Reimbursements & Bonus Payments - Admin - FI Mode Only

Description: In this topic, the user will learn how to configure and manage other payments. Other Payments include bonus payments for eligible employees and reimbursements for eligible expenses, per a client’s authorization.

*Please note: An active employee service account for the employee/client combination is required prior to creating a new reimbursement entry, and the associated service code must have reimbursement entries enabled.

Role Required: Super User

Permission Required: Various based on actions below

Mode: FI

Contents

Create a New Dollar-based Hourly Service Code that Allows Other Payments

1. Log in to DCI

2. Click Settings on the main menu

3. Click Funding Sources on the submenu

4. Locate and open the funding source

5. Click Actions

6. Select New Service Code from the drop-down

7. Complete the form wizard as usual, but include the following criteria:

   1. Please note: If Allow Reimbursements or Allow Bonus Payments field does not display, either the Account Type or Funding Type is incorrect.

   2. Account Type is Hourly

   3. Funding Type must be Dollars

   4. Click Yes for the Allow Reimbursements and/or Allow Bonus Payments fields

8. Click Save then Yes to confirm

To Allow Other Payments on an Existing Service Code

1. Log in to DCI

2. Click Settings on the main menu

3. Click Funding Sources on the submenu

4. Locate and open the funding source

5. Scroll down and click anywhere in the service code row to select and open the details page

6. Click Actions and then Edit Service Code

7. Change radio button for Allow Reimbursements or Allow Bonus Payments to Yes

   1. Please note: Fields will only be available if the account type is hourly and the funding type is dollars.

8. Click Save then Yes to confirm

Create Bonus Payment Entry

*Please note: Other Payments can only be created for dollar-based hourly service codes that allow them. They can be created by a Super User, Employer, Supervisor, or user with Other Payment Admin permission.

1. Log in to DCI

2. Click Home on the main menu

3. Click Employees on the submenu

4. Use filters to search for employee and click the Search button to view results

5. Click anywhere in the employee row to open the details page

6. Click Actions

7. Select New Bonus Payment from the drop-down

8. Complete the form wizard

   1. Client (required)

   2. Account Type (required)

   3. Service code (required)

   4. Dollar Amount (required): Enter the total amount of the bonus payment

   5. Date of Service (required)

   6. Notes (optional)

   7. Attachment (optional): Click the blue Add Attachment link to upload supporting documents

9. Click Save then Yes to confirm

Create Reimbursement Entry

*Please note: Other Payments can only be created for dollar-based hourly service codes that allow them. They can be created by a Super User, Client, Employer, Supervisor, or user with the Other Payment Admin permission. An active employee service account for the employee/client combination is required in order to create a new reimbursement entry. 

1. Log in to DCI

2. Click Home on the main menu

3. Click Clients on the submenu

4. Enter the client's name in the filter and click Search

5. Click anywhere in the client row to open the Client Details page

6. Click Actions

7. Select New Reimbursement Entry from the drop-down menu

8. Complete the form wizard

   1. Entry Type: Auto-populates to Employer Reimbursement

   2. Client: Auto-populates to the selected client Type and select from the drop-down

   3. Account Type (required): Select from the drop-down

   4. Employee Name (required): Type and select from the drop-down

   5. Service Code (required): Select from the drop-down

   6. Dollar Amount (required): Enter the total amount for the reimbursement

   7. Date(s) of Service (required): Enter the date and the amount. Click the blue plus sign + to add additional dates and amounts. The sum of the individual dates of service must match the amount in the Dollar Amount field (total amount).

   8. Notes (optional): Add a description

   9. Invoice Attachments (required) - Click the Choose Files button to attach an invoice in PDF, JPG, or PNG format.

9. Click Save then Yes to confirm

The system will create one parent entry for the original reimbursement request in canceled status, and one child entry for each date of service listed on the parent entry.

These child entries will be in pending status and must be approved by a Super User or user with Other Payment Admin permission before being processed through payroll or billing.

Manage Other Payment Entries

Approve/Reject Pending Other Payment Entries

1. Log in to DCI

2. Click Home on the main menu

3. Click Pending Other Payments on the submenu

4. Use filters to specify search criteria and click Search

5. On the payment line, select A to approve or R to reject

   1. Click anywhere in the row to open the details page and alternatively approve or reject via the Actions drop-down menu

   2. Please note: This can also be accessed from the entries table on the client details page

6. Click Yes to confirm

Edit/Reject Approved Other Payment Entries

1. Log in to DCI

2. Click Home on the main menu

3. Click Employees on the submenu

4. Enter the employee's name in the filter and click Search

5. Click anywhere in the employee row to open the Employee Details page

6. Use the search filters in the entries table to locate the desired entry

7. Click anywhere in the row to open the entry details

8. Click Actions

9. Select Edit Entry or Reject from the drop-down menu

10. If editing, complete needed updates.

11. Click Save and Yes to confirm

*Please note:

• A compensating entry will be created, as well as the new corrected entry. The entry/entries must be approved to cancel out the original.

• Approved Other Payment entries can be processed through payroll and billing batches just like punch entries

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