Recalculate allows you to identify an employee (or group of employees) and recalculate their accrued hours for a selected program. This is useful if you make a change to a program and want to apply the change retroactively. For example, if you change a program to accrue 1 award per 35 hours instead of 1 per 40 hours, the Recalculate option can be used to retroactively adjust the employee's benefit totals based on the new accumulation rate.
Recalculate can only be used on Accrued Incentive programs. It is not designed for Advanced Incentive program.
Accessing the Recalculate Option
There are two ways to access the option. If you wish to recalculate the totals for a single employe:
Access Employee Financial > Benefit Programs.
Select the benefit program you want to recalculate.
Click Recalculate.
If you wish to recalculate the totals for multiple employees:
Access adapt.studio > My Studios > Benefit Program Participation.
In the Corporation field, select the Corporation.
In the Program field, select the Program you wish to recalculate.
Make sure the Actively Enrolled checkbox is checked.
From the list of Candidates that are actively enrolled in the selected program, place a check in the left-most box of the Candidates you want to recalculate.
Click 
and select Recalculate.
The Recalculate Eligibility Participation Window
Whether you access the Recalculation option from Employee Financial or My Studios, the Recalculate Eligibility Participation window displays.
The Corporation field is populated based on the Corporation selected and cannot be edited.
The Program field is also populated based on your earlier selection and cannot be edited.
If you are recalculating from the Benefit Programs segment on Employee Financial, the Recalc Beginning Participation Year defaults to the accumulation year of the selected program and is not editable. If you are recalculating from the Benefit Program Participation widget in My Studios, this field is editable. Enter the year from which you want the system to recalculate. The system will recalculate from that year to the present year. Thus, if it is 2016 and you enter 2016 in this field, the system will only recalculate for 2016. If you enter 2015 in this field, the system will recalculate for both 2015 and 2016. NOTE: If the program is a Career type program the Recalc Beginning Participation Year has not impact since a Career program is ongoing.
When you are satisfied with your selections, click Confirm.
You will receive a queue confirmation message.
You can check the following areas to make sure the process has completed:
Display a preview of one of the recalculated Candidate records in the Benefit Program Participation widget. The Last Recalc Process Status column will show "Completed" when the process is done.
Go to Employee Financial > Benefit Programs. The grid displaying the benefit programs for the Employee will display "Completed" in the Recalc Process Status column and the date of the recalculation in the Last Recalculated column.
Once the process is complete, the Employee's Accrued Hours, Total Available, etc., will display the new amounts based on the recalculation.
Recalculation Information
If any Timecard/Payroll Adjustment/Void Transaction/Recalculate is already being processed, the system will stop the new recalculation process and issue you a diagnostic message.
All requirements for the calculation of accrued hours also holds true when recalculation (The PayBill Code must be included in Eligibility, the PayBill Code must be active, Work Location and Client must match if specified, etc.).
If a participation record does not exist for the program type...and the recalculation process determines that hours have been accrued...the system will create a participation record for the Employee.
The recalculation process recalculates Eligibility Hours, Rollover, Excess Hours, Used and Unused Incentive and creates a history record.
If you have manually adjusted the accrued hours on the employee record, those adjusted hours will remain after the recalculation. If you no longer need the hours, simply remove the manually adjusted hours from the Employee participation record.