Employee Incentive Enrollment & Payment Workflow
HR Tech
19 steps
2 minutes
Scribe
Umh
My Incentives
1
Click "My Incentives"
2
Use the filters to navigate between different views.
3
The Active Enrollments dashboard shows your current incentive programs and summary totals.
4
Use the search bar and filters to quickly find programs.
5
Select the Payment button to see the payment schedule for each enrollment.
Important: A payment's scheduled date is **not a guaranteed pay date**. It is the date the payment becomes eligible for HR Hub processing. Actual delivery depends on the payment method and the receiving system.
Enrollment
6
**Sign-On incentives** A Sign-On incentive is automatically enrolled only when the incentive was offered by Talent Acquisition (TA) during the hiring process. If the Sign-On incentive is part of your accepted offer and your onboarded appointment matches the applicable eligibility rules, HR Hub automatically creates your enrollment. You normally do not submit a separate Sign-On enrollment request in HR Hub.
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**Recruit & Retain (R&R) incentives** If you meet the eligibility rules for an R&R opportunity, it can appear under **Eligible** or **Opportunities & Eligibility**. Open the opportunity, review the program terms, complete any required agreement or attestation, and submit the request. Some R&R programs require Human Resources approval before the enrollment becomes active.
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**Process Flow** 1. Opportunity appears: You meet the program's eligibility rules. 2. Review requirements: Read the program terms and any related policy. 3. Attest / apply: Complete required acknowledgments and submit. 4. Approval, if required: Your card shows a pending status until reviewed. 5. Enrollment becomes active: HR Hub creates the applicable payment schedule.
Vendor Programs
Some incentive programs use a third-party vendor instead of Payroll. The most common example is Student Loan Repayment (SLRP), where payment activity is handled through Tuition.io.
**HR Hub enrollment and vendor enrollment are separate requirements.** If your program instructs you to register with Tuition.io or another vendor, completing the HR Hub step alone does not replace the vendor's registration process. Complete both processes before expecting vendor payments.
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**Process Flow** 1. Become eligible: The R&R/SLRP opportunity is available to you. 2. Complete HR Hub enrollment: Review requirements, attest, and request enrollment if required. 3. Complete vendor enrollment: Register through Tuition.io / the designated partner portal when instructed. 4. Enrollment becomes active: HR Hub tracks your incentive and creates scheduled payment records. 5. Vendor receives payment information: The vendor processes the contribution according to the program arrangement.
Multiple Program Enrollment
**You cannot be enrolled in two compensation programs that share the same Concurrent Enrollment Group ID.** For the current Sign-On and Recruit & Retain setup, this generally means you cannot participate in Sign-On and R&R at the same time.
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If you already have an active or otherwise blocking enrollment, HR Hub can prevent another conflicting enrollment. Certain programs may support an approved transfer instead of overlapping participation (for example, a configured transfer from SLRP to Standard Retention).
Active Enrollment
11
HR Hub creates the payment records defined by your incentive plan when the enrollment becomes active. The payment destination determines what happens after a payment reaches its scheduled date.
12
**A. Employee payment — processed through Payroll** 1. Enrollment becomes active. HR Hub creates the program's scheduled payment records. 2. Payment is Scheduled. The scheduled date identifies when the payment becomes eligible for HR Hub processing; it is not a guaranteed pay date. 3. HR Hub processes due payments. For regular on-cycle processing, eligible payments are sent on the established processing cadence (currently every other Sunday). 4. Status becomes Processing after successful export. This means the payment has left HR Hub and is now being processed by Payroll, not by HR Hub. 5. Payroll applies the payment. Timing depends on whether the incentive is configured as on-cycle or off-cycle. 6. Payment becomes Paid after reconciliation. Paid means payroll reconciliation confirmed completion.
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**B. Vendor payment - e.g., Tuition.io** 1. Enrollment becomes active. HR Hub creates the applicable scheduled vendor payment records. 2. Payment is Scheduled. The scheduled date identifies when the contribution becomes eligible for processing. 3. HR Hub prepares the vendor payment information. Instead of sending the payment to Payroll, the payment information is sent through the configured vendor process. 4. Status reflects vendor processing. Once successfully sent, the payment can be treated as in processing while the vendor completes its work. 5. Vendor applies the contribution. For SLRP, Tuition.io handles the contribution through the employee's vendor enrollment/account according to the program arrangement. 6. Completion is confirmed through the reconciliation process. HR Hub uses the applicable vendor/reconciliation data to reflect the completed payment.
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Payroll Timing Guidelines
Pay Statuses
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Scheduled: The payment is eligible for HR Hub processing on or after its scheduled date. The date is not a guaranteed pay date. Processing: HR Hub successfully exported/sent the payment. For Payroll-paid incentives, Payroll is now processing it. For vendor-paid incentives, the configured vendor process is underway. Paid: The applicable reconciliation process confirmed the payment/contribution was completed. Paused/Frozen: A future payment is temporarily paused, such as during an eligible leave when the program is configured to freeze payments. Processing issue/Payment failed: The payment could not be successfully generated, exported, or delivered and requires review or reprocessing. Cancelled: The future payment is no longer available, commonly because the enrollment became ineligible before that payment was sent to Payroll for processing.
Leave/Freeze
When a program freezes during leave, future scheduled payments are paused. When the leave ends, the remaining scheduled payment dates are **shifted by the full length of the leave**; they do not simply resume on their original dates.
16
Leave behavior depends on how the program is configured. Recruit & Retain programs can be configured to freeze on leave. Sign-On currently does not freeze between payments. A payment that has already reached **Processing** has already been exported and should not be automatically cancelled or frozen because of a later eligibility/leave change. Changes generally affect future **Scheduled** or **Frozen** payments.
Payment Circumstances
17
The following scenarios can impact your payments: **Job/appointment changes:** If you transfer positions, change job code or department, or otherwise stop meeting the program's eligibility rules, HR Hub can mark the enrollment ineligible and cancel future Scheduled/Frozen payments. If the appointment is termed, all payments will be canceled, including payments already in Processing. **Processing payments:** Once a payment is already Processing, it has been exported from HR Hub. It is not automatically cancelled merely because a later eligibility change occurs. Note: If an appointment is termed, all payments will be canceled, even if they are already Processing. **Transfer between permitted programs:** If a program explicitly allows transfers to another program, use the available transfer workflow rather than trying to create a second overlapping enrollment.
Comprehensive Process
18
Step
We Can Help!
19
When contacting support, include: - Incentive program name - Payment status you see - Scheduled date - Whether the payment is Payroll-paid or vendor-paid. - **Do not send sensitive financial account details.**
Employee Incentive Enrollment & Payment Workflow
HR Tech
19 steps
2 minutes
Scribe
Umh
My Incentives
1
Click "My Incentives"
2
Use the filters to navigate between different views.
3
The Active Enrollments dashboard shows your current incentive programs and summary totals.
4
Use the search bar and filters to quickly find programs.
5
Select the Payment button to see the payment schedule for each enrollment.
Important: A payment's scheduled date is **not a guaranteed pay date**. It is the date the payment becomes eligible for HR Hub processing. Actual delivery depends on the payment method and the receiving system.
Enrollment
6
**Sign-On incentives** A Sign-On incentive is automatically enrolled only when the incentive was offered by Talent Acquisition (TA) during the hiring process. If the Sign-On incentive is part of your accepted offer and your onboarded appointment matches the applicable eligibility rules, HR Hub automatically creates your enrollment. You normally do not submit a separate Sign-On enrollment request in HR Hub.
7
**Recruit & Retain (R&R) incentives** If you meet the eligibility rules for an R&R opportunity, it can appear under **Eligible** or **Opportunities & Eligibility**. Open the opportunity, review the program terms, complete any required agreement or attestation, and submit the request. Some R&R programs require Human Resources approval before the enrollment becomes active.
8
**Process Flow** 1. Opportunity appears: You meet the program's eligibility rules. 2. Review requirements: Read the program terms and any related policy. 3. Attest / apply: Complete required acknowledgments and submit. 4. Approval, if required: Your card shows a pending status until reviewed. 5. Enrollment becomes active: HR Hub creates the applicable payment schedule.
Vendor Programs
Some incentive programs use a third-party vendor instead of Payroll. The most common example is Student Loan Repayment (SLRP), where payment activity is handled through Tuition.io.
**HR Hub enrollment and vendor enrollment are separate requirements.** If your program instructs you to register with Tuition.io or another vendor, completing the HR Hub step alone does not replace the vendor's registration process. Complete both processes before expecting vendor payments.
9
**Process Flow** 1. Become eligible: The R&R/SLRP opportunity is available to you. 2. Complete HR Hub enrollment: Review requirements, attest, and request enrollment if required. 3. Complete vendor enrollment: Register through Tuition.io / the designated partner portal when instructed. 4. Enrollment becomes active: HR Hub tracks your incentive and creates scheduled payment records. 5. Vendor receives payment information: The vendor processes the contribution according to the program arrangement.
Multiple Program Enrollment
**You cannot be enrolled in two compensation programs that share the same Concurrent Enrollment Group ID.** For the current Sign-On and Recruit & Retain setup, this generally means you cannot participate in Sign-On and R&R at the same time.
10
If you already have an active or otherwise blocking enrollment, HR Hub can prevent another conflicting enrollment. Certain programs may support an approved transfer instead of overlapping participation (for example, a configured transfer from SLRP to Standard Retention).
Active Enrollment
11
HR Hub creates the payment records defined by your incentive plan when the enrollment becomes active. The payment destination determines what happens after a payment reaches its scheduled date.
12
**A. Employee payment — processed through Payroll** 1. Enrollment becomes active. HR Hub creates the program's scheduled payment records. 2. Payment is Scheduled. The scheduled date identifies when the payment becomes eligible for HR Hub processing; it is not a guaranteed pay date. 3. HR Hub processes due payments. For regular on-cycle processing, eligible payments are sent on the established processing cadence (currently every other Sunday). 4. Status becomes Processing after successful export. This means the payment has left HR Hub and is now being processed by Payroll, not by HR Hub. 5. Payroll applies the payment. Timing depends on whether the incentive is configured as on-cycle or off-cycle. 6. Payment becomes Paid after reconciliation. Paid means payroll reconciliation confirmed completion.
13
**B. Vendor payment - e.g., Tuition.io** 1. Enrollment becomes active. HR Hub creates the applicable scheduled vendor payment records. 2. Payment is Scheduled. The scheduled date identifies when the contribution becomes eligible for processing. 3. HR Hub prepares the vendor payment information. Instead of sending the payment to Payroll, the payment information is sent through the configured vendor process. 4. Status reflects vendor processing. Once successfully sent, the payment can be treated as in processing while the vendor completes its work. 5. Vendor applies the contribution. For SLRP, Tuition.io handles the contribution through the employee's vendor enrollment/account according to the program arrangement. 6. Completion is confirmed through the reconciliation process. HR Hub uses the applicable vendor/reconciliation data to reflect the completed payment.
14
Payroll Timing Guidelines
Pay Statuses
15
Scheduled: The payment is eligible for HR Hub processing on or after its scheduled date. The date is not a guaranteed pay date. Processing: HR Hub successfully exported/sent the payment. For Payroll-paid incentives, Payroll is now processing it. For vendor-paid incentives, the configured vendor process is underway. Paid: The applicable reconciliation process confirmed the payment/contribution was completed. Paused/Frozen: A future payment is temporarily paused, such as during an eligible leave when the program is configured to freeze payments. Processing issue/Payment failed: The payment could not be successfully generated, exported, or delivered and requires review or reprocessing. Cancelled: The future payment is no longer available, commonly because the enrollment became ineligible before that payment was sent to Payroll for processing.
Leave/Freeze
When a program freezes during leave, future scheduled payments are paused. When the leave ends, the remaining scheduled payment dates are **shifted by the full length of the leave**; they do not simply resume on their original dates.
16
Leave behavior depends on how the program is configured. Recruit & Retain programs can be configured to freeze on leave. Sign-On currently does not freeze between payments. A payment that has already reached **Processing** has already been exported and should not be automatically cancelled or frozen because of a later eligibility/leave change. Changes generally affect future **Scheduled** or **Frozen** payments.
Payment Circumstances
17
The following scenarios can impact your payments: **Job/appointment changes:** If you transfer positions, change job code or department, or otherwise stop meeting the program's eligibility rules, HR Hub can mark the enrollment ineligible and cancel future Scheduled/Frozen payments. If the appointment is termed, all payments will be canceled, including payments already in Processing. **Processing payments:** Once a payment is already Processing, it has been exported from HR Hub. It is not automatically cancelled merely because a later eligibility change occurs. Note: If an appointment is termed, all payments will be canceled, even if they are already Processing. **Transfer between permitted programs:** If a program explicitly allows transfers to another program, use the available transfer workflow rather than trying to create a second overlapping enrollment.
Comprehensive Process
18
Step
We Can Help!
19
When contacting support, include: - Incentive program name - Payment status you see - Scheduled date - Whether the payment is Payroll-paid or vendor-paid. - **Do not send sensitive financial account details.**
