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Authorizing employee eligibility indicates that the login supervisor authorizes the employee eligibility to reimbursement.
The system checks whether all the prerequisites required for the authorization to be valid have been satisfied.
Parameters for Authorizing Eligibility: If you are a supervisor or authorizer, you can authorize the eligibility of all employees under a specified reimbursement calendar, who are mapped to
Reimbursement items or
Reimbursement groups.
Depending on whether you choose Item or Group, the system makes available all the reimbursement items or all the groups mapped to the reimbursement calendar. These items or groups are displayed according to each employment unit.
You are to now select one or more reimbursement item/group and employment unit combinations. Selecting implies that you have identified these combinations, to authorize the eligibility of all the employees under this employment unit, who are mapped to the reimbursement item or group. These employees are under the scope of the selected reimbursement calendar, as well.
To sum up, the system will identify the records that must be authorized, based on all the parameters you specify, essentially
Reimbursement calendar
Reimbursement item or group
Employment unit
Session ID: After you specify the parameters, the system checks whether all the prerequisite conditions required for authorizing are satisfied. If they are satisfied, these parameters are automatically saved. Once they are saved, the system generates a Session ID. The session ID uniquely identifies the batch of records that are ready for authorization
This unique ID is necessary when more than one batch of records is being simultaneously authorized. You are to use this session ID to identify the records, if this batch of records must be aborted or reset.
Viewing the Processing Status: You can view the status at each stage. The different statuses that the system can display for each phase are Authorized, Unauthorized, Processed, Not Processed, In-progress, Aborted and Reset.
The Scope of this Activity: This activity allows a login user to authorize employee eligibility in a batch as well as individually. It also allows the login user to view the details of the employee. The steps to be carried out are as follows:
Authorizing Employee Eligibility
Authorizing Individual Employee Eligibility
Viewing Employee Eligibility
Getting familiar with the pages inside
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Authorize Employee Eligibility |
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Authorize Individual Employee Eligibility |
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View Employee Eligibility |
Definition of Reimbursement Calendar.
Security definition for reimbursement
Eligibility Process
What you can do in this activity
Authorize Employee Eligibility
Authorize Individual Employee Eligibility
View Employee Eligibility
The full picture of an employees eligibility, for an item
What are the factors that influence my total balance?
How is my total balance calculated?
What is the maximum that I can claim?
Can I carry over my previous balance?
Can I claim for my dependents?
Can I apply for claims on behalf of my clients, if I am an external service provider?
The reimbursement claim value of an item, for an individual employee/dependent, is determined first by
The specific reimbursement items eligibility term.
The Reimbursement Items Eligibility Terms: When a reimbursement item is created, the following information is specified:
The applicability of the reimbursement items for dependents. The eligibility for a reimbursement item could be for the employee only, the dependents only or for both employee and dependents.
The maximum number of dependents allowed for a reimbursement item
Note: You can define eligibility terms using the eligibility parameters.
Limit per Claim
This is the upper limit for each reimbursement claim, for the given item. This will be applicable when the Eligibility is Limit
The treatment of carryover balance. It can be carry forward, encashment or lapse, or a customized rule that will determine the treatment of the carryover balance
The Carry Forward/Encashment Limit; this is the maximum limit of the reimbursement amount / value that can be carried forward or encashed.
The eligibility for the reimbursement item is defined in the Create Reimbursement Item activity in one of the two forms:
Quantity: this refers to the defining the value of eligibility in terms of consumables. Example, reimbursement of Fuel, which is a consumable, could be in terms of gallons or litres. When this choice is selected, you are to choose the unit of measurement in which the reimbursement will be provided
Amount: this refers to defining the value of eligibility in terms of actual money spent. If this choice is selected, you are to specify the currency in which the reimbursement must be provided.
An employees total reimbursement balance is determined by some or all of the following factors:
The ceiling defined for eligibility parameter, for the calendar year; this could be Actuals or Limited. If the ceiling is Limited, the maximum quantity or amount that the employee can avail, for the reimbursement item, is defined as well.
The authorized amount for a claim ID, if the previous claims have been authorized until date. Theauthorized amount could be equal to or less than
The upper limit, per claim ID; this will be applicable when the Eligibility is Limit , Or
The percentage of the Claim ID value that can be sanctioned ; this will be applicable when the Eligibility is Limit.
The treatment of carryover balance. It can be carry forward, encashment . If it is carry forward, the balance from the previous reimbursement calendar is also added to the employees balance
The Carry Forward/Encashment Limit; this is the maximum limit of the reimbursement amount / value that can be carried forward or encashed.
If the eligibility nature is Common for All, the amount or quantity availed by dependents also affects the employees balance
If the reimbursement item is in quantity, the quantity is converted into currency and paid to the employee through cash, payroll or check. See quantity or amount. The value of the deduction from the employees balance will depend upon the rate for conversion into money. The conversion rate is specified as a rule, during reimbursement setup. Example: The reimbursement item Conveyance is claimed in quantity, which is Litre. If an employee claims 15 litres under a Claim ID, the system converts it to x dollars, depending on the conversion rate specified.
Carry forward (max limit) + item eligibility for current calendar authorized amount authorized amount for dependents - encashed amount.
Authorized amount for dependents is included in the calculation, provided
Claims can be made for dependents and
The eligibility nature is Common for All.
Both these items of information are specified when a reimbursement item is created.
The employees item eligibility is defined based on the eligibility parameter defined in system parameters and the eligibility matrix.. Employee's eligibility could be actuals or limited based on the eligibility matrix.. Actuals implies that the eligibility is unlimited, and he or she is paid the actual expenses incurred. Limited implies that the maximum value that the employees can avail is defined, for the reimbursement item.
There is an upper limit for each claim ID, for the given item. This will be displayed in the Limit Per Claim field, in the Enter Employee Claim page
Only a specific percentage of the claim value will be sanctioned
Note: If there is a conflict between the sanction percentage and the limit per claim, the system chooses the lesser of the two values. For instance, the limit per claim ID is $1500, and the sanctioned percentage of each claim ID is 75%. If an employee submits a claim ID worth $1800, the sanctioned percentage will be $1350. However, if the employee submits a claim ID worth $3000, the sanctioned percentage will be $2250, but the system will choose the limit per claim ID, which is $1500, to sanction.
This will depend upon the treatment of carryover balance specified for the reimbursement item.
If the eligibility for the item is based on eligibility parameter, the treatment can be carry forward or encashment. Carry forward implies that the balance will be carried forward to the next calendar year. A limit to the maximum amount or quantity that can be carried over will be specified, as well. Additionally, you can also specify the number of years until which the balance is carried forward.
This will depend on the following:
Whether the claim can be made for the employee, dependents or both. This is defined for the specific reimbursement item
The maximum number of dependents allowed, for the reimbursement item. This is defined for the specific reimbursement item
Whether the dependents have been enrolled and their enrollment authorized, before their claims are entered
Note: An employee can only claim for dependents who are defined already as family members, through the Record Information on Family Members activity
The sufficiency of the balance amount/quantity.
If the eligibility nature requires the dependents balance to be maintained separately, there must be sufficient amount /quantity in this balance. Examples of independent dependents balance are Separate for dependents and "Separate for employee and common for dependent:
If the eligibility nature requires the dependents balance to be combined with the employees balance, the amount /quantity in this common balance must suffice.
This is possible, if the following conditions are met
The external service provider has been defined in the Create Provider Details activity
In the Payment To field of the Enter Claims page, the choice is set to External Service Provider