Add Eligibility Program allows you to add both accrued and advanced incentive eligibility programs to StaffSuite.

Eligibility programs are added through System Administration, and employees are added and eligibility is calculated on the Operations and PayBill side of StaffSuite.

Click here for an overview of Eligibility.

For more details about Eligibility Programs, click here.

Adding an Eligibility Program

For a more detailed explanation of the fields discussed below, click here.

1. In the Corporation field, use to select the corporation to which the eligibility program will be added. This is a REQUIRED field.

2. In the Program Name field, enter a name to be used for this eligibility program. This is how you will refer to the program on the Operations and PayBill side of StaffSuite. This is a REQUIRED field.

3. In the Program Type field, use to select whether the eligibility program will be based on an Accrued Incentive or Advanced Incentive basis. Accrued Incentive programs accumulate hours at a set rate toward an incentive. Advanced Incentive programs award a predetermined amount of incentive at the inception of the program. Thus, if your program awards a bonus after an employee works x number of hours, you would indicate that it is an Accrued Incentive type program. If your program awards 8 vacation hours right away and you only want to track the used and unused hours, you would indicate that it is an Advanced Incentive program. This is a REQUIRED field.

4. In the Apply To field, use to select the group of employees to which this eligibility program applies. Options are: All Employees, All Contractors, Everyone, or Selected Individuals. This is a REQUIRED field.

5. In the Effective Dates fields, use to select the beginning and ending date of the program (inclusive). You can leave the Stop date blank if this is an ongoing incentive program. For more information on using StaffSuite's calendar control, click here. The Start Date is REQUIRED.

6. In the Type field, use to select the type of timeframe during which hours for the selected program are accumulated. Options are: Calendar, Career, Anniversary/Hire, and User Defined. If you select User Defined, enter the period dates (in mm/dd format) in the Begin and End fields (the Days field automatically populates based on your entries in the other two fields). If you select User Defined, then a Begin date and either an End Day or Days is REQUIRED.

7. If you selected Advanced Incentive as your Program Type, the field in the Advanced Incentive Program area becomes active. Enter the reward hours an employee receives for the program in the Incentive field. This is REQUIRED.

8. If you selected Accrued Incentive as your Program Type, the fields in the Accrued Incentive Program area become active. In the Program Triggers at field, enter the number of hours that must be worked (at the location specified in the Eligibility Program) and/or the number of days that must pass for the incentive program to trigger. If you enter both hours and days then BOTH must be true for the program to trigger. Program Triggers at is REQUIRED.

9. If you want the Program Trigger amount rolled into the Incentive Amount earned, place a check in the Include in Incentive checkbox. If checked, the Program Trigger amount is included in the calculation of the Incentive Amount earned. For example, you may have a program that offers vacation once the employee reaches 200 hours (the Program Trigger). Checking this field would cause the 200 hours to be calculated when determining vacation hours. If this field is unchecked, the system would begin calculating hours for vacation determination starting at 0.

10. If you want the Calculated Hire Date to ignore the Work Location of the Assignment, place a check in the Calculated Hire Date Ignores Location checkbox. If the box is checked, then the Hire Date is calculated from the earliest Assignment that matches the criteria on this eligibility program EXCEPT for location. If the box is not checked, then the Hire Date is calculated from the earliest Assignment that matches the criteria on this eligibility program INCLUDING the location.

11. If you want the employee to re-qualify by meeting the Trigger Days/Hours each program year, place a check in the Employees Must Requalify Annually checkbox. If you would rather the employee qualify once and then automatically qualify each year thereafter, leave the checkbox empty.

12. Indicate how incentive hours are to be calculated in the Accumulate at a Rate of field.

13. In the Maximum Accrual Amount field, enter the maximum amount of incentive an employee can earn toward this eligibility program per accumulation period. If the value is 0.00 or <blank>, the maximum accrual amount is unlimited.

14. In the Maximum Rollover Amount field, enter the maximum number of incentive hours/units that can be rolled over from one year’s program participation to the next. If the value is 0.00 or <blank>, no rollover is allowed.

15. In the Maximum Total Available field, enter the maximum number of hours/units of unused incentive that can accrue. Once a payout has occurred, the incentive begins to accrue again. If the value is 0.00 or <blank>, the maximum total is unlimited.

16. In the PayBill Code field, use to select the default PayBill Code used to track payment of the award. This is optional.

17. In the Award Rate field, use to indicate the rate at which the incentive is awarded. Currently, the only option is Fixed (unless no payout is awarded, in which case the option is None). If Fixed is selected, enter the dollar amount that they system should suggest be paid out in the next field (this field is required ONLY if you select Fixed for the Award Rate).

18. In the Award Triggers at field, enter the minimum amount of hours that must be earned and/or the number of days after the Hire or Program Trigger date that must have passed before Awards can be paid out from this eligibility program. You can enter information in either the hrs or days field...or both. If you enter data in both the hrs and days field, then BOTH must be true in order for the award to trigger. Keep in mind that the hrs field represents incentive hours earned. The days field represents the total number of days (whether worked or not) after the Hire or Program Trigger date that must have passed. The after field indicates what the days field is based on and is only active if data is entered into the days field. If you select "Hire Date" then the number of days is calculated from the hire date OR first assignment date (if there is no hire date) OR the program effective date if it is later than either of the two dates. If you select "Program Trigger" then the number of days is calculated from the date that the incentive program was actually triggered for the employee.

19. In the Minimum Worked field, enter the minimum number of hours that should be worked during a week for the incentive to be awarded on a paycheck. For example, you might determine that 20 hours must be worked on any week that Holiday pay is awarded. This is optional and for internal use only.

20. In the Maximum Awards Per Year field, enter the number of times this program can be awarded per year. You can enter up to the three digits in the field.

21. If the Allow Awards from Previous Years box is checked, awards accrued from previous years can be paid out. If this box is not checked, awards may only be paid out based on the current year (unless overridden).

22. If this program is not specific to an assignment work location, select the Apply to ALL Locations radio button. If this program is specific to an assignment work location (for example, Paid Sick Leave), select the Apply to Below Locations Only radio button. The latter option activates the Locations grid. You can use the Add button to add locations for which this incentive program is applicable. You can edit existing locations by selecting the location (by clicking on its row) and clicking Edit. You can remove existing locations by selecting the location (by clicking on its row) and clicking Remove.

23. When you are satisfied with the information added, click the OK button to save the added information and close the window. If you want to add another eligibility program, click Apply to save the added information and leave the window open. Click Cancel to close the window WITHOUT saving the information.

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