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REFER (EMPLOYEE REFERRAL) PROGRAM

Employees access the Extra Mile REFER site through Intra.

Intra Header:

The REFER submission forms can also be accessed outside of Sutherland’s intranet by using the

following direct URLs and their network sign on creditentials (NT Login). This is helpful for when an employee cannot access the Extra Mile site at work because of security reasons. Employees can only access the module for the region in which they work.

Colombia/Mexico https://sutherland.achievers.com/results_tracker/14675 EMEA - Bulgaria, UK, UAE, Egypt https://sutherland.achievers.com/results_tracker/14679 India https://sutherland.achievers.com/results_tracker/14678 Jamaica https://sutherland.achievers.com/results_tracker/14674 Philippines/Malaysia/China https://sutherland.achievers.com/results_tracker/14677 US/Canada https://sutherland.achievers.com/results_tracker/14672

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1. Each of the following regions has their own REFER submission form that can be customized for copy unique to a particular region.

Asia/PHL (PHL, CHN, MYS) EMEA (UK, BUL, EGY, UAE) India Jamaica LATAM (Mexico/COL) North America (US/CAN)

2. All of the forms link to a detailed Rules and Regulations page.

a. The standard Rules and Regulations page is found here http://sutherland-careers.com/employee-referral-policy/

b. It can be customized for copy unique to a particular region. Please send an email to referrals@sutherlandglobal.com for custom copy requests.

Employee Referral Submission Form:

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3. Some regions have the functionality for employees to upload resumes/CVs. If turned on, it will apply to the entire region.

Submission Form Error Messages:

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After completing the form, employees see a Preveiw screen.

Preview:

After submitting the form, employees see a Confirmation page.

Confirmation Page:

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Employees also receive a Confirmation email.

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Retrieving and Downloading Reports:

1. Select Reports from the Admin tab.

2. Under Master Reports, click on Select Report and chose ‘Results Tracker’ from the drop-down. A right panel

will open automatically.

Note: Click to the left of the black arrow to activate any of the drop-down lists.

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At the Setup your filters panel you can set filters for certain criteria for your report.

3. Selections should be set for your Country and your Module. However, if you need to make additional changes

later, you can always edit the report after you have Saved Report Config under a different name (shown on pg

9).

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4. Note: You can always change the date range in any saved report as needed.

5. Click Run Report.

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6. The list of referrals will display at the bottom.

7. Using the Display Columns checkboxes you can select or deselect the columns you wish to view. Note: This

only affects the columns to display, not the columns you will download, unless you save the report

configuration.

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8. To save the report with your custom filters applied, and the columns you have selected, chose Save Report

Config., type in a name, and click Run Report a second time.

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9. After saving the report and rerunning it, you can now download it. Click the Download Data button. This will

open two links below the button.

10. Choose Download CSV file formatted for Excel.

11. Options to Open or Save your report will appear at the bottom of your screen.

12. Save the file to your desktop to use as “Call List” and to create a “Referral Tracker” which you can add future

downloads to, to maintain one running master list.

13. Contact Referrals listed on spreadsheet and track as you normally do.

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Download Resumes/CVs:

If your region allows resume/CV uploads, you can download them at the Approvals section.

1. Navigate to the Admin drop-down and choose Approvals.

2. Choose View Pending Items. There is no need to Approve or Deny entries - and if you use this function

prematurely it may confuse employees.

3. Find the referral record with a resume you wish to download. Note: At this time you can only download

one resume at a time as they are tied to an individual submission.

4. Click Download to retrieve a resume.

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Create Referral Tracker: Please refer to the Referral Tracker Example Spreadsheet for items discussed in this section.

1. For the “Referral Tracker” insert six columns directly to the left of the “Date Received” column, using the

following headers. Enter the associated data manually.

a. Account to Use – Use the entry specific for your region that is listed in the

“Download – Program Data” file found on the REFER Upload page in Extra Mile.

b. Reason for Points Upload –Enter “a successful referral in our REFER program.” in this field. This is the

reason that will display on the Extra Mile Newsfeed and the email that is sent to the employee.

c. Points – enter the points to be awarded.

d. Budget Category Name – enter “Referrals” for all REFER awards.

e. Job Code – the GL Pay Type of the Referred Employee listed in PeopleSoft as the line item or the

Recruiting project ID (whichever your location uses) into this column. This is used to charge the Extra

Mile points against the appropriate Program. Do not use the Job Code downloaded from Extra Mile

because it is the employee’s that submitted the referral and not the correct one for charging.

f. Transaction Cost Center – use your location’s Cost Center listed on the “Download-Program Data” file

found on the REFER Upload page in Extra Mile.

2. Insert five columns to the right of the existing columns using the following headers and enter the associated

data manually.

a. Date of Hire – Enter date the Referral was hired (use start date from PeopleSoft).

b. 1st Milestone – Enter the date of the first milestone.

c. Upload 1 Due – Enter the date the first bonus needs to be uploaded to Extra Mile.

d. 2nd Milestone – Enter the date of the second milestone.

e. Upload 2 Due – Enter the date the second bonus needs to be uploaded to Extra Mile.

3. Ensure your current Referral Tracker contains all of the required upload fields in the beginning or near the

beginning columns (shown in red background in image below)

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4. After qualifying the referrals against their milestone dates, you will need to filter the data to display only the

date ranges for the current “Upload 1 Due” or “Upload 2 Due” dates. We will be uploading on the 15th or

nearest business day if it falls on a weekend and the last business day of the month. Any missed referral

payouts will be uploaded as needed.

5. Copy and paste the filtered entries into a new spreadsheet and save as a .CSV file. Note: All files uploaded into

the system must be in CSV format.

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Uploading Reports:

7. After you have the .CSV file ready for awarding the Extra Mile points to the employees who earned points for

their referrals, choose Uploads from the Admin drop-down list.

8. Click Add points to Members in the Points box.

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9. Browse to find the file name of .CSV payout file on your local drive.

10. Click the Upload button to upload the file.

NOTE: To review your geo specific information to use on the Referral Tracker you can:

Under Step 1 – Download box download the “Add points” Template by clicking on

Download – “Add points” Template.

Under Step 1 - Download box download the list of “Accounts to Use” by clicking on

Download - Program Data.

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11. The Fields in the right hand column should automatically match (map) to the column headers on the .CSV

payout file that you have uploaded. When done, click the Validate button at the bottom.

12. Once it is done validating, the points are uploaded to the employees’ accounts.

13. If validation fails on anything other than an employee account issue, please check the column headers on the

.CSV payout fileand the mapping to the Categories on the right (from the .CSV payout file you uploaded) and

the data points you are using on the file. After they are corrected, re-upload the file.

14. If you have records that are being skipped due to employee account issues, ensure you Download List of

Errors to capture the records that have failed.

15. Click Process Anyway to continue. The records that do not have issues will be uploaded.

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16. Repeat the upload and mapping after any errors have been corrected.

17. If you need to rescind or modify the points on an employee’s account, the Extra Mile support staff will need to

be contacted at: clientsupport@achievers.com

18. After the points have successfully uploaded you will see the confirmation screen with information about the

upload.

19. At this screen, you can also check reports that have been uploaded in the past

20. You can check any individual report that has been uploaded by clicking its Download Results link on the far

right.

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Upload Confirmation Message

Screen employees see on the Extra Mile feed after the Upload of their awarded points.

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Email employees receive from Extra Mile after the Upload of their award points

Correcting Points Awarded in Error:

To remove points awarded in error to an incorrect employee, send a request to Client Support at

clientsupport@achievers.com . Include the line item information from the upload .csv file for the incorrect entry.

They will manually remove the points from the account.

There are no “transfer” of points so you will need to manually upload the points to the person who is actually due

the points. You can do this at any time, including before Extra Mile removes the points from the incorrect

account.

Also, email the employee with the incorrect award to let them know why their points have been removed.