Manage and Edit Annual Flight Ticket Policies

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.

After opening the policy, the registered employees will be listed at the bottom of the page. Click on the profile of the employee you wish to remove.

 

From the employee's profile, click on "Remove from Policy."

When clicking the remove button, a confirmation message will appear to clarify the consequences of removing the employee from the policy.

• 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"

• Select the employee from the list of eligible employees for this policy. 

• Proceed with the remaining steps to add the employee, including configuring the balance and selecting the destination.

Note:

• The employee’s balance and destinations can be adjusted upon addition.
• If the policy the employee was removed from did not allow carry balance forward, any available ticket balance from this policy will not be reflected in the new policy.
• If carry balance forward was enabled in the old policy but not allowed in the new policy, the carried-over ticket balance will not be transferred to the new policy.

Moving employees between policies during the Cycle

When an employee moves from a calendar year policy to a contract period policy (or vice versa) during an ongoing cycle, the new cycle starts from the effective date of the change. In this case, the remaining ticket balance may either be carried forward or forfeited, depending on the policy settings.

Example:

An employee enrolled in a calendar year policy that grants 4 tickets per year has used 2 tickets by June 15. They then switch to a contract period policy, which grants 3 tickets per year, effective June 15.

• If carry balance forward is allowed: The employee's 2 unused tickets will be added to their new policy balance. (Carried-forward balance)
• If carry balance forward is not allowed: The employee will start fresh with 3 tickets under the new policy.

In both cases, the employee will start using their available ticket balance from the date they are added to the new policy.

Impact of carryforward limits when moving between policies

 

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:

Since the employee was moved from a policy with a 4-ticket carryforward limit to a policy with a 3-ticket carryforward limit, the balance window will show that the employee's new balance is 3 tickets only upon completion of the enrollment. 

 

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.

2. Click on "Edit Details".

3. In the "Employee Details" window, you can add up to two tickets in the Custom Tickets section. These will be immediately activated in the employee’s balance for use, regardless of the cycle type, effective date, or activation method specified in the policy.

4. Save the changes.

Note:

Viewing the employee's profile from within the ticket policy and accessing their ticket balance details is only available to admins or employees with the "Manage Flight Tickets" permission. Employees without this permission will not be able to view their own ticket balance or its details.

 

 

 

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.