Editing Policies After Creation
- After creating a policy as a draft on the policies page, admins can make any necessary edits.
- Once the policy is activated and made live, the admin can still edit it as long as no employees have been added to the policy.
- However, once employees are added, the admin can no longer modify the following (Max flight tickets per employee- Cycle- Effective date- Balance calculation method).
Moving Employees from One Policy to Another
Employees can be moved from one policy to another by first removing them from their current policy and then adding them to the new policy.
1. To remove an employee from a policy:
Go to Benefits Management > Policies, then select the policy from which the employee will be removed.
The removed employee will have up to 30 days to use their total available balance.
If the admin enrolls the employee in another policy within the 30-day period, the total available balance will remain accessible for the employee to use.
If the employee does not use the balance or is not enrolled in another policy within 30 days, the balance will be permanently lost.
Any pending requests for this employee will remain active, and their result (approval/rejection) will impact the ticket balance under the original policy.
2. Adding the Employee to a New Policy
To add an employee who was removed from a policy to a new one:
- Select the policy you want to add the employee to, then click "Enroll Employees"
When an employee moves from a policy with a higher carryforward limit to a policy with a lower carryforward limit, any carried-forward balance that exceeds the new policy's limit will be forfeited.
Example:
If Policy (A) allows 5 tickets to be carried forward, and Policy B allows only 3 tickets to be carried forward. If an employee (Maimoon) moves from Policy A to Policy B with 4 unused tickets, only 3 tickets will be carried forward, and 1 ticket will be lost.
Thus, even if the employee (Maimoon) has a carried-forward balance of more than 4 tickets:
Pending Requests When Employees Move Between Policies
If an employee has pending or incomplete flight ticket requests during a policy transition, these requests remain active. Their result (approval/rejection) affects the ticket balance under the original policy.
Example:
Employee Jaser requested a flight ticket under Policy A. Before approval, he was moved to Policy B. In this case:
- The request remains active until it is either approved or rejected.
- If approved, the ticket is deducted from the carried-forward balance in Policy B.
- If rejected, the carried-forward balance in Policy B remains unaffected.
- If neither Policy A nor B allows carryforward balance, the ticket balance in Policy B remains unaffected, regardless of approval or rejection.
Removing an employee from a policy without Re-enrolling them
If an employee is removed from a policy without being enrolled to a new one, they will have a 30-day grace period to use their remaining ticket balance. After this period, the balance expires and becomes unusable.
Example:
An employee with 2 unused tickets was removed from the policy on March 1st, they can use the tickets until March 31st. After that, the tickets will expire.
Manual Adjustment of Employee Ticket Balance
Employee ticket balances can be easily adjusted through the custom tickets.
To do this:
1. Click on the "Employee Profile" added in the policy.
Do You Have Existing Flight Ticket Policies?
- With the latest updates to annual flight ticket policies module, you will no longer be able to change the cycle type (Calendar Year ↔ Contract period) for existing policies.
Example:
If you have a Calendar Year policy, it cannot be changed to a Contract period policy after the update.
Your pre-existing policies do not include a balance calculation method (Accrual or End-of-Cycle). Therefore, you will need to define a balance calculation method (Accrual - End-of-Cycle). In this case, admins will receive notifications prompting them to select a balance calculation method for these policies.
- Employees who have never been assigned to any policy will still be able to submit flight ticket requests.
- Employees who were assigned to a policy and later removed without being added to another policy within 30 days will not be able to submit flight ticket requests, even if they have a remaining ticket balance.
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