Member Disability Payment Workflow

The aim of this process is to reconcile membership, calculate & raise accruals and make payments for members who are on disability and are receiving a monthly disability income. The system will raise the accruals based on the Gross Income loaded. At payment stage, the system will automatically raise the creditors, as well as the net member payments in the accounts. These creditors are usually PAYE (Tax) and Medical Aid contributions where applicable.

36

37

38

39

(% style="break-before: page; text-align: center;" %)

40

= (% style="color:#2980b9" %)**Member Maintenance**(%%) =

41

42

43

New member payment details, and changes to existing member payment details, are updated in the Everest system using the (% style="color:#2980b9" %)**‘Member Payment Import’**(%%) template.

44

45

Please ensure that all new members have already been loaded in Everest before updating the template. The new members’ static data must first be uploaded on the system via the standard (% style="color:#2980b9" %)**‘Import Member Data’**(%%) batch and thereafter their payment details can be updated.

46

47

Complete the required fields in the(% style="color:#2980b9" %)** ‘Member Payment Import’ **(%%)template and save the file.

48

49

50

(% style="text-align:center" %)

51

[[image:1638173386057-140.png]]

52

53

54

Once saved, go to the(% style="color:#2980b9" %)** Batches [[image:Everest User Manuals.4\. Fund Setup.System Settings.Client Business Groups.WebHome@Right Arrow XS.jpg]] Batch Management **(%%)menu and select the (% style="color:#2980b9" %)**‘Member Payment Import’ **(%%)batch, which is used to load or update member payment details on the system.

55

56

57

(% style="text-align:center" %)

58

[[image:1638173401229-410.png]]

59

60

61

Once a batch has been selected, double-click on (% style="color:#2980b9" %)‘Edit’(%%) hyperlink to open a Batch Editor screen.

62

63

64

(% style="text-align:center" %)

65

[[image:1638173429511-899.png]]

66

67

(% style="break-before: page" %)

68

Click on the(% style="color:#2980b9" %)** Edit**(%%) button at the bottom of the page to activate the screen. Select the [[image:1638173450733-488.png||height="44" width="41"]] icon to browse for and link your prepared import spreadsheet via the Filename field.

69

70

71

(% style="text-align:center" %)

72

[[image:1638173470080-684.png]]

73

74

75

Click on the (% style="color:#2980b9" %)**Save**(%%) and the (% style="color:#2980b9" %)**Execute**(%%) buttons to process the import.

(% style="break-before: page; text-align: center;" %)

80

= (% style="color:#2980b9" %)**Member Payments Screen**(%%) =

81

82

83

To view the payment details loaded for a member, click on the (% style="color:#2980b9" %)**‘pmt’**(%%) button.

84

85

86

(% style="text-align:center" %)

87

[[image:1638173497553-413.png]]

88

89

90

The payment lines loaded are colour coded.

91

92

(% style="color:#000000" %)Active = black

93

94

(% style="color:#e74c3c" %)Terminated = red

95

96

**Suspended = black (bold)**

97

98

99

(% style="text-align:center" %)

100

[[image:1638173516210-971.png]]

101

102

103

Double-click on the(% style="color:#2980b9" %) ‘__bank__’(%%) hyperlink on the Member Payment Details screen to view the member’s banking details.

104

105

106

(% style="text-align:center" %)

107

[[image:1638173538648-776.png]]

108

109

110

Double-click on the(% style="color:#2980b9" %) **‘**__suspend’__ (%%)hyperlink on the Member Payment Details screen to view the payment suspension details

111

112

113

(% style="text-align:center" %)

114

[[image:1638173571947-183.png]]

(% style="break-before: page; text-align: center;" %)

120

= (% style="color:#2980b9" %)**Annual & AdHoc Payment Increases**(%%) =

121

122

123

The system allows for both fixed amounts and % monthly payment increases. The system will apply the applicable increase to (% style="color:#2980b9" %)__**all**__(%%) active and suspended members.

124

125

To initiate the increase, select the(% style="color:#2980b9" %) **‘Member Payment Increase’** (%%)batch in Batch Management.

126

127

128

(% style="text-align:center" %)

129

[[image:1638173587622-997.png]]

130

131

132

Double-click the (% style="color:#2980b9" %)**‘**__Edit__**’**(%%) hyperlink to open the Batch Editor screen.

133

134

135

(% style="text-align:center" %)

136

[[image:1638173604437-920.png]]

137

138

(% style="break-before: page" %)

139

Complete the fields as follows:

140

141

142

(% style="color:#2980b9" %)**Client:**(%%)** **This field will default to the selected client.

143

144

(% style="color:#2980b9" %)**Effective Date: **(%%)This date is the date the increases are applicable from.

145

146

(% style="color:#2980b9" %)**Percentage: **(%%)This is the % increase applicable. Leave blank if the fixed amount increase will be used.

147

148

(% style="color:#2980b9" %)**Amount 1: **(%%)This is an increase amount applicable to each member. Leave **b(% style="color:#2980b9" %)lank(%%)**(% style="color:#2980b9" %) (%%)if % increase method is applicable.

149

150

(% style="color:#2980b9" %)**Batch Ref: **(%%)System generated and must not be edited / altered.

151

152

153

Then(% style="color:#2980b9" %) **‘Save’**(%%) and (% style="color:#2980b9" %)**‘Execute’**(%%) the batch to implement the increase.

154

155

156

(% style="text-align:center" %)

157

[[image:1638173624891-197.png]]

(% style="break-before: page; text-align: center;" %)

162

= (% style="color:#2980b9" %)**Member Monthly Disability Payment**(%%) =

163

164

165

This process updates the monthly accruals and allows for the member payment to take place.

166

167

Go to the Batches menu and select(% style="color:#2980b9" %)** ‘Member Disability Payments Workflow’ **(%%)to start the payments process.

168

169

170

(% style="text-align:center" %)

171

[[image:1638173642473-427.png]]

172

173

174

Double-click on the (% style="color:#2980b9" %)**‘Edit’**(%%) hyperlink to open the Variables Screen.

175

176

177

(% style="text-align:center" %)

178

[[image:1638173659317-560.png]]

179

180

(% style="break-before: page" %)

181

Complete the required variables before Executing the batch.

182

183

184

(% style="color:#2980b9" %)**Client:**(%%)** **This field will default to the selected client.

185

186

(% style="color:#2980b9" %)**Effective Date:**(%%)** **This date is the date the process is being run.

187

188

(% style="color:#2980b9" %)**Accounting Date: **(%%)This date is the month end for which the payment is due.

189

190

(% style="color:#2980b9" %)**Batch Ref: **(%%)System generated and (% style="color:#2980b9" %)**must not** (%%)be edited / altered.

191

192

(% style="color:#2980b9" %)**Client Parent:**(%%)** **This is the Parent of the Client selected. Ensure that the field is updated from the drop-down list.

193

194

195

Select the (% style="color:#2980b9" %)**‘Save’ **(%%)and (% style="color:#2980b9" %)**‘Execute’**(%%) the buttons to initiate the workflow.

196

197

198

(% style="text-align:center" %)

199

[[image:1638173705023-751.png]]

200

201

(% style="break-before: page" %)

202

The workflow item created will be visible in the Initiator’s Workflow screen.

203

204

205

(% style="text-align:center" %)

206

[[image:1638173726259-383.png||height="auto" width="auto"]]

207

208

209

Double-click on the workflow item created to open the workflow screen. Then click on(% style="color:#2980b9" %)** ‘Done’**(%%) to proceed to the payment calculations.

210

211

212

(% style="text-align:center" %)

213

[[image:1638173749478-667.png]]

214

215

216

The system will produce the (% style="color:#2980b9" %)**Member Disability Report (Combined List)**(%%) report, detailing all the members on the scheme. The status of each member is displayed in the Notes column.

217

218

219

(% style="text-align:center" %)

220

[[image:1638173807371-461.png]]

221

222

223

Simultaneously, a(% style="color:#2980b9" %) **Member Payments Update**(%%) report will be produced. This report contains a more detailed payment breakdown. This is a preliminary report. The member records can be updated and corrected where required and reports rerun if required.

224

225

226

(% style="text-align:center" %)

227

[[image:1638173916925-345.png]]

228

229

230

To rerun any of the reports, click on the (% style="color:#2980b9" %)**‘No’**(%%) button in the screen displayed. Select the(% style="color:#2980b9" %)** ‘Yes’**(%%) option to continue with the workflow.

231

232

233

[[image:1638355932162-253.png]]

234

235

(% style="break-before: page" %)

236

The Confirm Payment Run is a Supervisor step. The Supervisor will click either (% style="color:#2980b9" %)**‘Yes’** (%%)to confirm / approve the run or (% style="color:#2980b9" %)**‘No’**(%%) to return the workflow back to the Administrator for corrections.

(% style="text-align:center" %)

241

[[image:1638173955707-489.png]]

242

243

244

Once the Payment run has been confirmed, the workflow will come to the last screen and it can be completed by clicking on (% style="color:#2980b9" %)**‘Done’**.

(% style="text-align:center" %)

249

[[image:1638174003270-559.png]]

250

251

(% style="break-before: page" %)

252

The confirmed payments will now be on the (% style="color:#2980b9" %)**Payment Management** (%%)screen to be paid through the bank account.

(% style="text-align:center" %)

257

[[image:1638174021208-399.png]]

(% style="break-before: page; text-align: center;" %)

263

= (% style="color:#2980b9" %)**Other Reports**(%%) =

264

265

266

== (% style="color:#2980b9" %)**Member Payment Payslips**(%%) ==

267

268

269

Once the payments have been done, the payslips can be printed by running a (% style="color:#2980b9" %)**Member Payment Payslips**(%%) batch.

270

271

272

(% style="color:#2980b9" %)**Client:**(%%)** **This field will default to the selected client.

273

274

(% style="color:#2980b9" %)**Member: **(%%)Insert the copied Member or leave it blank to run for entire scheme.

275

276

(% style="color:#2980b9" %)**Accounting Date:**(%%)** **This date is the month end for which the payment was run.

277

278

(% style="color:#2980b9" %)**Client Parent:**(%%)** **This is a Parent of the Client selected and must be selected from the drop-down list.

(% style="text-align:center" %)

283

[[image:1638174041006-940.png]]

284

285

(% style="break-before: page %)

286

== (% style="color:#2980b9" %)**Member Disability Reinstate**(%%) ==

287

288

289

The (% style="color:#2980b9" %)**Member Disability Reinstate** (%%)batch is used to reinstate the suspended member.

290

291

292

(% style="color:#2980b9" %)**Client: **(%%)This field will default to the selected client.

293

294

(% style="color:#2980b9" %)**Member:**(%%)** **Insert the copied Member.

295

296

(% style="color:#2980b9" %)**Effective Date:**(%%)** **This date is the month end for which the payment was run.

297

298

299

[[image:1638174058570-600.png]]

300

301

302

The system does offer other administration and management reports. The list of these can be checked on (% style="color:#2980b9" %)**Batch Management** (%%)screen and search with Member Disability.

(% style="break-before: page; text-align: center;" %)

307

= (% style="color:#2980b9" %)**Disclaimer and Copyright**(%%) =

308

309

310

(% style="color:#2980b9" %)**DISCLAIMER**

311

312

Please note, whilst care is taken to illustrate numerous scenarios, it is impossible to detail all instances and therefore this document should merely serve as a guide for the purposes of demonstrating system functionality and conducting employee training.

313

314

In accordance with the above paragraph, this training manual is published and distributed on the basis that EBSphere (Pty) Ltd is not responsible/accountable for any actions taken by users of information contained in this training manual nor for any error in or omission from this manual.

315

316

EBSphere (Pty) Ltd does not accept any responsibility whatsoever for a misrepresentation performed by any person in respect of claims, losses or damage or any other matter, either direct or consequential arising out of or in relation to the use and reliance, whether wholly or partially, upon any information contained or products referred to in this manual.

317

318

Further, the contents of this training manual are subject to change without any notice and further highlight the need for this training manual to serve only as a guide.

(% style="color:#2980b9" %)**COPYRIGHT**

323

324

This documentation and the software described in it is the exclusive property of EBSphere (Pty) Ltd. This manual or the software may not be copied in whole or part, without the express written consent of EBSphere (Pty) Ltd. Under the law, copying includes translating into another language or format.

325

326

327

EBSphere (Pty) Limited

P.O. Box 785803

Sandton