Eligibility Program Basic Screen

PayBill Code: This field is Optional and contains the PayBill code associated to the selected eligibility program and used to pay out the incentive the employee has earned. NOTE: Do NOT check the "Include in Eligibility" field on the PayBill Code Basic screen for the PayBill code entered here as the employee will end up accumulating incentive hours on a payout.

Award Rate: Describes how the rate amount of the payout is figured. Currently, the only option is Fixed (or None, if there is no payout), which causes the system to suggest the amount entered on the timesheet when the program is to be paid. The amount is REQUIRED if Fixed is selected as the Award Rate. Nothing is required if you select None as the Award Rate.

Award Triggers at ___ hrs and ___ days after _______: This is the minimum amount of hours that must be worked and/or the number of days after the Hire or Program Trigger date that must exist before Awards can be paid out from an 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 hours worked. 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.

It is important to understand the relationship between the numbers in this field and the number entered in the Accumulate at a Rate of x per y fields for Accrued Incentive programs. For example:

Assume that you have an eligibility program in which an employee earns one hour of paid vacation per 40 hours worked. An employee is eligible to take the vacation only after earning 8 vacation hours.

WRONG: Accumulate at a Rate of 1.0 per 40.00 and award triggers at 40.00. In this case, the employee would be eligible to receive this award only after working 1600 hours (40 x 40).

CORRECT: Accumulate at a Rate of 1.0 per 40.00 and award triggers at 8.00. In this case, the employee would be eligible to receive this award after working 320 hours (40 x 8).

Minimum Worked: For all PayBill codes flagged as "Include in Eligibility", this is the minimum number of hours on the timesheet in currency to be valid for payment to the employee.

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

Allow Awards from Previous Years: If this 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).

Display Program on Check: If checked, this program will display on checks viewed in WorldLink as well as printed checks. If not checked, the program will NOT display on checks viewed in WorldLink nor printed checks. This applies to both Accrued and Advanced Incentive programs.

Corporation	Identifies the corporation to which the eligibility program will be added. This field is read-only and may not be changed.

Program Name	Enter a name to be used for this eligibility program. This is how you will refer to the program in the other divisions of StaffSuite. A name must be unique with its corporation. However, multiple corporations can have programs with identical names (but they must be entered separately).

Program Type	Indicates 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 (for example, a program that awards a bonus after an employee works x number of hours). Selecting this type causes the fields in the Accrued Incentive Program area of the window to become active. This is also the default type. Advanced Incentive programs award a predetermined amount of incentive at the inception of the program (for example, a program that awards 8 vacation hours right away and then tracks the used and unused hours). Selecting this type causes the field in the Advanced Incentive Program area to become active. This field is read-only and may not be changed.

Apply To Apply Cost To	Use to select the group of employees to which this eligibility program applies. This also defines whether the Group Add function can be used with the selected program. Options are: All Employees: Through the Group Add process in PayBill, all employees (all non-contractors) with a payroll/tax record for the corporation associated with this program will have the selected program added to their file. This is also the default. All Contractors: Through the Group Add process in PayBill, all contractors with a payroll/tax record for the corporation associated with this program will have the selected program added to their file. Everyone: Through the Group Add process in PayBill, all employees and contractors with a payroll/tax record for the corporation associated with this program will have the selected program added to their file. Selected Individuals: The Group Add process is not a valid function for this group. The program must be entered manually to each eligible employee's file. The Apply Cost To field is not used at this time.

Effective Dates	Use to select the beginning and ending date of the program (inclusive). The Start Date is REQUIRED, but 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.

Accumulation Period	Indicates the type of timeframe during which hours for the selected program are accumulated. Options are: Calendar: This period goes from January 1 to December 31. Career: This period covers the employee's career and therefore, all hours earned are applied to the incentive program. Anniversary/Hire: This period is based on each employee's hire date. It goes from the employee's hire date (or first assignment start date, if no hire date is entered) to the day before the anniversary date of the next year. For example, if an employee was hired on August 25, 2004, the period would go from August 25, 2004 to August 24, 2005. User Defined: This period can be any month/day combination needed. The Type field is read-only and may not be changed. If you selected User Defined, you can change the entered dates by: Entering a Begin and End date (and the Days field will automatically populate) Entering a Begin and Days (and the End date will automatically populate) The Begin and End dates should be entered in a mm/dd format (for example, March 12 should be entered as 03/12). The Days field indicates the total number of days in the accumulation period.

Advanced Incentive Program	Incentive: This field contains the reward hours the employee receives for the program.

Accrued Incentive Program	Program Triggers at ___ hrs and ___ days employed: This field contains the number of hours/units and/or days an employee must work before he/she is eligible for the benefit or to begin accumulation of incentive hours. You can enter information into either or both fields. If you enter data in both fields then BOTH must be true of the program for it to trigger. At lease one of the fields is REQUIRED if the Program Type is Accrued Incentive. Include in Incentive: This checkbox is optional. If checked, the Program Trigger hours are 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 included when determining vacation hours. If this field is unchecked, the system would not include this first 200 hours in accrued vacation calculations; it would start with hours posted after the first 200. Calculated Hire Date Ignores Location: If checked, the system ignores the Location grid when calculating the Trigger Hours and/or Days. In other words, whether the employee works in the indicated location or not, hours and days worked will accumulate towards the Trigger Hours/Days. If not checked, only hours worked in the indicated location(s) are used to meet the Trigger Hours/Days. Employees Must Requalify Annually: If checked, the employee must meet the Trigger Hours and/or Days for each program year. If not checked, the employee must meet the Trigger Hours and/or Days once. After that, they are automatically qualified each program year. Accumulate at a Rate of: This field is optional. This indicates the amount of hours/units an employee earns for a certain number of hours worked. For example, if vacation is earned at 1 hour per 100 hours worked, you would enter 1.00 per 100.00. Maximum Accrual Amount: This is the actual 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. Maximum Rollover Amount: This is the maximum number of hours/units that can be rolled over from one year's program participation to the next. If the value is 0.00, no rollover is allowed. If the value is <blank>, maximum rollover is unlimited. Maximum Total Available: This is the maximum number of hours/units from which the employee can be paid. If the value is 0.00 or <blank>, the maximum total is unlimited.

Timesheet Entry	PayBill Code: This field is Optional and contains the PayBill code associated to the selected eligibility program and used to pay out the incentive the employee has earned. NOTE: Do NOT check the "Include in Eligibility" field on the PayBill Code Basic screen for the PayBill code entered here as the employee will end up accumulating incentive hours on a payout. Award Rate: Describes how the rate amount of the payout is figured. Currently, the only option is Fixed (or None, if there is no payout), which causes the system to suggest the amount entered on the timesheet when the program is to be paid. The amount is REQUIRED if Fixed is selected as the Award Rate. Nothing is required if you select None as the Award Rate. Award Triggers at ___ hrs and ___ days after _______: This is the minimum amount of hours that must be worked and/or the number of days after the Hire or Program Trigger date that must exist before Awards can be paid out from an 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 hours worked. 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. Click here for important information on the Award Triggers at field. It is important to understand the relationship between the numbers in this field and the number entered in the Accumulate at a Rate of x per y fields for Accrued Incentive programs. For example: Assume that you have an eligibility program in which an employee earns one hour of paid vacation per 40 hours worked. An employee is eligible to take the vacation only after earning 8 vacation hours. WRONG: Accumulate at a Rate of 1.0 per 40.00 and award triggers at 40.00. In this case, the employee would be eligible to receive this award only after working 1600 hours (40 x 40). CORRECT: Accumulate at a Rate of 1.0 per 40.00 and award triggers at 8.00. In this case, the employee would be eligible to receive this award after working 320 hours (40 x 8). Minimum Worked: For all PayBill codes flagged as "Include in Eligibility", this is the minimum number of hours on the timesheet in currency to be valid for payment to the employee. Maximum Awards Per Year: Enter the number of times this program can be awarded per year. You can enter up to the three digits in the field. Allow Awards from Previous Years: If this 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). Display Program on Check: If checked, this program will display on checks viewed in WorldLink as well as printed checks. If not checked, the program will NOT display on checks viewed in WorldLink nor printed checks. This applies to both Accrued and Advanced Incentive programs.

Locations Grid	The Locations Grid is only used for those eligibility programs tied to a specific work location (location on the assignment). If the program is not tied to a specific work location, select the Apply to ALL Locations radio button. If the program is tied to a specific work location, select the Apply to Below Locations Only radio button. To add a new location to the grid, click Add. This displays the Add Program Location window allowing you to select a State, State & County, or State, County & City. If the program bases the award on the state associated with an assignment, then only select a State. If the program bases the award on the city associated with an assignment, then select a State, County and City. Once you are satisfied with the information entered, click OK (or Apply if you want to add additional locations). This adds the location to the grid. To edit an existing location, select the location in the grid (click on its row) and click Edit. This displays the Edit Program Location window. Make any changes and then click OK to save your changes. To remove an existing location, select the location in the grid (click on its row) and click Remove. You may add multiple locations to the grid. If locations are entered, then only those hours worked in one of the designated locations counts toward the program triggering and accruing.

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