Education Support
The Education
Assistance module allows you to enter/edit/retrieve employees on study
loans/scholarships and those who have been reimbursed for successfully pursuing
a discipline of study. The module also allows you to enter the annual budget
for education assistance and to keep track of costs associated with disciplines
of study.
A Guide to Using the Education Support Module
The Education Support Guide provides a comprehensive overview of managing assistance provided to employees pursuing further studies.
|
Step 1 |
Education Setup |
|
|
Benefits>>Education Support>>Education Setup>>Categories Benefits>>Education Support>>Education Setup>>Institutions Benefits>>Education Support>>Education Setup>>Discipline |
|
|
Categories |
This subsection explains the process of defining various categories of educational assistance offered by the organization, such as Time Off With Half Pay, Time Off With Full Pay, Scholarships, Study Loans, and Reimbursements. |
|
|
Institutions |
This subsection details how to add and manage a list of approved institutions of study, such as universities and colleges, that employees can attend using the company's education assistance program. |
|
|
Disciplines |
This subsection explains how to create a list of approved disciplines of study, such as Information Technology or Accounting, that employees can pursue using the company's education assistance. |
|
Step 2 |
Support Programs |
|
|
Benefits>>Education Support>>Support Programs>>Annual Assistance Benefits>>Education Support>>Support Programs>>Proposed Disciplines of Study Benefits>>Education Support>>Support Programs>>Study Loans/Scholarships Benefits>>Education Support>>Support Programs>>Re-imbursements |
|
|
Annual Assistance |
This subsection guides users through setting up annual budgets for each category and discipline of study, including alerts for budget overruns and restrictions on editing referenced records. It provides instructions on how to allocate budget amounts for various disciplines and categories within a specific year. |
|
|
Proposed Disciplines of Study |
This subsection details the process of entering and managing employee requests for study programs. It highlights the importance of data integrity by ensuring that proposed programs align with pre-set budgets for the respective category, discipline, and year. |
|
|
Study Loans/Scholarships |
This subsection explains the functionality for recording and tracking the disbursement of funds for approved study programs, including calculations for disbursed amounts, remaining balances, and restrictions on multiple disbursements per employee. |
|
|
Reimbursements |
This subsection guides users through managing employee reimbursements for study loans or scholarships upon successful program completion. It outlines the procedure for recording payments, calculating total and balance amounts, and managing individual employee reimbursement records. |
Glossary of Terms found in the Education Support Module
A
Annual Assistance: Support provided by an organization to employees on a yearly basis to help them meet their educational needs or professional development goals.
Assistance Program: Programs established by an organization to provide support and assistance to employees in their educational pursuits, including study loans, scholarships, tuition reimbursement, etc.
C
Categories: Classifications or groupings used to organize and categorize different types of educational support or assistance programs within the Education Support Module.
D
Discipline: The field of study or area of specialization that employees pursue in their educational endeavours, such as engineering, business administration, healthcare, etc.
E
Education Support Module: A software tool designed to streamline and enhance an organization's support for employee education and professional development initiatives.
I
Institutions: Educational establishments where employees pursue their studies, such as universities, colleges, vocational schools, or online learning platforms.
P
Proposed Disciplines of Study: Suggestions or recommendations for specific fields of study or areas of specialization that employees may pursue with the support of the organization.
R
Reimbursements: The process of compensating employees for expenses incurred in relation to their educational or professional development activities, typically through reimbursement of documented expenses.
S
Study Loan: Financial assistance provided by an organization to employees to cover expenses related to their educational pursuits, typically repaid according to agreed-upon terms.
Study
Loans/Scholarships:
Financial aid provided by an organization to employees to cover the costs of
their education, which may be in the form of loans to be repaid or scholarships
that do not require repayment.
Education Support Updates: What's New?
This article provides a summary of recent updates to the HRplus Education Support module, focusing on key enhancements. These updates include new features, fixes and improvements designed to improve both user experience and the effectiveness of the module.
August 2nd – August 21st, 2020
1. Reimbursements: Introduced new features for managing education support reimbursements, allowing easier tracking and processing of claims.
September 4th – September 25th, 2020
1. Education Support: Enhanced tools for managing education support programs, including eligibility tracking and fund disbursement.
How to Set Up Categories for Study Programs
|
|
Benefits>>Education Support>>Education Setup>>Categories |
Education Support Categories
The Categories option allows you to enter user-defined unique categories for the granting of study programs in the company e.g. Time Off with Half-Pay, Time-Off with No Pay, Tuition Reimbursement, Time Off With Full Pay etc. The categories are used to identify the various ways that an organization can help employees in their education needs e.g. an employee may request time off with half-pay to further his/her studies.
Enter a Category of Study
Reimbursement Flag: Select if the category is reimbursable.
Repeat the process to enter additional records.
How to Set Up Institutions of Study
|
|
Benefits>>Education Support>>Education Setup>>Institutions |
Institutions
Institutions of Study are the approved educational establishments where employees can pursue their studies under the organization’s educational support initiatives. Examples include universities, colleges, vocational schools, and accredited online learning platforms.
Insert/edit/delete/view approved institutions of study.
Enter Institutions of Study
Institution Code/Name: Enter a user-defined code and name. Repeat the process to enter additional records.
How to Set Up Disciplines of Study
|
Benefits>>Education Support>>Education Setup>>Discipline |
Disciplines of Study
Disciplines of Study refer to the approved fields or areas of specialization employees can pursue under the organization’s educational support initiatives. These typically align with business needs and strategic goals. Examples include engineering, business administration, healthcare, information technology, and human resources.
Insert/edit/delete/view approved disciplines (of study).
Enter Disciplines of Study
Discipline Code/Type: Enter a user-defined code and type. Repeat the process to enter additional records.
How to Set Up Annual Assistance Budget for Education Support
|
|
Benefits>>Education Support>>Support Programs>>Annual Assistance |
Annual Assistance
Annual Assistance refers to the yearly financial support allocated by the organization for employee educational pursuits. Budgets can be set for each year, category, or discipline, with system alerts triggered when the allocated budget is exceeded.
View/insert/edit/delete annual budgets for education support.
Enter an Annual Assistance Budget
|
Year: Enter the year the assistance is budgeted for. Category Code/Type: Select the category of education support. You can enter the same category for different disciplines and vice versa. Discipline Code/Discipline: Select the discipline of study. Budgeted Amount $: Enter the budgeted amount for the year. |
Please note the following: -
• Duplicate records are not allowed.
• You can enter an unlimited number of budgets within the same year for the various categories and disciplines e.g. in the year 2000, you may have budgets of $5,000, $10,000, $15,000 for Tuition Reimbursement (Assistance Category) for Law, Accounting and Computer Engineering respectively OR you may have budgets for 1999 of $1,000 and $3,000 respectively for Time Off with Half Pay AND Time Off With Full Pay for Geography.
• You are not allowed to edit/delete Annual Assistance records which are referenced later on in the module i.e. records (in the Proposed Disciplines of Study) that are tied to a budget
How to Propose an Employee for a Discipline of Study
Proposed Disciplines of Study
This feature captures
details of an employee’s proposed educational plan, including the chosen
discipline, study institution, and proposed start and end dates. Once these
study programs are entered and approved, they serve as the basis for recording
financial disbursements through the Study Loans/Scholarships option, ensuring
alignment with the organization's educational support framework.
|
How does it work? |
Enter a Proposed Discipline of Study
|
Company Code/Name: Select your company. Badge Number/Employee ID/Last Name/First Name: Select the employee being proposed for the discipline of study. Discipline Code/Type: Select a discipline code and type. Category Code/Type: Select a category code and type. Institution Code/Name: Select the institution. Note: The following dates must correspond to the period for which the selected Category and Discipline have been set up i.e. via the Annual Assistance option: Period From: Enter the proposed start date. |
Date Submitted: Enter the date of submission. This date must be before or equal to the start date of the study program.
Approved: Select 'Yes' if the proposal was approved, otherwise select 'No'.
Date Approved: Enter the date of approval, this must be a date greater than the date submitted.
Amount Approved: Enter the amount that was approved.
• The system checks that this amount has not exceeded the budget for the selected combination of category, discipline and year as you are not allowed to go over the budget. Moreover, you may have several employees applying to do the same study program and therefore the budgeted amount may have to be split among these employees. The system performs a running check to ensure that the total is not greater than the budgeted annual amount.
Comments: Enter any further commentsHow to Manage Study Loans/Scholarships
|
|
Benefits>>Education Support>>Support Programs>>Study Loans/Scholarships |
Study Loans/Scholarships
This feature records
the disbursement of funds provided to employees for educational purposes,
whether as loans or scholarships. Each employee is allowed one disbursement,
ensuring accurate tracking and allocation of resources. Additionally, the
system references records from the Proposed Disciplines of Study to ensure
alignment with approved fields of study.
How does it work?
Click the New Record link and select the employee record from the drop-down list. All data previously entered will be displayed. You are not allowed to edit this data. Complete the additional fields and save your entry and it will be displayed in the list. Repeat the process to enter additional records.|
|
Enter a Study Loan/Scholarship Record
|
Amount Disbursed $: This must be less than the Amount Approved $. Balance $: (Amount Approved less the Amount Disbursed) will be calculated and automatically displayed. You are not allowed to edit this field. |
How to Track Re-imbursements for Support Programs
Enter a Re-imbursement Record
You are not allowed to edit previously-entered data.
Badge Number/Employee ID: Select the employee record from the drop-down list. All data previously entered will be displayed.
Certificate: Select the type of certificate.
Final Payment Date: Enter the date the final payment can be paid.
Reimbursement Dates: Select the dates and enter the Amounts being paid. Once you save the record the Total and Balance fields will be automatically calculated and displayed.
Amount: Enter the amount being paid.
The system will increment the Total and Balance fields as records are added for the employee so that a running total and balance will always be maintained.View the Re-imbursement Record
Related Articles
What are User Groups and Permission Description
The following tables show brief descriptions of each of the User Groups (Table 1.1) and some examples of typical users (Tables 1.2 to 1.5): Click here for instructions on how to view/edit employees in a user group. Table 1.1 - Description of User ...2. HRplus Release Notes 2020 01 02 25th Jan to 18th Feb 2020
RELEASE NOTES Release Number: 2020.01.02 (Year.Quarter.Month) Development Periods: 25th January to 18th February 2020 Release Closed: 18th February 2020 NOTE: The numeric ID that is used to identify each item is of no significance to the client ...How to upload a Company Logo (new)?
Your company Logo can be uploaded to brand your installation of HRplus. Logo Specifications: 300 x 100 pixels Must be saved as .jpeg >>Navigation: Go to System Configurations >> Company Parameters >> System Constants >> Company >> Select 'Upload ...10. HRplus Release Note 9 to 21 August 2019
Release Notes Release Number: 2019.03.08 (Year.Quarter.Month) Development Period: 9th August 2019 to 21st August 2019 Release Closed: 21st August 2019 NOTE: The numeric ID that is used to identify each item is of no significance ...09. HRplus Release Notes 22 July to 9 August 2019
Release Notes Release Number: 2019.03.07 (Year.Quarter.Month) Development Period: 22nd July 2019 to 9th August 2019 Release Closed: 9th August 2019 NOTE: The numeric ID that is used to identify each item is of no significance to ...