Retirement Request

Overview

This form is used to apply for retirement. It is the first part of the retirement process. The user must enter and select all required information to complete the Retirement Request. At the bottom of the form, the user can click on the tab titled View Calculation Results to analyze the results administered through the Retirement Request process.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Retirement Requests, leave all fields blank.
Click on the Find icon .

The Retirement Request screen includes the following fields:

Report Fields	Description
ID	Unique identification code of the Retirement Request
File Number	Physical File Number associated to this request
Retirement Status	The current state of the Retirement Request. The first step is to request validation of the Retirement Request from the HR officer. If approved, the Retirement Request continues to the next workflow step. If it is not approved, the Retirement Request is cancelled
Retirement Request Mode	Allows the user to view whether the Retirement Request was generated by a batch file (Automatic) or added manually (Manual) by a user
Issue Date	Automatically assigned by the System, this is the date when this retirement request has been issued
Effective Date	The effective date for this retirement request
Approved Date	The date when this retirement request has been approved. System generated when it returns as approved
Calculation Date	Default value is left blank and will be automatically updated with the System date
Retirement Type	The retirement type is a way of defining different retirements. As an example, an employee may retire because of death so there will be a death retirement type. Also, the employee may retire because he/she has reached the retirement age, which would be a mandatory retirement type
Applicant	The employee that is applying for this retirement request
Effective Assignment	When adding a new request, this will default to the last assignment of this employee. The user can change and select a different assignment. When selecting a new assignment, Salary Transition should change automatically and display the cost item scale step of the latest salary transition of the new assignment selected
Salary Transition	Should default to the last effective salary transitions of the assignment from Effective Assignment. This is a read-only function. The user needs to see group-subgroup-level, step, and the amount from salary transition is not the primary key
Requested By	The employee who requested this retirement request
Retirement Pay Code	The retirement pay code selected will be used when the employee assignment is created, once the retirement request is approved. Also, the pay code is used to group employees for payroll purposes
Calculated Consecutive Periods	The value which was calculated by the system for the Retirement Request. This value includes the periods of service that the employee has worked consecutively
Manual Consecutive Periods	The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used
Calculated Periods	The value which was calculated by the system for the Retirement Request. This value includes the periods of service that the employee has worked
Manual Periods	The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used
Language	Language used
Comments	Comments related to this retirement request

Create a Retirement Request (2nd proposal)

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

Navigation

By default, you will be in Search Mode.

To CREATE a Retirement Request, follow the steps below:

Click on the New icon (you will then be in Insert Mode.)
Enter the new Retirement Request information (fields with an asterisk are mandatory fields. See additional instructions for Fields/Tabs in the next section.)
To ADD Attachments to the Retirement Request, when required:

i. Click on the New icon under to enter the Attachments (refer to Attachments for more information.)

ii. Click on the Save and Return icon to save the Attachments information and return to the Retirement Request screen, or click on the Discard icon to discard the Attachments entry and return to the Retirement Request screen.

iii. Click the individual Select Checkbox(es), under to select and de-select the Attachment(s), as required, or click the Select All icon or Unselect All icon, to select or de-select all Attachments, when required.

iv. Click the Remove icon to remove the selected Attachment, if required.

v. Repeat steps (i) to (iv) for all additional Attachments.

4. Click on the Save icon at the bottom of the Retirement Request page to save
your new Retirement Request information. A window will appear to confirm.

ADDITIONAL INSTRUCTIONS FOR FIELDS/TABS

ID: Unique identification code of the Retirement Request.
File Number: Physical File Number associated to this request.
Retirement Status will be set to Created by default.
Retirement Request Mode (set to Manual automatically): Allows the user to view whether the Retirement Request was generated by a batch file (Automatic) or added manually (Manual) by a user.
Issue Date: Automatically assigned by the System, this is the date when this Retirement Request has been issued.
Effective Date: Effective date for the Retirement Request. This indicates when the retirement should start.
Approved Date (read only): It will stay empty until it the Retirement Request is Approved.
Calculation Date (read only): Default value is left blank and will be automatically updated with the System date.
Applicant: The employee that is applying for this Retirement Request. If required, click on the Lookup icon , click on the Find icon to retrieve the Applicant list, then select the Applicant.
Employee Assignment (read only): It will be updated with the assignment that is System generated.
Effective Assignment: When adding a new request, this will default to the last assignment of this employee. The user can change and select a different assignment. When selecting a new assignment, Salary Transition should change automatically and display the cost item scale step of the latest salary transition of the new assignment selected. If required, click on the Lookup icon , click on the Find icon to retrieve the Effective Assignment list, then select the Effective Assignment.
Salary Transition (read only): It will default to the last effective salary transition of the assignment from Effective Assignment. The user needs to see group-subgroup-level, step, and the amount from salary transition is not the primary key.
Retirement Type: The retirement type applicable for this particular retirement request. Pick one retirement type from pick list. If required, click on the Lookup icon , click on the Find icon to retrieve the Retirement Type list, then select the Retirement Type.
Requested By (read only): This will be the employee who requested this Retirement Request.
Pay Code: The pay code to be used in order to issue the payments for this benefit plan.
Calculated Consecutive Periods (read only): The value which was calculated by the System for the Retirement Request. This value includes the periods of service that the employee has worked consecutively.
Manual Consecutive Periods: The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used.
Calculated Periods (read only): The value which was calculated by the System for the Retirement Request. This value includes the periods of service that the employee has worked.
Manual Periods: The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used.
Language: Language used.
Comments: Comments related to this retirement request.
Retirement Benefits is a read only tab. It will display the employee's retirement benefits according to their plan.
Retirement Calculation Results is a read only tab. It will display the results once the request has been calculated.

Create a Retirement Request

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

To CREATE a Retirement Request, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Retirement Request information. Fields with an asterisk are mandatory fields.
Enter the ID, as required.

ID: Unique identification code of the Retirement Request

Enter the File Number.

File Number: Physical File Number associated to this request

Retirement Status will be set to Created by default.
Retirement Request Mode is set to Manual automatically.

Retirement Request Mode: allows the user to view whether the Retirement Request was generated by a batch file (Automatic) or added manually (Manual) by a user

Enter the Issue Date.

Issue Date: Automatically assigned by the system, this is the date when this retirement request has been issued

Enter the Effective Date.

Effective Date: The effective date for this retirement request. This indicates when the retirement should start.

Approved Date will stay empty until it is Approved.

Approved Date: The approved date is read only

Calculation Date is read only.

Calculation Date: Default value is left blank and will be automatically updated with the System date

To enter the Applicant, if required, click on the Lookup icon , click on the Find icon to retrieve the Applicant list, then select the Applicant.

Applicant: The employee that is applying for this retirement request

Employee Assignment is read only and will be updated with the assignment that is System generated.

To enter the Effective Assignment, if required, click on the Lookup icon , click on the Find icon to retrieve the Effective Assignment list, then select the Effective Assignment.

Effective Assignment: When adding a new request, this will default to the last assignment of this employee. The user can change and select a different assignment. When selecting a new assignment, Salary Transition should change automatically and display the cost item scale step of the latest salary transition of the new assignment selected

To enter the Salary Transition it will default to the last effective salary transition of the assignment.

Salary Transition: Should default to the last effective salary transitions of the assignment from Effective Assignment. This is a read-only function. The user needs to see group-subgroup-level, step, and the amount from salary transition is not the primary key

To enter the Retirement Type, if required, click on the Lookup icon , click on the Find icon to retrieve the Retirement Type list, then select the Retirement Type.

Retirement Type: The retirement type applicable for this particular retirement request. Pick one retirement type from pick list

Requested By, is read only

Requested By: This will be the employee who requested this retirement request

Select a Pay Code from the drop-down menu.

Pay Code: The pay code to be used in order to issue the payments for this benefit plan

Calculated Consecutive Periods is read only.

Calculated Consecutive Periods: The value which was calculated by the System for the Retirement Request. This value includes the periods of service that the employee has worked consecutively

Enter Manual Consecutive Periods.

Manual Consecutive Periods: The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used

Calculated Periods is read only

Calculated Periods: The value which was calculated by the system for the Retirement Request. This value includes the periods of service that the employee has worked

Enter Manual Periods.

Manual Periods: The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used

Select a Language.

Language: Language used

Enter the Comments.

Comments: Comments related to this retirement request

To ADD Attachments to the Retirement Request, if required:

1. Click on the New icon under to enter the Attachments (refer to Attachments for more information).

2. Click on the Save and Return icon to save the Attachments information and return to the Retirement Request screen, or click on the Discard icon to discard the Attachments entry and return to the Retirement Request screen.

3. Click the individual Select Checkbox (es), under to select and de-select the Attachment (s), as required, or click the Select All icon or Unselect All icon, to select or de-select all Attachments, if required.

4. Click the Remove icon to remove the selected Attachment, if required.

5. Repeat steps 1 to 4 for all required Attachments.

Retirement Benefits is a read only tab. It will display the employee's Retirement Benefits according to their plan.

Retirement Calculation Results is a read only tab. It will display the results once the request has been calculated.

Click on the Save icon at the bottom of the Retirement Request page to save your new Retirement Request information. A window will appear to confirm.

Retirement Calculation Results

Navigation click the New Iconunder ,

Note:The results can be viewed with this form. The pension amount is modifiable if it is set as a manual benefit.

Delete a Retirement Request

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

Note: Only a Retirement Request that has the status Created is allowed to be deleted. If you need to eliminate a Retirement Request once it has started its workflow, the only option is to change its Retirement Status to Cancelled.

To DELETE a Retirement Request, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Retirement Request you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Retirement Requests, leave all fields blank.
Click Find
Select the Retirement Request you want to Delete

Click on the Delete icon
A window will appear asking you to confirm:
Click OK to confirm and delete the Retirement Request.
A window will be displayed confirming the Retirement Request has been deleted:

To Verify that the Retirement Request has been Deleted:

Click on the Search icon
Enter the Retirement Request information
Click on the Find icon
The window will appear:

Modify a Retirement Request

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

To MODIFY a Retirement Request, follow the steps below:

Note:A Retirement Request can only be modified if the status is set to Created or Validation Approved. Depending on the status, certain fields will be read only.

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s).
If you prefer to see the list of all Retirement Requests, leave all fields blank.
Click on the Find icon . The list of Retirement Requests meeting the retrieval criteria will appear.
Click on the Retirement Request you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove Attachments, refer to Attachments. Too add or remove Retirement Calculation Results, refer to Retirement Calculation Results.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Once a Retirement Request is Approved, the retiree will have a new assignment and automatic cost items created for payroll purposes. The results also appear in Retirement Summary and Details.

Workflow Transitions for Retirement Request

Validation of Retirement Request

Overview

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

Navigation

To Request Validation to a Retirement Request, follow the steps below:

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Validation Requested.

Note: In order to Request Validation for a Retirement Request Status must be Created.

Note: Once Validation Requested, changes to the Retirement Request are no longer permitted.

Note: Once Validation is Requested there are two possibilities, Approve Validation, Reverse Validation Approval, Reject Validation, or Cancel Validation.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to VALIDATE.

3. Select "Request Validation" from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. If necessary add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Retirement Request Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Retirement Request status is now set to Validation Requested.

To APPROVE a VALIDATION REQUEST, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Validation Approved.

Note: In order to Approve Validation for a Retirement Request Status must be Validation Requested.

Note: Once Retirement Request Validation is Approved, the next action is to either Reverse Validation Approval or Calculate Pension.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change APPROVE VALIDATION.

3. Select "Approve Validation" from the drop down list in the Transition field.

4. Repeat Steps 4-7, from above. The Retirement Request status is now set to Validation Approved.

To REVERSE VALIDATION APPROVAL, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Request Validation.

Note: In order to Reverse Validation Approval the Retirement Request Status must be Validation Approved.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change VALIDATION REQUESTED.

3. Select "Reverse Validation Approval" from the drop down list in the Transition field.

4. Repeat Steps 4-7, from above. The Retirement Request status is now set to Validation Requested.

To REJECT a VALIDATION REQUEST, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Validation Rejected.

Note: In order to Reject Validation for a Retirement Request Status must be Validation Requested.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change REJECT VALIDATION.

3. Select "Reject Validation" from the drop down list in the Transition field.

4. Repeat Steps 4-7, from above. The Retirement Request status is now set to Validation Rejected.

Calculate Pension

Overview

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

Navigation

To Calculate Pension to a Retirement Request, follow the steps below:

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Calculated.

Note: In order to calculated pension retirement request status must be: Validation Approved, or Calculated.

Note: Once Pension is Calculated, the next step is to REQUEST APPROVAL. Following, the Request for Approval maybe: APPROVED, REJECTED, or CANCELED.

Note: Once validated, calculation is done according to the formulas. Calculations can be preformed automatically calculation or entered manually. In addition, records are created in retirement calculation results or users can enter manual amounts.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to CALCULATE.

3. Select "Calculate Pension" from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. If necessary add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Retirement Request Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Retirement Request status is now set to Calculated.

To MODIFY a Pensions Calculation, follow the steps below:

1. Select to Pension you wish to calculate from the list available.

2. Make desired changes in the appropriate fields.

3. Click the CALCULATE icon to calculate results.

3. Select the tab. Select the Pension to View. The following screen will appear:

The changes are reflected in the Results window.

To Request Approval to a Pensions Calculation, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Validation Requested.

Note: In order to Request Approval for a Pensions Calculation the Retirement Request Status must be Calculated.

Note: Once Validation is Requested there are two possibilities, Approved, Rejected, or Cancel.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to Request an Approval for.

3. Select "Request Approval" from the drop down list in the Transition field.

4. Repeat steps 4-7. The Retirement Request status is now set to Approval Requested.

To APPROVE an APPROVAL REQUEST for a PENSION CALCULATION, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Approved.

Note: In order to Approve a Pension Calculation a Retirement Request Status must be Approval Requested.

Note: Once Pensions Calculated is APPROVED, there are no further steps.

Note: Once Retirement Request is approved, the follow will occur:

Records are created in the following entities Retirement Summary, Employee Assignment.
The system will create Automatic Cost Items and Automatic Deductions. This retirement benefit will be included in the payroll calculation.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change APPROVAL REQUESTED.

3. Select "Request Approval" from the drop down list in the Transition field.

4. Repeat Steps 4-7. The Retirement Request status is now set to Approved.

To REJECT APPROVAL REQUEST for a PENSION CALCULATION, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Rejected.

Note: To Reject an Approval Request for a Pension Calculation, Retirement Request Status must be Approval Requested.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change REJECTED.

3. Select "Reject " from the drop down list in the Transition field.

4. Repeat Steps 4-7 above. The Retirement Request status is now set to Rejected.

Cancel a Retirement Request

Overview

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

To CANCEL a Retirement Request, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Canceled.

Note: To Cancel a Retirement Request Status must be Request Validation, Validation Approved, Calculated, and Approval Requested.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change to CANCELED.

3. Select "Cancel " from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. If necessary add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Retirement Request Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Retirement Request status is now set to Canceled.