Claim Types

If you’ve got staffing enabled, you may have payroll enabled as well. And if you have payroll enabled, you likely have some people who are looking to get paid. And if you have people wanting to get paid, you need to know why you’re paying, Enter: The Claim Type. Claim Types allow your users to submit specific claims under specific headings so you know what you’re paying for.

Global Setup

Setting up Claim Types in MainEvent starts at the beginning, or at least in the Global page of the Admin section. To get there, click Admin in the navigation bar and select View.

This will bring you to the Global Admin page. In the menu on the left, under the Claims header, select Claim Types.

OR, since you just arrived on the page, you can look at the first section and see that you’re already there! Claim Types are the first section on the Global Admin page. No clicks needed.

Looking at the Claim Types section, you’ll see all pre-existing Claim Types listed here. To add a new Claim Type, click the green Add Claim Type button in the upper right of the box.

This will load the Claim Type Details page. Here’s where you’ll put in the details related to your new claim type. First, you’ll need to name the Claim Type. This is what your staff will see in their Claim Type dropdown in the Staff Portal, so being as clear and specific as possible is best.

Next, you’ll select the Claim Category. This is a dropdown with three options: Time, Amount, Distance. Time refers to time-based claims, like an hourly wage, admin time, conference calls, setup time, etc. Amount means exactly that, the claim will be for a single amount. This could be recompense for Supplies, Parking Fees, or Gas. A Distance claim is one based around mileage. If your staff are paid for mileage or travel, this is where you’ll park those claims.

The following two fields are Budget Code and Pay Code. Those are for you to use if you need them for your own payroll use. They are not necessary to set up a Claim Type in MainEvent.

Next, you’ll set the Active Status for the Claim Type. You can set it to Active or Inactive. Active means your staff will see it, inactive saves it for another day. The default is to Yes.

Receipt Required allows you to determine which claims you want to have users upload a receipt for. Sampling Supplies, Gas, Tolls, or Parking are examples of Claim Types that may require a receipt included. This field defaults to No.

The final initial field is Auto Approve. Toggled to yes, any claim submitted under this type will be automatically approved for payment. Toggled to no, the claim will need to be manually approved. This section is defaulted to No.

If you’re setting up an Amount claim type, that’s it! You’re done. If you’re setting up a Time or Distance claim, you’ve still got some work to do.

For Time and Distance Claims, you’ll need to set the Default Amount. This is the base amount that any claim of these types will default to if no overrides are put in place. This would be the base pay.

Next, you have the option of adding in per state minimum rates, as well as Next Rate and Next Effective Date per state. If you know that there’s a minimum wage increase coming in a specific state, put that here and let the system know in advance when those changes are coming.

If you pay different rates per state, you will want to complete these fields. If your pay scale is universal, these fields are optional.

Once you have added all the necessary detail in, click Save at the top of the page.

Your new Claim Type will now be included in the list. To make changes, you can click Edit. This will allow you to alter any details about any claim type. If you added a type that is not needed and has not had any claims submitted against it, you may remove it from the system by clicking Delete.

Client Level

Once you have the Claim Type created at the Global level, you need to activate it on any client sites you wish to use it from. To get to a client site from the global page, click Clients in the menu on the left of the page. You will be taken to a list of all clients' sites. Enter the site by clicking Edit.

Now that you’re on the client site, the initial steps will be similar to those we followed on the global level. Under the Clients header in the menu on the left side of the page, click Claim Types. If you do not have Assets enabled on your client, this section will be the top section in the Client admin.

Looking at the Claim Types section, you’ll see all Global Claim Types listed. Any new Claim Types will need to be made active on your client site, as all new Claim Types default to inactive on the Client and Program level. To activate a Claim Type, click Edit.

This will open the Claim Type Details page. The Name and Claim Type fields will be uneditable. The next field is where you’ll set the active status. Select Yes to make the Claim Type active on the client site. Next, there’s an Auto Approve Yes/No select. If you want to have this claim type automatically approved for payment, select yes. Otherwise, leave it at No (the default).

The final fields are Rate fields. The first, Default Rate, is the universal rate that this claim type will be paid to all users who make a claim on this client site. The Default Rate will default to the rate you input on the Global level (in this example, $15.00). If this particular client has a higher or lower default rate for this particular Claim Type you can make edits here and that edited rate will be applied on all claims of this type on this client site (not globally). The last fields will be Position Rates. There will be one Position Rate field per position type on the client. So, if you have Position Types that will get paid different amounts for the same Claim Type, you would input that in these fields. Only amounts that differ from the Default Rate need to be input. These amounts will be applied to all claims of this type submitted by users assigned to a shift of this position type.

Once all your edits are made, click Save. You will be returned to the Claim Types section of the admin. The Claim Type will now be displayed in Active status.

Program Level

So, we’ve added the Claim Type on the Global level, and made it Active on the Client site. Now we’ve got to decide what Programs you want to make the Claim Type active on. So, let’s do it. Under the Clients header in the configuration menu, click Programs.

This will bring you to the list of Programs within the client site. Click Edit next to the Program you wish to activate the Claim Type under.

Now you’re looking at the Program level admin page. In the configuration menu on the left, under the Staff header, click Claim Types.

This will bring you to the Program Claim Types section. You’ll see all Global Claim Types listed. Any new Claim Types will need to be made active in the Program admin, as all new Claim Types default to inactive on the Client and Program level. To activate a Claim Type, click Edit.

This will open the Program Claim Type Details page. Once again, the Name and Type fields will be uneditable. You can switch the active status on the Claim Type here. You can also set up Auto-Approval which will automatically approve all claims of this type submitted for this Program. This setting defaults to No. You will also be able to enter a Program-specific Default Rate. Any amount you enter here will override the Default Rate on both the Global and Client levels. You can also enter Position Rates for any Position Types you have active on the Program. This again will override any Position Rate that was entered at the Client level. Finally, you have the Claim Type Permissions section. This section is where you will determine which Event Types will have this Claim Type available. To enable standard claims, click the checkbox under the Allow Claims header. This will allow your staff users to enter claims from the portal using this claim type for this event type. The other option in this section is Automatically Generate. If you select this option, another field will open under the Minutes header. This type of claim allows you to add an automatically generated claim submission for an event type. For example, say your staff users have 15 minutes of administrative duties when they finish a full shift as a Brand Ambassador. You may want to make an Admin Time Claim Type and have it automatically generate those claims for every BA shift that user is assigned to.

If you do not select Allow Claims or Automatically Generate, the Claim Type will not be active on the Program and will not display as an option when staff are submitting their claims. 

Once you have completed your edits, click Save. This will bring you back to the Program Admin. Scroll down and you will see the changes you made reflected in the Claim Types section.