Reimbursement Setup Component Overview
The reimbursement setup component facilitates recording the master definitions required for making claims for reimbursement.
Create reimbursement item: Reimbursement items are the basic elements of reimbursement, for which employees make claims for expenses they incurred on the item. Typical examples of reimbursement items are hospitalization, travel and periodicals.
Through this activity, the user can uniquely identify each reimbursement item. After defining the reimbursement item, the user can broadly define the terms and regulations that apply to the reimbursement item, such as:
The applicability of the reimbursement items for dependents
Whether the eligibility value of reimbursement item must be claimed as quantity or amount
The modes of payment
Eligibility parameters defined in the eligibility matrix
After creating a reimbursement item, the user can map employment units to the item. The user can also view all the information that been defined for the reimbursement item.
Creating reimbursement group: This activity allows the user to create a reimbursement group, to which similar or analogous reimbursement items can be grouped under. A reimbursement group is a grouping of reimbursement items into one cohesive group, with an upper limit assigned for the group. The items under the group, however, maintain their individual upper limits.
Grouping is meaningful when a collective reimbursement-ceiling amount is specified for a cluster of reimbursement items. An employee may be eligible for some of the reimbursement items under the group. The system ensures that the accumulated value of all the reimbursement items to which the employee is eligible does not exceed the upper limit assigned for the group.
The user needs to identify the reimbursement group by a unique code and short and long descriptions. The user also needs to indicate whether the eligibility limit will be in currency value, or quantity-based (this refers to consumable items, example, petrol). The broad rule for eligibility for the reimbursement group can be specified in the form of a stored procedure rule. If this is not applicable, the user can specify the eligibility for a grade or grade set.
This activity is also used to map the reimbursement group to an employment unit and view the details of the reimbursement group.
Setting user permission: This activity allows the login user to define the reimbursement items or groups that a specific user and role can access. The prerequisites for the activity include the user-role combination selection from the list of user-roles for which permissions were set during deployment.
Authorizing employee eligibility: Through this activity, the login supervisor can authorize the employee eligibility to reimbursement either in bulk or individually. The system checks whether all the prerequisites required for the authorization to be valid have been satisfied. The supervisor or authorizer can authorize the eligibility of all employees under a specified reimbursement calendar, who are mapped to reimbursement items or reimbursement groups.
The activity also allows the login user to view the details of the employee.
Processing employee eligibility: Eligibility processing indicates that the system determines the employees eligibility for the reimbursement items that are specified for the grade/grade set to which the employees belong or defined as part of the eligibility rule.
To define the parameters for processing eligibility, the user can request the system to process the eligibility of all employees under a reimbursement calendar, who are mapped to reimbursement items or reimbursement groups.
The user then selects one or more reimbursement item/group and employment unit combinations. Selecting implies identification of these combinations to request the system to process the eligibility of all the employees under the selected employment unit, who are mapped to the reimbursement item or group. These employees are under the scope of the selected reimbursement calendar, as well. The system identifies the records to process, based on the following parameters specified:
Reimbursement calendar
Reimbursement item or group
Employment unit.
The user 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.
Setting process status: Through this activity, the user can either abort or reset the eligibility processing of employee records applicable to a specified Session ID. Aborting an eligibility process involves specifying the reimbursement setup unit, reimbursement calendar, and Session ID that identifies the eligibility processing.
Resetting involves entering the same specifications as aborting; the system displays all the reimbursement item or group records that have been aborted or are being processed for the specified reimbursement calendar.
When the user sets the status of eligibility processing for the reimbursement item or group, the system checks whether the required conditions are met. If some conditions are not met, it records them as errors and displays them. The user can view these errors and rectify them before proceeding. This activity enables a login user to set the status of a process and to enter the type of error, if any, in the error log.
Setting reimbursement security: This activity allows you to define all the users who can access a specific reimbursement item or group. The objective of the Set Reimbursement Security activity is to ensure that security for the item or group is foolproof, across components and contexts.
The user can set reimbursement item or group permission for a user, only from the list of users whose permission to activities was already set during deployment. Setting reimbursement item or group permission for a user refers to providing specific users access to a specific reimbursement group and reimbursement item. It also includes revoking specific users access to a specific reimbursement item or reimbursement group, providing specific users access to selective items under a reimbursement group and deleting the users record.
For every user to whom the user provides access, he / she must specify the period for which the access to the reimbursement group or item is effective. Providing access collectively implies adding, editing, viewing, authorizing and unauthorizing.
Setting item account: This activity allows the user to assign an account number for a reimbursement item, so that all transactions of the reimbursement item will be recorded through this account. The account number must be predefined in the Chart of Accounts component in Financials. The user can choose to assign:
A single, common account number for the reimbursement item that will be across grades and grade sets.
A separate account number for each grade or grade set for which the reimbursement item is applicable. The user must also specify the effective period for which the account number will be assigned for each grade or gradeset.
After completing this activity, the user can view the details of the mapping of the account(s) to the reimbursement item.
Unauthorizing bulk eligibility processing: This indicates that the login supervisor reverses the authorization of the employee eligibility to reimbursement. The system checks whether authorization has already been carried out, before permitting the login supervisor to unauthorize the eligibility.
The supervisor or authorizer can unauthorize the eligibility of all employees under a specified reimbursement calendar, who are mapped to reimbursement items or reimbursement groups. The system identifies the records that must be unauthorized based on the parameters specified; the parameters are reimbursement calendar, reimbursement item or group, and employment unit.
The user can view the processing 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.
Creating provider details: Typically, a provider refers to an external service provider who enters into an agreement with a company to render services to the employees, to the extent to which the employee is eligible for reimbursement.
Through this activity, the user can uniquely identify a provider, and enter the associated details about the provider. The user can also map the provider to the reimbursement item. The reimbursement items include items that are under reimbursement groups. The user can also view the list of providers who cater to the company.
Getting familiar with the activities inside
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Authorize Employee Eligibility |
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Create Provider Details |
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Create Reimbursement Calendar |
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Create Reimbursement Group |
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Create Reimbursement Item |
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Edit Employee Dependent Enrollment |
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Edit Employee Eligibility Details |
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Edit Provider Details |
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Edit Reimbursement Calendar |
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Edit Reimbursement Group |
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Edit Reimbursement Item |
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Process Employee Eligibility |
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Set Item Account |
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Set Process Status |
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Set Reimbursement Security |
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Set User Permissions |
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Set Reimbursement System Parameters |
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Unauthorize Bulk Eligibility Processing |
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View Employee Eligibility |
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View Provider Details |
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View Reimbursement Calendar |
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View Reimbursement Group |
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View Reimbursement Item |
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View Reimbursement Security |