The Assignment Policy screen allows you to create and maintain Relocation Policies. These are created at the Company level and are specified for Assignments on the Assignment Policy field. An Assignment Policy helps define the Services available to an employee throughout the assignment by making the screens associated with those Services available on the assignment.
Assignment Policies can be used for a number of purposes:
Associate services with a policy.
Set up Surveys for a policy.
Communicate policy information via documents or an HTML based policy description.
Establish Policy Rules that can be displayed throughout the system and become the basis for policy exceptions. Optionally, establish custom policy audit logic that can audit the data for the policy rules.
Create a Policy
To create a new Policy, click the
from the Assignment Policies screen. The screens can be found at the Company Level.
A blank Policy can be created by selecting <Defining A New Policy> from the Create New Policy By choice list. To create a new Policy by copying an existing one, choose <Copying an Existing Policy>.
Inactive: Identifies whether the policy can be used for new assignments. When checked, the policy cannot be used for new assignments.
Name: This name could refer to the duration and/or type of policy.
External Name: is the name that will be viewed by users viewing the policy from the portal (or other external access).
Is Core Flex: Identifies whether the Policy supports Core Flex processes. This is covered in detail in the Core Flex Policy User Manual.
After clicking
, the Assignment Policy screen displays, allowing the configuration of and Services can be associated with the Policy.
Assignment Policy screen
The Assignment Policy screen allows configuration of the Policy.
Number: A unique number that identifies the Policy. If left blank, this will be automatically assigned.
Policy Type: Identifies whether the policy is a Candidate or Assignment Policy.
Choose Candidate to create a Policy that is used during the authorization process only. These Policies should contain services that are used for an assignment when it is in the process of being Authorized, such as Assignment Packages and Cost Estimates. <Candidate> Policies cannot be selected for an assignment.
Choose Assignment if the Policy is to be associated with an Assignment.
Mobility Type (Standardized): links the policy to the standard mobility type
Authorization Override Profile: Select an Authorization Override Profile to allow for hiding and showing fields during an Authorization based on the selected Policy.
Override Profiles can be configured at a Company level or at a system level using the Authorization Override Profile screen. If assigned to both the Authorization Template and the Assignment Policy, the one associated with the Assignment Policy supersedes the one associated to the Authorization Template.
Expense Report Template field which designates which expense template will be provided to the employee via the Employee Portal.
Assignment Extension Approval Ruleset: Identifies the Approval Ruleset for Assignment Extensions to be used for assignments with this Policy. For details about creating these, please see the Approval Rulesets User Manual.
Policy Field Exception Approval Ruleset: Identifies the Approval Ruleset for Policy Field Exceptions to be used for assignments with this Policy. For details about creating these, please see the Approval Rulesets User Manual.
Global Employment Company - Check to indicate that this policy relates to a Global Employment Company (GEC). This setting, when used in combination with having a Cost Estimate Template with the Home Tax Estimator Method set to "Company Home Tax Estimator Overrides", will allow the specified location to appear on the Tax Position Overrides screen to allow overrides to specific tax inputs for that location.
The Cost Estimate Template configuration works for both standard Cost Estimates and What‑If Cost Estimates, ensuring consistent behavior and flexibility across both scenarios.Policy Description – HTML Capable box which stores text in HTML format and displays Policy details on the Client Portal.
Services Associated with This Policy screen
All Active services that are configured at the system level on the Service Definition screen will appear as potential Services for the Policy. By default, each Service will have a Policy Setting of Not Available for a new policy.
For Policies that are not Core Flex, if a Service has a Policy Setting of In Policy, then it will be available to all assignments with this Policy and will be defaulted as In Policy at the assignment level. If a service has a Policy Setting of <Available>, then it will be available to all assignments with this policy for service authorization, and can be authorized on the assignment. Services with a Policy Setting of <Not Available> are simply not an available service for assignments with this policy.
For Policies that are Core Flex, please see the Core Flex Policy User Manual.
Services can also be authorized for an assignment by external users of the system through the Authorization wizard screen on the Equus Platform™ portal.
The Portal Special Instructions fields, only shown for standard policies, give the authorizer special help instructions to assist in making a decision about authorizing the service for an assignment. The Require Special Instructions checkbox requires the Authorizer to provide additional information if they authorize that service. This is typically used to collect additional information about the service being authorized. For example, if Temporary Living is authorized, you may need the authorizer to tell you how many days are authorized. The use of the portal is optional, as we will see later in this guide; services for an assignment can be authorized by an internal user of the system as well.
If surveys are allowed for this company, then a Surveys section will appear at the bottom of this screen. This setting is available through the Employee Surveys Allowed checkbox on the Companies screen.
See How to configure policy fields for exceptions regarding creating policy fields.