The system process is as follows:
1. The JU3TU_PNDCLAIM Pending Claims batch job runs every day and reads a Payroll Interface Table to find the notifications of exits processed by HR and creates a claim record with a Type of Pre-claim and updates the Membership Status to Exit in Process. The type of claim (resignation, retirement, etc.), is based on a set of Translation Values set up for the TermReasonID on the Interface Table.
2. The batch job checks if the contribution for the month of the Member’s date of exit has been processed and if the bonus allocation has been done for the period to the Member’s date of exit. If it has, an investment switch is created to transfer the Member’s investments to a predefined money market investment portfolio. The portfolio to which the investment is transferred is defined in a Scheme Rule (Global Parameter).
3. A Workflow item (Service Request) is created to inform the users that new pre-claim benefit requests have been created.
4. When the Service Request is processed, a list of the details of the members for which a pre-claim benefit request has been created are displayed and an option is available to create a file of claim forms for all of the Members displayed. The claim forms are created based on customized, predefined document templates. A claim form can also be selected for an individual Member. A list of pending claims can also be exported in a csv file.
5. The claim forms can then be sent to the members via email or post and the status of the Service Request will be updated to Completed.
6. When the claim form is received and the claim initiated, the pre-claim benefit request will be updated to Completed.
7. On the last day of the month when the JU3TW_PNDCLMLW Pending Claims – Last Working Day batch job runs, if a claim form has not been received, a follow-up letter is generated and a Service Request created to inform the users that the follow-up letters have been created.
8. When the Service Request is processed, a list of the details of the Members for which a follow-up letter has been created is displayed and an option is available to create a file of claim forms for all of the Members displayed. The follow-up letters are created based on customized, predefined document templates. A follow-up letter can also be selected for an individual Member.
9. If no claim form has been received and the date of exit is more than six months prior to the batch run date, the status of the pre-claim benefit request will be updated to TRACING and a report created of the Members to be included in a file to be sent to the Tracing Agent. A Service Request is created to inform the users that a file of the Members to be sent for tracing has been created.
10. When the Service Request is processed, a report of the details of the Members to be sent for tracing is displayed. The report can be exported and emailed to the Tracing Agent.
11. If no claim form has been received and the date of exit is more than twenty-four months prior to the batch run, the Membership Status is updated to UNCLAIMED BEN (Unclaimed Benefit) and a Service Request created for each Member.
12. When the Service Request for an unclaimed benefit Member is processed, the Member Details screen is opened for the Member’s membership groups (categories) to be updated to the applicable unclaimed benefit membership groups.
13. A Service Request can be created for individual Members and the facility is available to record the details regarding telephonic, email or other efforts to trace the Member.
14. At any time, if the Pending Claim screen is opened, a list of all pending claims can be accessed and search criteria are provided to be able to view the pending claims in a selected status or for a selected Member. The list can be exported in a csv file.
15. When a file is received from the Tracing Agents, it needs to be converted to a csv file with a single worksheet as it currently contains 20 separate worksheets for each status. The worksheet name i.e. the status, must be copied into the last column in the file and the file converted to a text file. A facility is provided to upload the file. When the file is uploaded, if there has been a change in the status, the members’ pending claim records will be updated with the new status.
16. A report is provided that will display the information for each Tracing Agent file uploaded and the tracing status is included on the pending claim screen.