Hiring Incentive/Sign-on Bonus
Chapter 4005
Issued March 27, 2023
Table of Contents
.010 Introduction
.020 Definition
.030 Scope
.040 Approval Criteria
.050 Payment
.060 Service Period
.070 Offer Letters
.080 Questions
.010 Introduction
University departments and hiring managers may utilize a hiring incentive/sign-on bonus to attract top talent, if it is reasonably certain that the position is likely hard to fill in the absence of an incentive.
.020 Definition
A sign-on bonus, also referred to as a hiring incentive, is a one-time monetary incentive to accept employment with Kansas State University.
.030 Scope
Hiring incentives are available to all newly appointed, benefits eligible positions at Kansas State University. Newly appointed refers to an initial appointment as an employee at the university or an appointment following an employment break in service of at least 90 days from a previous position within the university.
Hiring incentives will not be authorized for current university employees applying for an internal position, including transfers. Additionally, non-benefits eligible positions are excluded.
.040 Approval Criteria
All hiring incentives will require approval of the department head and the dean/vice president before the bonus can be offered.
.050 Payment
A hiring incentive may not exceed 25% of the newly appointed employee's annual salary, with a maximum bonus gross amount of $25,000. Hiring incentives are generally not allowable on sponsored agreements, grant funding, or state appropriations. Hiring incentives will not be included in the state budget.
A Hiring Incentive Payment Request Form (pdf) must be completed by the department and submitted to Human Resources for processing with the employee hiring paperwork. Hiring incentives are subject to federal and state tax withholding. The payment will be issued as a supplemental payment processed during an off-cycle payroll process. Departments are responsible for updating the funding in HRIS.
.060 Service Period
When a hiring incentive is awarded, the employee's required service period must be a minimum of one year. The service period begins at the employment start date at the university. If the service period is not completed, either voluntarily or because of job performance or violation of university policies and procedures, the employee must repay the full amount of the hiring incentive within 60 days of the last day worked.
.070 Offer Letters
Departments should utilize employment offer letters to indicate the specified period of employment that must be completed for the employee to retain the hiring incentive. Human Resources provides recommended language within the university’s applicant tracking system.
.080 Questions
Human Resources is responsible for this policy. The Vice President of Human Resources or designee must approve any exception to this policy or related procedures. Questions should be directed to Human Resources at 785-532-6277 or hr@k-state.edu.
