Maintain Reimbursement Eligibility Item

Select the “Maintain Reimbursement Eligibility Item” link in the “Create Reimbursement Item” page.

The “Maintain Reimbursement Eligibility Item” page appears.

The system displays the following fields.

Date Format	The date format applicable to the login user. Tell me more
Reimbursement Setup Unit	The organization unit in which the reimbursement item was created.
Employment Unit	From the drop-down list box, select the employment unit.
Quantity/Amount	Indicates whether the reimbursement against the specific item must be granted either in quantity or amount. § Quantity: Indicates that only the quantity of the item can be reimbursed. § Amount: Indicates that the amount can only be reimbursed against the specific item.
Reimbursement Item Description	The description of the item.
Unit of Measurement	The unit of measurement, if reimbursement is in “Quantity“. Examples are kilometers, litres and gallons.
Currency	The currency in which the reimbursement amount will be paid. Multiple currencies are supported, but a specific currency is maintained for each reimbursement item.

Enter the following.

Reimbursement Scheme

From the drop-down list box, select the reimbursement scheme. You can either select any reimbursement benefit scheme or select the “Not Applicable” option.

To record eligibility details

Enter the following reimbursement eligibility details in the multiline.

Eligibility For	From the drop-down list box, select any one of the following options. § “Dependant” option is selected if the reimbursement eligibility details are applicable for the dependants. This option can be selected only if the eligibility nature selected includes dependants. If the eligibility nature selected is “Self”, you cannot select the “Eligibility For” option as “Dependants”. § “Self” option is selected if the reimbursement eligibility details are applicable only for the employee and not for the dependants, This option can only be selected if the eligibility nature selected includes “Self”.
Department	The unique code of the department for which the reimbursement eligibility details are applicable.
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Divisional Status	The divisional status for which the reimbursement eligibility details are applicable.
Grade Set	The unique code of the grade set for which the reimbursement eligibility details are applicable.
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Grade	The unique code of the grade for which the reimbursement eligibility details are applicable.
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Position	The unique code of the position for which the reimbursement eligibility details are applicable.
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Job	The unique code of the job for which the reimbursement eligibility details are applicable.
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Column 1	Any other additional details or parameters to be included for defining the reimbursement eligibility details.
Service From	The lower limit of number of years of service. The reimbursement eligibility details are applicable for the specific term of service in the organization.
Service To	The upper limit of number of years of service The reimbursement eligibility details are applicable for the specific term of service in the organization.
Service Type	From the drop-down list box, select the Service Type. Example, “Months”, “Days”, “Years”.
Eligibility Based On	From the drop-down list box, select any one of the following options § “Anniversary Based” indicates that the reimbursement eligibility details are applicable based on the employee’s date of joining. § “Calendar Based” indicates that the reimbursement eligibility details are applicable based on the reimbursement calendar.
Eligibility Type	From the drop-down list box, select any one of the following eligibility types applicable for the reimbursement item “Actuals” implies that the reimbursement amount is not limited and is only based on the actual amount incurred on the reimbursement item. “Limited” implies that the reimbursement amount is limited to a specific amount.
Percentage of Base Pay Element	The percentage of the base pay which will be the eligibility value The base pay of employee is defined in the Compensation component.
Eligibility Value	The amount that can be reimbursed by the employee
Encashable	Select the checkbox to indicate that the reimbursement amount can be encashed by the employee mapped to a specific gradeset/grade and work location
Carry Forward	Select the checkbox to indicate that the amount can be accumulated and carried forward to the next financial year.
Encashment Limit	The maximum amount that can be encashed by the employee
Encashment Blocks	The denomination or blocks in which the reimbursement amount can be encashed by the employee.
Min Encashable Units	The minimum amount that can be encashed by the employee mapped to a specific gradeset/grade. And work location
Carry Forward Limit	The maximum amount that can be carried forward by the employee mapped to a specific gradeset/grade. And work location
Years of Balance to Carry forward	The number of years for which the balance reimbursement amount can be carried forward.
Sanction %	The percentage of the claimed amount that can be sanctioned to the employee in a specific gradeset/grade. And work location.
Sanction Amount	The amount that can be sanctioned to the employee in a specific gradeset/grade and work location.
Limit Per Claim	The maximum amount that can be claimed at one instance.
Co-Payment Amount %	The percentage of the amount that will be contributed by the employee towards the reimbursement item.
Co-Payment Amount	The amount that will be contributed by the employee towards the reimbursement item.
Confirmation Mandatory	Select the checkbox to indicate that the employee must be a confirmed employee in the organization to receive the reimbursement benefits.
Min Service	The minimum number of years of service that is required to claim the amount for the reimbursement item.
Min Service Units	From the drop-down list box, select the units of service as “Days”/ “Months” / “Years”.
Work Location	From the drop-down list box, select the work location for which the reimbursement eligibility details are applicable.
Column2	Any other additional details or parameters to be included for defining the reimbursement eligibility details.
Column3	Any other additional details or parameters to be included for defining the reimbursement eligibility details.

The system displays the following

Department Description	The description of the department for which reimbursement details are applicable
Gradeset Description	The description of the grade set for which the reimbursement details are applicable
Position Title	The description of the position for which the reimbursement details are applicable.
Job Description	The description of the job for which the reimbursement details are applicable.

Select the “Save” pushbutton to save the details.

To indicate whether a history of the modifications must be maintained

Enter the following

Modification Option

Select “Correct” or “Update” from the drop-down list box.

If you select “Correct”, the history of modifications is not stored by the system. The record is merely corrected, and the system treats the modification date of the record to be the same as “Effective Date“ you specified when you created the record
“Update”, the system stores the history of modifications, by inserting a new record to track each change to the record. The previous record is internally closed. When you select “Update”, you must also enter the date from which the changes must become effective.

New Effective Date

If the edit option you chose is “Update”, specify the date from which the current modification will be in effect. The system maintains the “Effective To Date” of the previous record to be one day less than the “New Effective Date”.

Select the “Previous” pushbutton beside the “Data Access History” field, to view the previous changes, if any, made to the reimbursement item.

If no previous record exists, the system will display the current record.

Note: When you click “Previous”, the system will display the previous record in the database, provided you had chosen “Update” in the “Edit Option” drop-down list box.

Select the “Next” pushbutton in the “Access Data History” field, to view the next change of the reimbursement item

To delete the reimbursement item

From the drop-down list box, select the employment unit.
Select the “Previous” or “Next” pushbutton to view the previous or next record of reimbursement eligibility details to be deleted.
Select the checkbox against the eligibility details record in the multiline.
Select the “Delete” pushbutton to delete the specific reimbursement eligibility details.

Page Objective

Use this page to maintain reimbursement eligibility item.