Eligibility Participation

Whenever an Employee is enrolled into an eligibility program, an Employee Participation Record is created which tracks the employee’s process toward triggering the program, accruing hours and earning payouts. Note: Benefit calculations take place upon the post of a timecard or when a recalculation is performed. There are two ways to access the Employee Participation Record:

As part of the Enroll Individual Employee workflow.
By accessing the Candidate record, selecting Employee Financial, clicking on the Benefit Programs segment, selecting the program (by clicking on the radio button in the left column of the row of the program) and clicking View/Edit.

The Employee Participation record has 2 main segments: Eligibility Participation and Eligibility History.

The Eligibility Participation segment displays basic information about the employee’s participation in the selected program. For the most part, it is read-only as it is designed to only display information.

Field	Description
Employee	The Employee's full name.
Program Name	The name of the Program to which the Employee is enrolled.
Corporation	The corporation associated with the Program to which the Employee is enrolled.
Calculated Program Hire Date	This is the date that the system has determined is the beginning point for calculating the employee’s eligibility for the program. If there are posted timecards associated with the program, the system uses the work begin date of the first posted timecard for the earliest assignment with the work location in the eligibility program. If there are no posted timecards, the system uses the first assignment date associated with the program's corporation, regardless of work location. This field is updated during the Posting process. The Adjusted Hire Date field overrides this field.
Corporation Hire Date	This date can be set in the Employee's Payroll Tax Record for the Corporation. If populated, it sets the beginning of the initial accumulation period for hire date programs. If this field is empty, the Calculated Hire Date will be used.
Override Program Hire Date	Override Program Hire Date - This is the date used to set when to begin the initial program waiting period.
Program Rehire Date	This date can be filled in when the Employee has been Rehired after a period of time and the Program needs to be restarted. If populated, the current program accumulation period will be ended with no rollover or balances carried forward. If you do not wish to restart the program, then this field should be left blank. Note:This only applies to Anniversary and Hire Date programs.
Active	If the box is checked, then the employee is actively participating in the program. As long as the program is active and within the accumulation period, the employee will earn hours toward the program award. If the employee’s participation is inactive, nothing is accumulated. You can edit this field by clicking in the checkbox to toggle it between checked (active) and unchecked (not active) If the award is a one-time award (indicated by the Auto-End After Award flag on the Program Accrual/Award segment of the Eligibility Record in Administration), once a timecard on which the award is included is posted, the Active flag automatically changes to unchecked (not active) on the Employee Participation record. If the check that includes the timecard on which the award is included is voided, the Active flag will automatically reset back to checked (active).
Current Eligibility - Work Hours/Units	This section contains statistics showing accumulated hours for this employee on this eligibility program. It also allows you to make adjustments to the accumulated hours. This section is made up of the following fields: Calculated Hours/Units:This is the number of hours the employee has accrued through the system processing of timecard posting, void check posting and/or payroll adjustment posting. Manual Adjustment:Displays any adjustment made to the calculated totals presented. The specific total adjusted depends on the type of program. If the program type is Accrued Incentive, any amount in the Manual Adjustment changes the Total Accumulated. If the program type is Advanced Incentive, any amount in the Manual Adjustment field updates the Accrued field. A positive number increases the amount. A negative number decreases the amount. In edit mode, you can update this field. However, keep in mind that any change to a previously entered Manual Adjustment overrides the previous adjustment. Thus, if you previously adjusted the Total Accumulated by 5 and now want to adjust it by 2 more, enter a 7 in the Manual Adjustment field (rather than 2) since the 7 will override the previously entered 5. Currently, the manual adjustment is not calculated until the next timecard is posted for the employee. At that point, Adapt automatically factors the manual adjustment. Keep in mind that the timecard must meet all requirements for the program to calculate the manual adjustment. Thus, if the program is specific to a Georgia location, the assignment associated with the timecard must have a work location in Georgia. Total Accumulated:The total accumulated hours for the employee (System Accumulated plus or minus Manually Adjusted). Excess:Number of hours/units accumulated in excess of the maximum amount allowed for the eligibility program.
Current Eligibility - Available Balance	This section contains information about the amount of incentive earned, used and available. This section is made up of the following fields: Rollover:Indicates the amount of incentive rolled over from a prior period. Accrued:The amount of incentive the employee has accumulated for this program. For example, if the employee has worked 300 hours and the incentive rate is “3 per 40 hours” then the Accrued amount is 22.50 ((300/40) * 3). Used:The amount of incentive award that has been posted on a timesheet for the employee. Total Available:The amount of incentive the employee has available to use based on the number of hours he/she has earned (Accrued) plus the number rolled over from the previous year (Rollover) minus the number of hours used (Used).
Eligibility Dates	This section contains calculated dates based on actions taken concerning the eligibility program. This section is made up of the following fields: Accumulation Begin:This field is calculated based on the Accrual Period Type. For example, if the Accrual Period Type is Calendar, this field displays January 1^st. Accumulation End:This field is calculated based on the Accrual Period Type. For example, if the Accrual Period Type is Calendar, this field displays December 31^st. Last Earned:The date that the employee earned benefit hours to be used towards a payout. For example, if this is a Vacation Eligibility program, this would be the last time the employee earned vacation hours. Last Calculated:The date that the program was last modified by adding it, manually adjusting it, recalculating it or updating it via a posted timesheet, void check or payroll adjustment . Last Taken:The date that the employee last took a payout on a timecard for this eligibility program.
Participation Notes	This is a free form field that allows you to enter additional information pertaining to this employee’s participation in the program.