Appointment Contract Claims {P00011-1}

This option provides the facilities to submit a Salary Claim against a Secondary Appointment Contract {PAOP-2} and to cancel a claim that has already been submitted but not yet been actioned (i.e. Approved or Rejected).

This process can either by accessed by the Personnel Member of the Secondary Appointment Contract or other Personnel Members that have been authorised to submit a claim on their behalf. Access is given to other Personnel Members per Personnel Number /Department Code. Department Codes used are the Primary Departments defined for the Secondary Contract Post Number. Access may either be defined on Personnel Claim Application Validation Process {PWEBM-15} or by the Personnel Member of the Secondary Appointment Contract “Maintain Employees to Submit Claims”.

Event Type “H” in the Run Cycle Control File {FPRM-2} is used to control:

The Secondary Appointment Contracts {PAOP-2} displayed for the submission of claims.
The Payroll Cycles for which claims may be submitted.
The Payroll Cycle of the claim created on the Secondary Appointment Contract {FPRIC-1} page 3 whilst going through the approval process.
The final Payroll Cycle of the claim, once Approved, for which payment of the claim will be made.

Event Type “H” Start and End Date

The Contract Period of the Secondary Appointment Contract must fall within the Start and End Date of Event Type “H” in order for the Contract to be displayed (i.e. the Start Date of the Contract must be <= the End Date of Event Type “H” and the End Date of the Contract must be >= the Start Date of Event Type “H”).

Event Type “H” Month /Year

The Month /Year of Event Type “H” must be a valid month within the Start and End Dates of Event Type “H”.
The Month /Year controls the current cycle for which a claim may be submitted.
The End Date controls the latest cycle for which a claim may be submitted.
The Payroll Department should set the Month /Year to the current Payroll Cycle. Once submission of claims for the Month /Year has been closed, it should be set to the following month.

Rules applied to claim submission cycles for Secondary Appointment Contracts that fall within the date range of Event Type ‘H’:

If the End Date of the Contract is equal to the Month /Year of Event Type ‘H’ only the Month /Year cycle will be displayed for claims to be submitted.

If the End Date of the Contract is greater than the Month /Year of Event Type ‘H’, Month /Year Cycle will be the earliest Cycle displayed and End Date will be the latest Cycle displayed for claims to be submitted.

If the End Date of the Contract is less than Month /Year, the Month /Year equivalent to the Contract End Date will be displayed for submission of claims.

On submission of a claim SOD 'OS' in GCS2-11 will determine how many months after the actual claim date, may the claim be allowed to be submitted via the iEnabler, this is setup in months.
Each claim has a separate note field which may be populated by the user,

Once a claim has been submitted for approval, the claim is created on the Secondary Appointment Contract {FPRIC-1} page 3 using the month/year for which the Personnel Member submitted the claim, with an ‘Unapproved’ Status. This is to reserve the funding of the claim and to ensure that the Maximum Amount allocated to the Contract is not exceeded.

On Approval of the claim, the month/year of Event Type “H” is validated to the month/year of the claim:

•    If the month/year of the claim is = month/year of Event Type “H”, the cycle remains as is and the Status is changed from Unapproved to Approved.
•    If the month /year of the claim is < month/year of Event Type “H” but the Contract End Date is => month/year of Event Type “H”, the month/year of the claim is updated to the month/year of Event Type “H” and the Status is updated from Unapproved to Approved.
•    If the month/year of the claim is < month/year of Event Type “H” and the Contract End Date is < month/year of Event Type “H”, the month/year of the claim remains as is and the Status is changed from ‘Unapproved’ to ‘Approved But not Final’. For cases like this, Payroll will need to manually update. Either the Contract End Date will need to be extended to the current Payroll Cycle, the month/year of the claim changed and the status changed from ‘Approved But not Final’ to ‘Approved’. Or, the Status changed to ‘Approved’ and a Late Calculation done or a Rollback and Re-calculation done.
•    If the month/year of the claim is > month/year of Event Type “H”, the cycle remains as is and the Status is updated from ‘Unapproved’ to ‘Approved’.

Example 1:
When applicant logs onto iEnabler to submit a claim:
Event Type ‘H’:
Start Date = 01-Mar-2015; End Date = 31-Dec-2015; Month /Cycle = 10 2015

On final approval of claim submitted:
Event Type ‘H’:
Start Date = 01-Mar-2015; End Date = 31-Dec-2015; Month /Cycle = 11 2015.

(i)    Secondary Contract Start Date 01-Jan-2015 and End Date 31 Dec-2015

   - Contract will be displayed

   - Claims may be submitted for the following cycles:
  10 2015
11 2015
12 2015

- On Final Approval of request:
Claim for 10 2015 updated to cycle 11 2015 and Status updated from ‘Unapproved’ to ‘Approved’.
Claim for 11 2015, cycle remains unchanged and Status updated from ‘Unapproved to ‘Approved’.
Claim for 12 2015, cycle remains unchanged and Status updated from ‘Unapproved’ to ‘Approved’.

(ii)    Secondary Contract Start Date 01-Jan-20156 and End Date 31-Oct-2015

   - Contract will be displayed

- Claim may be submitted for the following cycle:
10 2015

    On Final Approval of request:
Claim for 10 2015; cycle remains unchanged and Status updated from ‘Unapproved’ to ‘Approved but not Final’. This claim will need to be investigated by Payroll and the applicable action taken. It will not be included in the copy claims to payroll process when ‘Copy Claims to PRS {FPRIC-3} is run.

(iii)    Secondary Contract Start Date 01-Feb-2015 and End Date 31-Mar-2015

   - Contract will be displayed

         - Claim may be submitted for the cycle:
03 2015

      - On Final Approval of request:
Claim for 03 2015; cycle remains unchanged and Status updated from ‘Unapproved’ to ‘Approved but not Final’

(iv)    Secondary Contract Start Date 01-Jan-2016 and End Date 31 Dec-2016

    - Contract will not be displayed.

Example 2:

When applicant logs onto iEnabler to submit a claim:
Event Type ‘H’:
Start Date = 01-Oct-2015; End Date = 31-Oct-2015; Month /Cycle = 10 2015

On final approval of claim submitted:
Event Type ‘H’:
Start Date = 01-Nov-2015; End Date = 30-Nov-2015; Month /Cycle = 11 2015

(i)   Secondary Contract Start Date 01-Jan-2015 and End Date 30-Nov-2015

-    Contract will be displayed
-    Claim may be submitted for the following cycle
10 2015

       - On Final Approval of request:
Claim for 10 2015; cycle will be updated to 11 2015 and Status updated from ‘Unapproved’ to ‘Approved’.

(ii)    Secondary Contract Start Date -1=Jan-2015 and End Date 30-Sep-2015

      - Contract will not be displayed.

(iii)    Secondary Contract Start Date 01-Jan-2015 and End Date 31-Oct-2015

   - Contract will be displayed.

   - Claim may be submitted for the following cycle:
10 2015

- On Final Approval of request:
Claim for 10 2015; cycle remains unchanged and Status updated from ‘Unapproved’ to ‘Approved but not Final’.

SOD ‘CF’ ‘Force Claims to be submitted in a Date and Time format {FPRM-9}

This SOD controls the format in which claims will be submitted i.e. Summary (single row per submission) or Detailed with dates and times (1 to 14 rows per submission).

If set to ‘N’o:

The user may only submit a claim for the total quantity /amount being claimed, per contract, per application
The claim will be reflected in this summary format when displayed for Approval and also on Maintain Claims {FPRIC-1}

If set to ‘Y’es:

The user may submit between 1 and 14 rows, per claim, per contract, per application.
The user will be forced to enter the Date and Time on which the work took place for each row.
The application is validated to the Claim Type Code {PACS2-14} linked to the Secondary Appointment Contract {PAOP-2} (mandatory requirement) to determine if:

Work is allowed on Saturdays, Sundays and Public Holidays
Claims are prohibited for Mondays to Fridays within defined Start and End time
Supporting documentation is a mandatory requirement (for example Class Lists)

Claims submitted are validated to existing claims for overlapping Dates and Times
The claim will be reflected in this detailed format when displayed for Approval and also on Maintain Claims {FPRIC-1}
Each row is approved by the Approver i.e. within one claim submission, rows may either be approved or rejected. When rejected, the row created on Maintain Claims {FPRIC-1} to reserve the funding, will be removed.
A single Routing Request Number is used for all rows

Example:

Submit a claim:

Save the Claim:

Claim Status Updated:

System Select

The logged-in Personnel Member must select the Personnel Number for whom they want to submit a claim. The LOV will display all Personnel Members /Departments for whom they are authorised to submit claims {PWEBM-15}.
Personnel Members wanting to submit claims on their own behalf, may either enter their own Personnel Number or simply click on the ‘Continue’ Button.

Secondary Appointment Contracts {PAOP-2} for the logged-in Personnel Member or authorised Personnel Member will be selected as follows:

•    The Contract must be valid during the period defined for Event Type “H” Start and End Date {FPRM-2} (i.e. the End Date of the Contract must be => Start Date of Event Type “H” and the Start date of the Contract must be =< End Date of Event Type “H”)
•    Contract Rate has a value (other than zero)
•    Max Amount Allocated has a value (other than zero)
•    Maximum Quantity is optional
•    The Direct Supervisor (in the Secondary Appointment Contract) has an active Service Record {PBOP-2} on the System Date.
•   If SOD ‘CF’ is set to ‘Y’es, a Claim Type Code {PACS2-14} must be defined for the Contract.

Processing
Rules

For each Secondary Appointment Contract, the following will be displayed:

Post Number
Post Description
The Secondary Appointment Contract Sequence Number
The Primary Department Code defined for the Post Number
The Secondary Appointment Contract Start Date
The Secondary Appointment Contract End Date
Remuneration Unit Description
Contract Rate (where applicable)
Maximum Quantity /Maximum Amount
Claims against the Contract:
Pay Cycle of the Claim
Value of the Claim (either Quantity or Amount)
Claim Status :

Waiting Approval

Approved (i.e. has had final approval but not yet copied to payroll)

Approved – Payroll to Finalise (i.e. mandatory action is required by Payroll Department in order for the claim to be copied to Payroll)

Processed (i.e. copied to Payroll)

Submission of Claims:

If Available Amount is greater than zero, a clickable "Submit Claim" - action will be displayed. This action will open a dialogue that will allow the Personnel Member to submit a new claim for the Secondary Appointment Contract.
The cycles displayed for which a claim may be submitted are determined by Event Type ‘H’ within the Start and End Dates of the Secondary Contract Appointment period.
Where SOD ‘CF’ is set to ‘Y’es, the rules regarding Dates, Time and Supporting Documentation is determined by the Claim Type Code linked to the Secondary Appointment Contract. Textual Comments may be added per claim row
Where SOD ‘CF’ is set to ‘N’o, there is an added area where the Personnel Member can enter textual comments. There is also functionality to attach supporting documentation to the claim. The System Operational Definition {FPRM-9} ‘CW Mandatory for Document to be attached to iEnabler Claim’ is used to determine if it is mandatory or optional.
To automatically calculate the hours claimed from the Start- and End Time, a “Remuneration Unit {PACS2-9}” of “H – Per Hour” must be created and used in the “Remuneration Unit” – field of the Secondary Appointment {PAOP-2}.

If SOD "RH - Use fractions of hours or whole hours in claims" is set to (N)o, only whole hours will be allowed.

On submission of a Claim:

A Claim {FPRIC-1} is created with a Status of N- Not Approved, to reserve the funds and prevent overspending on the Contract.

The claim is displayed on ‘Appointment Contract Claims’ with a Status ‘Await Approval’ and with an Action ‘Cancel Claim’. Claims may be cancelled, prior to final Approval.

A new Routing Request is created for the Approval of the submitted claim:

The Routing Request Type as indicated by System Operational Definition {FPRM-9} parameter "CR - Sec Contract Claims Routing" for Subsystem "PR" will be used.
Where SOD ‘CF’ is set to ‘N’o, the Routing Instruction Lines of Sequence 0 of the Routing Request will be populated as follows:

Line	Value
1	Date and Time the Claim was Submitted
2	Personnel Number
3	Email Address of the Personnel Member
4	Title, Initials and Surname of the Person
6	The Post, Post Description and Contract Sequence
10	The Payroll Year and Month
11	The Claimed Quantity, Remuneration Units and Contract Rate (If it is a Rate times Quantity type Contract)
12	The Claimed Amount (If it is not a Rate times Quantity type Contract)
15	The Personnel Number of the Direct Supervisor on the Secondary Appointment Contract {PAOP-2}
16	The Email Address of the Direct Supervisor on the Secondary Appointment Contract {PAOP-2}
17	The Title, Initials and Surname of the Direct Supervisor on the Secondary Appointment Contract {PAOP-2}
20	The comments entered when the claim was submitted
30	The authorised person who submitted the claim of behalf of another person : Employee Number , Initials, Surname
80	The payroll cycle in which the claim will be paid on approval.
100	The individual note for the claim submitted

Where SOD ‘CF’ is set to ‘Y’es, the Routing Instruction Lines of Sequence o of the Routing Request will be populated as follows:

Line	Value
1	Date and Time the Claim was Submitted
2	Personnel Number
3	Email Address of the Personnel Member
4	Title, Initials and Surname of the Person
6	The Post, Post Description and Contract Sequence
10	The Payroll Year and Month
11	The Claimed Quantity, Remuneration Units and Contract Rate (If it is a Rate times Quantity type Contract)
15	The Personnel Number of the Direct Supervisor on the Secondary Appointment Contract {PAOP-2}
16	The Email Address of the Direct Supervisor on the Secondary Appointment Contract {PAOP-2}
17	The Title, Initials and Surname of the Direct Supervisor on the Secondary Appointment Contract {PAOP-2}
21	The highest qualification of the personnel member for whom the claim is being submitted
22	The ID Number (or Passport Number where ID Number is not available) of the personnel member for whom the claim is being submitted
23	The Faculty /Department linked to the Secondary Post Number
24	The Claim Type linked to the Secondary Contract
25	The Approval Status of the claim submitted
30	The authorised person who submitted the claim of behalf of another person : Employee Number , Initials, Surname
50	Row 1 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
51	Row 2 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
52	Row 3 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
53	Row 4 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
54	Row 5 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
55	Row 6 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
56	Row 7 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
57	Row 8 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
58	Row 9 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
59	Row 10 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
60	Row 11 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
61	Row 12 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
62	Row 13 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
63	Row 14 of Claim Submitted: Date and Time worked; Status, Approver, Rejection Reason Description
80	The payroll cycle in which the claim will be paid on approval.
100	The individual note for the claim submitted
101	The individual note for the second claim submitted in row 2 this may continue up to row 14 in line 114

Cancellation of Claims:

Claims submitted for approval but prior to the claim having been finally approved i.e. with a Claim Status of ‘Await Approval’ may be cancelled.
A clickable "Cancel Claim" - action will be displayed. This action will open a dialogue that displays the Claim details with ‘Remove Claim’ and ‘Return’ buttons.
By clicking on the ‘Remove Claim’ button:

the Claim will be deleted from {FPRIC-1}

Cancel all outstanding (open) steps in the Routing Request {GROU-2} used for the approval of the claim
Start the step in the Routing Request to send notification of the cancellation of the claim. The step number is indicated by System Operational Definition {FPRM-9} "CS - Sec Contract Claims Canc Seq" for Subsystem "PR". The step will be started on the original Routing

Document Storage and Retrieval functionality has been linked to this menu to enable the users to upload and view documents related to the claim.

The Document Category {GDOCS-1} which will be used to store documents must be set-up in System Operational Definition {FPRM-9} "CL - Online Claims Document Storage Category" for Subsystem "PR".

Date	System Version	By Whom	Job	Description
27-Jul-2012	v03.0.0.0	Frans Pelser	t178590	New manual.
08-May-2015	v03.0.0.1	Allie de Nysschen	t207021	Add Document Storage and Retrieval functionality
27-May-2016	v03.0.0.2	Mmasadi Matseke	t214310	Add new fields
01-Jul-2019	v04.1.0.0	Nomhle Lubisi	t236816	Added new lines on Sequence 0 for route type 'PACL'
23-Jun-2020	v04.1.0.1	Kerrylee Naidoo	t228797	Add Screenprints to manual
10-Dec-2021	V04.1.0.2	Allie de Nysscgen	T252864	Ehhance Claims to calculate and display amounts as well as contract numbers.
14 Mar 2022	v04.1.0.4	Allie de Nysschen	t254073	Enhance Claims
08-Feb-2024	v04.1.0.5	Frans	t264173	Automatic Calculation of hours worked
22-Oct-2024	v04.1.0.6	Frans	t269853	SOD RH