Record an employee’s medical aid contribution policy in Medical & Dependants. The policy identifies the society, covered people, contribution amounts, frequency, and period used for payroll review.

Before you begin

Obtain the society and membership details, contribution evidence, approved cover, payment split, currency, frequency, and effective dates. Check whether another policy period already exists for this employee. The record may be locked once its governed evidence has been used in payroll; review the displayed state before attempting an edit.

Steps

  1. Open the policy group

    In Employees, choose Edit employee and open Medical & Dependants. Under Medical aid contribution policy, select Add policy.

  2. Identify the membership and cover

    Enter Medical aid society, membership number, plan, and People covered under this policy. Check each selected person against the membership record.

  3. Record contributions and period

    Enter the employee contribution, employee-paid amount, employer contribution, currency, Contribution frequency, Effective from, and Effective to where applicable. Keep the amounts in the same frequency and currency as the evidence.

  4. Review other-dependant credit evidence

    If Other dependant is selected, enter the supported Employee-paid amount qualifying for medical credit. When all covered people qualify under the form guidance, leave that conditional field blank.

  5. Save and review

    Save the policy record, then select Save changes on the employee form. Open View details to check the saved policy period.

    Expected result: The policy appears under Medical Aid & Health Claims for the employee.

What to check

Open View details and review Medical Aid & Health Claims for the saved policy and its period. Confirm that the covered people, contribution split, currency, and dates match the source records. Review statutory readiness and the next payroll calculation where relevant. The monthly net earnings preview uses the policy evidence effective on the organisation business date at its monthly-equivalent amount; conflicting overlapping policy evidence can block calculation.

Important boundaries

Employee, spouse, and minor-child cover can qualify for the medical credit; other dependants require an explicit qualifying amount. Do not infer eligibility or amounts from a membership number alone.

Common problems

A policy does not appear in a preview

Check its effective dates against the organisation business date, its contribution frequency, and whether the employee changes were saved.

Calculation reports overlapping evidence

Review the policy periods and correct the conflicting records using the supported edit or correction flow.

A credit amount is unclear

Check who is covered, who paid, and the evidence for the qualifying amount. Leave unsupported values unresolved.

Related guideRecord employee-paid medical expensesRelated guideEmployee profile fieldsRelated guidePreview monthly net earningsRelated guideMissing employee statutory data