NOT LIVE - Program Minimum Overview & Counter Logic

🎯 purpose program minimums are used to track non reporting payroll periods when a customer fails to submit payroll by their assigned deadline this automation ensures accurate reporting, compliance visibility, and early identification of clients at risk of cancellation due to repeated program minimums 🔄 when program minimums are automatically assessed program minimums are triggered automatically when the customer does not report payroll within 24 hours after their processing day deadline , and no manual override or payroll submission has occurred when triggered the payroll record is flagged as inactive (program minimum) the revert program minimum button replaces the “set as program minimum” option register , checks , and direct deposit requirements are removed the client’s program minimum count increases by 1 ⚙️ this ensures consistency across all payroll cycles and accurate compliance tracking 🧩 program minimum limits & triggers 1️⃣ annual limit (max 10) clients are allowed a maximum of 10 program minimums per calendar year once this limit is reached, the system will automatically update the client’s status to pending cancellation – max program minimums 2️⃣ consecutive program minimums (3x rule) if a client accumulates three consecutive program minimums , the system will automatically update their status to pending cancellation – consecutive program minimums this occurs regardless of their annual total 3️⃣ visual program minimum counter a new program minimum counter appears next to the program minimum flag on the client record to help visualize recurring non reporting patterns 2x → two consecutive program minimums 3x → three consecutive program minimums (triggers pending cancellation) counter resets automatically when a successful payroll is reported and the program minimum is reverted 🧾 manual program minimum assessment users can manually apply a program minimum when confirmed that a client will not process payroll for a specific period steps go to the processing tab select set as program minimum from quick actions confirm the action in the pop up dialog 📌 tip manual assessments should only be used when non reporting is confirmed 🔁 reverting a program minimum once a payroll has been flagged as a program minimum, users can reverse it by selecting revert program minimum when reverted payroll requirements ( register , checks , direct deposit ) are re enabled program minimum count decreases by 1 the inactive flag is removed payroll record returns to active processing status 📊 viewing & managing program minimum count the total number of program minimums can be viewed in the record summary section of the processing tab , under customer program minimums accessing the program minimum history click the pencil icon next to program minimum count the program minimum history log modal will open inside the modal, users can view all program minimum activity for the current year review details such as date & time actor (system or user) description reason for assessment 🔒 manually modifying the program minimum count access level manager only to modify a program minimum count enter a reason for the change update the program minimum count field select save to apply ⚠️ warning manual count modifications should only occur with manager approval the system automatically tracks and updates counts under normal conditions 📘 system integration – pending cancellation workflow program minimums now integrate directly with the pending cancellation workflow for proactive client management trigger type condition system action max program minimums (10 total) client exceeds 10 program minimums in a calendar year automatically marks client as pending cancellation – max program minimums consecutive program minimums (3x) client reaches 3 consecutive program minimums automatically marks client as pending cancellation – consecutive program minimums reactivation client reports payroll successfully resets consecutive counter while retaining annual total 📎 for details on how pending cancellations are processed, see docid\ ijx2ptuxilzctwqhfdeqh ⚙️ system behavior summary action system result auto assessment program minimum applied after 24 hour deadline revert removes inactive flag and decreases program minimum count manual override logs actor, timestamp, and reason for change 10x yearly total triggers pending cancellation – max program minimums 3x consecutive triggers pending cancellation – consecutive program minimums active payroll submission resets consecutive counter 💡 best practices always use set as program minimum and revert program minimum actions — never edit counts manually regularly monitor clients nearing 10 total program minimums or 3 consecutive program minimums notify management before a client reaches pending cancellation thresholds 🧠 troubleshooting issue possible cause resolution program minimum not auto assessing still within 24 hour grace period wait until system cutoff passes revert button missing user permissions or payroll already processed verify access or check payroll status program minimum count incorrect manual edits or history mismatch review program minimum history log counter not resetting payroll not detected confirm payroll submission successfully processed 🧩 related processes not live pending cancellation & cancellation workflow docid\ ijx2ptuxilzctwqhfdeqh not live 🧾 final cancellation & terminated clients report docid\ tgpeawmilisxgyo athvs internal reinstatement workflow guide