Step 1 Rewards Configuration: Conditions Follow

Topics Covered
Rewards Configuration

Target Users
   Reward Calculation Mission Admin
   Reward Calculation Operator

Required Permissions
HR Roles

Set-up Rewards Configuration

Before you start working on your MBC Reward Calculations, you will first need to set-up the Rewards Configuration area.  In the previous version of RCA this was called the Mission Profile, now this area is Rewards Configuration. This is where Reward Calculation Mission Admins will work to set up the Time & Attendance dates, Cut Off Date, adjust pools, update Time & Attendance Codes, create conditions, update grades, update salary plans, review and update approvers and choose which memos to use. Setup is mandatory and you will not be able to move to the next step of the calculation process until you update and save this information. 

To set-up the Rewards Configuration, you will first need the Rewards Calculation Mission Admin role assigned to you. You will then see Rewards Calculation on the left hand menu under Org. Admin Reports.

Creating Conditions

Each Mission should outline in their LE Staff Handbook how periods of leave affect an employee's MBC reward. If you do have conditions which affect an employee's MBC reward calculations, you will need to enter the condition here so RCA will apply the conditions during the calculations. If you are unsure if your Mission has any special conditions which will impact your MBC calculations, please reach out to the Office of Overseas Employment (PERT/OE). There are two global conditions which affect all missions which you cannot edit, this is for AWOL (Absent Without Leave) and LWOP (Leave Without Pay). If your Mission has an exception from PERT/OE to either of these conditions, please reach out to ADG (ADG-Support@state.gov) and we can modify this for your mission.

To create a condition, click Add New. You will need to complete each field to set up the condition.

Condition Name must clearly describe the specific condition (example: Parental Leave, Maternity Leave or Long-Term Sick Leave).

T&A Code(s) is a drop-down menu you can use to select all codes which apply to this condition. To remove a T&A code, click on the X. As you select a T&A code, each code will populate in the text field in blue.

Unit is predefined to Hours; you cannot change this in the application. If your condition is not set to hours, you will need to convert from the current unit to hours.

You will notice the condition is written in a sentence format as you set up the condition, it will automatically update.

Once you add the T&A Code(s) to your condition, this will trigger RCA to start counting all hours reported for each employee’s T&A Report with these codes. 

The first part of the condition will default to start counting from zero, meaning once the first hour is reported, RCA will add all hours for this particular T&A Code. You will see this reflected in the From Hours 0. You will need to define what happens next. If your LE Handbook allows for a specific number of hours with this T&A code to not affect the employee’s MBC Reward, then you would enter the number of hours allowable BEFORE the condition is applied to the employee’s MBC Reward. (Example: An employee may have 100 hours of Sick Leave without affecting their MBC Reward. However, if they have 101 or more hours, then their MBC Reward will be prorated. In this case you would enter 100 in the To Hours, RCA would then apply the condition and prorate all hours starting from 101 hours of this T&A Code.) If there are no allowable hours of this T&A Code without affecting the employee’s MBC Reward, then you would enter 0 in the From Hours and RCA would apply the condition from the 1st hour reported of this T&A Code.

You will then need to define how the hours should be counted. Will RCA count consecutive hours or cumulative hours? Consecutive hours would need to be confirmed during the calculation process because RCA only uses hours submitted in each pay period in the MBC Report. RCA cannot determine which days a T&A Code is reported. If Cumulative Hours are selected, RCA will add all the hours entered for this T&A Code for the entire T&A period in the MBC Report.

RCA is not tied to applying a condition to a specific pay period, therefore, if a condition requires prorating all hours of a specific T&A Code, toggle Yes to Is Whole Period Prorated. This will trigger the condition to prorate all hours of the T&A Code in your condition once the first set of criteria is met. (In this example below, the first 160 hours are not prorated, the proration will start from 161 hours.

If Is Whole Period Prorated is toggled to YES, this would change the condition to include all hours starting from the 1st hour reported once 161 hours is reached.)

Next you will define the number of hours which are included in the proration by entering the From Hours and To Hours to be applied in the condition in the second line of the condition. To Hours can use a number to define a specified number of hours, or you can select Onward to keep searching for all consecutive hours using the T&A codes listed in the condition until the T&A End Date in the Rewards Configuration. Use the Prorate Time/Fixed TPS toggle to choose how the proration will be applied, either as a Time Prorate (which will exclude the specified hours from the employee’s calculations) or a Fixed TPS (which will apply a specific TPS for the hours counted). If Fixed TPS is applied, you will need to enter the TPS.

An additional layer to this condition can be added. From Hours start by adding one whole hour in the To Hours in the previous part of the condition. You would still have the option to choose between Prorate Time or Fixed TPS.

In the example shown, the condition is not applied for the first 160 consecutive hours containing the T&A Codes in this condition. Consecutive hours from greater than 160 to 480 will have a TPS proration and will be assigned a score of 100 points for this employee. All consecutive hours containing any of the T&A Codes reported over 480 hours will have a time proration applied and will not be counted in the eligible hours considered in the calculations.