Managing Statement Templates

Objective

After completing this lesson, you will be able to manage Rewards Statement Templates

Rewards Statement

Rewards statements, are created after bonus planning is completed. One way reward statements are created is through the use of standard templates.

Standard Templates

Comes as a self-service, pre-configured statement layout
Available for Compensation, Variable Pay and Combined (Combined templates allow for multiple data sources)
Do not support multi-language, logos or graphics
Include some limited pre-set configuration options

A second option is completely customizing the statements to meet your organization’s need.

Types of Standard Templates

Compensation Templates
Variable Pay Templates
Combined Templates
- Combined Templates allow multiple Comp and/or VarPay plans to include fields into one Statement
- Templates with or without info headers are available for all three

Before you can generate a reward statement, a template should be added to your instance.

Custom Templates

Not included in a standard implementation and developed as an add-on service
Supports multi-language reward statements
Supports multi-currency and international date formats
Supports multiple logos or graphics

Adding a Standard Template

Navigate to Actions for all plans → Manage Statement Templates.
New templates are added from the top box by using either Import or Add from SuccessStore.
The templates that are editable in the statement editor appear as a hyperlink. You can add sections or modify the current text of the standard templates. You can add fields from an existing variable pay plans to appear in the template. Fields from Job Information, Compensation Information and Employment Details in Employee Central can also be added.
Custom templates can be imported using both XSL or XML files. You're unable to proceed with the import in case the file isn't a valid XSL template. Standard templates can be exported also as XSL or XML and can be used as baseline for further customization.

The template validation screen is displayed.

Once a template is added, options to preview, export, and delete template are available on the right side of the page.
Additional setup includes the ability to localize sections and fields within the statement template.

Note

Imported templates cannot be edited in the UI.

The Add/Edit Statement Templates screen is displayed, showing how to import Variable Pay templates from SuccessStore.

Displaying Statements on the Full Profile

An additional option for making the reward statements available is to place them directly on the employee’s profile page. With this option, employees can access their reward information at any time after the statements are generated.

Permission Changes for Reward Statements

The Full Profile handles permission to view Compensation category cards differently than the legacy People Profile does. The visibility of the category Compensation as well as the various Reward Statements related cards is set to be visible to all by default. Edit the visibility at the category level by going to Configure Latest People Profile Compensation.

To change this visibility at the card level, go to Configure Latest People Profile Compensation, select to edit the desired card and uncheck the checkbox for Visible on Full Profile as shown in the image.

Email Notifications for Direct Managers on Statement Generation

Configure and send email notifications to direct managers when statements for their direct reports are generated, giving details on which employee's statement is available. When setting up email notifications for the direct managers based on Personal Statement Template or Employee Name, or a list of comma separated Usernames. After configuration, when Send Notifications is selected, the email notifications are generated based on a job which can be monitored from the Monitor Compensation Jobs screen.

From Recipient drop-down, select Manager and check the Email box for Mode. You can include name(s) in the Usernames text box; using a comma to separate

Statement Generation Report for Bonus Assignment Statements

Click on the Reward Statement Generation Report icon generate a report that includes detailed information to track the status of bonus assignment statements for users.

Click on the Reward Statement Generation icon to run report.

Manage Statement Templates

Clicking the template name opens the page that allows changes to the template.

Company logo (Inserted via an URL)
Statement title
Compensation statement (body)
Signature
Text sections
Amount sections

The Add/Edit Statement Templates screen is displayed.

Fields and Sections can be added and can be configured to be conditional. For Combined template you can define which plan and which field controls visibility of each section. Administrators can set default permissions for all compensation, variable pay, and combined statements, or assign permissions per statement template.

Once a reward template is in your instance, you can associate a reward statement to a variable pay plan. Navigate to Complete Compensation Cycle → Reward Statements → Manage Statement Templates.

A screen showing the selection of the Manage Statement Templates option on the Rewards Statements menu is displayed.

To associate the plan with statement template, use Select Template. The list will display all previously added reward templates that matches the plan (for example, only compensation statement templates will appear on the list if the plan is compensation).
When using multiple plan sources use Combined Statement Template.
When using multiple statement templates, assign a default template. The system will use the default template for any employees included in a complete form but was not associated to a statement group. Default tem plate should be the last on the list.
Multiple statement templates can be associated if different versions are required for employee statement groups. You can assign employees to templates by first Statement Assignment groups.

Employee Central Data within Compensation Templates

Employee Central data can be displayed on the compensation statements without needing to include that field on the compensation plan.

Supported Employee Central Categories:
- Job Information
- Compensation Information
- Employment Details
Supported Data types:
- Date
- Boolean
- String
- Localized
- Translatable
- Legacy Picklists

Employee to Template Assignment

Dynamic groups can be created to easily assign employees to the appropriate reward template. Example, when company uses separate statement layout for different countries. The process is done directly from the Manage Templates page and is similar to creating RBP groups. When assigning group, keep in mind:

Groups impact both bulk printing and statement generation.
Create groups based on necessary attributes.
Groups can be utilized for more than just organizational reasons. Such as, when customer uses different statement letters for active and inactive employees, you will need to pull all active employees into a group (You cannot create a group for inactive employees). Assign the appropriate compensation letter to the active employee group and if there are inactive employees included in the completed form, the system will automatically assign the default template to inactive employees.

Manage Permissions

Administrators can set permissions at the plan level.

Default permissions will follow the user permission and the target population defined in Role-based permissions → User Permissions → Employee Data.
Change Permissions who can view generated statements will supersede the permission in RBP.
Generated Statements are not viewable will hide the statements from all users.

Permissions can be modified even after statements are generated.

Recalling Compensation Statements

Compensation statements are generated for worksheets in a completed status. There may be an occasion where statements may need to be recalled. Settings can be adjusted to prevent the recall of statements should a worksheet be moved to an in progress status. Homepage Cards are now deleted from view when the Rewards Statements associated with the cards were recalled.

Statement Generation

Once employees are assigned to templates you can now generate statements for completed worksheets.

Select Generate Statements. There are three options when generating statements:
- Select by personal statement template: to generate for all employees assigned to the plan template
- Select by employee name: to generate for a few employees by entering the employee name. If a statement has already been generated for an employee, another one can be generated without needing to recall the first
- Select by list of usernames: to cut and paste a group of usernames (up to 500) into the system

Reward Statement Generation Report

Administrators can generate reconciliation reports into a downloadable CSV file and identify employees who have reward statements generated and employees who do not have them.

Navigate to Complete Compensation Cycle → Reward Statements → Manage Statement Templates. Select the Reward Statement Generation Report icon on the far right.

The Manage Statement Templates screen is displayed.

A job is initiated and can be accessed via Report Center → View Scheduled Jobs → My Jobs. In the "Statement Generated" column of the downloaded CSV, the name of the statement template is displayed for the employees for whom a statement was generated. If a statement was not generated, a blank cell is displayed.

A sample CSV download of a reward statement.

Suppressing Statement

The system can prevent statement generation for select employees such as if there is no bonus. In order to prevent generating statements, a dedicated custom string column should be added to each template.

Data on custom string column can be imported or formula driven. Column result should be Boolean "TRUE" or "FALSE". Example of formula which can be used:

Example for no bonus payout: if(finalPayout=0, "FALSE", "TRUE")
Example with a custom logic to exclude certain statuses: if(customStatus="Leave of Absence", "FALSE", "TRUE")

To suppress statements, follow these steps:

Create a custom string column in design worksheet dedicated for statement suppression.
Enable the setting from Plan Setup→Settings.
- The dropdown to designate field suppression will show all string data custom fields, but only those custom columns with the value "TRUE" will have forms generated, a value of "FALSE" will be suppressed.
Generate statements as you normally would.
Job status report will list the names whose statements have been suppressed.

Statement Printing

There are different ways to download and/or print reward statements.

Admins can bulk download/print statements from admin interface.
Planners can bulk download/print from completed forms.
- Available for on Salary and Stock tab only.
- When using Combined statement template (e.g. Variable pay and Compensation as data sources), download button is available from primary compensation plan.

HRBPs, higher level managers, and admins with appropriate permissions can bulk print from Executive Review. To enable this feature, an additional XML setting must be added to the plan and these settings must be established in Company Settings:
- Enable Display Buk print statement icon setting on Executive Review.
- Disable Hide Personal Compensation Statements in PDF format.

Employees can view and/or print their statements from People profile.

View User Personal Statement

This feature provides a report or display functionality to generate all personal statements for each employee.

Personal Statements can be generated using an autocomplete search for user:

User Search – Only one user can be generated at a time.
Statement Type – Can pull Compensation, Variable Pay or Combined Statements.
Date Range – The system will fetch all statements within the date range specified.
Print All – The administrator or Data Protection Officer can print all fetched statements.

The View User Personal Statement feature is displayed.

Generate Statement Notifications

Here are the prerequisites for administrators to send a system-generated email to notify employees of their reward statement.

Enable the setting "View generated Variable Pay and Combined Statement based on Role-based Permission" from Actions for All Plans → Company Settings.
Enable permission from Role-based permission, Manage Permission Roles → Administrator Permissions → Manage Compensation and Variable Pay → Manage Email Notifications for Statement Generation.

A new email template, Personal Compensation Statement Generation notification will be available from E-Mail Notification Templates by using either text or html format. To send the email notification, navigate to Complete Compensation Cycle → Reward Statements → Send Email Notification. The same choices are available for sending notification as that of generating statements.

Statement Recall

Occasionally, due to an error or other complication, you may want to recall compensation statements. When statements are recalled, the employees are no longer able to access the statement until the worksheet is routed to completed and statements are regenerated. The last option under Rewards Statements, allows you to do this. Select Rewards Statements→Recall Statements and then select the template that you are recalling.

Summary

Rewards statements are created post-bonus planning using either standard or custom templates. Standard templates offer pre-configured layouts with options for compensation, variable pay, and combined data sources. Custom templates accommodate multi-language, multi-currency, and diverse graphical needs. Templates must be added to your instance via the Manage Statement Templates section, with import/export capabilities for further customization, focusing on localization and statement personalization.
Fields and Sections can be added and can be configured to be conditional. For Combined template you can define which plan and which field controls visibility of each section. Administrators can set default permissions for all compensation, variable pay, and combined statements, or assign permissions per statement template. Once a reward template is in your instance, you can associate a reward statement to a variable pay plan
Once employees are assigned to templates you can now generate statements for completed worksheets. Administrators can generate reconciliation reports and identify employees who have reward statements generated and employees who do not have them. The system can prevent statement generation for select employees such as if there is no bonus. Administrators can send a system-generated email to notify employees of their reward statement.

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