Hi All,
I hope I don't post in wrong section. Actually I need a warning email template for the employees who did claim their medical benefit over the limit. Most of the employees did, and many of them are in senior management level. So, anyone could help me please? Thanks a lot in advance!

From Indonesia, Jakarta
Dear friend,
Have you made policy on the entitlement of the employees on Policy on Medical Benefits? If the policy is made then you must have fixed limits of entitlement based on either their designation or length of the service. Once the limits are fixed then why to bother? Let employees raise claim for excess amount but while passing the claim, you pass it only for the entitled amount.
The larger issue is raising medical claim with the false medical bills. This is far more serious issue. Rather than issuing the memo on claim with excess amount than their entitlement, you may issue the memo for strict disciplinary action if some claim is found with fabricated medical bills.
Thanks,
Dinesh Divekar

From India, Bangalore
Hi Dinesh,
Thank you for your reply. Actually the situation is more complicated than it seems. In our company, the expenses claims (business trip & medical) are managed in the system, so employees only need to submit the claims to the system, get their managers' approvals and it will be processed directly by the payroll team. The problem is the claim records don't show up automatically when the employee open their personal page as they seem too lazy to track it manually and the managers don't want to bother checking the claims so they just approve literally every claims in the system. In the end, they claimed their medical benefit way over the limit.
I am new HR person in the company so I need to start 'cleaning' the mess, before implementing the new regulation where the medical benefit will be handled by an external vendor, by notifying the employees regarding to the excess and possibility for deduction from their next salary.
Thanks again before hand.

From Indonesia, Jakarta
Dear friend,
There are no complications as such. You have two flaws in the existing procedure. First one is limits of the medical benefits are not fixed and if fixed, these are not uploaded in your HRIS/HRMS. Whatever the amount of the claim might it, your IT system should pass the claim to the payroll department only with admissible amount. You need to make provision in IT system accordingly.
Do you think that by sending memo to the employees, you can control their behaviour? Few may give regard to your memo but what about those who will continue to disregard? After few weeks or months, situation could come back to square one!
Second flaw that emerges from your second post is that employees are claiming medical benefits without even assessing validity or authenticity of the supporting bills. As stated in the first post, you need to heed this serious flaw as early as possible.
Thanks,
Dinesh Divekar

From India, Bangalore
Hi Dinesh,
Thank you for the advices. We do realize those flaws, back to my first post, that's actually why I need the warning template because we want to stop this way and this will be the last time we process the claims through system without appropriate control. Considering the time that will be spent out if we chose to fix the IT system, we decided to start using a vendor service to process the claims that are submitted by the employees from the beginning of the next year, and they will implement the regulations accordingly. So if employees submitted more than the limit, the claims would be just rejected and sent back to the employee.
Thanks.

From Indonesia, Jakarta
In IT System you can fix a cap of Medical Expense claim, as per the entitlement of the Grade/Employees. Further more sending warning emails to senior management level employees is not advisable, as it will bounce back on you.
From India, Ahmadabad
Hi Saji, Basically, the headquarter decided not to continue this system. And this draft is asked by the directors, so they will be the executors, I’m only searching for the draft. Cheers.
From Indonesia, Jakarta
Then too it should not be a warning letter template it should be a policy change letter addressed to all concerned. The draft can be as mentioned herein below :
This is to bring to your kind notice that w.e.f. ------------------ the Medical reimbursement stands cancelled, and in lieu of the Medical Reimbursement the company has decided to offer --------------- allowance/reimbursement which will compensate the earlier Medical reimbursement. For any further clarification and or information you feel free to approach Mr. ------------------- ,(designation) of _______ Department during official hours. You are requested to sign the duplicate copy of this letter as a token of your acceptance.
You can amend or add on as per the need

From India, Ahmadabad

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