By default, Natural HR provides a facility to add benefits such as Pension, Medical insurance, Life assurance etc to an employee record. These are called 'Simple' benefits and are set by going to
Administration > Company > Settings > Company settings
and in the 'Financial' section, the 'Benefits module' option is set to 'Simple'. Alternatively, instead of the default 'Simple' benefits, you can choose 'Custom' from the 'Benefits module'
Once you have selected 'Custom', click on 'Submit' to save your changes. The 'Simple' benefits will no longer be available to add via the 'Benefits' action in the employee card view, however the other information such as 'hours per week', 'Normal working days' 'Time off allowances', 'Salary' and 'FTE' will still be available to view and update. A new 'Custom benefits' action will appear for Admin and HR access level users.
Any 'simple' benefits previously added will also not be available for the employee to view via 'My total rewards', only the employee's salary will be shown
Now you are ready to create and add your own custom benefits by going to
Administration > Company > Benefits
and then clicking on the 'Add' button. You can enter a 'Benefit name' and choose what options you want to use
- Company - the company pays all of the value of the benefit
- Employee - the employee pays all of the value of the benefit
- Both - the company and employee contribute towards the value of the benefit
In this example, the benefit is a Company pension where the Company and the Employee both make a contribution as a percentage of the employee's salary
- Cost - entered as a numeric value of the benefit
- Percentage - entered as as percentage value of the benefit
in this case 5% for the company contribution and 3% for the employee.
If you check this box
then the employee can opt in to this benefit via their Self Service.
If 'Opt in?' is not checked then the employee will not have the option to opt in via their self service.
Assigning benefits/Opting in - Admin, HR and Manager*
After clicking on 'Submit', you are ready to assign the benefit to your employees by going to
Administration > Company > Benefits
Here you can see listed, the benefits you have created, there are options to 'Edit', 'Delete' or 'Assign' the benefit to one or more employees, job roles etc.
After clicking on the 'Assign' action you can choose 'Start date' or 'Use employees start date?' for when the benefit should start and optionally, 'End date' or 'Use employees end date' for when the benefit should end.
Employee/Company cost that you entered previously can be left as is, or modified.
From the 'Selection method' choose 'Employees' to assign to one or more employees or 'Metadata' to assign to one or more Job roles, Departments, Managers, Sites etc.
Finally, click 'Publish' to assign the benefit and you will see a screen that looks like this, showing that the benefit has been successfully assigned. You can assign the benefit to additional employees in the same screen, adding dates and selecting Employee or Metadata.
Alternatively, as an Admin or HR access level user, you can assign to a single employee by going to the individual employee record and clicking on the 'Custom benefits' action
Here you can see listed, the benefits you have created, there is an option to 'Opt in' the employee for each of these benefits.
After clicking on the 'Opt in to this benefit' button you can add a 'Start date' and if applicable, the 'End date' before finally clicking on 'Save' to complete the opt in to the benefit.
Opting in - Employee
If the option to 'Opt in?' was selected when creating the benefit,
the employee is able to opt in to the benefit themselves by going to
Self service > My details > Benefits
From the list of available benefits, the employee can click on one of the 'Opt in to this benefit' button. On doing so the employee can then add the 'Start date' and if required, the 'End date' before finally clicking on the 'Save' button to complete the opt in
Any benefits assigned by an Admin, HR or Manager* will be listed in the 'Current Benefits' view for the employee
The employee will now be able to see the added benefit in their 'My total rewards' view, in this case the 5% pension contribution is calculated and shown as 1,600.
If required, the Admin, HR, Manager* or Employee can opt out of the benefit by clicking on the 'Opt out of this benefit' button.
Please note: Admin, HR and Managers* also have the option to delete the benefit as well as opt out.
Entering the 'End date' and then clicking on 'Save' will opt the employee out of the benefit
*Allowing a manager to opt an employee in or out of a custom benefit
Your managers may not be able to access the 'Custom benefits' action because of the way they are configured i.e. they are not permitted to view employee's pay or benefits
To change this, to allow them to be able to access the 'Custom benefits' action you can go to
Administration > Company > Settings > Display settings
In the 'Manager views' section, select 'Pay hidden' from the 'Pay / benefits hidden from managers' option. After clicking on 'Submit', this will have the effect of giving ALL managers access to the 'Custom benefits' action but still hiding employee's pay details.
If you only want certain managers to have access to the 'Custom benefits' action, then you can do this by updating the managers user profile by going to
People > Users
and then clicking on the 'Edit' action of the user you want to update. in the 'Permissions' section check the 'Default manager permissions override' option and then 'Pay hidden' from the 'Restrict access to pay/benefits' dropdown.
After clicking on 'Submit', this will have the effect of giving only this manager access to the 'Custom benefits' action but still hiding the employee's pay details.