Generating Compensation Statements

One way compensation statements are created is through the use of standard templates.

Standard templates:

• Define the structure and layout of what employees see on the compensation statements.

• Include some limited pre-set configuration options.

• Come included with the Compensation solution and are downloaded through the SuccessStore.

The following types of templates are available in SuccessStore:

• Compensation Templates. Standard compensation templates from SuccessStore can display fields from both the Salary and Stock tabs, such as, but not limited to:

  • Ratings

  • Merit Increases

  • Promotions

  • Lumpsum

  • Total Increase

  • Final Salary

  • Stock Units

  • Stock Grant Date

• 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.

To add statement templates to an instance:

• Navigate to Actions for all plans → Manage Statement Templates → Add/Edit Statement Templates.

New templates are added from the top box by using either Import or Add from SuccessStore. Once a template is added, options to preview, export, and delete template are available on the right side of the page.

Compensation Statement editor tool allows for a variety of editing options:

• Company logo

  Inserted via a URL

• Statement title

• Compensation statement (body)

• Add conditional text sections

• Signature

• Fields and sections can be added or modified to the statement using this area.

• For combined templates, you can define which plan and which field controls the visibility of each section.

Conditional text sections are used whenever a customer needs to display different text based on worksheet values. In the past, customers have used these sections to display different paragraphs for different ratings, different countries, even for different languages. The visibility of these text sections is controlled by any compensation field.

Sophisticated use of these sections involves the creation of custom columns on the worksheet based on different conditions, the inclusion of these columns in the right section of the statement template, and then use in the conditional text section logic. Often, these custom columns are hidden themselves in the right column of the statement through an impossible display condition of their own. Use in a conditional text section just requires the column is present in the configuration, not that it be visible.

Administrators can set permissions at the plan level. Compensation Home.

• Default permissions follows the user permission and the target population defined in role-based permissions.
• Change Permissions who can view generated statements supersedes the permission in RBP.
• Generated Statements are not viewable hides the statements from all users.

Custom compensation statements are:

• Typically not included in a standard implementation.

• Developed in a separate implementation project with a Professional Services consultant or the Premium Reporting team.

A custom compensation statement is required if the customer needs any of the following:

• Any statement implementation beyond one language.

• Multiple currency and international date formats.

• Multiple logos or graphics.

• Exception text when an employee receives no increase or compensation on the statement.

• Custom fields or additional fields imported from the employee data file.

• Any format changes to the standard template design.

• Multiple page statements and letters more than 35 lines.

• Any additional logic not included in the above standard scope.

When statement templates are added to the system, administrators can now associate the statement template to be used with the compensation plan. Navigate to Complete Compensation Cycle → Rewards Statements → Manage Statement Templates.

• To associate the plan with the statement template, use Select Template. The list displays all previously added reward templates that match the plan (for example, only compensation statement templates will appear on the list if the plan is compensation).
• When using multiple plan sources, use the Combined Statement Template.
• Multiple statement templates can be associated if different versions are required for employee statement groups.
• When using multiple statement templates, assign a default template. The system uses the default template for any employees included in a complete form but not associated to a statement group. Default template should be the last on the list.
• Assign template permissions – this can be modified after statements are generated.

Dynamic groups can be created to easily assign employees to the appropriate reward template; for example, when a company uses a separate statement layout for different countries. Administrators will use multiple statement templates and will have to create employee groups using Country as an attribute to make sure employees receive the correct statement version.

Create groups based on necessary attributes. Groups are dynamic; however, it can be locked to prevent membership changes.

When assigning groups, keep the following points in mind:

• Groups impact both bulk printing and statement generation.
• Groups can be utilized for more than just organizational reasons, such as, when a 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.

Navigate to Complete Compensation Cycle → Rewards Statements. → Generate Statements to launch statements. There are three options to choose from:

• Select by personal statement template to generate for all employees assigned to the statement template.
• Select by employee name to generate for select 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 generate for select employees by entering the usernames (up to 500) into the system.Statements will be generated even if employees are associated with inactive planners. There's no need to reactivate the planners.

The system can prevent statement generation for select employees, such as if there is no change in an employee’s base salary, no bonus, and so on.

To prevent generating statements, a dedicated custom string column should be added to each template. Data on a custom string column can be imported or formula driven. Column result must be Boolean "TRUE" or "FALSE".

Examples of formulas that can be used include the following:

• Example for pay change based on standard fields with no total raise field:

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  if(merit=0&&lumpsum=0&&extra=0, "FALSE", "TRUE") 

• Example for low rating that would render ineligible for planning:

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  if(pmRating<2, "FALSE" , "TRUE") 

• Example if either a pay change or a promotion would give a statement:

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  if(finPayGrade=paygrade&&totalRaise=0, "FALSE" , "TRUE")

• Example with a custom logic to look exclude certain statuses:

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  if(customStatus="Leave of Absence" , "FALSE", "TRUE")

• Example with a custom column used for planning in addition to standard fields:

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  if(merit=0&&lumpsum=0&&customBonus=0, "FALSE", "TRUE")

To suppress statements, proceed as follows:

1. Create a custom string column in a design worksheet that is dedicated for statement suppression.
2. Enable the setting from Plan Setup → Settings.

   The list to designate field suppression shows all string data custom fields, but only those custom columns with the value "TRUE" will have forms generated; a value of "FALSE" is suppressed.

3. Generate statements as you normally would.

   The Job Status report lists the names whose statements have been suppressed.

<comp-statement-suppression fieldId="customField4"/>

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

• Administrators can bulk download/print statements from Complete Compensation Cycle → Manage Statement Template.
• Planners and administrators can print, in bulk or individually, from completed worksheets when includeSalaryStatementLink="true" is included in the comp-include section of the Compensation XML plan. A download statement button is available from completed worksheets. When using a Combined Statement, the download statement button is available from the primary plan.
• When Display Bulk Print Statement Icon on Executive Review Page is enabled, HRBPs, higher level planners, and administrators with the appropriate statement permissions can print reward statements in bulk or individually from Executive Review. A download statement button appears only if a generated statement is available for any of the filtered employees in Executive Review. Additionally, includeSalaryStatementLink should be set to true and Hide Personal Compensation Statements in PDF format in Company Settings should be disabled. Bulk printing from Executive Review is supported for Compensation/Variable Pay and Combined Statements. Log files are available to identify employees who are excluded during the bulk download process from Executive Review. The generated log file will have the username and user ID of all excluded employees.
• Employees can download/print statements from People Profile.

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

Personal Statements can be generated using an auto-complete 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 prerequisites for administrators to send a system-generated email to notify employees of their reward statement are as follows:

1. Enable the setting, View generated Variable Pay and Combined Statements based on Role-Based Permission, from Actions for All Plans → Company Settings.
2. Enable permission from role-based permission, Manage Permission Roles → Administrator Permissions → Manage Compensation and Varpay → Send Personal Statement and Bonus Plan Notifications.

A new email template, Personal Compensation Statement Generation notification, will be available from E-Mail Notification Templates.

To send the email notification, navigate to Complete Compensation Cycle → Manage Notifications → Personal Statement Notifications. The same choices are available for sending notifications as that of generating statements – by template, by employee name, and by username.

Administrators can generate reconciliation reports into a downloadable CSV file and identify 1) employees who have reward statements generated and 2) 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.

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.

It is not always necessary to recall statements, as newly generated statements will overwrite the ones in the system. However, there are occasions where statements need to be recalled and not re-generated. Statements can be recalled if, for example, employee assignments need to be changed to statement groups.

The same choices are available for recalling statements as that of generating – by template, by employee name, and by username.

When statements are recalled employees are no longer able to access the statements until the worksheet is routed to completed and statements are regenerated.

To configure statements on People Profile, proceed as follows:

1. Use Action Search and enter Configure People Profile.
2. Set Compensation Statement/Variable Pay/Combined Statement section and block to be visible and Save.

Once the Compensation statement has been generated and published by the administrator, the employee can view it at any time.

The Compensation Profile is comprised of the following sections:

• Employee Demographic Data

• Compensation History

• Salary Positioning (option to hide is available in Company Settings)

• Recommendations

Only the compensation history section is configurable.

Compensation history must be configured in Actions for all plans before it can be added to a plan template. The first step is to create "Periods" which bring together fields from one or more plans to display on each period or bar of the graph.

1. Navigate to Actions for all plans → Compensation Profile. Enter a period label. This will be displayed on the X axis of the graph.

2. Enter the Period Description. This field does not display on the profile, but allows you to create multiple periods with the same label (for instance, multiple periods labeled "2014") but one is for 2014 bonus plan templates, and another is for 2014 salary plan templates.

   

3. Select a plan template, and the fields that you wish to display on the profile. If you wish to combine fields from different templates, select Add another plan.

   Once history periods are created in Actions for all plans, you may add the periods to a plan template. Browse to Plan Setup → Design Worksheet → Define Compensation Period Data or Define Stock History Data. Select the period(s) you want to display, and select Add Period. You can select up to eight history periods.

   

Compensation history displays in both chart and list form. If an employee is paid in different currencies, only the list view will display, and the planner will be advised that the graph is not available due to multiple currencies.

The fields in the Compensation Profile are determined by the Column Designer. If you do not want to include a benchmark in Compensation Profile, the salary positioning section can be turned off in Company Settings.