The topics in this section will detail the actions needed to successfully move an assignment from initiation to assignment management.

The Authorization Wizard is a tool used to initiate new domestic or international assignments or relocations within Equus Platform. It allows the user to enter employee and assignment details, submit them for approval, and request a cost estimate.

If your company has chosen to implement an HRIS integration feature, some of the fields may automatically populate data from your internal HRIS system.

The Authorization Wizard can be launched several ways:

1) Human Resource User Portal: Via the ‘View/Find Authorizations’ option in the Authorizations menu. Click the plus

icon next to Authorization. OR

2) Assignment/Relocation Coordinator User Portal: Navigate to the Select Employee/Assignment screen and click the

button. OR

3) Assignment/Relocation Coordinator User Portal: By navigating to the Companies screen; select the appropriate company.

Access the Authorizations option and click the plus

icon.

The first screen of the wizard requires that you enter some basic employee details. Once you have completed those fields, click the

button.

Note: If an employee with the same name already exists within the system, a prompt will appear within this screen to allow you to use this employee for the authorization.

You will now see up to nine (9) different tabs (Employee, Contact Information, Family, Relocation (Assignment), Policy, Services, Cost Estimate, Approval, and Cancellation), each housing a variety of fields into which you can enter data for the authorization. It is highly recommended that you complete as many fields as possible in each tab even if they are not required by the system; the more data entered, the more robust and complete the authorization will be, which will improve the approval process and support a smooth transition to assignment management. You may maneuver between the tabs by clicking the

button on each screen or by clicking on the specific tab at the top of the screen.

Note: Clicking the

button will save the data in the current screen prior to moving to the next tab. You may also click the

button prior to moving away from the current tab.

On the Employee tab, enter data in the fields as applicable (it is highly recommended that Marital Status be complete even if not required). Click the

button to proceed.

The Contact Information tab allows you to enter information for contacting the employee, such as telephone, email address, and residence address.

If information about the employee’s family is known, it can be entered in the Family tab. If it is unknown at the time of submitting the authorization, tick the ‘No Spouse/Domestic Partner or Unknown’ box so that details can be added at a later time; instructions on how to do this can be found in the Creating Dependent Records section.

Fields on the Relocation (Assignment) tab relate to the Home and Host details (i.e. country, city, currency, salary, etc.) of the assignment as well as the assignment type and duration. These details will transfer into the assignment record once the authorization is approved. Enter the details as applicable and click the

button.

Note: Annual Base Pay, Home Family Size, and Host Family Size are important for Cost Estimates and Compensation.

On the Policy tab, select the appropriate policy for the assignment from the drop-down list. Select the

button to see the specifics of the policy selected. Once you have selected the desired policy, click the

’ button.

Available Benefits to be authorized for the selected policy will appear in the Services tab; you may use the

button if there is something unique about the authorization that needs to be conveyed. Once you have reviewed the details and wish to proceed, click the

button.

The Cost Estimate tab allows you to submit a request, capture other cost estimate details, and view past requests. To request a cost estimate, click the plus

icon and then the

button. A request notification to complete the cost estimate will be sent via email to the individual configured in the authorization template; see the Creating a Cost Estimate/Cost Projection section for additional information. To continue, click the

button.

Submission for approval of the assignment initiation is completed on the Approval tab. To add approvers for the authorization to be routed to for review, click the

button in the Approvals section and fill in the information accordingly.

Note: If an approver’s response has been received in a format outside of this process, it is possible to document that response in this screen.

Relevant documents can also be added to the authorization by clicking the plus

icon in the Documents section. See the Uploading Documents section for more instructions on this action.

To begin the approval routing process, enter the Name and Email for the approver and click the

button. Once the routing process has been initiated (or if no routing is required), click the

button.