Benefits

Offer health, dental, vision, life, disability and pension plans, choose who may join, enrol people (with their dependants), take the employee's share from pay and see what the plans cost the company.

Contents: Who can use it · Plans · Who may join · Enrolling people · My benefits · Payroll · Costs and report · Statements · Example · FAQ

Who can use it

• My benefits: every employee, for their own plans, requests and statement. No permission is needed. Open My work → My benefits.
• Plans: staff with the benefit plan permissions (List, Create, Update, Delete).
• Enrollments, costs and statements: staff with the benefit enrollment permissions (List, Create, Update) and the benefit statement List permission.

Where: HR → Benefits → Plans, Enrollments and Costs.

Screen	What it is for
Plans	Plans, their options, prices and who may join
Enrollments	Who is in which plan, enrolling someone, deciding requests, ending
Costs	What the plans cost a month, company share against employee share
My benefits	Your plans, a request for a new plan, your statement

Plans

Click New plan and fill in:

Field	Meaning
Name	For example "Health cover"
Kind	Health, dental, vision, life, disability or pension
Provider	The insurer or fund, as text (optional)
Currency	The currency of the prices. Only people paid in this currency can join
Available from / Available until	The dates the plan is offered (optional)
Active	Turn off to stop new enrolments

Options. A plan has one or more options, for example "Employee only" and "Family". For each option choose whether it Covers dependants and the most dependants it may cover. Add or change options later with Add option and the pencil. An option or plan with people in it cannot be removed; end their enrollments first. Removing it afterwards archives it, and past enrollments keep showing it.

Prices (rates). Each option has a price a month, split into the Employee share and the Employer share. Choose Fixed amount or Percent of basic salary. A price starts on a date: click New rate, enter Effective from and the shares. Earlier months keep the old price. A price that has already started cannot be removed; one that starts in the future can.

Who may join

Under Who may join on the plan, tick what applies; leave everything empty to open the plan to everybody:

• Grades and Branches (any of the ticked ones)
• Worker types, for example full time
• Minimum months of service

The choices are combined: a person must pass all of the groups you used. Advanced users can switch to Write a rule and type a formula such as tenure_months >= 6 and employment_type == "full_time". The facts you can use are grade, designation, department, branch, worker type, days of service and months of service. A rule that has a mistake is refused with what is wrong. A rule written by hand replaces the ticks; empty the rule to go back to them.

Enrolling people

HR enrols someone. On Enrollments click Enrol employee, choose the Employee, the plan (people who do not qualify are marked), the Option, the Start date and, for an option that covers dependants, tick the Dependants. Dependants come from the employee's own profile (Family section); add them there first. The enrollment is active at once.

Enrolment is refused when:

• the plan is not offered on the start date, or is in another currency than the employee is paid in
• the employee does not pass the rule, or is not active
• the employee is already in the plan
• the option does not cover dependants, too many are chosen, or one is not the employee's

Change or end. Open an enrollment to change the option, dependants, start date or note. Click End enrollment, choose the End date (optional Reason): the deduction stops after that date. A person can join the plan again later.

Requests from people. Employees can ask for a plan from My benefits. A request is Pending.

• If your organization has an approval flow for Benefit request (HR → Leaves → Approval flows), it goes to the Approval inbox. A flow can use the kind and name of the plan, the employee and employer share, the currency, the number of dependants and the worker type.
• Without a flow, staff with the right to change enrollments click Approve (optional Note) or Send back (a Reason is required) on the Enrollments screen.

Nobody can decide their own request.

Status	Meaning
Pending	Waiting for a decision. Nothing is deducted yet
Active	In force from the start date
Ended	Stopped on its end date
Rejected	Sent back, with a reason

My benefits

My work → My benefits shows:

• Available plans with their options and your share. A plan you do not qualify for is greyed out; one you are already in is marked.
• My enrollments with the status and your monthly share.

Ask for a plan: click Request, choose the Option, the Start date and the dependants to cover, then Send request. Click Withdraw on a pending request to take it back. To leave a plan, ask HR.

Click Download statement for a PDF of your plans (see below).

Payroll

The employee share of every active enrollment is taken from pay as Benefit deduction on the payslip, in salary runs (not in bonus-only runs). The price in force on the last day of the pay period is used. A weekly or bi-weekly run takes the matching part of the month. The company share is not on the payslip; it is only tracked under costs.

An enrollment that ended during the period is still deducted for that period. Your payroll set-up needs the Benefit deduction component; new salary structures from the standard templates have it. If your organization built its own structure, add a deduction component that uses the Benefit deduction value.

Costs and report

Benefits → Costs shows, for a month you choose, each plan with the number of people, the Employee share, the Employer share and the Total, and a total per currency. HR reports → Benefit costs lists every enrollment with its shares as of a date, with the usual filters (branch, department, worker type) and exports.

Statements

A statement lists a person's plans, the option, who is covered, and the monthly shares of the employee and the company.

• Staff: Benefits → Enrollments, open the employee's enrollment, click Statement to see it and Download PDF to make the file. The PDF is also kept in the employee's document vault.
• Employees: My benefits → Download statement.

The PDF follows the employee's language. HR can restyle it like any letter template (Benefits statement).

Example scenario

Nadia, HR manager, creates Health cover (kind Health, provider "CarePlus", currency USD) with two options: Employee only (employee 20.00, employer 60.00) and Family (employee 50.00, employer 120.00, up to 2 dependants). Under Who may join she types 3 in Minimum months of service. Rahim has six months of service and two children on his profile. He opens My benefits, requests Family and ticks both children. Nadia approves it on Enrollments. In the next salary run Rahim's payslip shows a Benefit deduction of 50.00. On Costs for that month, Health cover shows 1 person, employee share 50.00, employer share 120.00, total 170.00. In April the insurer raises the price: Nadia adds a New rate from 1 April and March stays as it was.

Troubleshooting and FAQ

"The employee does not meet the eligibility rule". Check the plan's Who may join against the employee's grade, branch, worker type and months of service.

"This plan is in USD and the employee is paid in BDT". A plan is in one currency. Create a plan in the employee's pay currency.

The deduction is not on the payslip. The enrollment must be Active and have started, the option must have a price that started, and the salary structure needs the Benefit deduction component.

Can I change a price for last month? No. Add a rate from a date; earlier months keep the old price.

Where is the company share? On Costs and in the Benefit costs report. It is not deducted from anyone.