Configuring and Using Reimbursements

Your organization wants to provide its employees in the U.S. with a new benefit: reimbursement of telephone and internet costs up to USD 1,200 per year. When an employee submits a claim, it starts a workflow process if certain criteria are met. In this exercise, you implement this benefit using a reimbursement allowance, a benefit claim workflow, and a workflow rule.

1. Create a new benefit schedule with the following values:

   Field	Value
   Schedule Period	Period ID: 2025CLAIMPERIOD Period Name: 2025 Claim Period Enrollment Opens: 01/01/2025 Enrollment Closes: 12/01/2025 Enrollment Effective From:01/01/2025 Enrollment Effective Until: 12/31/2025 Claim Starts: 01/01/2025 Claim Ends: 12/31/2025 Balance carry Forward Up to Date: 01/01/2026

   1. Use the Action Search to open the Benefits Admin Overview tool.

   2. Select Create New: Benefit Schedule.

   3. In the Schedule Period field, select +.

   4. Enter the data from the following table.

   1. Select Save and close the Schedule Period screen.

   2. Enter the remaining data for the new benefit schedule in the next table.

      Schedule

      Schedule Name	2025 Claims
      Schedule Period	2025 Claim Period
      Schedule ID	2025CLAIM

   3. Select Save.

2. Create a new workflow configuration with ID BEN_WF and called 'Benefit Claim Workflow'. It should route the claim first to the manager, then to the Human Resources team for approval.

   1. Use the Action Search to open Manage Organization, Pay, and Job Structures.

   2. Select Create New → Workflow Configuration.

   3. Enter the following information:

      • Workflow ID: BEN_WF
      • Name: Benefit Claim Workflow

      In Step 1, enter the following:

      • Approver Type: Role
      • Approver Role: Manager

      In Step 2, enter the following:

      • Approver Type: Role
      • Approver Role: Employee HRR

      

   4. Select Save.

3. Create a rule with ID BenefitsClaimWorkflow that starts this workflow if there are no exceptions.

   1. Use the Action Search to open Configure Business Rules.

   2. Select Create New Rule (+).

   3. Expand the Metadata Framework section.

   4. Select the Rules for MDF Based Objects radio button.

   5. Enter the data from the below table.

      Field	Value
      Rule Name	Benefits Claim Workflow
      Rule ID	BenefitsClaimWorkflow
      Base Object	Benefit Employee Claim
      Purpose	Workflow

   6. Select Continue.

   7. Configure the business rule using the data from the following table.

      If	Benefit Employee Claim. Exception is not equal to Null and Benefit Employee Claim. Selected Benefit. Exception Workflow. Workflow ID is not equal to Null
      Then	Set Workflow Context. Workflow Configuration to be equal to Benefit Claim Workflow(BEN_WF).

      

   8. Select Save.

4. Add the Benefits Claim Workflow rule to the Benefit Employee Claim object definition.

   1. Use the Action Search to open Configure Object Definitions.

   2. From the Search field, select Object Definition.

   3. Select Benefit Employee Claim.

   4. Select Take Action → Make Correction.

   5. In the Rules section, under validateRules, select the new rule BenefitsClaimWorkflow.

   6. Select Save.

5. Create a pay component called Telephone Reimbursement U.S. with the details given in the below table.

   Field	Value
   Effective as of	01/01/2025
   Pay Component ID	TelephoneReim_US
   Name	Telephone Reimbursement U.S.
   Status	Active
   Pay Component Type	Amount
   Is Earning	No
   Currency	USD
   Frequency	Annual
   Can Override	Yes
   Recurring	No

   1. Use the Action Search to open Manage Organization, Pay, and Job Structures.

   2. Select Create New → Pay Component.

   3. Enter the data given in the table.

   4. Select Save.

6. Create a new benefit called Telephone and Internet with the details given below:

   Field	Value
   Benefit Type	Reimbursement
   Benefit ID	TELINT_CLAIM
   Benefit Name	Telephone and Internet Claim
   Benefit Short Description	Telephone and Internet Claim
   Effective From	01/01/2025
   Status	Active
   Currency	U.S. Dollar
   Entitlement Amount	1200
   Integration Mode	Benefit Objects
   Legal Entity	Ace USA
   Benefit Schedule	2025 Claims
   Frequency	Annual
   Maximum Claims per Frequency	12
   Days Remaining to Claim	Show
   Enrollment Required	No
   Claim Workflow	Benefit Claim Workflow
   Multiple Proofs	No
   Pay Component	Telephone Reimbursement U.S. (TelephoneReim_US)
   Payment Mode	Payroll
   Is Default	Yes

   1. Use the Action Search to open Benefits Admin Overview.

   2. Select Create New → Benefit.

   3. Enter the data from the table.

   4. Select Save.

7. Create a telephone and internet claim for Carla Grant. Enter 300 as the amount.

   1. Proxy as Carla Grant.

   2. Navigate to Employee Files.

   3. Select the Benefits tab.

   4. Select the Reimbursements tab.

   5. Choose Start a Claim in the Telephone and Internet Claim.

   6. In the Amount field, enter 300.

   7. Choose Submit.

   8. Choose Save.