Benefit Configuration Guide

The Benefit module helps you manage your company's flexi-benefits policies. As an Administrator, you can define benefit categories, create entitlement policies, configure benefit types, and assign employees to the appropriate policies. This guide walks you through each step of the setup process.

General Configuration

General Configuration applies company-wide and affects all employees using the Benefit module.

1. From the main menu, navigate to the Benefit module.
2. Click Configuration to open the setup page.
3. Complete the following fields:
   • Currency: Select the base currency in which claims will be submitted. Tick the checkbox if you want the currency symbol displayed on the claim form.
   • Approval setup: Tick the checkbox if you allow the approving officers to edit the claim.
   • Transfer to Payroll: Enable this option if you want approved Benefit claims to be transferred automatically to the Payroll module.
   • Benefit Submission Deadline: Enable this option to set a deadline for claim submissions. Specify the number of days within which employees must submit their claims after the benefit is incurred.
4. Click Save to apply your settings.

Setting Up Benefit Categories

Benefit Categories group the types of benefits available to your employees. Each category contains its own policies and benefit types.

1. Go to Categories within the Benefit module.
2. Click the Add Category button in the top-right corner of the Categories page.
3. Fill in the following fields:
   • Category Name: Enter a name for the benefit category.
   • Icon: Select a preferred icon from the dropdown list.
   • Description: Enter a description of the category (maximum 500 characters).
4. Click Next to proceed to setting up a Benefit Policy for this category.

Creating a Benefit Policy

Benefit Policies define the entitlement amounts available within a category. You can create multiple policies within one category to accommodate different employee groups.

1. On the Benefit Types tab, click Add Policy.
2. Fill in the policy details:
   • Benefit Policy Name: Enter a name for this policy.
   • Entitlement Amount (per year): Enter the total amount employees are entitled to under this policy.
3. If entitlement increases based on years of service, enable the Years of Service option and enter the incremental entitlement amounts. Click Add to include additional service-year increments.

4. To add more policies to the same category (for example, for different employee groups with different entitlements), click Add Policy and repeat the steps above.

   

   
    

5. From the dropdown, select the default policy that applies to new employees.
6. If the benefit is only applicable after a certain period for new employees, configure the eligibility waiting period accordingly.
7. Enter the percentage of unused entitlement that can be carried forward to the following year.

8. Click Next to proceed to setting up Benefit Types.

   

Configuring Benefit Types

Benefit Types define the specific benefits that fall under a category — for example, dental, optical, or wellness. Each type can have its own rules and limits.

1. On the Benefit Types tab, click Add Benefit Type.

2. Enter the name of the Benefit Type. If you have enabled Transfer to Payroll in General Configuration, map this type to the corresponding Pay Element from the Payroll module. 

   If the required Pay Element has not been created yet, go to Payroll > Configuration > Payroll > Pay Elements to set it up first.

3. Add a description to help employees understand what is covered under this benefit type and how to use it effectively.
4. Set whether attachments (supporting documents) are mandatory or optional when employees submit a claim.
   • Accepted file formats: PNG, JPG, JPEG, PDF
   • Maximum files per claim: 5 files, up to 5 MB each
5. If applicable, enable Co-Sharing to allow both the employer and employee to contribute toward the benefit cost. Set the contribution percentage split between the two parties.

6. If you want to cap the claimable amount, enable the Capping option and choose the applicable limit type, then enter the maximum amount allowed:

   Capping Option	Description
   Per Claim	Limits the amount claimable in a single submission
   Per Month	Limits the total amount claimable within a calendar month
   Per Year	Limits the total amount claimable within a year

7. Click Save to create the Benefit Type. The new type will appear in the Benefit Types list.

To edit an existing Benefit Type, click the pencil icon in the Action column. To delete a Benefit Type, click the delete icon in the Action column.

Assigning Employees to a Benefit Policy

Once your categories, policies, and types are configured, the final step is to assign employees to the relevant policy.

1. Go to Categories in the Benefit module.
2. Click on the Benefit Policy you want to assign employees to.
3. On the policy page, locate the Assigned Employees column and click the hyperlinked text to manage assignments.
4. Click Add Employees.
5. Select the employees you want to include by ticking the checkboxes next to their names, then click Add Employee to confirm.

A confirmation message will appear at the top-right corner of your screen once employees have been successfully assigned.