This function has been designed for Self-Insured clients who wish to use the Compensation Calculator in conjunction with entering a Weekly Payment. It takes the double handling out of using these two pages and includes an approval step to ensure you are paying the correct amount. You get the benefits of the Compensation Calculator such as week counts, compensation calculation, AWE/PIAWE history, cease payments without having to enter information twice.
You will need to understand and familiarise yourself with how to use the Compensation Calculator before using this function. We do have free Compensation Calculator training sessions you can join by going to the Training menu, or you can access the Help Centre article.
ACCOUNT SETTING
Prior to using this function, you will need to turn on the appropriate Account Setting. Only Admin users have access to do this.
Cog > Configuration > Account System Settings
Tick the box named Approve Compensations.
If you would like to add a rule that users cannot approve the weekly compensation they have entered, you can also tick ‘Cannot Approve Own Compensations’.
When this setting is first turned on, all existing Weekly Entitlements already added to the system are set to 'Approval Not Required'. They will not appear on the Compensation Approval page.
Existing Weekly Entitlements can be edited to 'Pending' if approval is required.
PROCESS
Go to Financials > Compensation Calculator
Enter a Weekly Entitlement as normal (refer to our Help Centre articles for assistance on how to do this).
When you have finished entering the weekly entitlement/s for the worker, you will then need to go to Workflows > Approvals > Compensation.
You will then arrive at the Approval Page.
Before approving the Weekly Compensation to be automatically entered into the Payment page, you will need to ensure that all usual Claim Data and Estimates have been entered. This is the same as if you want to enter a Weekly Payment manually.
Check that the Compensation amount is correct. If you need to make changes, click on the Injury ID, and it will take you to the Weekly Compensation record where you can edit information.
To approve the creation of a Weekly Payment, tick the box to the left of the record and then click Approve.
You will now see the payment on the Payments page within the Weekly Payments section (Financials > Payments).
You will also now see an Approved column in the Weekly Entitlements section on the Compensation Calculator page, noting the date the compensation was Approved to be entered into the Payments page.
IMPORTANT INFORMATION
If Claim Data or an Estimate is missing, the system will show you a validation message, and you will be unable to Approve the Compensation. You will need to update the appropriate fields.
The system will check if a duplicate week has been entered (not part weeks, but identical weeks where the From and To dates match). You will receive a message advising this, and have the option to Approve or Cancel.
As the compensation amount has now been automatically entered into the Payments page, it will be sent to your regulator as normal.
It will also be sent in your Payment File (Bank File) if you have one that includes Weekly Payments.
If a compensation payment was entered in error, you will need to go to the Compensation Calculator and delete it from the Weekly Entitlements Section. This will remove the entry from the Compensation Approvals page.
If a Compensation payment has already been entered manually into the Payments page and you don't want to duplicate the Weekly Payment, you can change the Approval status on the Compensation Calculator page. Edit the relevant Week and change the Approval status drop-down from Pending to Not Required. This will remove the record from the Compensation Approval page.
If you have the Approve Weekly Payments account setting turned on (different to the Approve Compensations setting we have discussed in this article), you will need to go to the Weekly Payment Approval page to complete that process.
SELECT ALL FUNCTIONALITY
When using the Select All checkbox, all records displayed on the page will be selected. Records on other pages will not be selected. The number of records selected is shown at the top of the grid.
Users can adjust the number of records shown on the page at the bottom of the grid.
If a user navigates to the next page, the records selected will automatically be unselected.
APPROVING MULTIPLE RECORDS
If multiple Weekly Entitlement records have been selected, and some return errors but others do not, the Weekly Entitlements that do not return errors (and are not linked to a claim that returns any errors) are approved successfully.