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BEN_00_ES_PARA_01 - Set ESS Parameters

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In this step, you determine to what extent you want to implement the ESS service Spending Account Claims and the payroll simulation function available within the Enrollment service. The settings that you make are valid for a single benefit area.

For the Spending Account Claims service, you indicate which specific activities employees are allowed to perform. For payroll simulation, you indicate when employees can use the simulation and how it is performed by the system.

The following factors will determine the extent to which you use the payroll simulation function:

• System performance

Depending on your hardware and the number of employees simultaneously using the function, payroll simulation can adversely affect system performance. You should therefore consider whether system resources are sufficient to support this function.

The maximum number of simulations that can be executed simultaneously is approximately 50. For this reason, you may choose, for example, not to offer simulation during open enrollment, when the number of potential users is higher.

Simulation processing is also potentially time-consuming, particularly in the case of calculation for future periods, since all the payroll periods between the last processed period and the simulation period are processed consecutively.

• Potential inaccuracy of simulated data

Simulation results may be inaccurate in certain situations, in which case you should notify employees about the possible inaccuracy of simulated remuneration statements. You should include this information, for example, in the header of the statements themselves.

• Difference between payroll results of first and subsequent payroll periods within the enrollment period.

The net income calculated in a payroll simulation (which is always for the first payroll period of an enrollment period) may differ from the average net income for subsequent payroll periods. This is the case, for example, with the following:

Waiting period

If an employee selects a plan with a waiting period, she will only be enrolled in the plan when the waiting period is over. Since deductions only start at this point in time, they are not included in the simulation of the first payroll period.

Deduction models

Since deduction models specify fixed periods in which payroll deductions are made, deductions for more than one period or no deductions may be contained in a simulated payroll period, and the result cannot be averaged. This is also the case if deduction models are used in Recurring Payments/Deductions records (infotype 0014).

• Evidence of insurability

If an employee selects a plan in ESS Enrollment that requires evidence of insurability (EOI), the system creates a plan with the greatest coverage possible without EOI since EOI cannot be provided during online enrollment. However, in the payroll simulation, the option originally chosen is taken into account. If an employee subsequently fails to provide EOI, the option allocated by the system and not the option chosen by the employee is valid and taken into account in the actual payroll. In this case there is therefore a discrepancy between the simulated and actual payroll results.

• Organizational limitations and considerations

• Hourly paid employees / Overtime

Hourly paid employees cannot use the simulation because the system cannot know their working hours in advance. For salaried employees who are paid for overtime, the simulation results are less accurate, the more overtime that is worked (since overtime cannot be taken into account).

• Organization changes not communicated to employee

Since simulation uses data for future payroll periods, the simulated remuneration statement may reflect organizational changes of which an employee is not yet aware, for example, promotion, pay increase, termination of employment. You should therefore consider whether this situation could potentially occur in your organization. If this is the case, you may decide not to activate the simulation function.

• Confidentiality of information

Since simulated remuneration statement can be printed, there is a risk that confidential salary information could become visible to other employees. For some organizations, this could be a reason for not activating the simulation function.

You have defined a separate form for simulated remuneration statements and assigned this to a variant of the remuneration statement program.

You create a form for simulation by copying the form that you use for regular payroll and making the necessary modifications (for example, by including a text that indicates that the resulting statement is a simulation only, and, where appropriate, warns that results may not always be inaccurate). You do this in your country version the Payroll Implementation Guide, in the step Forms -> Remuneration Statement.

1. If you want to implement the Spending Accounts Claims service, specify whether employees can do the following:

• Make changes to claims that have not yet been approved

• Register their agreement if a claim is rejected subsequent to its approval and the reimbursed amount must be deducted from the employee in the next payroll

1. If you want to implement the payroll simulation function, specify whether simulation is possible during open enrollment and when an employee is entitled to make changes to his enrollments on the basis of an adjustment reason.
2. If you want to implement payroll simulation, specify which payroll driver variant and remuneration statement variant should be used.

These variants point to the payroll schema and form that are used for payroll simulation and the generation of a simulated remuneration statement.

You can determine which payroll driver and remuneration statement program you use from table T596F. The relevant program is listed under the keys CALCxx and XEDTxx respectively, where xx represents the country modifier MOLGA for your country version.

You should enter the payroll driver variant that you use for your regular payroll, or at least a variant that uses the standard payroll schema for your country version.

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