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.

Processing eligibility options allows you to perform two distinct functions:

• Group Add: This is used when you want to enroll employees in a program that was recently added in System Administration, when the Apply to option changes (in the Edit Eligibility screen), or on a regular basis to add new employees en masse rather than adding them each individually. It enrolls employees in the selected program who are not already enrolled in that program, but do have a payroll record for the corporation associated with the selected eligibility program.

• Recalculate: This identifies all employees with the selected program and then recalculates the hours accumulated during the timeframe given for each employee's hours. This option might be used when you have added a program that you want to apply retroactively.

Processing Eligibility Options

1. In the Corporation field, use to select the corporation for which you want to process eligibility options. This defaults to the corporation of the user's home branch, but can be changed.

2. In the Program Name  field, use to select the program name on which you want to perform a group add or recalculate.

3. In the Option field, use to select the option that you want to run. Options are:

4. Group Add: Adds the selected program to all files as defined in the program's Apply To method. This may not be selected if the Apply To method of the program is to Selected Individuals. The group add process does not add programs to employees with the status of Terminated (both Eligible for Rehire and Ineligible for Rehire), Long Term Inactive, or No Recent Contact. It is used when enrolling employees in a program 1) that was recently added in System Administration, 2)  when the Apply To option changes in the Edit Eligibility screen or 3) on a regular basis to add employees as a group rather than individually. It enrolls employees who are not already enrolled but do have a payroll record for the associated corporation. Selecting this option activates the Employee Branch field where you can select a specific branch.

5. Recalculate Current Period Hours Only: Clears and then refigures all hours/units in the current year for the purpose of accumulating eligibility incentives. NOTE:  The following is not calculated by Recalculate Hours Only:

   • Rollover

   • Changes to program accumulation periods based on hire date or changes to the program

   • Changes to program triggers based on an updated Adjusted Hire Date

6. Recalculate Accumulation Periods and Hours: causes the system to create a new occurrence of the selected program if hours are found for the employee outside of the hours schedule on the program. This should be used any time a program date (effective date, accumulation date, hire date, adjusted hire date) has changed or anytime you need to calculate something over multiple years (like rollover amounts)

For example: You may have a program set up that occurs over a set period of time (e.g. if you work 100 hours between two dates, you get the incentive). In this case, you would select to recalculate hours only since the system ignores any accumulated hours outside of the program’s effective dates. On the other hand, you may have a program set up that occurs on a yearly basis. If you select to recalculate hours only, the system will ignore any hours accumulated outside of that single year. However, if you recalculate accumulation periods, the system will create a new occurrence (or instance) of the program for all dates outside of the single year.

4. The Employees field only enables if you select one of the recalculating options. This defines which employee's eligibility program should be recalculated. Use to select the option you want to use. Options are:

5. All: Selects all employees with the selected program for recalculation.

6. Specific: This causes the Employee Name field to activate allowing you to select a single employee for recalculation. Click the button beside the Employee Name field to access the Look Up Employee window.

5. The Employees Branch field activates whenever "Group Add" is selected in the Option field. If you select a branch then the program is only assigned to employees with the selected home branch (who also are part of the Eligibility program). If you select "All" then the Branch restriction is removed.

6. The Remove Manually Adjusted Hours field only activates if you select one of the recalculating options in the Option field above. Use the checkbox to select/deselect this option. If this option is selected (checked), then manually adjusted hours are removed from the recalculation. If this option is not selected (unchecked), then manual hours are included in a recalculation.

7. Once you are satisfied with the options you have selected, click . If you want to close the window without recalculating or performing a group add, click .

8. When the process is finished, a window will display telling you the number of records processed and the location of any reports.

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