Global Benefits SAP Successfactors

Implementation Guide SAP SuccessFactors Employee Central Document Version: Q4 2016 – November 4

Global Benefits Configuration Steps

INTERNAL

Content

1

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2

Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3

Quick Steps to Get Going. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3.1

Starting With Global Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

3.2

Enhancing it Further. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

3.3

Steps to Set up Reimbursement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3.4

Steps to Set up Pensions/ Retirement Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

3.5

Steps to Set up Insurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

3.6

Steps to Set up Wallet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

4

Enabling Global Benefits in Your System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

4.1

Provisioning Opt-in. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

4.2

Changes to Succession Data Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

4.3

Adding Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

4.4

Set Permissions for HR Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

5

Basic Configuration Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

5.1

Administrator Overview Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

5.2

Using Standard Configuration UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

5.3

Creating Benefit Screen Lookup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

5.4

Set up Role Based Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

5.5

Create Picklists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

5.6

Create Relevant Pay Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

5.7

Create Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Define Rules to Determine Benefit Eligibility and Entitlement Amount for an Employee. . . . . . . . . . . 32

5.8

Set up and Associate Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

5.9

Associate Custom Claim and Enrollment Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

5.10

Enabling Email Notification after Enrollment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

5.11

Benefit Exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Create Benefit Exception. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

6

Configuring Different Benefit Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

6.1

Create Benefit - Generic Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

6.2

Create Allowance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Other Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

6.3

2

Create Reimbursement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

INTERNAL

Global Benefits Content

6.4

Create Pensions, Saving Plans or Retirement Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68 Statutory Minimum Lookup Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Create Savings Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

6.5

Insurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Create Insurance Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Insurance Rate Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Create Insurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

6.6

Create Wallet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

6.7

Create Deductible Allowance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

7

Importing Benefit Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

8

Importing Configurations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

8.1

Import Sequence for Benefit Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

9

Integration with Third Party Provider. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99

10

Create a Benefit Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

11

Using Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

11.1

Employee Overview Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

11.2

Enroll Benefits – Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Benefit Enrollment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Pension Enrollment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Insurance Enrollment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Benefit Program Enrollment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

11.3

Edit Benefits - Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

11.4

Claim Benefits – Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Life Event/ System Triggered Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

11.5

Approving Claims. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

12

Jobs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

12.1

Create Job for Auto Enrollment Benefit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Job Responses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

12.2

Create Job for Benefit Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

13

Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

14

Configuring Country-specific Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

14.1

Brazil. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Transportation Allowance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Child Care. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Meal Allowance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Food Allowance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Medical Bill. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Global Benefits Content

INTERNAL

3

Child Birth Gift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Birthday Gift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Saving Fund. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Medical Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Dental Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Life Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 14.2

India. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Service Anniversary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Birthday Voucher. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150 Child Birth Voucher. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151 Marriage Voucher. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Fuel Reimbursement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Company Housing Benefit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Company Car Benefit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Leave Travel Allowance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

14.3

Switzerland. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Birthday Gift. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Sport/ Gym Club. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163 Marriage Gift. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Service Anniversary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Railcard Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Family Allowance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Pension Fund (BVG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

14.4

USA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Health Insurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Life Insurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 Health Spending Account (HSA). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 Flexible Spending Account (FSA). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .184 401K. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

15

FAQs for Global Benefits Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

16

Tips and Tricks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

4

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Global Benefits Content

What’s New in This Guide

Q4 2016 Table 1: The following table summarizes changes to this guide for the Q4 2016 release What's New

Description

More Info

Added topic on import sequence for ben­ Import sequence for benefit types such efit types as Insurance, Deductible allowance and Pension has been provided to avoid er­ rors during import of benefits

Import Sequence for Benefit Types [page 97]

Added information about field Use Deci­ mal Precision for Contribution Amount

Decimal precision for employer and em­ ployee contribution can be determined using this field.

Create Insurance [page 89]

Added information about editing details

An employee can choose to edit the de­

Edit Benefits - Employee [page 114]

of active benefits enrolled.

tails of a enrolled benefit type if allowed.

Q3 2016 Table 2: The following table summarizes changes to this guide for the Q3 2016 release What's New

Description

More Info

Added information about Premium for field

For insurance policies that require the

Create Insurance Plan [page 80]

system to check a dependents parame­ ters rather than employees parameters, the system looks up the dependent pa­ rameter and picks the right rate based on the rate chart.

Added information about Jobs

Enhanced information on Job Responses Jobs [page 118] as part of Execution Manager dashboard for Benefit Auto Enrollment Job. When the Benefits Auto Enrollment Job is scheduled as recurring for a Benefit of Type Allowance, then based on the eligi­ bility the enrollment for the employee will be created or updated as of the Job Run Date

Global Benefits What’s New in This Guide

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5

1

Introduction

The purpose of this guide is to explain the creation and use of the benefits function. Following are the different kinds of benefits that are available for employees: ● Reimbursements and Allowances, for example, medical bills, higher education and gym. ● Benefits-in-kind, for example, company car, driver allowance, and birthday voucher. ● Pension for example, PF, CPF. ● Insurance, for example, life insurance, medical insurance. After executing all steps described in this document, a HR administrator will be able to create new benefit programs and benefits, associate them to a benefit program, process the employee benefit requests faster and so on. Employees will be able to enroll for a particular benefit, apply for benefits, initiate claims for benefits and can also check current status of claims. Current Scope In this release, the processing for the following kinds of benefits is available: ● Reimbursements - These are benefits where an employee incurs expense, and submits a claim. For example, Medical Bills, Club Membership, Electricity Bills, Gas, Child Education. ● Allowances - These benefits are provided as an allowance directly in the employee's salary. Some examples are , Fuel Allowance , Higher Education, Gym membership, House Maintenance. ● Pension - It is a retirement benefit that an employee is entitled to at the time of retirement. This amount is to be paid regularly to an employee, following his/her retirement from service. To enable enough payment at the time of retirement, many employers offer this as a benefit where they contribute a certain percentage or amount to an employee's chosen retirement fund. Employee also contributes to this. Pension, for example, provident fund, CPF, and pension fund. ● Insurance - Insurance plans provide the protection to the policy holder and its dependents from life's uncertainties or medical emergencies. ● Other Benefits - There are some benefits in which the employee is eligible for without enrolling or claiming, such as family day benefit. Employee can view these benefits on their employee overview page. To get a detailed information about such benefits or its policies, the employees can use the link that appears against each benefit. ● Deductible Allowance - These are the benefits that allow some periodic deductions from an employee’s compensation after his/her enrollment.

Note As part of the Q3 2015 release, the term "admin tools" is replaced throughout the user interface with the name "admin center." This change is visible in a number of places, including the global navigation menu, the user options menu, and in admin page titles and navigation links. This is a universal change affecting all SuccessFactors instances. Whenever the term "admin tools" appears in any existing product documentation, including this document, the information should still be accurate, but you can now expect to see the term "admin center" in the user interface. Target Group

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Global Benefits Introduction

This guide is intended for Professional Service providers and Consultants.

Global Benefits Introduction

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7

2

Prerequisites

The following activities are needed to be completed to enable the use of this feature: ● Activated MDF in Provisioning. ● If benefits is not enabled, then you must have Provisioning system to enable the same. For more information see, Provisioning Opt-in [page 15] ● Active and valid employee eligible for benefit claim/ enrollment (valid legal entity). ● Activated currency MDF Data. ● Employee should have an associated manager/ HR manager for workflow.

Note For better navigation of the content in this handbook, activate the Bookmarks Navigation View. To do so, Goto View -> Show/Hide -> Navigation Panes -> Bookmarks

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Global Benefits Prerequisites

3

Quick Steps to Get Going

The following chapter describes the high level steps on how to configure different benefit types.We recommend you to start with these, to understand system set up better. This is a simplified approach to a possible benefit implementation process. You have to determine your customer's business requirement. Based on their requirements you have to adjust your process.

3.1

Starting With Global Benefits

These steps will enable you to quickly set-up a simple allowance benefit. The included image in each step is the expected output after the successful completion of each step. You can use the following steps as a rough guideline.

For more information on each step refer the below table:

Global Benefits Quick Steps to Get Going

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9

Table 3: STEP 1

STEP 3

Enabling Benefits

Create Master Data

●

Provisioning Opt-in [page 15]

●

Picklists [page 28]

●

Changes to SDM [page 16]

●

Create Relevant Pay Components [page 30]

●

Adding Permission Role [page 17]

●

Create Allowance [page 58]. Refer to point 3 (payroll in­

●

Set Permissions for HR Administrator [page 19]

tegration) ●

Workflow [page 36]

STEP 2

STEP 4

Set Up Configuration UI

Create Benefit (Allowance)

● ●

Importing Standard Configuration UI from SuccessStore

●

Create Allowance [page 58]

[page 22]

●

Check Employee Page [page 102]

Creating Lookup [page 23]

●

Enroll Employee [page 104]

3.2

Enhancing it Further

These steps will enable you to enhance the Allowance Benefit. The included image in each step is the expected output after the successful completion of each step You can use the following steps as a rough guideline.

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For more information on each, step refer the below table Table 4: STEP 1

STEP 3

Set up RBP [page 25]

●

Associate Custom Claim and Enrollment Objects [page 43]

STEP 2 Define Rules to Determine Benefit Eligibility and Entitlement Amount for an Employee [page 32]

3.3

Steps to Set up Reimbursement

These steps will enable you to set up Reimbursement Benefit.

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For more information on each step refer the below table: Table 5: STEP 1

STEP 3

●

Pay component [page 30]

●

Create Claim [page 115]

●

Workflow Enrollment/ Claim [page 36]

●

Approve [page 117]

●

Schedule [page 63] (refer step 3, Benefit Schedule and Frequency)

●

Custom Objects [page 43]

●

Eligibility Rules [page 32]

STEP 2 ●

Generic Data [page 55]

●

Create Reimbursement [page 63]

3.4

Steps to Set up Pensions/ Retirement Plan

These steps will enable you to set up Pension Plan. You can use the following steps as a rough guideline.

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For more information on each step, refer the below table: Table 6: STEP 1 ● ● ●

STEP 3

Pay component (Employee/ Employer Contribution)

●

Create Claim [page 115]

[page 30]

●

Approving Claims [page 117]

Workflow Enrollment [page 36] Schedule [page 63] (refer step 3, Benefit Schedule and Frequency)

●

Eligibility Rules (Employee/ Employer Contribution) [page 32]

STEP 2 ●

Generic Data [page 55]

●

Create Pensions [page 68]

3.5

Steps to Set up Insurance

These steps will enable you to quickly set-up an Insurance. You can use the following steps as a rough guideline.

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For more information on each step refer the below table: Table 7: STEP 1

STEP 3

●

Insurance [page 78]

●

Workflow Enrollment [page 36]

STEP 2

●

Create Insurance [page 89]

STEP 4

●

Pay component(Employer Contribution) [page 30]

●

Create Claim [page 115]

●

Create Insurance Plan [page 80]

●

Approving Claims [page 117]

●

Rate Chart [page 85]

3.6

Steps to Set up Wallet

These steps will enable you to quickly set-up an Wallet. You can use the following steps as a rough guideline.

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4

Enabling Global Benefits in Your System

The following chapters describes high level steps on how to enable global benefits in your system.

4.1

Provisioning Opt-in

Context In Provisioning, ensure that you enable the following settings for the company:

Procedure 1. Login to Provisioning and select the relevant company. 2. Go to Edit Company Settings-> Company Settings, and select the following: a. Enable Generic Objects b. Employee Central V2 3. Select Enable Benefits.

4. Click Save Feature.

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4.2

Changes to Succession Data Model

To change the SDM, perform the following steps: 1. Login to Provisioning and select the relevant company. 2. Go to Succession Management, and select Import/Export Data Model.

3. Select Export file (Select 'Save' not 'Open'). The Succession Data Model XML file is displayed. In this file enter the below mentioned text and then Import the edited XML file .Global Benefits

4. Now, logon to BizX/Employee Central with a user who has the following permissions: ○ Authorization to Admin Center ○ Authorization to configure employee files in Admin Center ○ Authorization to manage permission roles in Admin Center

5. Go to Employee Files -> Configure Employee Files

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6. In the Design Employee Files Layout screen, select Global Benefits.

4.3

Adding Permission Roles

To add permission roles, perform the following: 1. In Admin Center, search for Manage Permission Roles 2. Select the relevant role for which you to like to grant view and edit rights for an employee to make changes to his/her benefits and enable benefits tab. The following scenarios illustrates the various permissions which a user may need to perform certain task. Scenario 1 Provide permissions to an employee to view Global Benefits in the employee home page. To do so, perform the following steps: 1. Choose Employee Self Service. System opens Permission settings screen.

2. In Permission settings screen, choose Employee Views and select Global Benefits checkbox. 3. Choose Done. Global Benefits Enabling Global Benefits in Your System

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If this checkbox is enabled, then a user with this permission role will be able to view Global Benefits by clicking Public Profile in the employee home page. Scenario 2 Provide permissions to an employee to Enroll for or Claim a particular benefit. To do so, perform the following steps: 1. Select Employee Self Service. System opens Permission settings screen. 2. In Permission settings screen, choose Employee Data and select both View and Edit checkboxes against Update Employment Records (displayed as Take Actions button)

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3. Again in Permission settings screen, choose Manage Benefits and select Enroll/Claim for Benefits/ Benefit Programs checkbox. 4. Choose Done.

For detailed information regarding permission roles, referSet up Role Based Permissions [page 25]

4.4

Set Permissions for HR Administrator

Permissions for HR Administrator HR administrators need the settings shown below. These should be added to an existing HR admin role. 1. In Employee Central, go to Admin Center and search Manage Permission Roles. 2. Select ‘admin_role’ or the equivalent permission role which is configured in your system. 3. On the Permission Role Detail page, click Permission to specify which permissions the role should have. 4. Choose Manage Benefits, which is used to control who has which permissions related to the Benefits feature including creating benefits and benefit programs. 5. Select Benefit Admin Overview, if the user with this permission role should be able to create a new benefit and benefit program in the system. 6. Select Enroll/Claim for Benefits or Benefit Programs, if the user with this permission should be able to enroll or claim a particular benefit. If this checkbox is enabled, then a user with this permission role is able to view Enroll Benefit, Enroll Benefit Program and Claim Benefit by clicking Take Action in the Benefits Overview page of employee. 7. Save your changes.

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For more details on creating new permission roles and permission groups, please refer to the Employee Central Implementation Handbook.

Caution You must not create or edit the Benefit User MDF object manually. For detailed information on how to configure the permissions on Benefit User MDF object, please refer RoleBased Permissions(RBP) Handbook. You can access the same in help.sap.com ● Choose Cloud in the upper pane. ● Under Cloud, click on SuccessFactors HCM Suite and choose Foundation Capabilities and Tools in Product Information. ● Under Implementation Guides, click on Role- Based Permissions.

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5

Basic Configuration Settings

In configuration settings you set up role based permissions, create picklists, create relevant pay components, create rule and configure benefits objects.

5.1

Administrator Overview Page

Admins can access the overview page via Admin Center and then search for Benefits Admin Overview Screen. On this page, the admin can view the following portlets: ● MDF Objects: Displays the existing MDF objects such as Benefit and Benefit Program. ● Existing Benefits and Benefit Programs: Displays the list of existing benefits and benefit programs. You also have the option to create a new benefit or a benefit program. This page displays the active Config UI screen IDs for a selected benefit or a benefit program. The Config UI screen IDs to be displayed can be predefined in Creating Benefit Screen Lookup [page 23].

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Related Information Create a Benefit Program [page 100]

5.2

Using Standard Configuration UI

Context To use the config UI for benefits, do the following steps:

Procedure 1. In Admin Center, search for Manage Configuration UI. 2. System opens Manage Configuration UI screen. Search for the relevant Config UI. Note that the following Config UIs are delivered in the stsndard solution.

Results To use these config UI's, create benefit screen lookup. For more information refer section Creating Benefit Screen Lookup [page 23]

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5.3

Creating Benefit Screen Lookup

To map the config UIs for benefits, do the following steps: 1. In Admin Center, search and click Manage Data. 2. In Create New, select Benefit Screen Lookup and enter relevant Object Type and Screen ID.

Restriction Currently, while associating the config UI with benefit screen lookup, the system does not display the relevant screen ID (for the first time). Workaround for this Release Make a dummy change (for example, a label change) in the config UI relevant to the screen ID and Save the changes. This is a one-time activity. 3. Create the following Benefit Screen Lookup instances : Table 8: Object

Object Screen

Benefit

BenefitConfigUI

Benefit Program

BenefitProgramConfigUI

Benefit Employee Claim

BenefitEmployeeClaimConfigUI

Benefit Enrollment

BenefitEnrollmentConfigUI

Benefit Program Enrollment

BenefitProgramEnrollmentConfigUI

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Create Config UI Rules In order to set any fields as read only so that employee is not allowed to edit, you are required to maintain the Config UI rules. To create the config UI rule, you must perform the following steps. Note that you perform these steps as per your business requirement. 1. In Admin Center, search Manage Configuration UI. 2. In Manage Configuration screen, search for the relevant screen ID.

3. Click Manage UI Rules.System opens UI Rules pop up screen. For Manage UI Rules button to appear, keep the cursor on the header of the screen (Create Benefit). 4. Select Add Rule button, to create a new rule which you want to associate with the screen. UI Rule pop up screen displays the list of rules which are already associated with the screen

Example Sample Config UI Rule:

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5.4

Set up Role Based Permissions

Using Role Based Permissions (RBP), we can control the permissions assigned to the particular user for using benefits. Next, you need to set the relevant permissions. You do this from Admin Center, by choosing Manage Permission Roles and making the entries described below.

Note An employee can enroll for a benefit, enroll for a benefit program, or claim benefit by clicking Take Action in the Benefits Overview page of employee. It is not possible for an admin to perform the above actions for another employee unless he uses the Proxy Now feature. Permissions for Benefit Objects Administrators must perform the settings explained below for the following Benefits Objects: ● Benefit Program Enrollment ● Benefit Program Enrollment Details ● Benefit Enrollment ● Benefit Employee Claim The administrator must also set up the relevant permissions of the role for the following Benefit Objects: ● Benefit Legal Entity ● Benefit Schedules ● Benefit Documents For example, while an employee would not have the permissions to create a benefit or a benefit program, an administrator will. Global Benefits Basic Configuration Settings

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The following steps describe the permission settings for Benefit Enrollment Object. In the similar way, you can also create permissions for Benefit Program Enrollment and Benefit Employee Claim. 1. Go to Admin Center and search Configure Object Definition. 2. Specify Object Definition in Search field and Benefit Enrollment as shown below.

3. Under Security tab, select Yes in Secured field and choose Miscellaneous Permissions in Permission Category field.

4. Select Save. 5. Go back to Admin Center, search Manage Permission Roles. 6. Select the relevant role for which you wish to like to grant edit or view permissions to benefits enrollment screen and relevant fields. 7. In case of HR Admin, perform the following: 1. Select Admin Center. System opens Permission settings screen. 2. In Permission settings screen, click on Miscellaneous Permissions. 3. Under Benefit Enrollment, select Insert and Correct and Delete checkbox in Actions. 4. In case of Benefit Enrollment, Benefit Program Enrollment, and Benefit Employee Claim select Field Level Overrides checkbox. System displays Field and Permission field. Enter Benefit (for Benefit Enrollment and Benefit Employee Claim) and enter Benefit Program (for Benefit Program Enrollment) in Field. Choose No Access in Permissions.

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8. In case of Employee, perform the following: 1. Select Employee Self Service. System opens Permission settings screen. 2. In Permission settings screen, click on Miscellaneous Permissions. 3. Under Benefit Enrollment, select Create checkbox in Actions.

Note During Benefit Program enrollment, if you do not want the employee to remove benefits from the selected benefit program, maintain the relevant/necessary permissions as shown in the image below. Alternately, you may configure as required for the role involved. Ensure that you perform these settings in Benefit Program Enrollment Detail object.

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5.5

Create Picklists

To create picklists, perform the following steps: 1. In Admin Center, search Configure Generic Object Definition. 2. Under Create New, select Picklist. 3. Create a picklist with the code “paymentMode”. This picklist specifies the ways an employer can pay employees benefit amount.

Note The code name should not be changed; you must use 'paymentMode' 4. Add the picklist values that you require.For example, Payment Mode Picklist can have the following values: Check, Cash, Bank Transfer, Payroll To to create the Rule Type picklist for Benefits, do the following: 1. In Admin Center, search Configure Generic Object Definition. 2. In Create New field, choose Picklist. 3. Create/edit a picklist with the code “RuleType”. 4. Add the external code as Benefits and label of your choice. The external code name should not be changed. The following image displays the fields that require your input while creating the picklist.

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Note Below mentioned are the picklist for different benefit types. You must create the following picklists with the relevant values: Picklists relevant for all Benefit Types Table 9: Picklist Name (external code)

Valid Values

BenefitContactType

HR Admin, Payroll Admin and so on

paymentMode

Check, Cash, Bank Transfer, Payroll and so on

Pension relevant picklists Table 10: Picklist Name (external code)

Valid Values

relationShipType

Mother, Father, Spouse and so on

Insurance relevant picklist Table 11: Picklist Name (external code)

Valid Values

benefitInsuranceDependentOption

Self, Self + Spouse, Self+ Family

benefitInsuranceCoverageLevel

One Bed, Two Bed

insuranceType

Life/ Term, Medical, Dental, Vision and so on

relationShipType

Mother, Father, Spouse and so on

MaritalStatus

Married, Single and so on

profession

Doctor, Driver and so on

hobby

Mountaineering, Swimming and so on

smoking

Yes, No

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Picklist Name (external code)

Valid Values

drinking

Yes, No

Note ● For Relationship Type field in enrollment and claim scenarios, you must create a picklist ID with name as relationShipType. This picklist is a copy of personRelationshipType picklist. You can find personRelationshipType picklist ID under Admin Tools -> Picklist Management -> Picklist -> Export Picklist -> Search for your picklist. While creating the picklist, you must maintain the same External Code as mentioned in personRelationshipType picklist. ● For Mode of Travel field in BenefitLeaveTravelReimbursementClaim object, you must create a picklist ID with name as modeOfTravel.

5.6

Create Relevant Pay Components

Context To create pay components that are relevant for benefits, perform the following steps:

Procedure 1. In Admin Center, searchManage Organization, Pay and Job Structures. 2. Under Create New, choose Pay Component. Enter all required field entries. During Benefit creation, system displays the pay component that you create here, as a drop down value in Pay Component field under Payment Option section. Note that, whenever you maintain a new pay component, you must also maintain the permissions for it in Manage Permissions Roles. For example, for Fuel Reimbursement Benefit you may create a pay component such as Fuel Claim, which would be understood by the payroll system. Pay Component for Pension Each pension fund will have two pay components. One pay component will store employee's fund contribution and the other will store employer's fund contribution. Each fund represents a different provider. Hence, a the separate pay component is required for each fund. Based on the pay component the system determines how much amount is going towards each fund. You can either create an Amount-based pay component or a Percentage-based pay component. When you create an Amount-based pay component, define the fixed amount in the Pay Component Value field.

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When you create a Percentage-based pay component, select the relevant option in Base Pay Component Group field and enter the percentage value in Pay Component Value field. The Base Pay Component field lists all the available pay components. The system calculates the pension contribution based on the value in Pay Component Value field and the pay component that you have selected in Base Pay Component field. For example: You select Basic Salary in Base Pay Component Group field and enter 10 in Pay Component Value field, in this case the pension contribution will be 10 percentage of Basic Salary.

Related Information Quick Steps to Get Going [page 9]

5.7

Create Rule

Context To create rule for benefits, do the following steps:

Procedure 1. Go to Admin Center and search Configure Business Rules. 2. Click Create New Rule and choose Basic Rule radio button.

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3. Use the picklist RuleType. If this picklist is not available then you should create it. For information on how to create a picklist, see section, Create a Picklist. You can define your own company- specific values in the picklist. 4. Click Manage Parameters, to create a new parameter.

Related Information Create Picklists [page 28]

5.7.1 Define Rules to Determine Benefit Eligibility and Entitlement Amount for an Employee The eligibility rule decides if a particular employee is eligible for a benefit and also determines his or her entitlement amount. Using the rule engine, you can set up a rule that is specific to your company, based on criteria such as pay grade and location. To determine the employees’ eligibility, the rule engine reads the employeerelated information and executes the rule that you created. Following are the different types of rules to determine an entitlement amount: Rule to determine an entitlement amount without lookup object While creating the rule, you maintain certain conditions in it. Based on these conditions the rule determines the entitlement amount: ● If the condition maintained in the rule matches with the employee data, the rule sets the entitlement amount. ● If the condition does not match with the employee data, the entitlement amount is derived based on the Entitlement Amount field maintained in Benefit MDF object The image below illustrates the rule which do not require any customer specific lookup object to determine the entitlement amount.

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Rule to determine an entitlement amount with lookup object While creating the rule, you must select the relevant lookup object based on which the rule determines the entitlement amount. To create this lookup object, do the following: 1. Go to Admin Centerand search for Configure Object Definition. 2. Select the object definition you require, in the Create New field. 3. Enter the code for of the look up table in the Code field. 4. Configure the fields that you want to use, for example, pay grade, division, business unit, location and so on. These fields will serve as the criteria to determine an eligibility for a particular benefit. The image below illustrates the field configuration :

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Note The entitlement amount is a mandatory field. You also have an option to use any of the objects mentioned below as fields in the lookup table or create your own company-specific fields. Code

Object Name

JobInfo

Employee Job Information

PersonalInfo

Employee Personal Information

DependentInfo

Employee Biographical Information

Example The image below shows the rule with lookup object

You want have maintained location, pay grade, division and benefit name as the eligibility conditions based on which the entitlement amount will derived. Now, employees belonging to different pay grades, location, division and business unit will have different eligible amounts for benefits. You maintain values for pay grades, location and division and other customer- specific fields in custom look up object. The following table shows the values that you maintain. Benefit Name

Entitlement

Pay Grade

Division

Location

Business Unit

Amt

34

Car Allowance

10000

PG01

D1

Bangalore

-

Car Allowance

-1

PG02

D1

Delhi

-

Festival Allowance

20000

PG02

D2

Bangalore

BU01

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Based on the criteria that you maintain in the rule, the system checks the relevant lookup table and determine the entitlement amount. In case there are no matching values in the lookup table, the entitlement amount is derived based on the Entitlement Amount field in the Benefit MDF object.

Note In the Benefit MDF object,the entitlement amount for a benefit is derived using this rule which returns one of the following values : ● -1: The employee is eligible for a particular benefit and no upper cap ● >=0: The employee is eligible for a particular benefit and the employee can claim an amount up to the numeric value specified here. ● Blank(null): The employee is not eligible for a particular benefit. Eligibility Rule to determine the entitlement amount based on the employee’s dependents’ information: To create this rule, you must perform the following steps: 1. Create a rule with Base Object as Benefit. 2. Click Manage Parameters . In the pop-up window that appears, specify Code with the format “dep_*’, for example “dep_age”, and also, select the Object of interest for example “Biographical Information”. The system considers the dependents’ biographical information in the rule condition. 3. Maintain If and Then values as shown in the image below.

In the Create Benefit screen, select Yes in the Dependent Specific Rule field and enter the number of dependents. Select the rule that you have created above in Eligibility Rule field.

Related Information Quick Steps to Get Going [page 9]

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5.8

Set up and Associate Workflow

You can define different workflows based on the context. For example, you can create a workflow in case an employee claims for a benefit, either manager / HR admin has to approve it.

To set up a workflow for Employee Claim, do the following: 1. Go to Admin Center and select Manage Organization, Pay and Job Structures. 2. Under Create New, select Workflow 3. Enter the relevant approver type and approver role, for example, Role and Employee Manager. 4. Save your changes.

To associate the workflow with a claim scenario, do the following: 1. Go to Admin Center and select . 2. Select the workflow relevant for the benefit in Claim Workflow field.

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3. Create a new business rule with the If and Then values as shown in the below image, to enable the workflow for benefit claim scenario.

4. Go back to Admin Center and choose Configure Object Definition. Object Definition screen appears. Select Benefit Employee Claim object from the drop down list.

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5. In Rules section, click Details and in the resulting pop up screen in validateRules field select the rule that you have created in step 3. Select Done and then Save the Object definition. 6. The system triggers the correct workflow when an Employee avails of a benefit, based on the benefit type selected. 7. Set the Pending Data field to Yes.to enable the workflow and associate workflow status to the object in your system.

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To associate the workflow with an enrollment scenario, do the following: 1. Go to Admin Center and select Manage Data. 2. Select the workflow relevant for the benefit in field. 3. Create a new business rule with the If and Then values as shown in the below image, to enable the workflow for benefit enrollment scenario.

4. Go back to admin tools and choose Configure Object Definition. Object Definition screen appears. Select Benefit Employee Enrollment object from the drop down list. 5. In Rules section, click Details and in the resulting pop up screen in validateRules field select the rule that you have created in step 3. Select Done and then Save 6. The system triggers the correct workflow when an Employee enrolls for a benefit , based on the benefit type selected. 7. Set the Pending Data field to Yes. Based on this, the system enables the object to have workflow status associated with it.

Note You can modify existing workflow's rule to associate it with the exception scenario.Similarly you can also create the workflow for Benefit Program Enrollment.You can modify existing workflow's rule to associate it with the exception scenario.Similarly you can also create the workflow for Benefit Program Enrollment. In case there is no existing rule, you must create the new rule and then assign In case there is no existing rule, you must create the new rule and then assign it. it.

To associate the workflow with an Exception Scenario for enrollment and claim You can modify existing workflow's rule to associate it with the exception scenario.Similarly you can also create the workflow for Benefit Program Enrollment.You can modify existing workflow's rule to associate it with the Global Benefits Basic Configuration Settings

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exception scenario.Similarly you can also create the workflow for Benefit Program Enrollment. In case there is no existing rule, you must create the new rule and then assign In case there is no existing rule, you must create the new rule and then assign it. it. ● Scenario 1 : Exceptions Workflow for Claims . In this case perform the following steps: 1. Go to Admin Center and select Manage Data. 2. Select the workflow relevant for the benefit in Claim Workflow field and Exception Workflow field. 3. Create a new rule with the If and Then values as shown in the below image, to enable the workflow for benefit claim scenario.

4. Go back to Admin Center and choose Configure Object Definition. Object Definition screen appears. Select Benefit Employee Claim object from the drop down list. 5. In Rules section, click Details and in the resulting pop up screen in validateRules field select the rule that you have created in step 3. Select Done and then the Object definition. 6. The system triggers the correct workflow when an Employee avails of a benefit for which exception is given , based on the benefit type 7. Set the Pending Data field to Yes. ● Scenario 2 : Exceptions Workflow for Enrollment In this case perform the following steps: 1. Go to Admin Center and select Manage Data. 2. Select the workflow relevant for the benefit in Employee Enrollment Workflow ID field and Exception Workflow field. 3. Create a new rule with the If and Then values as shown in the below image, to enable the workflow for benefit claim scenario. 4. For Benefit Enrollment Exception, rule values as shown in the below image:

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5. For Benefit Program Enrollment Exception, rule values as shown in the below image:

6. Go back to Admin Center and choose Configure Object Definition. Object Definition screen appears. Select Benefit Employee Enrollment/ Program Enrollment object from the drop down list. 7. In Rules section, click Details and in the resulting pop up screen in validateRules field select the rule that you have created in step 3. Select Done and then Save the Object definition. 8. The system triggers the correct workflow when an employee avails of a benefit program for which exception is given, based on the benefit type selected. 9. Set the Pending Data field to Yes.

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To associate the exception workflow with a claim scenario, where claim amount exceeds the benefit entitlement amount, do the following: 1. Go to Admin Center and select Manage Data. 2. Select the workflow relevant for the benefit in Claim Workflow field. 3. Create a new rule with the If and Then values as shown in the below image, to enable the workflow for benefit claim scenario.

4. Go back to Admin Center and choose Configure Object Definition. Object Definition screen appears. Select Benefit Employee Claim object from the drop down list. 5. In Rules section, click Details and in the resulting pop up screen in validateRules field select the rule that you have created in step 3. Select Done and then Save the Object definition. 6. The system triggers the correct workflow when an Employee avails of a benefit , based on the benefit type selected. 7. Set the Pending Data field to Yes

Note Upon rejection of a request, the employee can send the request again only on the same day that he/ she sent the request. In case the request cannot be resent the same day, the employee must withdraw the request and create a new one. For example, if an employee raises a request on January 1, 2015, and the approver rejects it on the same day, then, the employee can re-send the request only on January 1, 2015. In this scenario, if the request was rejected on January 2, 2015 then the user must withdraw this request and create a new one.

Related Information Create Benefit Exception [page 52]

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5.9

Associate Custom Claim and Enrollment Objects

To Associate custom Claim objects, do the following: 1. Go to Configure Generic Objects section in Admin Center. Select Object Benefit Employee Claim. Click on Take Action and select Make Correction. Go to the Association section and maintain the association to your custom object that you created for Additional Claim fields and Multiple Proofs in section, Create Benefit Generic Data [page 55]

2. Create an entry similar to the example in the screen shot. Choose Type as Composite, Multiplicity as One To One ( for Object created for Additional Claim Fields) and One to Many ( for object created for Multiple Proofs ) , Destination object as the object you maintained in section, Create Benefit - Generic Data [page 55]Note that, in the above example it is Benefit Leave Travel Reimbursement. 3. Click on details and maintain the fieldId as benefit.claim.id. Click on Details under conditions and maintain the object name in the conditionValues. The object name will be same as the name of your custom object. The fieldid corresponds to the Additional Claim field in the benefit object.

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For associating custom Enrollment objects, do the following: 1. Go to Configure Generic Objects section in Admin Center. Select Object Benefit Enrollment. Click on Take Action and select Make Correction. Go to the Association section and maintain the association to your custom object that you created for Additional Claim fields and Multiple Proofs.

2. Create an entry similar to the example in the screen shot. Choose Type as Composite, Multiplicity as One To One (for Object created for Enrollment Details), Destination object as the object you maintained in section, Create Benefit - Generic Data. Note that, in the example above it is Company Housing Enrollment. 3. Click on details and maintain the fieldId as benefit.claim.id and click details and you should see the object name in the conditionValues

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Related Information Quick Steps to Get Going [page 9]

5.10 Enabling Email Notification after Enrollment Once an employee enrolls for a benefit and the enrollment is approved, he or she will receive an email notification regarding the same. You can specify the mail format and details of fields that must be included in the email. For an employee to receive an email the admin must have performed the following settings: ● Selected Yes in Enrollment Required field on Create Benefit screen. ● Activated Email Notification for Enrollment field on Create Benefit screen. ● Maintained the employee’s business email id in personal information page. Note that, email to personal mail id is not possible. ● Maintained at least one contact detail with a valid email id in the Useful Contact section while creating the benefit. The system uses this email id to send the email to the employee. If there are more than one contact person’s detail maintained here, the system uses the first contact person’s email id. You must perform following steps to view the templates: 1. Go to Admin Centre and in the Tools Search field, type E-Mail Notification Templates . 2. Select the 6 templates highlighted in below image: Global Benefits Basic Configuration Settings

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3. Click Save Notification Settings .

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Global Benefits Basic Configuration Settings

A sample template is shown in the screen shot below:

The following placeholders are delivered for new enrollment and for edit of enrollment: ● Common placeholders for all the templates ○ BENEFIT_NAME: Name of benefit for which employee has enrolled ○ EMPLOYEE_NAME: Employee formal name ○ ENROLLMENT _DATE: Effective start date of benefit enrollment ○ FREQUENCY: Frequency of payment. For Insurances, frequency is picked from the Insurance plan. ○ URL_BENEFITS_DETAILS: Benefits overview page URL ○ ADMIN_SIGNATURE: Name of the Benefit Contact maintained in the benefit Object. ● Placeholders for Allowance and Reimbursement ○ ENROLLMENT_AMOUNT: Amount enrolled for in a benefit

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○ HOME_CURRENCY: Home currency of the employee ● Placeholders for Pension ○ FUND_NAME: Name of the pension funds. This can have multiple values. ○ EMPLOYEE_AMOUNT_WITH_CURRENCY_OR_PERCENTAGE: Employee’s contribution, in currency if amount or in percentage of pay component group name. ○ EMPLOYER_AMOUNT_WITH_CURRENCY_OR_PERCENTAGE: Employer’s contribution, in currency if amount or in percentage of pay component group name. ○ PERCENTAGE: Pension dependent % NOMINEE_NAME: Names of dependent and non-dependent nominees detail. This can have multiple values. ● Placeholders for Insurance ○ INSURANCE_PLAN_NAME: Name of the Insurance plan enrolled for ○ COVERAGE: Amount covered under the plan ○ ENROLLED_FOR: Enrolled for Self or Spouse or Children and so on. ○ EMPLOYEE_AMOUNT_WITH_CURRENCY: Employee’s contribution amount ○ EMPLOYER_AMOUNT_WITH_CURRENCY: Employer’s contribution amount ○ DEPENDENT_NAME: Dependent Name of the employee ○ RELATIONSHIP_TYPE: Relationship of the dependent with employee

Note ● The admin is free to change the static content in the template but not the names of the placeholders. For example, do not change [EMPLOYEE_NAME] to [EMPLOYEE_NAMES]. ● In the templates for pensions and insurance, there is an extra character “*” as selected in the screen shot below. Based on this character, the system identifies the part of the email content that has to be repeated for multiple values, for example the Fund details or Nominee details. The admin can add extra static text in between these special character but they should not move the placeholders out of the special character, as this will result in erratic email content. ● The admin has an option to choose the language in which he wants to create the template text. Changes made in one language do not automatically reflect in other languages. The admin must instead make the changes manually in all the supported languages.

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5.11

Benefit Exceptions

An employee can opt to enroll for, and claim a particular benefit. Enrollments and claims are time bound, and there is a chance that one of the following instances may occur: ● Employee misses the time limit (Claims and Enrolment) ● New hire of employees after the enrollment window has closed ● Change in the employee's grade/job level which makes him eligible for a benefit, and which can be enrolled. To enable such enrollments and claims after the deadline is over, the administrator should have the capability of providing an exception to employees and opening the system for them to enroll or claim for a fixed period. You can grant the exception to an employee in the following scenarios: ● Enrollment – Some benefits require an employee to enroll in to a benefit in order to avail it. Due to some reason if the enrollment window is closed, as an exception, the system opens an enrollment window for the employee to enroll. The system allows the admin to provide an exception to the user for an enrollment period of a particular benefit, even when there is a new enrollment period open for the same benefit at the same time. For example, in case of yearly enrollments, consider the scenario: 2015 enrollments are ongoing. For 2016 enrollments, the benefit enrollment window ends in November 2015. Consider some new hires in November 2015. These employees should be able to do the following: ○ Enroll for 2016 benefit enrollment ○ Enroll for 2015 ongoing benefit enrollment via exceptions Global Benefits Basic Configuration Settings

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If the enrolment period for a benefit ends in November 2015. And the enrolment period for the same benefit for the next year is open. In this case, if an employee needs to enroll for the closed period, the admin can give exceptions. ● Adjustment Amount – An employee can have a change in eligible amount for a particular claim / enrollment. In this case, the adjustment amount will be added/deducted to the entitlement amount.

5.11.1 Create Benefit Exception This section explains the handling of exceptions which you must grant to an employee, in case of Enrollments and Claims. To configure the benefit exception in your system, perform the following steps: 1. In Admin Center, search Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit Exception. 2. Enter the data in the following fields: ○ Worker ID: Enter the employee's ID for whom you want to grant the exception. ○ Exception For: Select the category for which you want to grant the exception. You can either select Enrollment or Claim. ○ New Exception Window Required: Select either Yes or No. If you select Yes, the system displays two additional fields, Exception Start Date and Exception End Date that you must maintain. In this case the exception given to benefit is valid only during this period. If you select No, the system calculates the exception based on the existing benefit schedule.

Note Currently the system displays this field only if you have selected Enrollment in Exception Category field. ○ Exception Start Date: Specify the date from which the exception will be valid for enrolling in a particular benefit program or benefit. ○ Exception End Date: Specify the date until which the exception is valid for enrolling in a particular benefit program or benefit. ○ Benefit Program Exception Details: Maintain the relevant exception details for the benefit program . This section is displayed only if you have select Enrollment in Exception Category field. ○ Benefit Program: Specify the Benefit program for which you want to open an enrollment window through exceptions for the employee to enroll. ○ Relevant for Benefit Period: Select the relevant schedule. This field displays all the existing schedule(s) for the corresponding benefit. In case you are giving exception for a enrollment period, enter the period for which enrollment window has lapsed In case you are giving exception only for the amount,enter the existing benefit period ○ Selected Period : Displays the schedule that you have selected in Relevant for Benefit Period field. ○ Adjustment Amount: Specify the amount that you want to adjust against the program entitlement amount. You maintain this field in case an employee is eligible for a special entitlement amount or proration. Based on the adjustment that you want, you must either enter a positive value or a negative value. In case you enter a positive value, the system adds this value to the entitlement amount for the employee. In case you enter a negative value, the system deducts this value from the entitlement amount for the employee.

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○ Benefit Exception Details – Maintain the relevant exception details for the benefit such as: ○ Benefit: Specify the Benefit for which you want to open an enrollment window through exceptions for the employee to enroll. ○ Lapsed Period or Ongoing Period: Enter the required period. In case of enrollment, enter the lapsed enrollment window period for which the exception is given. In case of claim enter the period for which you want to adjust the claim amount. ○ Adjustment Amount: Specify the amount that you want to adjust against the entitlement amount for the benefit. For example, consider an employee, Carla Grant, joins the organization in the month of July, and wants to avail Meal Allowance benefit. All the employees of the organization are entitled for 12000 INR worth meal coupons annually. Since Carla Grant joined the organization mid-year, she is not eligible for the full entitlement amount. Based on the pro rata basis, her eligible entitlement amount is 6000 INR instead of 12000 INR. To make this adjustment to the entitlement amount of Carla Grant, you must enter -6000 value in this field. You maintain this field in case an employee is eligible for a special entitlement amount or proration. Based on the adjustment that you want, you must either enter a positive value or a negative value. In case you enter a positive value, the system adds this value to the employee's entitlement amount. In case you enter a negative value, the system deducts this value from the employee's entitlement amount.

Note In addition to the standard workflow for benefits and claims, you also have the option to create and associate an exception workflow. For further information refer To associate the workflow with a exception scenario section in Set up and Associate Workflow.

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Related Information Set up and Associate Workflow [page 36]

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6

Configuring Different Benefit Types

To configure benefits objects in the system, you must first import the standard configuration UI into your system and then map it to your benefits. You can configure benefits and benefit programs. A benefit program is a bucket/pool that contains more than one benefit. For example, you may create a benefit program as travel and within it you can associate different benefits for employees, such as company car, driver allowance, shuttle service and so on.

6.1

Create Benefit - Generic Data

Users whose role is as HR Administrator can create benefits. To create benefits, you must perform the steps mentioned below: 1. In Admin Center, click Create Benefit under Benefits Management. Benefits Admin Overview screen appears. Select Create New - Benefit. Enter the details . 2. Update the following fields: ○ Benefit Name: Specify the benefit name you want to create. ○ Benefit Type: Select the relevant benefit type, such as reimbursement, allowance, pension and insurance. Note that if you want to create any of the following types, that is saving plan, pension or retirement, use the benefit type as Pension. ○ Effective From: Select the date from when the benefit is effective in the organization. Based on this date, all employees for whom the benefit is applicable will see it on their Employee Overview page. ○ Benefit Short Description: Specify the short description for the benefit. ○ Status: Select the relevant status for the benefit, either active or inactive. ○ Benefit Program: Select the relevant benefit program.

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3. Entitlement Details ○ Currency 4. Enrollment Details ○ Enrollment Required: Select either Yes or No. If you select Yes, it means that an employee must enroll, in order to avail themselves of the benefit. If you select No, the employee is not required to enroll in a benefit to avail themselves of the benefit. If the employee is eligible, they will automatically see the benefit in the employee overview page. ○ Enrollment Type: Select either Automatic or Manual. This field is displayed on the screen only if you select Yes in Enrollment Required field. If the employee chooses Manual, the employee must go to the Enrollment Page and enroll for a benefit.

Note If you select Automatic in the Enrollment Type field, you must create a job for auto enrollment of benefit. For more information, see Create Job for Auto Enrollment Benefit [page 118] ○ Enrollment Workflow: Associate the workflow that the system must trigger when an employee enrolls for a benefit. For more information on how to create a workflow, see Set up and Associate Workflow [page 36] ○ Additional Enrollment Fields: Select the relevant enrollment object. Choose add to create a detail object. If you click on this button, the Object Definition screen appears. Enter the relevant data in the screen such as label, code and fields. You can see the fields that you maintain on the Employee Enrollment page. You use this field when you want the employee(s) to enter more details while enrolling. For example, for company car benefit enrollment you may want to capture information like route number, home address, emergency contact number and so on. These are not standard fields. You can add these fields to the claim object and then associate them here. ○ Carry Forward Enrollment: Select either Yes or No. If you select Yes, you can carry forward the enrollment from the previous periods to the subsequent schedule period. ○ Allow Employee to Edit Enrollment : Select either Yes or No. In case you select Yes, the system displays the Allow Edit of Enrollment field. Select one of the following values: ○ Only during Open Enrollment Period: If you choose yes, then the employees can edit their enrollment details only when the enrollment window is open.. ○ Only while Enrollment is Active: If you choose yes, then the employees can edit their enrollment details during benefit validity period and enrollment window is open. ○ Throughout Open and Active Enrollment: If you choose yes, then the employees can edit their enrollment details any time during benefit validity period, enrollment period and including the gap period between enrollment period and validity period. For example, assume that for particular benefit Enrollment Period is November 2015, and Benefit Validity Period is from January 2016. In this case the employee can edit in the enrollment details in December 2015 as well. To edit the enrollment details an edit link appears against each relevant benefit. Employees can use this link to edit the enrollment of the particular benefit in Employee Overview Page. Note that this is possible only if you have specified the following values: ○ Benefit Type is Allowance ○ Enrollment Type is Automatic ○ Allow Employee to Edit Enrollment is Yes ○ Allow Automatic Updates of Enrollment is Yes No: Employees will not be allowed to make any changes to enrollment details.

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○ Allow Automatic Updates of Enrollment: If you select yes in this field, the system allows the job to edit the enrollment details. Note that in the current release the automatic edit of enrollment is possible only for Pensions. ○ Email Notification for Enrollment: Select yes if you want an employee to receive an email notificationonce an employee enrolls for a benefit and the enrollment is approved. 5. Legal Entity: Specify the name of the legal entity/company for which you want this benefit to be active. 6. Balance Carry Forward and Exceptions ○ Exception Workflow: Select the workflow that should trigger in case you want to grant an exception for enrollments and claims 7. Additional Benefit Fields ○ Benefit Specific Fields: Select the relevant benefit object. Choose Add to create a detail object. If you click on this button, the Object Definition screen appears. Enter the relevant data in the screen such as label, code and fields. 8. Useful Contact: Enter the details of the contact person for the relevant benefit. You can see this data on the Enrollment and Claim screen. 9. Benefit Documents: To upload, you must save the documents. You can see this data on the Enrollment and Claim screen. ○ Policy Documents: Enter the policy description and attach the relevant policy document. ○ Form: Attach the relevant form which the employee has to fill in. ○ Useful Links: Enter the related web links, if any.

10. Select Save.

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6.2

Create Allowance

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

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See Steps to Set up Allowance [page 9], to get an overview of system configurations required to create an allowance. To configure the allowance 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 screen. Select Create New - Benefit. 2. In the Benefit Type field, choose Allowance. 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, the below mentioned fields are also available: ○ Payroll Integration: Select this checkbox if you want the system to replicate the payment information to either compensation portlet or deduction portlet. Based on the benefit type that you select, system creates payment information entries in one of the portlets. The table below displays the portlet corresponding to each benefit type: Table 12: Benefit Type

Portlet

Allowance

Compensation Portlet

Reimbursement

Compensation Portlet

Pension

Deductions Portlet

Insurance

Deductions Portlet

Deductible Allowance

Deductions Portlet

For allowance and reimbursement benefit type, you must maintain the below mentioned event reasons code in the system: ○ PCAssignment: Event reason is to start the compensation assignment for benefit amount. ○ PCAssignmentCompletion: Event reason is to complete the compensation assignment for benefit amount. To create an event reason, perform the following steps 1. Go to Admin Tools and select Manage Organization, Pay and Job Structures 2. Under Create New, choose Event Reason. Enter all required field entries. 3. Save your entries.

Note The compensation portlet displays this information only when the employee is eligible for the selected allowance. ○ 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 case of payroll integration, the system uses this pay component to make a corresponding compensation entry.

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Note While configuring Benefit of type Deductible Allowance and the Payroll Integration field is set to yes, you must ensure that the Paycomponent has the following settings: ○ Is Earning: No ○ Recurring: Yes ○ Can Override: Yes ○ 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 in case the employee does not choose a valid option in the Payment Mode field. ○ Entitlement Details ○ Eligibility Rule: Select benefit rules, to define eligibility criteria for the benefit. If you have maintained the rule for entitlement amount, during runtime the system fetches this rule to determine the eligibility.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, you must ensure that the same date is maintained in Effective From field for the benefit. This is for the following reasons: ○ Benefit version tracking purpose. ○ Auto Enrollment and Reporting Jobs: These jobs check the eligilibility based on the effective date of the benefit (Effective From field). If you do not maintain the same effective dates for rule and benefit, the jobs will not determine the accurate eligibility of the employee for the benefit. 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 under Define Rules to Determine Benefit Eligibility and Entitlement Amount for an Employee [page 32] ○ Benefit Schedule and Frequency ○ Benefit Schedule: Select the schedule. Based on the period that you maintain in the schedule, the system determines the validity of enrollment and claim. If you want to create a benefit schedule, choose the 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.

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2. Schedule Periods: Assign multiple periods where you have defined different claim and enrollment validity dates.In case you want to create a new period, choose the add button. 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 must 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. Until this date the employee can claim for a particular benefit. ○ Balance Carry Forward Upto Date: Enter the date up to which an employee can carry forward any unclaimed balances. ○ Frequency: Specify the frequency of occurrence of the benefit. Table 13: Benefit Schedule Maintainence Enrollment Required Field

Benefit Type Field

Yes

Reimbursement

Maintain Following Schedules ○

Enrollment Period: Start date and End date

○

Claim Period: Start date and End date

Yes

Allowance

○

Enrollment Validity

○

Enrollment Period: Start date and End date

No

Allowance

○

Enrollment Validity

○

Claim Period: Start date and End date

Note that, in this case you must al­ ways maintain the Claim End date as 31/12/9999 (DD/MM/YYYY).

For all the above cases, you have to maintain the schedules individually. For example, in case of a monthly schedule, you must maintain the schedule for each month individually.

Related Information Quick Steps to Get Going [page 9]

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6.2.1 Other Benefits Benefits in which the employee is eligible for without enrolling or claiming, such as family day benefit. Employee can view these benefits on their employee overview page. To get a detailed information about such benefits or its policies, the employees can use the link that appears against each benefit. To configure other benefits 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, choose Other Benefits. 3. Enter the required data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55].

6.3

Create Reimbursement

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

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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]

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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).

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○ 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

Yes

Reimbursement

Maintain Following Schedules ○

Enrollment Period: Start date and End date

○

Claim Period: Start date and End date

No

Reimbursement

○

Enrollment Validity

○

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

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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]

6.4

Create Pensions, Saving Plans or Retirement Plan

Pension is a retirement benefit that an employee is entitled to at the time of retirement. The following pension plans are available: ● Occupational/ Employer Pensions- It is a defined contribution (DC) pension plan. The formula for computing the employer's and employee's contributions is defined and known in advance, but the benefit to be paid out is not known in advance. ○ Contributory pension schemes: Both the employer and employee contribute to pensions ○ Non-contributory: Only the employer contributes to pensions ● State Pensions- Many countries have created funds for their citizens and residents to provide income when they retire. It is a defined contribution based pension plan, and depends on an individual's contribution history. Employees pay a fixed percentage towards this pension fund- this contribution will usually be deducted from the taxable income. The percentage contribution is legally defined value. The following image displays the fields that require your input while creating the pension.

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See Steps to Set up Pensions/ Retirement Plan [page 12], to get an overview of system configurations required to create a pension plan. To configure the pension plan 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 Pension. 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, the following fields are also available: ○ Pension Type: Select either State Pension or Employer Pension. If you select State Pensions, you must maintain the following field. ○ Statutory Minimum Lookup: Indicates the minimum amount/percentage that an employer and employee is supposed to contribute as per the law. The system fetches this value from the Statutory Minimum Lookup object Statutory Minimum Lookup Object [page 73] ○ Retirement Age: Enter the retirement age only if the retirement age type is fixed. If the retirement age is conditional, that is, in case the retirement age is different for different employees, do not enter the retirement age.

Note Changing retirement age is not supported as of current release. ○ Deduction Start Date: Select the required value. This field has the following values: ○ As of Date: Here, the system creates both the enrollment and deduction entries effective from the date the employee enrolls into the benefit. ○ Next Pay Period: Here the system creates only the enrollment entries effective from the date the employee enrolls into the pension plan. However, the deduction entries will be created effective from the start date of the next pay period till the enrollment validity end period, as maintained in the schedule. Note that if you choose next pay period, ensure that you define the pay calendar. The following example illustrates how the system creates deduction records. If an employee contributes to 2 or more funds that have different pay components, the system creates a deduction entry for each fund individually. For example, Carla Grant wants to enroll for a pension plan on 04/01/2015. In this plan, she is required to contribute 6000 INR to Fund A and 2000 INR to Fund B. She is on a monthly payroll, and the next payroll period starts from 01/02/2015. The benefit schedule includes the following details: ○ Enrollment validity period: 01/01/2015 to 31/12/9999 ○ Enrollment opens on 01/01/2015 and Enrollment closes on 31/03/2015 The system creates the following deduction records: Table 15: Fund A

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Deduction Start Date

01/02/2015

Deduction End Date

31/12/9999

Frequency

Monthly

Deduction Value

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Table 16: Fund B Deduction Start Date

01/02/2015

Deduction End Date

31/12/9999

Frequency

Monthly

Deduction Value

2000

○ Multiple Fund Selection: Choose either Yes or No. If you choose Yes, the employee can distribute their contributions to more than one fund. ○ Country: Select the relevant country for which you want to create pension plan. ○ Pension Fund ○ Fund Name: Enter the fund name. ○ Fund Agency ID: Enter the agency ID corresponding the fund that you have entered. ○ Fund Number: Enter the fund number corresponding the fund that you have entered. ○ Employee Contribution Pay Component: Select the relevant pay component. ○ Employer Contribution Pay Component: Select the relevant pay component. ○ Fund Agency's Link ○ Employer Contribution Details ○ Employer Contribution Type: Select either Percentage or Amount. Based on this contribution type, the system displays either Contribution Percentage fields or Contribution Amount. ○ Contribution Amount or Contribution Percentage: Enter the amount/ percentage that the employer must contribute in the corresponding pension fund. Contribution amount/percentage is fixed for all the employees for a particular pension type. The amount/ percentage the you enter here will be displayed for all the employees in Employer Defined Contribution Amount/ Employer Defined Contribution Percentage field on enrollment screen. ○ Contribution Rule: Select the relevant rule. This rule determines the employer contribution percentage or amount for a particular employee. This rule looks up a custom object which has the criteria specific to that country/ legal entity and the employee. ○ Employee Can Edit Employer Contribution: Choose either Yes or No. If you choose Yes, the employee can edit the employer's contribution percentage or amount, at the time of enrollment. If you choose No, the system displays the defaulted contribution amount or percentage split that you entered during benefit creation. ○ Employee Contribution Details ○ Employee Contribution Type: Select either Percentage or Amount. Based on this contribution type the system displays either Contribution Percentage fields or Contribution Amount. ○ Contribution Amount or Contribution Percentage: Enter the amount/percentage that the employee must contribute in the corresponding pension fund. The amount/percentage the you enter here will be displayed for all the employees in Employee Defined Contribution Amount/ Employee Defined Contribution Percentage field on enrollment screen. ○ Contribution Rule: Select the relevant rule. This rule determines the employee's contribution percentage or amount for a particular employee. This rule looks up a custom object which has the criteria specific to that country/legal entity and the employee. ○ Employee can Edit Employee Contribution: Choose either Yes or No. If you choose Yes, the employee can edit the contribution percentage or amount, at the time of enrollment. If you choose No, the

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system displays the defaulted contribution amount or percentage that you entered during benefit creation.

Note Points to remember while Creating Pensions: ● Pay component's currency and the Benefit's currency that you entered while benefit creation must be the same. ● All legal entities should belong to the same country specified in benefit pension object. ● Employer Defined Contribution Amount or Percentage should not be less than the value of Statutory Minimum Amout or Percentage, that you enter for an employee. ● Employee Defined Contribution Amount or Percentage should not be less than the value of Statutory Minimum Amount or Percentage, that you enter for an employee.

Note To default enrollment as Yes for all benefits of type pensions, set up the rule as shown in the below image and then assign this rule in the Benefit Object Definition.

Process for Assigning Rule to Benefit Object Definition 1. Go to Admin tools and choose Configure Object Definition. You will see the Object Definition screen. Select Benefit object from the drop down list. 2. Click on Take Actions and choose Make Corrections. 3. In the benefitType field, click on Details and under Rule section attach the rule that you have created above.

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Related Information Quick Steps to Get Going [page 9]

6.4.1 Statutory Minimum Lookup Object In this lookup object you enter the minimum amount/ percentage that an employer and employee is supposed to contribute towards a pension as per the law. To create statutory minimum lookup object, perform the following steps: 1. In Admin Tools, click Benefits Admin Overview under Benefits Management. The system opens the Benefits Admin Overview screen. Select Create New - Benefit Pension Statutory Minimum Lookup Object. 2. Enter data in the following fields: 1. Lookup ID: Enter the ID. 2. Effective Start Date: Select the date from which the statutory contribution is valid. 3. Pension Type: Select either State Pension or Employer Pension. 4. Country: Select the relevant country for which you want to maintain details about statutory contribution. 5. Employer Statutory Minimum Amount: Enter the minimum amount that an employer is supposed to contribute as per the law. Global Benefits Configuring Different Benefit Types

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6. Employer Statutory Maximum Amount: Enter the maximum amount that an employer is supposed to contribute. 7. Employer Statutory Minimum Percentage: Enter the minimum percentage that an employer is supposed to contribute as per the law. 8. Employer Statutory Maximum Percentage: Enter the maximum percentage that an employer is supposed to contribute. 9. Employee Statutory Minimum Amount: Enter the minimum amount that an employee is supposed to contribute as per the law. 10. Employee Statutory Maximum Amount: Enter the maximum amount that an employee is supposed to contribute. 11. Employee Statutory Minimum Percentage: Enter the minimum percentage that an employee is supposed to contribute as per the law. 12. Employee Statutory Maximum Percentage: Enter the maximum percentage that an employee is supposed to contribute.

Once you create this lookup object, the system displays the data that you maintain here in the Create Pension screen under Statutory Minimum Lookup Object section. The system displays these details based on the selection of Pension type and Country made while creating pensions.

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6.4.2 Create Savings Plan To create the savings plan, 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, choose Pension. 3. In Plan Type field, choose Savings Plan. 4. Select a country from Country field. The Plan SubType will display selection based on the chosen country. For more information, see Benefit Savings Plan Subtype Object [page 77] 5. Enter the required data. For more information, see Create Pensions. 6. Create the funds for saving plan by specifying the fund details such as fund name, fund agency ID, fund number. If you choose Yes in the Is Default field, during enrollment, the system defaults the particular fund in Pension Fund field.

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Note Employer contributions for 401K / or any other saving plans will not be set up in EC. It needs to be directly configured in the respective payroll system (EC Payroll or 3rd Party payroll) When to use the savings plan type in global benefits To process savings plan the system requires some additional information as compared to the existing plan type benefit. The existing pensions benefit type in the global benefits framework has only Employee and Employer contribution. However, there is a need for some savings plans to capture pre and Post tax contributions. One example is the 401K retirement benefit for US. To maintain such additional data, you must choose Benefit type as pension/savings plan and select savings plan in Plan Type field. The system displays the additional pre and post-tax fields on the enrollment screen as input fields. Employee can then specify his contribution amounts or percentages. For example, In case you want to configure the 401K plan, which is a type of saving plan in the United States, you must choose the benefit type as savings plan, which allows you to capture details like Regular Salary Contribution, Bonus Salary Contribution, Pre Tax Contribution and Post Tax contributions that are required during enrollment processing. The data that is captured during savings plan enrollment would be replicated to EC payroll Infotype169. However the replication to Infotype 169 is on the roadmap, and yet not supported as of release b1602. There could be two ways to capture and process US savings plan data: ● Employee specifies his contributions in Employee Central (EC) using EC benefits and the same then either replicated to EC Payroll ( infotype 169) or extracted out of EC via integration center or ODS reports and sent to 3rd party payroll systems , depending on which payroll the customer is using. ● Employee specifies his contributions in the 3rd party 401k provider. The 3rd party provider manages the funds for the employee. The customer choses to show the employee contribution as an info in EC, and thus would import the data from 3rd party provider in EC benefits 401k object.

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6.4.2.1

Benefit Savings Plan Subtype Object

In this object you can create the plan sub type for savings plan an employee can enroll for. To create benefit savings plan subtype object, perform the following steps: 1. In the Admin Tools, click Benefits Admin Overview under Benefits Management. The system opens the Benefits Admin Overview screen. Select Create New- Benefit Savings Plan Subtype object. 2. Enter data in the following fields: 1. Effective From: Enter the date from which the plan subtype is valid. 2. Subtype Name: Enter the name of the plan subtype.

6.4.2.2

Benefit Savings Plan Subtype Lookup Object

In this lookup object you can enter the plan sub type for savings plan an employee can enroll for. The system displays these details based on the effective date and country made while creating savings plan subtype. To create benefit savings plan subtype lookup object, perform the following steps: 1. In the Admin Tools, click Benefits Admin Overview under Benefits Management. The system opens the Benefits Admin Overview screen. Select Create New- Benefit Savings Plan Subtype lookup object. 2. Enter data in the following fields: 1. Effective From: Enter the date from which the plan subtype lookup is valid. 2. Country: Select the country for which the supported plan subtype is to be added. 3. Saving Plan Subtype: Select the savings plan subtype for the entered country from the list.

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6.5

Insurance

Introduction Insurance plans provide the protection to the policy holder and its dependents from life's uncertainties or medical emergencies. We work hard to provide the best to our families so that they lead happy and comfortable lives. Certain events like unexpected death of earning member, critical illness, medical emergencies, accidents, natural and man-made calamities, and so on can adversely affect our family's well-being and finances. Insurance plan provides protection for all such events.

Terms that you will come across in the following sections: ● Insurance Type: This refers to the different types of insurance plans to meet various needs.The common insurance types provided are: ○ Life/ Term Life ○ Health / Medical ○ Dental ○ Vision ○ Travel – Leisure/ Business ○ Occupational Disability ○ Long Term Disability / Accident ○ Short Term Disability

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Note that, each plan type will have different parameters, rules, options or insurance levels, and electability ● Insurance Plan: A plan is the actual insurance provided to an employee by the Insurance provider or carrier. For example, under the plan type Medical, a particular insurance provider could be offering: ○ Medical Plan 1 ○ Medical Plan 2 ○ Medical Plan 3 Note that, each plan may have varying coverage amounts, premium, areas of coverage, and so on. ● Coverage: It is the total amount for which an employee is insured in a particular insurance plan. For Life Insurance, the coverage is the total insurance amount. For Medical it could be the upper limit for expense reimbursement. The amount of insurance coverage an individual or entity will have is determined by multiple factors. For example, most insurers will charge higher premiums for smokers as the probability of them being susceptible to illness is higher than a non- smoker. Within a plan, an employee may choose a level of coverage. For example, in case of Medical Insurance employee can choose the following: ○ One Bed ○ Two Bed OR ○ 5,00,000 INR ○ 3, 00,000 INR The levels will vary per plan type. For life insurance, the level for insured amount could be the following: ○ 3 X annual base salary ○ 6 X annual base salary ● Enrolling For: It refers to the person for whom an employee is seeking the insurance coverage. Options for Insurances are for enrolling either: ○ Self ○ Self + spouse ○ Self + Family ● Insurance Program: It refers to a collection on Insurance types an employee will be eligible for. Each insurance plan will be treated as an individual benefit. In case there are different programs eligible for hourly, monthly salaried, or retirees, expats - each will have a separate program. For example: Insurance Program for Permanent Employees may include – Term life Insurance, Medical, Dental, Vision and Accidental plans. Whereas an Expat may only have term life and Medical covered. ● Insurance Provider: These are organizations which offer the insurances. The employees pays premium to them say on monthly basis and can claim insurance on need basis. Thus, these providers would have to be informed about employees joining, change in elections, employees leaving and so on. ● Rate: It refers to the employee’s contribution in the premium. ● Premium: Premium is the amount the employer pays to the insurance provider. A part of premium may be paid by the Employee which is deducted from payroll. Premium = Employer Contribution + Employee Contribution (Rate) ● Benefit Wallets: Employees are awarded some credits (points) or equivalent money into an account which they can use to either pay for premiums, pension contribution or any other benefit. Some of these accounts lapse by end of financial year, and some may be carried forwarded either for a fixed period or for life.

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6.5.1 Create Insurance Plan The following image displays the fields that require your input while creating an insurance plan.

See Steps to Set up Insurance [page 13], to get an overview of system configurations required for creating insurance plan. To create insurance plan, perform the following steps: ● Go to Admin Center and in the Tools Search field type Benefits Admin Overview. System opens Benefit Admin Overview screen. Select Create New – Benefit Insurance Plan. ● Plan Name: Specify the plan name ● Insurance Provider: Specify the details about the provider such as: ○ Provider Name ○ Contact Person ○ Contact Phone ○ E-mail ○ Insurance Type

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○ Useful Links ○ Policy Documents ● Employer Contribution Pay Component: Enter the pay component in which the system stores the employer premium contributions for the corresponding insurance plan. ● Employee Contribution Pay Component: Enter the pay component in which the system stores the employee premium contributions for the corresponding insurance plan. ● Premium Payment Frequency: Specify the premium payment frequency for example, monthly, quarterly, annual and so on. Note that, based on the employee’s selection the system reads the rate chart and accordingly displays the employee and employer premium contributions amounts on the screen and the frequency of premium payment ● Premium for: Select either Employee and Dependents or Dependents Only. ● Eligibility Rule for Plan: Select the eligibility rule to define eligibility criteria for the coverage per insurance plan. ● Coverage Options: Specify the coverage and enrollee details. ○ Enrollment For: Select the relevant enrollee object. Choose the add button to create a detail object. If you click on this button object details screen appears. Enter the data in the following fields: ○ Enrollee Options Name: Enter the name of the enrollee option. ○ Dependent Option: Select the dependent option for enrolling from the drop down list. The options include Self, Self + Spouse, Self+ Family. The dropdown values are maintained in benefitInsuranceDependentOption picklist ID. You can add/ delete entries from this picklist. The system activates this field only if you have chosen the premium type as Employee and Dependents. ○ Select Allowed Dependent Type: Select the value in relationship type such as father, mother, spouse and so on. The dropdown values are maintained in relationShipType picklist ID. You can add/ delete entries from this picklist. ○ Coverage Details: Enter the following details: ○ Coverage: Select the relevant coverage object. Choose the add button to create a detail object. If you click on this button Benefit Insurance Coverage screen appears. Enter the data under Coverage Details : ○ Coverage Name: Specify the coverage name. ○ Coverage Type: Select the coverage type from the drop down list. The options include Amount, Percentage, Factor or Others. ○ If you choose Amount, enter the coverage amount in Amount field and also select the relevant currency. ○ If you choose Percentage, enter the percentage value in Percentage field and also choose the relevantvaluein either Pay Component field or Base Pay Component Group field. For example, if you enter 50 in Percentage field and select base salary in Pay component field the system calculates/ sets the insurance coverage as 50 percent of the base salary. ○ If you choose Factor in this field, enter the factor value in Factor field and also select the relevantvaluein Pay Component or Base Pay Component Group fields. For example, if you enter 2 in Factor field and select base salary in Pay component field the system calculates/ sets the insurance coverage as 2 times the base salary. ○ If you choose Others, values saved in the picklist benefitInsuranceCoverageLevel will be displayed in Coverage Level field. After you save your entries, the system generates a unique coverage ID. Enter/ choose the relevant coverage value.

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○ Rate Chart: Select the relevant rate chart object. If you don’t have one, create it using the add button.

○ Benefit Salary Calculation/Rounding Rule:Select the relevant rule. This rule alters the employee’s salary before calculating the coverage amount. The altered amount is stored in Benefit Salary field. During execution, the rule reads the salary from Benefit Salary field and based on the other rule parameters, it calculates the revised (rounded off) salary that the system must consider for calculation of coverage amount. For example, it can either round off or grade the salary component. The system executes this rule prior to calculating the coverage amount. ○ Coverage Rounding Rule: This rule rounds off the coverage amount. The system first calculates coverage and then applies this rule. The premium is then calculated on the rounded coverage which is derived by the rule.

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Note You can either assign both Benefit Salary Calculation/Rounding rule and Coverage Rounding rule or you can also assign only one of them or neither of them. Both these fields will always be visible when coverage type is either Percentage or Factor, even when not used. ○ Benefit Salary: Displays the rounded off salary based on which the Benefit Salary Calculation/ Rounding Rule determines the coverage amount. This field will come up only if the coverage type is either factor or percentage. During execution, the rule reads the salary from this field and based on the other rule parameters, it calculates the coverage amount. Note that this field is only required for calculation purpose and will be not be visible to the user on the Create Insurance Plan screen ○ Rounded Coverage: Displays the rounded off coverage amount based on which the Coverage Rounding Rule determines the premium. This field will come up only if the coverage type is either factor or percentage. During execution, the rule reads the coverage from this field and based on the other rule parameters, it calculates the premium amount. Note that this field is only required for calculation purpose and will be not be visible to the user on the Create Insurance Plan screen.

Example Scenario 1: Benefit Salary Calculation/Rounding Rule (Rounding of Salary) Assume the coverage is two times the employee’s annual salary; that is, 2 x annual salary and the annual salary of an employee is $ 122, 345. Here, the annual salary must be rounded off to the nearest $ 1000, before multiplying it by 2 to calculate the coverage amount. Based on the Precision and Threshold values that you maintain, the system will calculate the coverage amount. ● If you maintain Precision as -3 and Threshold as -1, the rule will round off the number to the next 1000. In this case $ 122, 345 is rounded off to $ 123,000. The coverage amount is 2 x $ 123,000 ● If you maintain Precision as -3 and Threshold as null, the rule will round off the number o back to 1000. In this case $ 122, 345 is rounded off to $ 122,000.The coverage amount is 2 x $122,000 You must configure rule similar to the one mentioned below:

After creating the rule, the same should be assigned to Benefit Salary Calculation/Rounding Rule field in InsuranceCoverage MDF.

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Scenario 2: Coverage Rounding Rule (Rounding of Coverage) Assume that the coverage is two times the employee’s annual salary; that is, 2 x annual salary and the annual salary of an employee is $ 51,480. System will first calculate the coverage which is $102,960 (2 x 51,480) and will then apply the rounding off rule. The premium is calculated on the rounded coverage which the rule computes. Here, the coverage must be rounded off to the nearest $ 1000. Based on the Precision and Threshold values that you maintain, the system will calculate the coverage amount. ● If you maintain Precision as -3 and Threshold as -1, the rule will round off the number to the next 1000. In this case $ 102,960 is rounded off to $ 103,000. ● If you maintain Precision as -3 and Threshold as null, the rule will round off the number back to 1000. In this case $ 102,960 is rounded off to $ 102,000 You must configure a similar rule as shown in scenario 1 and assign the same to Coverage Rounding Rule field in InsuranceCoverage MDF

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Scenario 3: Premium based on Graded Salary Assume the annual salary is $56,527.38 The monthly salary be $56,527.38/12 = $4710.615 Based on the monthly salary the system gardes the salary based on the criteria you define. This plan is on the following graded benefits: 60% of 1st $3001, and 50% of the remainder Since $4710.615 is greater than $3001, the salary on which the premium rate is applied is calculated as follows: 60% of $3001 + 50% of ($4710.615 - $3001 ) = $1800.60 + $ 854.81 = $2655.41 You must configure the rule similar to the one shown below. After creating the rule, the same should be assigned to Benefit Salary Calculation/Rounding Rule field in InsuranceCoverage MDF.

Note that, you must refer Rules Handbook for the details regarding the usage of Round() functions and other functions provided by the rules framework.

Related Information Quick Steps to Get Going [page 9]

6.5.2 Insurance Rate Chart System uses the rate chart to determine the premium that an employee and employer must pay for a given coverage. The system calculates this premium based on the different parameters that you maintain in the rate chart. Global Benefits Configuring Different Benefit Types

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An admin can define a rate chart for each plan and provider. To create rate chart, perform the following steps: 1. In Admin Center, search for Benefit Admin Overview and double click on it. System opens Benefit Admin Overview screen. Select Create New – Benefit Insurance Rate Chart. 2. Enter data in the following fields: ○ Age as of Year: Select the value based on which, the system calculates the employee’s age to determine the premium contributions. If you select Enrollment Year, the system calculates an employee’s age as on the year in which the employee enrolls for a particular insurance plan. If you select Enrollment Effective From, the system calculates the employee’s age based on the year in which the insurance enrollment is effective. For example, Carla Grant was born on December 1, 1980. She enrolls for an insurance plan on November 1, 2014. This plan is effective from January 1, 2015. This particular insurance plan runs from January to December every year. Based on the value that you select in Age on Specific Year field, this is how the system determines her age for premium contributions: ○ If you select Enrollment Year (which is November 1, 2014) in this field, the system computes Carla Grant’s age as 33 years. So from January 2015 to December 2015, she pays the premiums for a 33 year old, despite turning 34 years in December 2014. From January 1, 2016, she will begin paying the premiums applicable for 34 year old. ○ If you select Enrollment Effective From (which is January 1, 2015) in this field, the system computes her age as 34 years. ○ Gender Relevant: Specify if the gender is relevant for calculation of premium rate. ○ Age as-of Day: Specify the day as on which the employee age should be considered for calculating the premium amount. ○ Age as-of Month: Specify the month as on which the employee age should be considered for calculating the premium amount. ○ Effective Start Date: Specify the date from which a particular rate chart is effective. ○ Insurance Plan: Specify the plan name. ○ Insurance Provider: Specify the provider name ○ Insurance Coverage: Select the relevant coverage object. Choose the add button to create a detail object ○ Rate Chart ID: Enter the ID. ○ Factor: Specify the amount based on which the system calculates the premium for a particular coverage. For example, premium rate could be an amount per 1000 EUR. Let’s assume that the coverage is 2 X Annual salary of the employee. Annual salary of the employee is 10,000 EUR. Monthly premium is defined as 0.5 EUR per 1000 EUR of coverage. In this case the coverage and premium will be calculated as follows: ○ Coverage= 2 X 10,000 (Annual salary) = 20,000 EUR ○ Factor= 1000 ○ Premium Rate= 0.5 EUR ○ Actual Premium= 0.5 X coverage (20000) / factor (1000) = 10 EUR per month. Note that if the premium is a flat amount then factor will be -1. ○ Rate Chart for Plans Covering Employee and Dependents: In this case, the system calculates the lump sum premium amount irrespective of the no of dependents you enroll. ○ Rate Chart Type: Select the relevant chart type ○ Age From: Specify the minimum age from which the particular premium rate is valid. ○ Age To: Specify the maximum age until which the particular premium rate is valid. ○ Enrollment For: Select the person for whom an employee is seeking the insurance coverage. You have the options such as self, self + spouse, self + family.

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○ Smoking: Select the smoking habit of the employee. ○ Gender: Select the gender of the employee. ○ Employee Contribution ○ Employer Contribution ○ Rate Chart for Plans Covering Dependents only: In this case, the premium amount is calculated separately for each dependent that you enroll. ○ Rate Applicable For: Select the relevant type, such as, individual or group. In case you select Group, the system calculates the lump sum premium amount irrespective of the number of dependents you enroll. If you select Individual, the premium amount is calculated separately for each dependent that you enroll. ○ Dependent Type: Select the relevant type, such as, mother, father, spouse and so on. ○ Age From: Specify the minimum age from which the particular premium rate is valid. ○ Age To: Specify the maximum age until which the particular premium rate is valid. ○ Smoking: Select the smoking habit of the dependent. ○ Gender: Select the gender of the dependent. ○ Employee Contribution ○ Employer Contribution Import/ Export Rate Chart via Excel 1. Download Template Perform the following steps: 1. Go to Admin Tools and choose Import and Export Data. System opens Import and Export Data pop up screen. 2. Select Export Data in Select the action to perform field. 3. Select Insurance Rate Chart in Select Generic Object field. 4. Select No in Include dependencies field. 5. Select Yes in Select all data records field. 6. Click on Export.

2. Download the template from Process Job Monitor. 3. Fill data in rate chart template with required data and save it in your local system.

4. Import this Template

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Perform the following steps: 1. Go to Admin Tools and search Import and Export Data. System opens Import and Export Data pop up screen. 2. Select Import Data in Select the action to perform field. 3. Choose CSV File radio button. 4. Select Insurance Rate Chart in Select Generic Object field. 5. Click on Choose File and select the template that you have saved in your local system. 6. Click on Import.

Similarly you can Import/ Export template for Rate Chart for Plans Covering Dependents only and Rate Chart for Plans Covering Dependents only.

Example Rate Chart for Plans Covering Dependents only Step1: Downloaded template.

Step 2: Check in process job monitor for success or failure of import.

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Step 3: Output after successful import of the template.

Related Information Quick Steps to Get Going [page 9]

6.5.3 Create Insurance The following image displays the fields that require your input while creating the insurance.

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To configure the Insurance benefit in your system, perform the following steps: 1. Go to Admin Center and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. 2. Select Benefit type as Insurance. 3. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55].Apart from the generic fields, the below mentioned fields are also available: 4. Insurance Type: Select the relevant type such as Life, dental, Medical and so on. Note: The dropdown values are maintained in insuranceType picklist ID. You can add/ delete entries from this picklist. For more information see section Create a Picklist. 5. Deduction Start Date: Select the required value. This field has the following values: ○ As of Date: Here the system creates both the enrollment and deduction entries effective from the date the employee enrolls in the benefit. ○ Next Pay Period – Here the system creates only the enrollment entries effective from the date the employee enrolls into the insurance plan. However, the deduction entries will be created effective from the start date of next pay period till the enrollment validity end period, as maintained in the schedule. If you choose this value, ensure that you define the pay calendar. The system creates employee contribution deduction entries only after the employee has enrolled for an insurance plan. The deduction amount will be as per the amount derived by the rate chart based on the employee’s selection. Note that the premium frequency might vary with the pay period frequency, in which case the system considers premium frequency as maintained in the benefit. The following example illustrates how the system creates deduction records: An employee enrolls for an insurance plan on 04/01/2015 where the coverage is 20000 EUR and premium frequency is monthly. The employee is on a monthly payroll, and the next payroll period starts on 01/02/2015. As per the rate chart, the monthly premium rate is defined as 0.5 EUR per 1000 EUR. The factor is 1000. Hence, the premium will be derived as follows: Actual premium = 0.5 X coverage (20000)/ factor (1000) = 10 EUR per month The benefit schedule includes the following details: ○ Enrollment validity period: 01/01/2015 to 31/12/9999 ○ Employee enrolls for insurance plan on 04/01/2015 The system creates the following deduction records: Table 17: Deduction Start Date

01/02/2015

Deduction End Date

31/12/9999

Frequency

Monthly

Deduction Value

10

6. Nominee Relevant : Select either Yes or No . In case you select yes, then employee has the option to add nominee in the particular insurance plan. If you select No, the employee will not be allowed to add the nominee. For example in case of life insurance you must select Yes in this field since the nominee is mandatory while if it is for medical insurance, you may select No because in this case nominee is not required to claim the benefit. 7. Insurance Plan: Select the relevant insurance plan. For more information referCreate Insurance Plan [page 80]

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8. Use Decimal Precision for Contribution Amounts: Select either Yes or No. In case you select yes, the decimal precision you have set in the MDF object Benefit Type Insurance will be considered. If you select no, then the default decimal precision of 2 will be considered. By default this field is set to No

6.6

Create Wallet

Employees are assigned some credits (points) or equivalent money into an account which they can use to either pay for premiums, pension contribution or any other benefit. This account is referred to as Wallet in Global Benefits. Some of these accounts lapses by end of financial year, and some may be carried forwarded either for a fixed period or for life.

To configure the Wallet in your system, perform the following steps: 1. Go to Admin Center and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. 2. Select Benefit type as Wallet. 3. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55].Apart from the generic fields, maintain the below mentioned fields: ○ Conversion Factor: Specify the rate that the system uses to convert the credit point to equivalent currency.System displays this field only if you select credit points in Wallet Type field. For example 1 credit point = 0.89 EUR. You can set the decimal precision value based on your company’s requirement. Decimal precision refers to the number of digits after the decimal point of the conversion factor that the system considers. Based

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on this setting, the various transaction amount calculations will be affected. For example, during benefit enrollment using the Wallet, the field Consume Wallet Credits, gets affected. To set the decimal precision value, perform the following steps: 1. Go to Admin Centre and in Tool search field type Configure Object Definitions. Object Definition screen appears. 2. In Search field enter Object Definition and in its corresponding field select Benefit. 3. Click on Take Actions and choose Make Corrections. 4. In conversionFactor field, click on Details and in Decimal Precision field enter the required value. Note that you can enter a maximum value as 17. If you do not enter any value, the system by default considers the decimal precision value as 2. ○ Credit Points: Specify the number (points). The system uses theses points to pay amount for a particular benefit. For example, to either pay for premiums or pension contribution. ○ Wallet Types: Select the relevant type, that is, either Currency or Credit Points. 4. Assigned Benefits: Assign the benefits that you want to associate with the Wallet.

Note As of this release you can only associate Benefits of type Pension and Insurances to the wallet. Reimbursements and Allowance cannot be associated. How does the employee make use of Wallet? ● Assume that an employee wants to enroll for an Pension Benefit. This pension benefit is attached to the Wallet, which has an entitlement amount as 10,000 INR. Enrollment Validity for Pension Benefit and Claim Validity for Wallet is 01/01/2015 to 31/12/2015 The Pension Benefit includes the Pension Funds: State Pension Following options are available: ● Employee Contribution: 5 – 7% of his Annual Salary Employer Pension Following options are available: ● Employee Contribution : 3 – 10% of Annual Salary Employee Annual Salary is 1,00,000 INR Case 1 (Contribution Deduction Payment Mode is Annual for State Pension and Annual forEmployer Pension) Employee enrolls for State Pension with contribution 5%. The system deducts a amount of 5000 INR from the Pension Wallet. After deduction, the wallet balance is 5000 INR (Wallet Entitlement Amount – Premium Amount). Now if the employee wants to enroll for Employer Pension, with the contribution percentage as 7% i.e. 7000 INR, the employee cannot use the Wallet option to pay this amount, since the wallet does not have the required balance but instead he can enroll with a contribution percentage between 3-5%. In case the employee wants to go ahead and enroll with a contribution percentage more than 5%, employee will have to remove the associated wallet and do a regular enrollment. System Behavior System will generate an error message " The amount/credit consumed from wallet is greater than available wallet amount/credits.Please select another wallet or enroll without a wallet". Global Benefits Configuring Different Benefit Types

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Case 2 (Contribution Deduction Payment Mode is Annual for State Pension and Monthly forEmployer Pension) Employee enrolls for for State Pension with contribution 7%. The system deducts an amount of 7000 INR from the Pension Wallet. After deduction, the wallet balance is 3000 INR (Wallet Entitlement Amount – Premium Amount). Now if the employee wants to enroll for Employer Pension,with a contribution percentage of 6%for which amount is 500 INR (Contribution Amount/12; 6000/12=500) every month, the system uses the wallet equivalent amount (3000 INR) to pay partial amount for the first 6 months and the balance is deducted on a monthly basis from employee’s salary. System Behavior The “Wallet Consumed Until” field will be set with the date until which the wallet will be used for paying the Pension contribution In the backend, the system creates two enrollment records: ● 01/01/2015 to 31/06/2015 – Wallet will be used for deduction ● 01/07/2015 to 31/12/2015 – Regular deduction

6.7

Create Deductible Allowance

Benefits that allow some periodic deductions from an employee’s compensation after his/her enrollment. To configure the allowance in your system, perform the following steps: 1. Go to Admin Centre 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, choose Deductible Allowance. 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, the below mentioned fields are also available: ○ Deduction Start Date: Select the required value. This field has the following values: ○ As of Date – Here, the system creates both the enrollment and deduction entries effective from the date the employee enrolls in the benefit. ○ Next Pay Period – Here, the system creates only the enrollment entries effective from the date the employee enrolls in the benefit. However, the deduction entries will be created effective from the start date of the next pay period till the enrollment validity end period, as maintained in the schedule. If you choose next pay period, ensure that you define the pay calendar. While setting up the pay calendar, you must ensure the following points: ○ The pay calendar should be assigned to the correct pay group. You must ensure that the pay group to which you are assigining the pay calendar is the same which is used in employees compensation. ○ In pay calendar, it is important, to set the correct pay period begin date, pay period end date and especially pay check issue date so that payroll integration can work in the correct way. System compares the pay check issue date with the enrollment date, to set the relevant pay period. If the enrollment date is before Pay check issue date, the system considers the current pay period and if the enrollment date is on or after pay check issue date, the system considers the next period which is available after the Pay check issue date.

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The following example illustrates how system creates deduction records: An employee enrolls for gym membership 03/02/2015. To avail this benefit, the employee is required to pay a monthly contribution of 3000 INR. The employee is on a semi-monthly payroll, the next payroll period starts from 15/02/2015. ○ Enrollment validity period is 01/01/2015 to 31/12/2015 ○ Enrollment opens on 01/01/2015 and enrollment closes on 31/03/2015 The system creates the following deduction records: Table 18: Deduction Start Date

15/02/2015

Deduction End Date

31/12/2015

Frequency

Semi-monthly

Deduction value

1500

Once the employee enrolls in a particular benefit and the enrollment is approved, the employee sees the corresponding entry in his or her deduction portlet. To trigger deductions, set the Payroll Integration field as Yes.

Note When an employee or administrator edits an enrollment, the deduction entry also gets adjusted accordingly. ○ Employer Contribution Pay Component: Select the relevant deduction pay component. ○ Employee Contribution Pay Component: Select the relevant deduction pay component. ○ Employer Contribution: Enter the amount that the employer contributes for an allowance. ○ Employee Contribution: Enter the amount that the employee contributes for an allowance. ○ Contribution Rule: Select the relevant rule. This rule determines the employer contribution amount for a particular employee.

Note In case you maintain both employer contribution and contribution rule, the system uses the contribution rule to determine the contribution amount.

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7

Importing Benefit Transactions

Perform the following steps in case you want to import existing benefits data into Global Benefits Solution. 1. Download Template Perform the following steps: 1. Go to Admin Tools and choose Import and Export Data. System opens Import and Export Data pop up screen. 2. Select Export Data in Select the action to perform field. 3. Select the object for which you want to import the data, for example Benefit in Select Generic Object field. 4. Select Yes in Include dependencies field. 5. Select Yes in Select all data records field. 6. Click on Export. 2. Download the template from Process Job Monitor. 3. Fill the template with required data and save it in your local system. Sample template (Rate chart)

4. Import this Template Perform the following steps: 1. Go to Admin Tools and search Import and Export Data. System opens Import and Export Data pop up screen. 2. Select Import Data in Select the action to perform field. 3. Choose CSV File radio button. 4. Select the relevant object in Select Generic Object field. 5. Click on Choose File and select the template that you have saved in your local system. 6. Click on Import.

Note When you export the existing enrollment records, the corresponding CSV file will have two entries, active and inactive, per record. However for importing, when you enter the data in the template manually, you must only enter single active entry per record. In case you are importing past enrollment records, that is for the enrollment done in January 2015, you are importing the enrollment data in November 2015 you must disable the client date validation field. To disable Client Date Validation field perform the following: 1. Go to Admin Center and select Manage Data. 2. Search for the relevant benefit. 3. Set Disable Client Date Validation field as Yes.

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8

Importing Configurations

Context You must follow the below sequence to avoid error during import of configuration data:

Procedure 1. Import the required Foundation objects (FO) like frequency, paycomponent and legal entity GO. 2. Import benefit schedule and benefit legal entity without dependencies (Dependencies field set as No). Note that in case the benefit type is insurance, before proceeding to Step 3, you are required to perfom the additional steps mentioned below: 1. Import Coverage without dependencies (Dependencies field set as No). 2. Import Rate chart without dependencies (Dependencies field set as No). 3. Import Insurance Plan with dependencies (Dependencies field set as Yes). 3. Import benefit with dependencies (Dependencies field set as Yes)

8.1

Import Sequence for Benefit Types

You must import the benefit types in below sequence to avoid error during import of benefits: Table 19: Deductible Allowance File Name

Object Type

Import Order

Path

Benefit Enrollment.csv

BenefitEnrollment

1

BenefitEnrollment

Benefit Enrollment-Deduction

BenefitEnrollment

2

BenefitEnrollment-benefitDe­

Details.csv

ductibleAllowanceEnrollment

Table 20: Insurance File Name

Object Type

Import Order

Path

Benefit Enrollment.csv

BenefitEnrollment

1

BenefitEnrollment

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File Name

Object Type

Import Order

Path

Benefit Enrollment-Insurance

BenefitEnrollment

2

BenefitEnrollment-benefitIn­

Plan Enrollment Details.csv

Ê˝fi¶¼«˛w‰ú‘sÛÁPÀJK›(þÕa§−2ý|~ žùa8Gxø¤VûùÝôı tails

Insurance Plan Enrollment

BenefitEnrollment

3

BenefitEnrollment-benefitIn­

Details-Enrolling For Depend­

Ê˝fi¶¼«˛w‰ú‘sÛÁPÀJK›(þÕa§−2ý|~ žùa8Gxø¤VûùÝôı

ent.csv

tails-benefitInsuranceDepen­ dentDetails

Benefit Enrollment-Depend­

BenefitEnrollment

4

ent Nominees.csv Benefit Enrollment-Non-de­

BenefitEnrollment-benefit­ PensionDependentNominees

BenefitEnrollment

5

pendent Nominees.csv

BenefitEnrollment-benefit­ Ê˝fiŁ¼»˛k‰è‹s˝ÛÊPÞJH›'þé•A¹−%ý}~(žða;VxØ¿VÒùÑÔäÜ ees

Table 21: Pension File Name

Object Type

Import Order

Path

Benefit Enrollment.csv

BenefitEnrollment

1

BenefitEnrollment

Benefit Enrollment-Pension

BenefitEnrollment

2

BenefitEnrollment-benefit­

Fund Enrollment Contribution

Ê˝fiŁ¼»˛k‰è‹s˝ÛÊPÖJR›'þÉ•a§−2ý|~ žùa8Gxø¤Vüù×ÔäÜ

Details.csv

tributionDetail

Benefit Enrollment-Depend­

BenefitEnrollment

3

ent Nominees.csv Benefit Enrollment-Non-de­ pendent Nominees.csv

BenefitEnrollment-benefit­ PensionDependentNominees

BenefitEnrollment

4

BenefitEnrollment-benefit­ Ê˝fiŁ¼»˛k‰è‹s˝ÛÊPÞJH›'þé•A¹−%ý}~(žða;VxØ¿VÒùÑÔäÜ ees

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9

Integration with Third Party Provider

You can export benefits enrollment data to your third party benefit vendors using the following options. ● Use the Integration Center. For detailed information refer Integration Center User Guide available on help portal. ● Use HCI Integration Template. For detailed information refer Third Party Integrations with HCI user guide available on help portal. ● Generate enrollment report using ODS and upload the generated output file offline into the vendor system.

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10 Create a Benefit Program

Context Users whose role has been defined/ set as HR Administrator will have the authorization to create a benefit program. To create a benefit program, you must do the following:

Procedure 1. In Admin Tools, click Create Benefit Program under Benefits Management. System opens the Benefits Admin Overview screen. Select Create New - Benefit Program. System will open the screen below:

2. Enter the following details: ○ Program Name: Specify the benefit program name that you want to create. ○ Effective From: Select the date from when the benefit is effective in the organization. Based on this date, all employees for whom the benefit program is applicable will see it on the Employee Overview page. ○ Program Schedule

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○ Benefit Schedule: Select the schedule. In case you want to create a benefit schedule, choose the add button. 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.In case you want to create a new period, choose the add button. 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 program. ○ Enrollment Opens: Enter the start date for enrolling in a benefit program. From this date the employee can enroll for a particular benefit program. ○ Enrollment Closes: Enter the end date for enrolling in a benefit program. Until this date the employee can enroll for a particular benefit program. 3. Program Enrollment Workflow: Associate the workflow that should trigger when Employee enrolls for a benefit program. For more information on how to create a workflow, see section, Set Up and Associate Workflow. 4. Entitlement ○ Entitlement Amount: Specify the maximum amount that an employee can claim for the selected benefit. Note that, in case you have maintained the rule for entitlement amount, during runtime system fetches the same. ○ Currency ○ Eligibility Rule: Specify the rule id where you have defined the employee’s eligibility criteria for enrolling in the specified benefit program.

Note In case you maintain both entitlement amount and the eligibility rules then the system considers the eligibility rule to determine the entitlement amount. This amount is displayed on enrollment and claim screen of the particular benefit program. 5. Associate Benefits: Select the benefit that you want to associate with the benefit program. For a benefit to appear in the dropdown list, you must have created the benefit. For more information on how to create a benefit, see section Create Benefit - Generic Data [page 55] Click Benefit Details link, to view the details of benefit .These are same details that you have entered during the create benefit screen.

Note You can create benefit program only for Allowances and Reimbursements. 6. Useful Documents: To upload, you must save the documents. System displays this data on the Enrollment and Claim screen. ○ Policy Documents: Enter the policy description and attach the relevant policy document. ○ Form: Attach the relevant form which the employee has to fill in. ○ Useful Links: Enter the related web links, if any.

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11

Using Benefits

It consists of the following: ● Enroll Benefits ● Claim Benefits

11.1

Employee Overview Page

Employees can view their Benefit details through My Employee File -> Employee Benefits. On the Employee Overview page, an employee can view the following portlets: ● Current Benefits 1. Allowance: System displays the list of the benefits for which an employee is eligible. Choose Details to view the benefit details. 2. Reimbursements: System displays the list of the benefits for which an employee is eligible. Choose Details to view the benefit details. You also have the option to claim the benefit. To do so, choose Claims. ● Enrollments 1. To-Do: System displays the list of benefits and benefit programs for which enrollment is pending. Choose Enroll to enroll in a particular benefit. Choose Enroll for Parent Program to enroll in the benefit program. System displays this link only if a particular benefit is part of some benefit program. In this case, the employee must first enroll in the corresponding benefit program and then in the benefit. 2. Active Benefit Enrollments: System displays a list of active benefits that an employee has enrolled in. Choose Details to view the enrollment details of a benefit. 3. Active Program Enrollments: System displays the list of active benefits programs that an employee has enrolled in. Choose Details to view the enrollment details of a benefit program. ● Claims 1. In-process Claims: System displays the list of the claims that are still pending for approval. It also displays the corresponding amount that an employee has applied, for each benefit. Choose Details to view the particulars of the claim. 2. Processed Claims: System displays the list of all approved claims of an employee along with the corresponding amount that an employee has claimed, for each benefit. Choose Details to view the particulars of the claim

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11.2

Enroll Benefits – Employee

An employee can enroll in a benefit or/and in a benefit program.

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11.2.1 Benefit Enrollment

Context To enroll in a benefit, employee has to do the following:

Procedure 1. Click Enroll on the Benefit Overview page under To Do section where Type is Benefit. The user can perform this if a particular benefit is enabled.

2. Select Enroll for a particural benefit. Note that you also have the option to enroll in a benefit via Take Action. To do this select Take Action -> Enroll Benefit. Select the Benefit from the drop down list. This dropdown contains all the benefits for which an employee is eligible. Based on the benefit that you select in this field, system automatically updates the details of that benefit such as Benefit Program, Amount, Currency and Benefit Payment Method. 3. Upload the document, if any. Click Save.

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11.2.2 Pension Enrollment For Employee to enroll in the pensions benefit he/she should perform the following steps: 1. Click Enroll on the Benefit Overview page under To Do section. 2. Select Pensions in Benefit field from the drop down list. 3. Enter the data in the required fields: ○ Retirement Date : Displays the date which a retirement plan participant/ employee claims as his actual last day of work. This field displays the date based on employee's date of birth and the retirement age entered while creating pensions. ○ Fund Contribution Details ○ Pension Fund: Select the fund in which you want to contribute. This field displays list of the funds associated to the current Pension Benefit. ○ Employee Contribution Percentage or Employee Contribution Amount: Based on the Contribution Type maintained while creating pensions, either employee's fund contribution percentage or amount. The percentage/ amount that you maintain here, must not be less than the percentage in Employee Defined Contribution Percentage field. ○ Employer Contribution Percentage or Employer Contribution Amount: Based on the Contribution Type maintained while creating pensions, either employer's fund contribution percentage or amount. The percentage/ amount that you maintain here should be within the value range of Employer Defined Contribution Percentage field and Employer Statutory Minimum Percentage field. Global Benefits Using Benefits

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○ Dependent Nominees(Beneficiaries) ○ Dependent's Name: Select the dependent nominee. This field displays all the dependents of the employee. ○ Date of Birth: Displays the dependent's date of birth. ○ Relationship Type: Displays the relationship of the dependent with the employee. ○ Percentage: Enter the percentage of pension amount that the dependent receives. The percentage for the selected nominee must be greater than zero. ○ Non-dependent Nominees (Beneficiaries) ○ Name: Enter the name on the nominee. ○ Address ○ Contact ○ Percentage: Enter the percentage of pension amount that the non-dependent receives.

Note The sum of fund contribution percentage for dependent and non-dependent nominees must equal 100. ○ Pension Enrollment Contribution Guidelines ○ Employee Defined Contribution Amount or Percentage: Displays the amount or percentage that you have maintained in the Employee Contribution Amount/ Employee Contribution Percentage field while creating pension benefit. ○ Employer Defined Contribution Amount or Percentage: Displays the amount or percentage that you have maintained in the Employer Contribution Amount/ Employer Contribution Percentage field while creating pension benefit ○ Employee Statutory Minimum Amount or Percentage: Displays the amount or percentage that you have maintained in the Statutory Minimum Amount/ Statutory Minimum Percentage field under Employee Contribution Type while creating pension benefit.

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Limitations in release b1411 ● Currently the system displays both Amount and Percentage fields irrespective of the contribution type selected while creating pensions. ● In case you have maintained No in Employee Can Edit Employer Contribution/ Employee Can Edit Employee Contribution field on Create Pension screen, the system currently does not display the default value in Employee Contribution ( Amount or Percentage) field. WORKAROUND However this can be handled via rule. You must first create the rule with the If and Then values as mentioned in below image, and then assign it in the Benefit Enrollment Object Definition . ○ Rule that you must create in case you have maintained No in Employee Can Edit Employer Contribution field Global Benefits Using Benefits

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○ Rule that you must create in case you have maintained No in Employee Can Edit Employee Contribution field.

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○ Process for Assigning Rule to Benefit Enrollment Object Definition 1. Go to Admin tools and choose Configure Object Definition.Object Definition screen appears. Select Benefit Enrollment object from the drop down list. 2. Click on Take Actions and choose Make Corrections. 3. In benefitDataSourceWithExternalCode field, click on Details and under Rule section search for the rule that you have imported. 4. Click Save.

11.2.2.1 Savings Plan Enrollment For Employee to enroll in the Saving Plan benefit he/she should perform the following steps: 1. Click Enroll on the Benefit Overview page under To Do section. 2. Select Saving Plan in Benefit field from the drop down list. 3. Enter the data in the required fields: ○ Pre Tax Contribution Global Benefits Using Benefits

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○ From Regular Salary ○ Contribution Amount: Enter the amount that an employee will contribute towards saving fund from his or her regular salary. These contributions are made on a pretax basis. ○ Contribution Percentage: Enter the percentage of income that an employee will contribute towards saving fund from his or her regular salary. These contributions are made on a pretax basis. ○ Roll over Contributions To Post-Tax After Limits Are Reached: Select either Yes or No. If you select yes, the system will start contribution (from Regular Payroll Run) towards Post tax once the threshold of pre- tax in a particular period is reached. Once the Period is over, the system will consider the contribution towards pre- tax again. For example: Let us assume the annual pre-tax limit is $ 800. The employee has a monthly pre-tax contribution amount of $100. In this scenario, after eight months the employee will reach pre-tax limit of $800. Now, with this option the employee can either choose to stop contribution for the year, or continue contributing towards post-tax. ○ From Bonus ○ Contribution Amount: Enter the amount that an employee will contribute towards saving fund from his or her bonus payroll run. These contributions are made on a pretax basis. ○ Contribution Percentage: Enter the percentage of income that an employee will contribute towards saving fund from his or her bonus payroll run. These contributions are made on a pretax basis. ○ Roll over Pre-Tax contributions to Post-Tax from Bonus Salary: Select either Yes or No. If you select yes, the system will start contribution (from Bonus Payroll Run) towards Post tax once the threshold of pre- tax in a particular period is reached. Once the Period is over, the system will consider the contribution towards pre- tax again. ○ Post Tax Contribution ○ From Regular Salary ○ Contribution Amount: Enter the amount that an employee will contribute towards saving fund from his or her regular salary. These contributions are made after an employer withholds taxes. ○ Contribution Percentage: Enter the percentage of income that an employee will contribute towards saving fund from his or her regular salary. These contributions are made after an employer withholds taxes. ○ Start Post Tax Contributions together with Pre-tax Contributions: Select either Yes or No. Select yes, if you want the system to begin post-tax contributions at the same time as pre-tax deductions. If you do not set the indicator, post-tax contributions start in the payroll period after the period in which the pre-tax limit is reached. ○ From Bonus ○ Contribution Amount: Enter the amount that an employee will contribute towards saving fund from his or her bonus payroll run. These contributions are made after an employer withholds taxes. ○ Contribution Percentage: Enter the percentage of income that an employee will contribute towards saving fund from his or her Bonus payroll run. These contributions are made after an employer withholds taxes. ○ Start Contributions before Pre-Tax Limits Are Reached: Select either Yes or No. Select yes, if you want the system to begin post-tax contributions at the same time as pre-tax deductions. If you do not set the indicator, post-tax contributions start in the payroll period after the period in which the pre-tax limit is reached.

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Note In case of Pre-tax contributions, the contribution is deducted from the employee’s salary before taxation, therefore reducing the net taxable income. In case of Post-tax contributions, the contributions are made after taxation. Thus, making the post-tax contributions taxable.

11.2.3 Insurance Enrollment For Employee to enroll in the insurance plan he/she should perform the following steps: 1. Click Enroll on the Benefit Overview page under To Do section. 2. Select Insurance in Benefit field from the drop down list. 3. Enter the data in the required fields: ○ Insurance Plan: Select the insurance plan for which you want to enroll. ○ Insurance Provider: Displays the relevant provider. Based on the plan that you select, system displays the relevant insurance provider. ○ Enrolling For: Select the dependent option for enrolling from the drop down list. For example, the options include Self, Self + Spouse, Self+ Family. System displays the value in this field based on the plan and provider that you select. Note that, If you selects self + Family then you must also select the dependents that you wants to enroll for from Insurance Dependent Details section. ○ Insurance Coverage: Specify the coverage that you want to enroll. System displays the coverage option based on the option that you select in Enrolling For, Insurance Provider and Insurance Plan fields. Global Benefits Using Benefits

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○ Benefit Salary: Displays the rounded off salary based on which the Benefit Salary Calculation/ Rounding Rule determines the coverage amount. This field will come up only if the coverage type is either factor or percentage. During execution, the rule reads the salary from this field and based on the other rule parameters, it calculates the coverage amount. Note that this is read-only field. ○ Rounded Coverage: Displays the rounded off coverage amount based on which the Coverage Rounding Rule determines the premium. This field will come up only if the coverage type is either factor or percentage. During execution, the rule reads the coverage from this field and based on the other rule parameters, it calculates the premium amount. Note that this is read-only field. ○ Employee Contribution: Displays the amount that an employee contributes towards the premium. ○ Employer Contribution: Displays the amount that an employer contributes towards the premium. ○ Insurance Dependent Details ○ Dependent Name: Select the dependent name. This field displays all the dependents of the employee. ○ Date of Birth: Displays the dependent's date of birth. ○ Relationship Type: Displays the relationship of the dependent with the employee.

Note In the current release, there is no validation that the system uses to display the dependent types and dependent names. Hence in the drop down list, you can view all the dependents that you maintain irrespective of there eligibility ○ Insurance Dependent Nominees Details ○ Dependent Name: Select the dependent nominee. This field displays all the dependents of the employee. ○ Date of Birth: Enter the dependent's date of birth. ○ Relationship Type: Displays the relationship of the dependent with the employee. ○ Percentage: Enter the percentage of insurance amount that the dependent nominee receives. The percentage for the selected nominee must be greater than zero ○ Insurance Non - Dependent Nominees Details: Enter the name, address, contact details and percentage of insurance amount that the non-dependent nominee receives.

Note The sum of percentage for dependent and non-dependent nominees must equal 100.

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11.2.4 Benefit Program Enrollment

Context To enroll in a benefit program, do the following:

Procedure 1. If a particular benefit program is enabled, then a user with this permission role is able to enroll in a benefit by clicking Enroll. Click Enroll on the Benefit Overview page under To- Do section where Type is Program.

2. Select Enroll for a particural benefit program. Note that you also have the option to enroll in a benefit program via Take Action. To do this select Take Action -> Enroll Benefit Program.Select Benefit Program from the drop down list. This dropdown contains all the benefits programs for which an employee is eligible. 3. Select the date in Enrollment Date field. This is the date from when you want the system to start your enrollment in the selected benefit program. By default, system displays the current date in this field. Alternatively, specifies the date on which you enroll in a particular benefit program. 4. Total Amount Enrolled: This field specifies the total amount for which an employee has enrolled in the selected benefit program. 5. In Benefit Program Enrollment Detail, the system displays all the benefits associated to the selected benefit program along with the benefit name, benefit amount, benefit currency and eligible amount. Note that, within the benefit program, you can enroll in each benefit individually through Enroll Benefit screen. 6. Program Entitlement Amount specifies the overall limit for the selected benefit program. 7. Save your details

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11.3

Edit Benefits - Employee

An employee can edit a benefit enrollment if allowed by an administrator. To do so, employee can click on Edit under Active Benefit Enrollments.

Note Employee can edit the details of a benefits. However, it is not allowed to change the Benefit type.

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11.4 Claim Benefits – Employee

Context To Claim the benefits, do the following: If a claim is enabled in a particular benefit, then a user is able to claim a benefit by clicking Claim on the Benefit Overview page. System opens Benefit Employee Claim screen. Enter the data in all the mandatory fields.

Procedure 1. Select Claim for a particural benefit. Note that you also have the option to Claim a benefit via Take Action. To do this select Take Action -> Claim BenefitSelect the benefit from the drop down list, in Benefit Name field. The drop down list will display only those benefits for which an employee is eligible and has enrolled, or if a particular, benefit is auto-enrolled. Based on the benefit that you select, system auto populates the Benefit Program name. 2. Claim Date: Select the date on which you want to claim a particular benefit. By default, system displays the current date in this field. Alternatively, specifies the date on which you claim a particular benefit. 3. Total Amount: Specify the amount that you want to claim. 4. Currency 5. Enter the Remarks, if any. 6. Click Save.

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11.4.1 Life Event/ System Triggered Benefits The employee need not claim or enroll for these benefits specifically. Instead, the system automatically triggers benefit claim for all eligible employees. Depending on the chosen trigger date, the benefit created causes the system to trigger the benefit on the occurrence of a life event of an employee during the course of employment. These events are as follows: ● Occurrence of a Life Event (Marriage and Child Birth) When an employee alters his or her marriage status to “married” or adds" Child" as a new dependent, the system triggers the creation of claim. Since these life events have no fixed frequency and occur only a specific number of times, system triggers the claim when there is a change to the Personal Information. ● Job Based Trigger (Service Anniversaries and Birthday) There are some benefits such as service anniversaries and birthdays that are based on the events occurring on a fixed frequency, (for example yearly, 3 years and so on). You must configure job-based schedule, for the system to automatically trigger claim for all eligible employees.

Related Information Service Anniversary [page 149] Birthday Voucher [page 150]

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Marriage Voucher [page 152] Child Birth Voucher [page 151]

11.5

Approving Claims

An Employee Central user with the role permissions, for example, HR administrator, can approve a request, decline a request.

Context To take action on an employee’s claim request, do the following:

Procedure 1. In the Employee File, choose Pending Requests from the drop down menu. 2. On the Pending Requests page, in the Requests Waiting for my Approval port let, choose the relevant request. 3. Open the request details. You can then choose to approve or decline the claim. You can also add comments if required.

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12

Jobs

12.1

Create Job for Auto Enrollment Benefit

1. Login to Provisioning and select the relevant company. 2. Go to Manage Job Scheduler and select Manage Scheduled Jobs. 3. Choose Create New Job in the resulting screen. 4. In Create New Job screen, maintain the following data: 1. Job Name 2. Job Owner 3. Job Type: Select the Benefits Auto Enrollment Job in this field. This job finds the employees eligible for a given Benefit, makes an entry into the Benefit Enrollment MDF, and ensures that the data is valid as per the job run date. 4. Job Parameters: In this section maintain the following: ○ Benefits Type - Select the benefit type for which you want to run the job. In this release you can run this job for the following benefit types: ○ Allowance ○ Pension ○ Insurance ○ Legal Entity - Select the relevant legal entity for which you want to run the job. You have the option to select one or more legal entities. In case you do not select any value in this field, by default this job will run for all the relevant legal entities. ○ Benefit - Select the relevant benefit for which you want to run the job. Based on the benefit type, system displays the list of benefits.You have the option to select one or more benefits. In case you do not select any value in this field, by default this job will run for all the relevant benefits for the selected legal entities. Note that, the system will only display those benefits in the list for which you have selected Yes in Enrollment Required field and Automatic in Enrollment Type field, during benefit creation. In case of Insurance the job supports both automatic and manual enrollment type. ○ Employees Person IDs - Enter the employee(s) user ID for whom you want to run the job. For example, if the admin wants to run the job for few employees, like in case of new hires, or promotion etc., he has the option to run the job only for those employees. Note that in case of multiple employees, you must enter the user ID of all the employees separated by comma. ○ Show Response in Execution Manager Dashboard - Select this checkbox if you want the system to record detailed job respones in the Execution Manager dashboard. ○ Additional Settings for Pensions and Insurances - This section displays the field that you must maintain in case you have selected Pension or Insurance in Benefit Type field.

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○ Enroll for Subsequent Period - Select this checkbox if you want the system to enroll the employee for a pension or insurance in the next schedule period. For example, consider that the current Job Execution Date is 01/01/2015 and for a pension or insurance you have maintained the following benefit schedules: Current Period ○ Enrollment Opens: 01/01/2015 ○ Enrollment Closes: 31/01/2015 Second Period ○ Enrollment Opens: 01/02/2015 ○ Enrollment Closes: 28/02/2015 Third Period ○ Enrollment Opens: 01/03/2015 ○ Enrollment Closes: 31/03/2015 In case you have selected this checkbox, though the system will execute the job in the Current Period but will only enroll the employess for a pension or insurance in Second Period.

Table 22: Benefit

Legal Entity

Employee

Result

No

No

No

Job is run for all benefits and their correspond­ ing legal entities

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Benefit

Legal Entity

Employee

Result

Yes

No

No

Job is run for selected benefits and their corre­ sponding legal entities

No

Yes

No

Job is run for the benefits based on the se­ lected benefit type and legal entities

No

No

Yes

Job is run for all the given employees based on the selected benefit type and corresponding le­ gal entities that the employees belong to

Yes

Yes

No

Job is run only for the selected valid combina­ tion of benefit and legal entity

Yes

No

Yes

Job is run for all the entered employees and the selected benefits only if the benefit is associ­ ated with the employee’s legal entity

Yes

Yes

Yes

This is an invalid combination

No

Yes

Yes

This is an invalid combination

5. Job Occurrence and Notification You can run a job on daily, weekly, monthly basis and so on to detect the eligibility changes and trigger the enrollments. The system considers the job execution date for checking eligibility and enrolling the employees. The enrollments will be created from the job execution date to the end of the current period in the benefit schedule. You create the benefit schedule in Benefit Schedule and Frequency section on Create Benefit screen. In this section choose one of the following radio buttons: ○ Once: Single run of the job for the time specified. For example, whenever the job has to be run for particular set of employees, like in case of new hires, admin can run a one time job for these users.

Note For Pension and Insurance, incase you do not select Enroll for Subsequent Period check box, system considers the job execution date for checking eligibility and enrolling the employee. ○ Recurring : Choose the frequency for the job to recur such as daily, weekly and so on. A job may run daily / weekly / monthly to detect the eligibility changes and trigger the enrollments. For example, you can schedule the job such that it runs at least once in every period. ○ Choose the start date and end date along with the time, to specify the time range for the job. ○ Enter the e-mail address of all users whom you want to send notifications about the job execution. ○ Select Save.

Note Refer to the below mentioned points while scheduling jobs for auto enrollment. Points to Note while Scheduling Jobs for Auto Enrollment for ALL Benefit Types ● This Job is valid for Benefits of type Allowance, Pension and Insurance. In case of Allowance and Pension the Enrollment Required field should be Yes and Enrollment Type field as Automatic but for Insurance the job supports both automatic and manual enrollment type. ● One Time Job here refers to creating a new job with the occurrence as Once, and not recurring. ● Schedule recurring jobs for different legal entities/benefits based on the requirements.

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● In case job execution fails for a set of employees, the system sends a mail with the list of the employees for whom the job execution failed, to the administrator. If Show Responses in Execution Manager Dashboard is selected in Create New Job screen, then the responses are recorded in Execution Manager Dashboard. These employees will be included in the next job run and the system enrolls them as on the job execution date. However, if you want to enroll these employees before the next job execution, the admin can run a one time job for these employees. ● Legal Entity transfers are not supported. Points to Note while Scheduling Jobs for Auto Enrollment - PENSIONS ● After the job execution, the admin must manually enter Dependent and Non Dependent details and change the contribution amount, if required. Points to Note while Scheduling Jobs for Auto Enrollment - INSURANCE ● After the job execution, the admin must manually enter the nominee details and any other additional details. ● In case the Enrollment Type is manual, the job performs only the premium recalculations. For automatic enrollment types, the job creates the enrollment record. ● For both automatic and manual enrollment type, the job will only update the premium amount. The job will not update any additional information pertaining to changes in the benefit.

12.1.1 Job Responses

To view the job responses, go to Admin Tools, then Execution Manager. Here, you will view the job responses in Scheduled Jobs tab. You can view one entry of Benefits Auto Enrollment Job that is created each time a job is run. This entry is created in Execution Manager dashboard each time irrespective of whether the Show Responses in Execution Manager Dashboard is checked or not for this job.

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To view details of a job response, click the arrow at the right end of an event. Here, you can view the basic details of the job such as start time and end time of a job. However, detailed job responses such as errors, information and warnings will be shown only if the Show Response in Execution Manager Dashboard has been checked for that particular job. The event description for failed users will displayed as eligibility of the user, type of failure and the reason for failure. For example, Eligible || Save Failed || This benefit is integrated with payroll but the current period compensation information for the user does not exist. Please contact the payroll administrator

Note The system displays the events randomly. To view the events in the chronological orders, Click Create Date and select Sort by ascending.

12.2 Create Job for Benefit Reporting 1. Login to Provisioning and select the relevant company. 2. Go to Manage Job Scheduler and select Manage Scheduled Jobs. 3. Choose Create New Job in the resulting screen. 4. In Create New Job screen, maintain the following data: 1. Job Name 2. Job Owner 3. Job Type: Select the Benefits Usage Reporting Job in this field. This job finds the employees eligible for a given Benefit, makes an entry into the Eligible Employees Data For Benefit, and ensures that the data is valid as per the job run date. 4. Job Parameters: In this section maintain the following: ○ Legal Entity - Select the relevant legal entity for which you want to run the job. You have the option to select one or more legal entities. In case you do not select any value in this field, by default this job will run for all the relevant legal entities. ○ Benefit -Select the relevant benefit for which you want to run the job. You have the option to select one or more Benefits. In case you do not select any value in this field, by default this job will run for all the relevant Benefits for the selected legal entities. ○ Employees Person IDs - Enter the employee(s) user ID for whom you want to run the job. For example, if the admin wants to run the job for few employees, like in case of new hires, or promotion etc., he has the option to run the job only those employees. Note that in case of multiple employees, you must enter the user ID of all the employees separated by comma. Table 23:

122

Benefit

Legal Entity

Employee

Result

No

No

No

Job is run for all benefits and their corre­ sponding legal entities

Yes

No

No

Job is run for selected benefits and their cor­ responding legal entities

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Global Benefits Jobs

Benefit

Legal Entity

Employee

Result

No

Yes

No

Job is run only for the benefits corresponding to the selected legal entities

No

No

Yes

Job is run for all the given employees and the benefits associated with the legal entities that the employees belong to

Yes

Yes

No

Job is run only for the selected valid combina­ tion of benefit and legal entity

Yes

No

Yes

Job is run for all the entered employees and the selected benefits only if the benefit is as­ sociated with the employee’s legal entity

Yes

Yes

Yes

This is an invalid combination

No

Yes

Yes

This is an invalid combination

5. Job Occurrence and Notification You can run a job on daily, weekly, monthly basis and so on, to detect the changes in eligibility, if any, for the benefits. Whenever the admin needs to generate the report, he needs to schedule the job run manually to ensure consistent data in output. In this section choose one of the following radio buttons: ○ Once: Single run of the job for the time specified. For example, whenever the job has to be run for particular set of employees, like in the cases of new hires, a one time job can be run for these users, to ensure correct data in the benefit reporting MDF object. ○ Recurring : Choose the frequency for the job to recur such as daily, weekly and so on. A job may run daily / weekly / monthly to detect the eligibility changes. ○ Choose the start date and end date along with the time, to specify the time range for the job. ○ Enter the e-mail address of all users whom you want to send notifications about the job execution. ○ Select Save.

Note Refer to the below mentioned points while scheduling jobs for reporting ● One Time Job here refers to creating a new job with the occurrence as “Once”, and not recurring. ● Schedule the job such that the MDF is updated with the most recent updates before the administrator extracts reports from the MDF. ● Schedule recurring jobs for different legal entities/benefits based on the requirements.. ● In case job execution fails for a set of employees, the system sends a mail with the list of the employees for whom the job execution failed, to the admin. These employees will be included in the next job execution and system creates the updated data in the benefit reporting MDF object as on the job execution date. However, if you want to create the updated data before the next job execution for these employees, the admin can run a one time job for these employees. ● Legal Entity transfers are not supported. ● In case of benefits in which balance carry forward is enabled, you must create a one-time job for every period assigned to the benefit.

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13

Reporting

The following are the pre-delivered standard reports for Global Benefits functionality that are available in Advanced Reporting in Employee Central. You can copy and adapt these reports as according to your company's needs. The resulting data can also be easily exported and reused in other tools or applications such as Microsoft Excel. ● Benefit- Enrollment This report lists all employees who have enrolled for particular benefits or benefits programs. Employees can only enroll for benefits and programs for which they are eligible. The report lists details about the benefit program (if applicable) and benefits such as name, benefit type, effective start and end dates, enrollment amount, and entitlement amount. ● Benefit- Employee Claims This report lists all employees who have claimed for a benefit type in a certain period of time. A HR admin can use this report to see who is eligible for benefits and which employees have claimed benefits. The report also lists all available information about an employee’s benefits like benefit name, program name, benefit type, total amount, entitlement amount, claim date status, and payment mode.The accumulated claim amounts are also shown in the report. ● Benefits - Cost Analysis This report shows how many employees are eligible for certain types of benefits along with the corresponding entitlement amounts. ● Benefit - Pension Enrollment This report lists the details about the pension fund enrollments such as the employee's name, date of birth, organizational data (for example, cost center, department, manager) benefit name, pension fund name, employee contributions in percentage or amount, employer contributions in either percentage or amount, as well as, the start and end dates. You can see the details of any nominated dependents including the user ID of the dependent and percentage to be paid out. The contact details of any other non-dependent nominees and percentage to be paid out are also shown here.

Note Before you can run these reports, Advanced Reporting must be enabled for your company in SuccessFactors Business Execution Suite™ Provisioning. For details on how to run these reports, see the Employee Central Advanced Reporting: Standard Reports - Implementation Guide. You can find the current version of this handbook in the SAP Service Marketplace in Employee Central, which is under Cloud Solutions from SAP, and select the relevant release

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14 Configuring Country-specific Benefits

The following chapters describes the sample settings of commonly used benefits in a particular country. In the document we have listed few countries, however the framework allows you to configure any country for benefits of the following types: ● Allowance ● Reimbursement ● Pension/ Saving Plans/ Retirement Plans ● Insurance Please ensure that you have implemented the Basic Configuration Settings. [page 21]

14.1 Brazil The following chapters provide information on setting up of commonly used benefits available for employees. These are sample settings available for your reference.

14.1.1 Transportation Allowance This benefit is used by employees with low salaries but high transportation costs. All employees are eligible for it unless they use their own car. If an employee opts for this benefit, the company can discount up to 6% of the monthly salary. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create the contribution rule Sample rule: Create a contribution rule with a calculation to determine the monthly salary multiplied with the respective factor for ex. 6%.

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2. Set-up the benefit Sample benefit set-up

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14.1.2 Child Care This benefit is mainly used by employees who claim a certain amount for childcare assistance on a monthly basis. If the company has a dedicated space for childcare, the employee may benefit from this extra place. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create the eligibility rule Sample rule

2. Set-up the benefit Sample benefit set-up

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14.1.3 Meal Allowance Depending on the employee's meal voucher option, the company deposits a certain amount on the meal card every month, and based on this, the employee can see a discount in his pay slip. This meal card can also be used in restaurants. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create the picklist for location and the Voucher Type. Here are the sample values: ○ Sao Paolo R$ 44000 with no discount in payroll ○ Sao Paolo R$ 70400 with a discount of R$ 10560 ○ Sao Paolo R$ 81400 with a discount of R$ 12210 ○ Sao Paolo R$ 99000 with a discount of R$ 14850 2. Create two custom objects ○ cust_MealVoucherEnroll with reference to the picklist ○ cust_lookupmealvoucher with different lookups indicating the voucher code 3. Create an association between Benefit Enrollments and cust_MealVoucherEnroll 4. Create a rule calc_MealVoucherBR referring to the two objects cust_MealVoucherEnroll and cust_lookupmealvoucher.

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5. Set-up the Benefit Sample benefit set-up

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14.1.4 Food Allowance Every month, the company deposits a certain amount on food vouchers which can only be used in supermarkets. The amounts may vary from region and city. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create the eligibility rule. Sample rule

2. Set-up the benefit Sample benefit set-up

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14.1.5 Medical Bill Medical bills will be reimbursed on demand within a certain entitlement amount, usually once a month in the regular payroll. This benefit is covered by the Medical Plan. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Set up the Medical Insurance Plan [page 144]benefit. 2. Create a custom field MedClaim Amount on the BenefitEnrollment object. This field is filled once the employee enrolls into the Insurance benefit. 3. Create a rule and assign it to Validate rule in BenefitEnrollment object. Sample Rule: setMediClaimAmt

4. Create another eligibility rule and assign it to the Eligibility Rule field on the Benefit. Sample Rule: MedicalBill_BR

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5. Set up the medical bill benefit.

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Sample set up of benefit:

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14.1.6 Child Birth Gift Employees can avail child birth gift when a child is born. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Select the trigger event Child Birth 2. Set-up the Benefit Sample benefit set-up

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14.1.7 Birthday Gift Employees are offered a birthday gift by their employer. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Go to the Provisioning and in Manage Scheduled Job create a Benefits Birthday Job. 2. Set-up the Benefit Sample benefit set-up

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14.1.8 Saving Fund This benefit is given by some companies to their employees to encourage them to save money. The total amount to be deposited on the employee’s account is composed by the employee’s withholding and a company contribution. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create pay components (ER_PENSION_BRA; EE_PENSION_BRA - percentage based pay component) 2. Create the Benefit Pension Statutory Lookup 3. Set-up benefit Sample benefit set-up

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14.1.9 Medical Plan Employees are offered a health plan that includes hospitalization, exams and medical care. Health Plans are usually expensive and the company negotiates a better price the entire group. The company can offer different plan levels. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create pay components before setting up the Insurance Plan (Pay component for the employee and employer premium). 2. Create the Insurance Provider, Insurance Type picklist, and Enrollee Option. 3. Create the Benefit of type Insurance and assign an insurance plan with the respective Coverage Options and the rate chart with the different levels. Sample Benefit with type Insurance

Sample Insurance Plan

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Sample Coverage options

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Click on Details

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Sample Rate Chart

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Click on Details

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14.1.10 Dental Plan Employees are offered a dental plan. This plan covers or shares the expenses associated with dental care. It covers expenses for preventive and diagnostic services, restorative, oral surgery, periodontics, endodontics, prosthodontics, Orthodontic, prosthetic maintenance and emergency dental care.

Note This benefit is covered with flexible benefits and will be handled in future release.

14.1.11 Life Insurance Employees can avail a renewable life insurance contract that specifies the beginning and ending dates for coverage and has no cash value at termination. It provides financial protection to an employee’s dependents against the employee’s loss of life due to any cause (natural, accidental, or otherwise) to the extent of the sum assured and opted for by the company

Note This benefit is covered with flexible benefits and will be handled in future release.

14.2 India The following chapters provide information on setting up of commonly used benefits available for employees. These are sample settings available for your reference.

14.2.1 Service Anniversary Creating Service Anniversary To configure the service anniversary benefit in your system, perform the following steps: 1. Go to Admin Centre and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit.System will open the create benefit screen. 2. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55]. 3. Select Benefit type as Reimbursement. Enter Reimbursement [page 63] relevant data. 4. Select the relevant value in Trigger Event field. For Service anniversary, choose Date of Hire. Global Benefits Configuring Country-specific Benefits

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5. Enter No in Enrollment Required field. 6. Specify the Frequency of occurence of the benefit.

Note ● You must assign a workflow and ensure that it's CC role assigned is Employee, so that the employee receives a notification mail for availing the benefit ● The benefit schedule will not apply for this benefit. Availing Service Anniversary Benefit The employee is not required to claim for this benefit. Instead, the system automatically triggers benefit claim for all eligible employees which is displayed on the Employee Overview Page under Claims section. Service anniversary of an employee occurs on a fixed frequency, (for example yearly, 3 years and so on). You must configure job-based schedule, for the system to automatically trigger claim for all eligible employees. To configure a job scheduler, perform the following steps: 1. Login to Provisioning and select the relevant company. 2. Go to Managing Job Scheduler and select Manage Scheduled Jobs. 3. On Create New Job page, under Job Definition section enter the following details: ○ Job Name ○ Job Owner ○ Job Type Select the Benefits Service Anniversary Job. Specify time frame to execute the job. The system uses the trigger range and the time frame to determine all the eligible employees and create service reward claims for those employees. 4. Under Job Occurrence and Notification section choose one of the following radio buttons: ○ Once: Single run of the job for the timeframe specified. ○ Recurring : Choose the frequency for the job to recur such as daily, weekly and so on. A job may run daily / weekly / monthly to detect the eligibility changes and trigger claim. 5. Choose the start date and end date along with the time, to specify the time range for the job. 6. Enter the e-mail address of all users whom you want to send notifications about the job execution. Select Save.

Related Information Benefit Enrollment [page 104]

14.2.2 Birthday Voucher Creating Birthday Voucher To configure the birthday voucher benefit in your system, perform the following steps: 1. Go to Admin Centre and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. System will open the create benefit screen.

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2. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55]. 3. Select Benefit type as Reimbursement. Enter Reimbursement [page 63] relevant data. 4. Select the relevant value in Trigger Event field. For this benefit, choose Date of Birth. 5. Enter No in Enrollment Required field.

Note ● You must assign a workflow and ensure that it's CC role assigned is Employee, so that the employee receives a notification mail for availing the benefit. ● The benefit schedule will not apply for this benefit. Availing Birthday Voucher Benefit The employee is not required to claim for this benefit. Instead, the system automatically triggers benefit claim for all eligible employees which is displayed on the Employee Overview Page under Claims section. Birthday of an employee occurs on a fixed frequency i.e. yearly. You must configure job-based schedule, for the system to automatically trigger claim for all eligible employees To configure a job scheduler, perform the following steps: 1. Login to Provisioning and select the relevant company. 2. Go to Managing Job Scheduler and select Manage Scheduled Jobs. 3. On Create New Job page, under Job Definition section enter the following details: ○ Job Name ○ Job Owner ○ Job Type Select the Benefits Birthday Job. Specify time frame to execute the job. The system uses the trigger date and the time range to determine all the eligible employees and create service reward claims for those employees. 4. Under Job Occurrence and Notification section choose one of the following radio buttons: ○ Once: Single run of the job for the timeframe specified. ○ Recurring : Choose the frequency for the job to recur such as daily, weekly and so on. A job may run daily / weekly / monthly to detect the eligibility changes and trigger claim. 5. Choose the start date and end date along with the time, to specify the time range for the job. 6. Enter the e-mail address of all users whom you want to send notifications about the job execution. Select Save.

Related Information Benefit Enrollment [page 104] Life Event/ System Triggered Benefits [page 116]

14.2.3 Child Birth Voucher Creating Child Birth Voucher Global Benefits Configuring Country-specific Benefits

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To configure the child birth voucher benefit in your system, perform the following steps: 1. Go to Admin Centre and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. System will open the create benefit screen. 2. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55]. 3. Select Benefit type as Reimbursement. Enter Reimbursement [page 63] relevant data. 4. Select the relevant value in Trigger Date field. For this benefit, choose Child Birth. 5. Enter No in Enrollment Required field. 6. In Max no of claims field enter the number of children for whom voucher will be given.

Note ● You must assign a workflow so that the employee receives a notification mail for availing the benefit ● The benefit schedule will not apply for this benefit. Availing Child Birth Voucher Benefit The employee is not required to claim for this benefit. Instead, the system automatically triggers benefit claim for all eligible employees which is displayed on the Employee Overview Page under Claims section.. When an employee adds" Child" as a new dependent with DOB of the child, the system triggers the claim. Since these life events have no fixed frequency and occur only a specific number of times, system triggers the claim when there is a change to the Personal Information.

Related Information Benefit Enrollment [page 104] Life Event/ System Triggered Benefits [page 116]

14.2.4 Marriage Voucher Creating Marriage Voucher Benefit To configure the marriage voucher benefit in your system, perform the following steps: 1. Go to Admin Centre and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. System will open the create benefit screen. 2. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55]. 3. Select Benefit type as Reimbursement. Enter Reimbursement [page 63] relevant data. 4. Select the relevant value in Trigger Date field. For this benefit, choose Marriage. 5. Enter No in Enrollment Required field. 6. In Max no of claims field enter the number of times for which voucher can given to an employee.

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Note ● You must assign a workflow and ensure that it's CC role assigned is Employee, so that the employee receives a notification about the claim for benefit ● The benefit schedule will not apply for this benefit. . Availing Marriage Voucher Benefit The employee is not required to claim for this benefit. Instead, the system automatically triggers benefit claim for all eligible employees which is displayed on the Employee Overview Page under Claims section. When an employee alters his or her marriage status to “married”, the system triggers the claim. Since these life events have no fixed frequency and occur only a specific number of times, system triggers the claim when there is a change to the Personal Information.

Related Information Benefit Enrollment [page 104] Life Event/ System Triggered Benefits [page 116]

14.2.5 Fuel Reimbursement Creating Fuel Reimbursement To configure the fuel reimbursement benefit in your system, perform the following steps: 1. Go to Admin Centre and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. System will open the create benefit screen. 2. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55]. 3. Select Benefit type as Reimbursement. Enter Reimbursement [page 63] relevant data. 4. In Multiple Proofs field, select Yes. 5. In Proof Detail, choose BenefitFuelReimbursementClaimDetail. 6. Save your entries. Enrolling in Fuel Reimbursement For Employee to enroll in the fuel reimbursement benefit he/she should perform the following steps: 1. Click Take Actions and then Enroll Benefit to enroll in a benefit. The user can perform this if a particular benefit is enabled. 2. Select Fuel Reimbursement in Benefit field from the drop down list. 3. Enter the generic data such as benefit name, type and so on. For more information, see section, Benefit Enrollment. Claiming Fuel Reimbursement Global Benefits Configuring Country-specific Benefits

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For Employee to claim fuel reimbursement he/she should perform the following steps: 1. Click Take Actions and then Claim Benefit to claim in a benefit. 2. Select Fuel Reimbursement in Benefit field from the drop down list. System displays the benefit related fields such as o Fuel Station Name, bill number, amount, attachment.

Related Information Benefit Enrollment [page 104]

14.2.6 Company Housing Benefit Creating Company Housing Benefit To configure the company housing benefit in your system, perform the following steps: 1. Go to Admin Centre and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. System will open the create benefit screen. 2. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55]. 3. In Benefit Specific field, choose Company Housing. The system displays the following fields: ○ Accommodation Type: Select benefitHousingAccommodationType, which is the relevant picklist ID. You can add/delete entries from this picklist. The values maintained for this picklist is displayed in the Accommodation Type field on the Enroll Benefit screen. Currently, accommodation picklist displays the following: ○ Company Leased ○ Rented ○ Company Owned ○ Own ○ Perkable Hotel ○ Non-Perkable Hotel You can add/delete further entries from this picklist. ○ City Category: Select benefitHousingCityCategory, which is the relevant picklist ID. You can add/delete entries from this picklist. The values maintained for this picklist is displayed in the City Category field on the Enroll Benefit screen. Currently, city picklist displays the following: ○ Metro ○ Non-Metro You can add/delete further entries from this picklist. Note that for Owner ID Proof field, the picklist ID is benefitOwnerIdType. You can add/delete entries from this picklist. The values maintained for this picklist is displayed in the Owner ID Proof field on the Enroll Benefit screen. For more information on editing/configuring a picklist, refer section. Create Picklists [page 28] Relevant Picklists

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Table 24: Picklist Name (external code)

Valid Values

benefitHousingAccommodationType

Company Leased, Rented, Own and so on

benefitHousingCityCategory

Metro, Non-Metro

benefitOwnerIdType

Pan Card, Aadhar Card,Unique and so on

Enrolling in Company Housing Benefit For Employee to enroll in the company housing benefit he/she should perform the following steps: 1. Click Take Actions and then Enroll Benefit to enroll in a benefit. The user can perform this if a particular benefit is enabled. 2. Select Company Housing in Benefit field from the drop down list. 3. Enter the generic data such as payment method, entitlement amount and so on. For more information, see section, Benefit Enrollment. Apart from the generic fields which are explained in this section, the below mentioned fields are also available: ○ Accommodation Type ○ City Category ○ Shifting Cost ○ Furniture Cost ○ Owner Name ○ Owner Address ○ Owner ID Proof ○ Owner ID Number Enter the relevant data in these fields.

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Related Information Benefit Enrollment [page 104]

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14.2.7 Company Car Benefit Creating Company Car Benefit

Context To configure the company car benefit in your system, perform the following steps:

Procedure 1. Go to Admin Centre and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. System will open the create benefit screen. 2. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55]. 3. Select Benefit type as Allowance. Enter Allowance [page 58] relevant data. 4. In Additional Benefit Fields field, choose Benefit Company Car. The system displays the following fields, ○ Car Vendor: Select the relevant vendors from the drop down list. ○ Car Model: Select the relevant car makes from the drop down list. ○ Car Lease Service Provider: Select the relevant service providers from the drop down list. ○ EMI Frequency: Select the relevant frequency. The frequency that you select here, will be displayed in the enroll benefit screen. Note that, EMI Calculator,if any, can be attached during the creation of the Benefit. You must assign a Workflow to this benefit to notify the employees about availing of the benefit. Following are the relevant picklists ID: ○ carModels ○ leaseServiceProvider ○ carVendors

Note For Car Vendor, Car Model and Car Lease Service Provider fields, you must first create the selection values. To create the values, perform the following steps ○ Go to Admin Tools and select Manage Data. ○ Under Create New, select the relevant detail object. ○ To create values for car dealer, select Benefit Company Car Recommended Vendors detailed object.

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○ System opens Benefit Company Car Recommended Vendors screen.

○ Enter the relevant data in External code, Effective Start Date and Car Vendor field. The data that you maintain in car vendor field is displayed in the Car Vendor field as one of the drop down value on the Create Benefit screen. Repeat this procedure to create recommended vendors list. ○ To create values for car make, select Benefit Company Car Models Allowed detailed object. ○ System opens Benefit Company Car Allowed Models screen.

○ Enter the relevant data in External code, Effective Start Date and Car Model field. The data that you maintain in car model field is displayed in the Car Model field as one of the drop down value on the Create Benefit screen. Repeat this procedure to create recommended models list. ○ To create values for car lease service provider, select Benefit Company Car Lease Service Provider detailed object. ○ System opens Benefit Company Car Lease Service Provider screen.

○ Enter the relevant data in External code, Effective Start Date, Service Provider and Installment Interest Rate. The data that you maintain in service provider field is displayed in the Car Lease Service Provider

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field as one of the drop down value on the Create Benefit screen. Repeat this procedure to create recommended service providers list.

The administrator must also set up the relevant permissions of the role for the following Benefit Objects: ○ Benefit Company Car Allowed Models ○ Benefit Company Car Recommended Vendors ○ Benefit Company Car Lease Service Provider Enrolling in Company Car Benefit To enroll in the company car benefit perform the following steps: a. Click Take Actions and then Enroll Benefit to enroll in a benefit. The user can perform this if a particular benefit is enabled. b. Select Company Car in Benefit field from the drop down list. c. Enter the generic data such as enrollment amount, payment method and so on. For more information, see section, Benefit Enrollment. Apart from the generic fields which are explained in section, the below mentioned fields are also available: Car Vendor, Car Model, Car lease duration-number/unit, Car Lease Start Date, Car Lease End date, Ex-Showroom Value, Currency, Car Lease Service Providee, EMI Interest Rate percentage, EMI Frequency, EMI Amount. In Car Lease Start Date field,enter the date from when you want to start the car lease. Based on the car lease duration and lease start date, system calculates the car lease end date and displays it in Car Lease End date field..Based on the provider system displays the relevant interest rate in EMI Interest Rate percentage field .

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Define Rules to Default Currency during Company Car Benefit Enrollment [page 160]

14.2.7.1 Define Rules to Default Currency during Company Car Benefit Enrollment For creating the rule to default currency during company car benefit enrollment, perform the following steps: 1. Create a rule with Base Object as Benefit Enrollment and with If and Then values as shown in the below image.

2. Assign this rule to the benefit field in the Benefit Enrollment object definition. You can do this by clicking on the Details link against this field and then in the subsequent screen, selecting the rule that you have created in Rules section.

14.2.8 Leave Travel Allowance Creating Leave Travel Allowance To configure the LTA benefit in your system, perform the following steps: 1. Go to Admin Centre and in the Tools Search field type Benefits Admin Overview. System opens the Benefits Admin Overview screen. Select Create New - Benefit. System will open the create benefit screen. 2. Enter the generic data such as benefit name, type and so on. For more information, see Create Benefit Generic Data [page 55]. 3. Select Benefit type as Reimbursement. Enter Reimbursement [page 63] relevant data.. 4. In Claim field, choose BenefitLeaveTravelReimbursementClaim. 5. In Multiple Proofs field, select Yes. 6. In Proof Detail, choose BenefitDependentDetail. 7. Save your entries.

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Note ● For Relationship Type field in BenefitDependentDetail claim detail object, you must create a picklist ID with name as relationShipType. This picklist is a copy of personRelationshipType picklist. You can find personRelationshipType picklist ID under Admin Tools -> Picklist Management -> Picklist -> Export Picklist -> Search for your picklist. While creating the picklist, you must maintain the same External Code as mentioned in personRelationshipType picklist. ● For Mode of Travel field in BenefitLeaveTravelReimbursementClaim object, you must create a picklist ID with name as modeOfTravel. Relevant Picklists Table 25: Picklist Name (external code)

Valid Values

modeOfTravel

Car, Bus, Train and so on

relationShipType

Mother, Father, Spouse and so on

Enrolling in LTA For Employee to enroll in the LTA benefit he/she should perform the following steps: 1. Click Take Actions and then Enroll Benefit to enroll in a benefit. The user can perform this if a particular benefit is enabled. 2. Select LTA in Benefit field from the drop down list. 3. Enter the generic data such as benefit name, type and so on. For more information, see section, Benefit Enrollment. Claiming LTA For Employee to claim LTA he/she should perform the following steps: 1. Click Take Actions and then Claim Benefit to claim in a benefit. 2. Select LTA in Benefit field from the drop down list. System displays the following benefit related fields: ○ Benefit Leave Travel Reimbursement ○ Place of Travel ○ Travel Start Date ○ Travel End Date ○ Mode of Travel ○ Benefit Dependent Name ○ Dependent Name ○ Date of birth ○ Relationship Type

Related Information Benefit Enrollment [page 104]

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14.3 Switzerland The following chapters provide information on setting up of commonly used benefits available for employees. These are sample settings available for your reference.

14.3.1 Birthday Gift Birthday gifts can also be in the form of a reka-check. This benefit will be triggered with the birthday of the employee. An email will be sent to the employee via workflow. If the value of the birthday gift is less than 500 CHF, the employee is not required to declare it. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: ● Set up the Birthday Gift benefit Sample benefit set up

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14.3.2 Sport/ Gym Club Companies offer a certain amount of contribution towards the cost of annual gym membership of the employee’s choice, for example CHF 400 per year. Configuration Steps Global Benefits Configuring Country-specific Benefits

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The following steps are needed to be completed to enable the creation of this benefit: ● Set up the benefit Sample benefit set up

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14.3.3 Marriage Gift Wedding gifts are a onetime payment which is paid out as soon as the employee provides the wedding certificate to HR contact line. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Select the trigger event marriage. 2. Assign the Claim Workflow. The system automatically triggers a benefit claim for the eligible employee on its benefit overview page if the marriage status is changed in the Personal Information of the employee. The employee gets a notification mail for availing that benefit. 3. Set up the benefit Sample benefit set up

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14.3.4 Service Anniversary Company offers an award of the employee’s choice after the employee completes certain threshold of years working for the company. For example, additional vacation, monetary contribution to a charity. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: ● Set up the benefit Sample benefit set up

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14.3.5 Railcard Program Employees are often offered either a Bonus Pass as an allowance or a rail card as a reimbursement. In case of rail card: employee purchases card herself/himself and the costs are being reimbursed within a particular entitlement amount. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Set up a benefit program. Sample set up:

2. Create a benefit (type: allowance), Bonous pass.

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Sample benefit set up:

3. Create another benefit (type: reimbursement), ZVV / SBB.

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Sample benefit set up:

14.3.6 Family Allowance In addition to the legal child allowance in Switzerland, some companies offer a monthly allowance to the employees with children. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create the eligibility rule.

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Sample Rule:

2. Set up Family Allowance benefit.

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Sample set up of benefit:

14.3.7 Pension Fund (BVG) Employees are offered a compulsory private pension fund, 7 - 18% deduction each month depending on age and employees’ pension fund. Contributions are made by employer and employee. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: ● Set up the pension fund (BVG) benefit.

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Sample set up of benefit:

14.4 USA The following chapters provide information on setting up of commonly used benefits available for employees. Below is the sample schedule for US Benefits Open Enrollment. Global Benefits Configuring Country-specific Benefits

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Lets assume that the Open Enrollment window is from 25/10/2015 to 20/11/2015 and the enrollments are valid from 1/1/2016 to 31/12/2016.ec 2016. In this case the schedule will be like the one below.

These are sample settings available for your reference.

14.4.1 Health Insurance In line with the regulation of USA with regard to health insurance, you can set up the following types of insurance: ● Medical Insurance ● Dental Insurance ● Vision Insurance The following chapters provide information on setting up of Medical Insurance. Similarly you can also configure Dental and Vision plan

14.4.1.1 Medical Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create pay components before setting up the Insurance Plan (Pay component for the employee and employer premium). 2. Create the Insurance Provider, Insurance Type picklist, and Enrollee Option. 3. Create eligibility rule. For example, Assume that all the employees who are in the company for more than 60 days, working in San Mateo Location and whose standard weekly working hours are more than 30 hours will be eligible for this benefit.

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Sample Rule:

4. Create Insurance plan and rate chart. Sample Insurance plan:

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Sample Rate Chart:

5. Create the Benefit of type Insurance and assign an insurance plan with the respective Coverage Options and the rate chart with the different levels. Sample Coverage:

Sample Benefit with type Insurance

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14.4.2 Life Insurance In line with the regulation of USA with regard to health insurance, you can set up the following types of insurance: ● Basic Employer Life ● Supplemental Life ● Spousal Life The following chapters provide information on setting up of Basic Employer Life and Supplemental Life. Similarly you can also configure Spousal Life.

14.4.2.1 Supplemental Life Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create pay components before setting up the Insurance Plan (Pay component for the employee and employer premium). 2. Create the Insurance Provider, Insurance Type picklist, and enrollee option. 3. Create Insurance plan and rate chart. Sample Insurance Plan:

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Sample Rate Chart:

4. Create the Benefit of type Insurance and assign an insurance plan with the respective Coverage Options and the rate chart with the different levels.

14.4.2.2 Spousal Life To configure this benefit you must follow the procedure similar to Supplemental Life [page 178] using the premium rates that are applicable for spouse, as specified by your insurance provider.

14.4.2.3 Basic Employer Life Assuming that there is no contribution from the employee and the employer wants to provide this as an information to an employee. To set up this scenario, perform the steps mentioned below.

Note In case there is an employee contribution and a rate chart is attached, refer steps mentioned in Supplemental Life [page 178] to configure the benefit. The following steps are needed to be completed to enable the creation of this benefit: ● Create the Benefit with type Others ● Create Eligibility rule.

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Sample Rule:

● Set-up the Benefit

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Sample benefit set-up

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14.4.3 Health Spending Account (HSA) Assuming that an employee can enroll into HSA only when he or she has enrolled into Medical Insurance benefit. To configure this scenario, perform the following steps. Configuration Steps The following steps are needed to be completed to enable the creation of this benefit: 1. Create benefit with type Pensions/ Savings/ Retirement Plan. Sample Benefit set-up

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Note that you must set the Employee can edit enrollment flag to Yes if you wish to allow the employee to make changes throughout the year. 2. Create the eligibility rule and associate this rule in the Employee contribution section. Set up the rule as below, assuming that the user will be eligible for the benefit only if he or she has enrolled into Medical Insurance benefit.

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3. Associate the rule to the amount field. You must set the Contribution Amount is as blank for the rule to work, and must set the amount only when employee has enrolled into the medical plan.

14.4.4 Flexible Spending Account (FSA) To configure this benefit you must follow the procedure similar to Health Spending Account (HSA) [page 182]

14.4.5 401K 401K configuration require additional fields apart from what is currently available in the standard pension/ retirement framework.

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Related Information Create Savings Plan [page 75]

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15

FAQs for Global Benefits Configuration

This document contains answers to frequently asked questions regarding Global Benefits functionality 1. What should I do if I do not want the employee to view/ edit certain fields during enrollment and claim, on the Employee Overview Screen? Solution: Using Role Based Permissions (RBP) you can control the view/ edit permission assigned to the employee. To manage permissions, perform the following: 1. In Employee Central, go to Admin Centre and in the Tools Search field type Configure Object Definitions. 2. Scroll down to Security section and set yes in Secured field and select miscellaneous permissions in Permission Category field. 3. Go back to Admin centre and search Manage Permission Roles. 4. Select Employee Self Service in Role Name field. System opens Permission setting screen. 5. In MiscellaneousPermission screen, system displays the objects for which miscellaneous permission is set as yes to the right of the screen. 6. Give view/ edit permission for individual field, by selecting the relevant checkboxes. 7. Save your entries.

2. How to edit Config Ui? Solution: To edit config UI, you must go to Admin Centre and search Manage Configuration UI. You must then select the config UI from the drop down list in which you want to make the changes. ○ On config UI, you have the option to add custom fields, change the layout, and add customer specific UI rules and so on. 3. Why can I not view the Pay components in Spot Bonus and Compensation Portlet? Solution: The user might not have the required permissions to view the same. To manage permissions, perform the following: 1. In Employee Central, go to Admin Centre and search Manage Permission Roles. 2. Select Employee Self Service in Role Name field. System opens Permission setting screen. 3. In Permission setting screen, click on Employee Data. 4. Object details appear on the right section of the screen. Here, select the relevant objects for which you want to give permission. 5. Save your entries.

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4. What should be done if the enrollment and claim scenario gives rule related dumps? “… Failure in executing the Rule: The status obtained from Rules Engine is Failure. ExecutionStatus [errorCode=ERROR_RULE_EXPRESSION,…..” Solution: Check in the object definition, find all the assigned rules at object level and field level. One of these rules is not correct and on execution leading to a dump. At times, it also happens that there are empty references. That is, there is an entry but it is empty. This happens when object definition is still holding reference to a rule which doesn’t exist in system and has been deleted. You must delete these empty entries from rules list. 5. I have created the benefit with correct data but employee is not able to see the benefit on Employee Overview screen. What can be done to resolve this? Solution: Double check the created benefit for the following fields: ○ Legal Entity: Check if the legal entity of the benefit matches with that of the employee. ○ Benefit Schedule: Check the dates for enrollment / claim in the benefit schedule. ○ Eligibility Rule: Check the eligibility rules thoroughly once again. 6. I have created two benefits within a benefit program, but can only see one benefit within the program. Why is this so and what can be done to resolve this? Solution: This scenario occurs when you have not maintained the schedule for the benefit correctly.To resolve this, you must ensure the schedule of the benefit matches the schedule of the Benefit program of which this benefit is assigned 7. How can I check the status of a job? How do I know whether it is completed or not? Solution: In Employee Central, go to Admin Centre and search Monitor Jobs. On the next screen that appears, the system displays the jobs with the status and other details. Search for your specific job. 8. How should I handle Pro ration scenarios? Solution: Admin can grant prorated amounts to the specific employees by creating Benefit Exceptions. This can be handled viaFor more details refer Benefits Exception [page 51]. 9. I have associated workflow with a benefit, however, the workflow is not triggered. What is the reason and solution for this? Solution: This situation could occur in one of the following scenarios: ○ You have not created rule and have not assigned it to the object definition. To resolve this refer to the relevant scenario in theSet up and Associate Workflow [page 36] section

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○ You are assigned as approver in the workflow. In this case the workflow will not be triggered. To resolve this you must change the approver assignment. 10. How do I enable payroll integration in Benefits? Solution: Select the Payroll Integration checkbox on Create Benefit screen, to replicate the payment information in ECC payroll. For detailed information on payroll integration, refer Payroll handbook. You can access the same in help.sap.com ○ Choose Cloud in the upper pane. ○ Under Cloud, click on SuccessFactors HCM Suite and choose Implementation Information. ○ Under Employee Central , Click Payroll 11. How do I write a rule to ensure that user is eligible for Benefit A only when he has enrolled into Benefit B. You must set up the rule as below. Here the user will be eligible for the particular benefit only if he or she has enrolled into Medical Insurance benefit.

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16

Tips and Tricks

● Adding Custom field and populating it Via Rule Engine In many cases you may require to add some fields which are not the part of standard solution. You can add the customer specific field via Configure Object Definition. In case the field that you add does not appear on the UI, you can add the field by editing config UI of the particular field. To populate the field you can create a rule based on your requirement and assign the rule to the Object Definition. ● Checking Payout Details for Enrollment and Claim Scenario For Enrollment and Claim scenario which has payroll integration enabled, you can check the payout details in the Spot Bonus portlet and Compensation portlet. ● Viewing the Pending Claims You can view it in In-Process Claims section. If your claim or enrollment is currently pending for approval, you can also see the details on the Pending Requests page of your employee file. Here you can see approver names, post comments, also withdraw your request. ● Creating Shortcut for Benefit Overview Page By clicking on the star icon next to the link, admin can make a particular link as his favorite.

Admin can then directly access this from the My Favorites tile on the admin tools page.

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Admin can also access it from his/ her home page.

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Important Disclaimers and Legal Information

Coding Samples Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP intentionally or by SAP's gross negligence.

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Gender-Neutral Language As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible.

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© 2016 SAP SE or an SAP affiliate company. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. Please see http://www.sap.com/corporate-en/legal/copyright/ index.epx for additional trademark information and notices.