Create Reimbursement

The following image displays the fields that require your input while creating the reimbursement.

See Steps to Set up Reimbursement [page 11], to get an overview of system configurations required to create a reimbursement.

To configure the reimbursement in your system, perform the following steps:

1. Go to Admin Center and in the Tools Search field type Benefits Admin Overview. The system opens the Benefits Admin Overview screen. Select Create New - Benefit.

2. In the Benefit Type field, select Reimbursement.

3. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit - Generic Data [page 55]. In addition to the generic fields, maintain the following fields:

○ Payroll Integration: Select either Yes or No. If the payment information must be replicated to Spot Bonus, select Yes. Note that, the Spot Bonus portlet displays this information only if the approver approves the employee claim .

○ Claim Details

○ Claim Workflow: Associate the workflow that should trigger when Employee claims this benefit. For more information on how to create a workflow, see , Set Up and Associate Workflow.

○ Trigger Event: Specify the job information or a life event based on which the system automatically enrolls the eligible employee to a benefit.

○ Birthday (Date of Birth): In this case, the benefit is triggered on the birthday of eligible employee.

○ Service Anniversary (Date of Hire): In this case, benefit is triggered after the employee completes the specified number of years of service, as configured in the frequency field.

○ Marriage: In this case, the benefit is triggered once the personal information (in this case, Status) of an employee changes from Single to Married, along with the date of marriage, during the course of employment.

○ Child Birth: In this case, the benefit is triggered once the employee adds a new dependent(s) to their personal information during the course of employment.

Note

For Birthday and Service Anniversary benefits you must configure the job scheduler. For more information on how to configure a job scheduler, see section, Create Job for Auto Enrollment Benefit.

○ Benefit Payment Options

○ Payment Mode: Select the mode through which an employee receives the claim amount/payment.

○ Pay Component: Select the relevant pay component. In the case of payroll integration, the system uses this pay component to make a corresponding spot bonus entry.

○ Is Default: Select either Yes or No against the payment mode. You must mandatorily select Yes against one of the payment modes.

The system uses that payment mode as default if the employee does not choose a valid option in the Payment Mode field.

○ Entitlement Details

○ Eligibility Rule : Eligibility Rules: Select Benefit Rules, to define eligibility criteria for the benefit. If you have maintained the rule for entitlement amount, the system fetches this rule.You can also determine the entitlement amount through this rule. For more information on how to create a rule, see, Define Rules to Determine Benefit Eligibility and Entitlement Amount for an Employee [page 32]

Note

○ If you maintain both the entitlement amount and the eligibility rules, the system uses the eligibility rule to determine the entitlement amount. You can see this amount on enrollment and claim screen of the particular benefit.

○ If there is a change in the date from which the eligibility rule for a benefit is effective, then you must ensure that the same effective date is maintained in the Effective From field for the benefit as well, for data consistency. You can do this by making a change in the Benefit description.

○ Entitlement Amount: Specify the maximum amount that an employee can claim for the selected benefit

○ Currency

○ Dependent Specific Rule: Select the relevant dependent specific rule. This rule determines the number of dependents. For more information, see Eligibility Rule to determine the entitlement amount based on the employee’s dependents’ information section Define Rules to Determine Benefit Eligibility and Entitlement Amount for an Employee [page 32]

○ Benefit Schedule and Frequency

○ Benefit Schedule: Select the schedule. The system determines the validity of enrollment and claim based on the period you maintain in a schedule. If you want to create a benefit schedule, choose Add.

If you click on this button, the Benefit Schedule pop- up screen appears. Enter the following data:

1. Schedule Name: Specify the name of the schedule for a particular benefit.

2. Schedule Periods: Assign multiple periods where you have defined different claim and enrollment validity dates. If you want to create a new period, choose Add. If you click on this button, the Schedule Periods pop- up screen appears. Enter the following data:

○ Period Name

○ Enrollment Effective From: Enter the date from which the enrollment is valid.

○ Enrollmet Valid Until: Enter the date until which the enrollment is valid. After this date, the employee will have to renew the enrollment to continue being eligible for a benefit.

○ Enrollment Opens: Enter the start date for enrolling in a benefit. The employee can enroll for a particular benefit from this date.

○ Enrollment Closes: Enter the end date for enrolling in a benefit. The employee can enroll for a particular benefit until this date.

○ Claim Starts: Enter the Start date for claiming a benefit.

○ Claim Ends: Enter the end date for claiming a benefit. The employee can claim for a particular benefit until this date.

○ Balance Carry Forward Upto Date: Enter the date up to which an employee can carry forward the unclaimed balances.

○ Frequency: Specify the frequency of occurrence of the benefit.

○ Maximum Claims Per Schedule: Specify the maximum number of claims you can make in a given schedule. Note that schedule here refers to the exact dates within a period. For example, if you enter the value 1 in this field and the period is January, then you can only make one claim between 01 January and 31 January.

If you enter 1 in this field, 10 in Maximum Claims Per Frequency field and Annual in Frequency field, the system restricts the number of claims according to all these parameters. In this case you can claim a benefit up to 10 times in a year but only once in a given period (01 January- 31 January).

○ Maximum Claims Per Frequency: Specify the maximum number of claims that you can make in a given frequency, that is annual, monthly and so on. For example, if you enter the value 10 in this field and the Frequency is annual, then you can make up to 10 claims in a year.

If you enter 10 in this field, 1 in Maximum Claims Per Schedule field and Annual in Frequency field, the system restricts the claim as per these parameters. In this scenario, you can claim a benefit up to 10 times in a year but only once in a given period.

Table 14: Benefit Schedule Maintainence

Enrollment Required Field Benefit Type Field Maintain Following Schedules

Yes Reimbursement ○ Enrollment Period: Start date and

End date

○ Claim Period: Start date and End date

○ Enrollment Validity

No Reimbursement ○ Claim Period: Start date and End

date

○ Balance Carry Forward: Select either Yes or No. If you select Yes, you can carry forward the unclaimed balances from the previous periods to the next period. You also need to enter data in the following fields:

○ Upper Limit on Period Carry Forward Amount: Specify the maximum amount that can be carried forward to the next period.

○ Carry Forward Upto Schedule Periods: Specify the number of schedule periods up to which the unclaimed balances can be carried forward.

Note

○ You must enter data either in the Carry Forward Upto (Date) field which is the Benefits Period, which are maintained as part of Benefit Schedules or in the Carry Forward Upto Schedule Periods field.

○ Balance carry forward will not be applicable for the benefits with trigger events.

○ Upper Limit on Total Carry Forward Amount: Specify the total amount that you can carry forward in a given period.

If you select No, the system does not carry forward the unclaimed balances.

Note

Limitations in Current Release

A claim request must be approved or rejected in the same period in which it has been submitted.

Related Information

Quick Steps to Get Going [page 9]