incentive Payment Information

Payment Structure

• Incentives may be paid in one or two installments within six months of the hire date.
• The maximum total incentive may be up to $10,000.
• Incentives are not prorated based on FTE.
• The department must define:
  1. Payment amount(s)
  2. Payment schedule for more than one installment (up to 6 months)

  Examples:

  • One installment – Payment is paid at onset of the hire.
  • Two installments – First payment is paid at the onset of the hire, and the second payment is paid prior to six months from hire date.
    • Note: Any unpaid portion of the incentive is forfeited if the employee leaves the position or UNM.

Processing the Payment

1. At the time the tentative verbal offer is made, the hiring manager must discuss the incentive terms with the finalist.
2. The total incentive amount and payment schedule must clearly be outlined in the offer letter. The letter will reference the Hiring Incentive details and terms, and must be signed by the employee to acknowledge acceptance.
3. Clearly state the payment installment details, as listed on the approved Hiring Incentive Form, in the Offer Letter Details section in UNMJobs. HR will use this information to set up the payment(s) correctly in Banner once the hire is processed.

Tax & Payroll Implications

• Incentive payments are subject to taxes and reported on the employee’s W-2.
• Payments are not considered salary for purposes of determining ERB contributions.
• Employees are encouraged to consult a tax professional, if needed.

Departments are responsible for maintaining accurate and complete records of their approved hiring incentive.

Repayment

If the employee separates from the position within six (6) months of their start date, the College/School/Division on behalf of the University will recover repayment of issued incentive payment. This provision will be clearly stated in two places:

1. The Hiring Incentive Request form - submitted by the department at the time the position is requested to be posted.
2. The formal Offer Letter – issued to the candidate by HR Talent Acquisition.