Viewing the eligibility details of the employee

Ensure that you are in the Select Employee to View page
Select the employee name whose eligibility details need to be viewed, in the multiline.
Select the hyperlink in the Employee Name field
The View Employee Eligibility page appears.
The system displays the following fields.

Date Format	The date format applicable to the login user. More details
Reimbursement Set Up Unit	The reimbursement setup unit displayed in the previous page
Employment Unit	The employment unit selected in the previous page
Employee	The employee selected in the previous page.
Reimbursement Calendar	The calendar selected in the previous page.
Reimbursement Group	The group selected in the previous page.
Reimbursement Item	The reimbursement item selected in the previous page.
Effective from	The date from which the reimbursement calendar is in effect
Effective To	The date until which the reimbursement calendar is in effect
Eligibility	Either Actuals or Limited is displayed, to indicate the permissible limit applicable for the grade or grade set. If you choose
	Actuals indicates that there is no upper limit to the reimbursement value that can be claimed. In other words, the reimbursement value is unlimited.
	Limited indicates that the reimbursement value can be claimed upto a given limit.

Note: The permissible limit is for the calendar year to which the reimbursement item will be mapped

Opening Balance	The amount that is carried forward from the previous calendar year, for the employee
Percentage of Base Pay Element	The percentage of base pay element that is used to define the eligibility value for a grade set/grade of an employee. Alternatively, it can be a fixed amount.
	The base pay of employee is defined in the Compensation component.
Treatment of Balance	The method by which the calendar end balances of a reimbursement item must be treated. One of the following methods is listed:
	Carry forward: This indicates that any remaining balance at the end of a calendar year is carried over to the next calendar year. This balance will be subject to the value defined in the Carry Forward / Encashment Value field.
	Encashment: This indicates that any remaining balance at the end a calendar year is encashed at the end of the same calendar year. This balance will be subject to the value defined in the Carry Forward / Encashment Value field.
	Lapse; This indicates that any remaining balance at the end a calendar year is treated as cancelled.
Total Balance	The total balance of the employee for the selected reimbursement year. This is the is the sum of
	The amount carried forward from the previous calendar year, and
	The amount for which an employee is eligible, for the current calendar year
Dependant Eligibility	Yes indicates that the employees dependents are eligible to the reimbursement item. No indicates that the dependents are not eligible to the reimbursement item.
Limit Per Claim	The upper limit for each reimbursement claim, for the reimbursement item. This field is displayed if Limit is displayed in the Eligibility field
No. Of Dependents	The total number of dependents of the employee. These will be family members of the employee, all of whom are defined already in the Employee Personal Information component.
Carry Forward Limit	The maximum limit that can be carried to the next reimbursement calendar
Maximum Dependents Allowed	The maximum number of dependents allowed for the specific reimbursement item. This field is applicable, if Yes is displayed in the Dependent Eligibility field.
Eligibility Nature	The mode of eligibility that is applicable. It can be one of the following: Separate eligibility", Common for dependents, Separate for dependents, "Separate for employee and common for dependent or self eligibility. See Eligibility Nature for more information
Remarks	Any remark pertaining to the employee eligibility.

To determine whether a history of the modifications is maintained

4 The following fields are displayed

Modification Option	Either Correct or Update is displayed
	Correct indicates that 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 indicates that 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 From	If Update is displayed in the Modification Option field, this field displays 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 From date.

To view the next and previous modifications

By default, the system displays the latest history of the tax record.

Click the Previous pushbutton besides the Data Access History label to view the previous change that has been made.
Click the Next pushbutton besides the Access Data History label to view the next change of the employment tax type record with their effective dates.

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 while you edited.

If there is only one value, the page will be refreshed with this current value only.

6 Hyperlinked topics below

Page objective

Use this page to view the employee name whose eligibility details need to be viewed.

What you can do in this page

To determine whether a history of the modifications is maintained

To view the next and previous modifications

Find out more

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?

Why dont all the reimbursement items appear in the multiline?

The full picture of an employees eligibility, for an item

The reimbursement claim value of an item, for an individual employee/dependent, is determined first by

The specific reimbursement items eligibility terms, followed by
The eligibility terms of the grade or gradeset to which the employee belongs. See picture

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

The Eligibility Terms of the Grade or GradeSet to Which the Employee Belongs: When a reimbursement item is defined, the following information is specified as well, for every grade or grade set in the organization unit:

The permissible limit applicable for each grade or grade set; this could be Actuals or Limited. Alternatively, it could be a general eligibility rule applicable for all the employees of the organization unit. If Limit, the following are defined as well
Sanction %. This is the percentage of the reimbursement claim value, which will be sanctioned for the item. This will be applicable when the Eligibility is Limit

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.

Quantity or Amount

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 liters. 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.

What are the factors that influence my total balance?

An employees total reimbursement balance is determined by some or all of the following factors:

The ceiling defined for each grade or grade set, 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. Alternatively, there could be a general eligibility rule, applicable for all the employees of the organization unit, with no grade-specific ceiling defined.
The authorized amount for a claim ID, if the previous claims have been authorized until date. The authorized 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 or lapse, or a customized rule that will determine the treatment of the carryover balance. 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 Liter. If an employee claims 15 liters under a Claim ID, the system converts it to x dollars, depending on the conversion rate specified.

How is an employees total balance calculated?

Carry forward (max limit) + item eligibility for current calendar authorized amount authorized amount for dependents.

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

What is the maximum that I can claim?

If the employees item eligibility is based on grade, the ceiling for the grade to which the employee belongs could be Actuals or Limited. 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 under the gradeset/grade 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.

If the employees item eligibility is not based on grade, the maximum amount could be a general eligibility rule applicable for all the employees of the organization unit. It may or may not be specific to a claim ID.

Can I carry over my previous balance?

This will depend upon the treatment of carryover balance specified for the reimbursement item.

If the eligibility for the item is grade-specific, the treatment can be carry forward, encashment or lapse for each grade. 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.
If the eligibility rules are not grade-specific, a customized rule will determine the treatment of the carryover balance

Can I claim for my dependents?

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.

Can I apply for claims, on behalf of my clients?

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

Why dont all the reimbursement items appear in the multiline?

The grade to which the employee belongs must be specified as eligible for the item, in the Create Reimbursement Item activity

Rule create item

An employees eligibility to each reimbursement item must be authorized already, in the Authorize Employee Eligibility activity, during reimbursement setup. Otherwise, the reimbursement items do not appear in the Enter Reimbursement Claim page when the employee logs into the Apply for Reimbursement activity