User Guide: Claiming Rewards
This guide helps you understand how to earn rewards, submit claims for claimable activities, track your reward history, and monitor your progress through reward programs. Reward programs recognize your achievements and contributions through points or cash that can be redeemed for gift cards or other benefits.
Understanding Reward Programs
What are Reward Programs?
Reward programs are incentive systems that recognize and reward you for completing specific activities and achieving organizational objectives. Programs may reward you with:
- Points: Accumulated points that can be redeemed for gift cards from popular brands
- Cash: Monetary rewards distributed according to program policies
How do I know which programs I'm enrolled in?
You are automatically enrolled in reward programs when you match the program audience criteria. Some programs may require you to accept terms and conditions before earning rewards. Navigate to your rewards dashboard to view all programs available to you.
Where do I see my rewards?
Access your rewards information through the "My Rewards" page or rewards dashboard in your portal. Here you can:
- View your current points or cash balance for each program
- See your gamification rank and badge (if gamification is enabled)
- Review available reward activities
- Check your leaderboard position
- Track your reward history
- Submit claims for claimable activities
Types of Reward Activities
Reward activities fall into two main categories:
Automatic Rewards
What are automatic rewards?
Automatic rewards are distributed instantly when you complete qualifying activities. No claim submission is required—the system tracks your activity and adds rewards to your balance in real-time.
Examples of automatic activities:
- Logging into the portal
- Viewing important content or announcements
- Completing training courses
- Submitting deal registrations
- Registering for events
- Submitting ideas
How do I earn automatic rewards?
Simply complete the qualifying activities. The system monitors your actions and automatically awards points or cash when:
- The activity is completed
- Any quality requirements are met (such as course scores)
- Frequency limits have not been exceeded
You'll see the rewards appear in your balance immediately, and you may receive an email notification confirming the reward.
Claimable Activities
What are claimable activities?
Claimable activities require you to manually submit a claim describing what you've accomplished. These activities cannot be automatically tracked by the system and require administrator or program manager review and approval.
Examples of claimable activities:
- Providing customer reference calls
- Participating in case studies
- Speaking at industry events
- Posting about products on social media
- Attending in-person classroom training
- Completing activities outside the system
How do I earn claimable activity rewards?
- Complete the qualifying activity
- Submit a claim through the reward program interface
- Wait for administrator or program manager review
- Receive approval and reward distribution, or feedback if rejected
Viewing Available Reward Activities
To see what activities earn rewards:
Navigate to your rewards dashboard or "My Rewards" page.
Select the reward program you want to explore.
View the list of available reward activities including:
- Activity Name: What the activity is called
- Activity Type: Whether it's automatic or claimable
- Value: How many points or how much cash you'll earn
- How Often: How frequently you can earn the reward
- Description: Details about what qualifies and how to complete the activity
Read activity descriptions carefully to understand:
- What actions qualify for rewards
- Any quality requirements or conditions
- Documentation needed for claimable activities
- Frequency limitations
Submitting Claims for Claimable Activities
To submit a reward claim:
Navigate to your rewards dashboard or "My Rewards" page.
Select the reward program containing the activity you completed.
Find the claimable activity and click to submit a claim.
Complete the claim form:
- Read Claim Notes: Review any instructions at the top of the form explaining submission requirements
- Fill in all required fields: Fields marked as mandatory must be completed
- Provide detailed information: Include specific details about what you accomplished, when, and any relevant context
- Reference supporting evidence: Describe documentation, provide links, or explain how your activity can be verified
- Be accurate and honest: Provide truthful information to ensure smooth approval
Review your claim for completeness and accuracy.
Click Submit to send your claim for review.
You'll receive a confirmation email acknowledging claim receipt.
Important notes about claim submission:
- You cannot edit claims after submission
- Ensure all information is complete and accurate before submitting
- Claims are reviewed by administrators or program managers
- You'll receive email notifications when claims are approved or rejected
- Typical review timeframes should be communicated in program descriptions
Claim Form Best Practices
Provide Detailed Descriptions:
- Explain clearly what activity you completed
- Include dates, times, and locations when relevant
- Describe outcomes or results achieved
- Provide context that helps reviewers understand the value
Include Supporting Evidence:
- Reference URLs, screenshots, or document names
- Provide customer names, event details, or project identifiers
- Explain how reviewers can verify your activity
- Attach information in description fields (note: file uploads are not supported)
Meet Documented Requirements:
- Read program descriptions and claim notes carefully
- Ensure your activity meets all stated criteria
- Include any specific documentation mentioned in requirements
- Follow any formatting or detail guidelines provided
Submit Promptly:
- Submit claims soon after completing activities while details are fresh
- Don't wait until program end dates approach
- Be aware of any claim deadlines mentioned in program terms
Be Professional:
- Use clear, professional language
- Proofread your claim for errors
- Be concise yet thorough
- Maintain respectful tone
Tracking Claim Status
To check the status of your submitted claims:
Navigate to your rewards dashboard or "My Rewards" page.
Select the reward program where you submitted claims.
View your reward history to see claim statuses:
- Submitted/Pending: Your claim is awaiting review
- Approved: Your claim has been approved and rewards added to your balance
- Rejected: Your claim did not meet approval criteria (see reason for details)
- Flagged: Your claim is under additional review or investigation
For rejected claims, review the rejection reason to understand:
- What information was missing or insufficient
- What criteria were not met
- How to submit successful claims in the future
You receive email notifications at each stage:
- Confirmation when claim is submitted
- Notification when claim is approved with reward amount
- Notification when claim is rejected with explanation
- For cash programs, notification when payment is processed
Understanding Claim Review
Who reviews my claims?
Claims are reviewed by:
- Program managers assigned to the reward program
- System administrators with reward management permissions
- Designated reviewers for specific programs
How long does review take?
Review timeframes vary by organization and program. Typical timelines:
- Check program descriptions for estimated review times
- Most programs aim for review within 3-7 business days
- Complex claims requiring verification may take longer
- High-volume periods may extend review times
What happens if my claim is rejected?
If your claim is rejected:
- You'll receive an email with the specific rejection reason
- Review the reason carefully to understand what was missing
- Read program descriptions and requirements again
- You can submit a new claim addressing the rejection feedback
- Contact program managers if you have questions about rejection
Can I appeal a rejected claim?
Appeal processes vary by organization. If you believe a claim was incorrectly rejected:
- Contact the program manager listed in the reward program
- Provide additional context or documentation
- Explain why you believe the claim meets criteria
- Request reconsideration based on new information
Viewing Your Reward History
To view your complete reward history:
Navigate to your rewards dashboard or "My Rewards" page.
Select the reward program you want to review.
Access your reward history showing all earned rewards:
- Activity: The reward activity you completed
- Reward Type: Points or Cash
- Value: Amount earned
- Status: Current status (Approved, Submitted, Rejected, Reimbursed)
- Created On: Date the reward was earned or claimed
Filter your history by:
- Status: View only approved, rejected, or pending rewards
- Reward Type: Focus on points or cash rewards
Understanding reward history statuses:
- Approved: Rewards have been added to your balance and are available for redemption
- Submitted/Pending: Claims are awaiting review
- Rejected: Claims did not meet approval criteria
- Reimbursed: Points have been redeemed for gift cards
- Payout: Cash rewards have been paid out
Monitoring Your Balance and Progress
Viewing Your Current Balance:
Your rewards dashboard displays:
- Total Points/Cash Balance: Current accumulated rewards available for redemption
- Program-Specific Balances: Separate balances for each reward program if enrolled in multiple programs
- Recent Rewards: Latest rewards earned
- Pending Claims: Claims awaiting approval
Tracking Gamification Progress:
If gamification is enabled, you can view:
- Current Rank: Your achievement level (Bronze, Silver, Gold, etc.)
- Rank Badge: Visual representation of your rank
- Progress to Next Rank: How many more points or cash needed to advance
- Leaderboard Position: Your ranking compared to other participants
Understanding Leaderboards:
Leaderboards show:
- Top performers in the reward program
- Your position relative to peers
- Recent rank changes and movements
- Ranking based on the configured ranking period (last 60/90/180/365 days or all time)
Leaderboards are program-specific, so if you participate in multiple programs, you'll have separate ranks and positions in each.
Reward Expiration
Do my rewards expire?
Reward expiration depends on program configuration:
- Some programs never expire points
- Some programs expire points quarterly, semiannually, or annually
- Expiration policies are based on calendar periods (end of quarter, end of year)
- Check program descriptions or terms and conditions for specific expiration policies
How am I notified about expiration?
If point expiration reminders are enabled:
- You'll receive email notifications three days before points expire
- Emails include current point balance, expiration date, and redemption instructions
- Act promptly to redeem points before expiration to avoid forfeiture
What happens to expired points?
- Expired points are forfeited and removed from your balance
- Expired points cannot be recovered or reinstated
- Redemption is your responsibility before expiration dates
Best practices to avoid expiration:
- Regularly check your points balance
- Redeem points periodically rather than accumulating large balances
- Read expiration reminder emails and take immediate action
- Understand program expiration policies during enrollment
Tips for Maximizing Rewards
Stay Engaged:
- Log in regularly to complete automatic activities
- Monitor available reward activities for new earning opportunities
- Participate in events, training, and programs offering rewards
- Check your rewards dashboard frequently for updates
Complete Strategic Activities:
- Focus on high-value activities aligned with your goals
- Prioritize activities offering substantial rewards
- Complete required training and certification programs
- Participate in activities that develop your skills and knowledge
Submit Quality Claims:
- Provide thorough, detailed information in claim forms
- Include all required documentation and evidence
- Submit claims promptly after completing activities
- Learn from rejected claims to improve future submissions
Track Your Progress:
- Monitor your rank progression and leaderboard position
- Set personal goals for reward earning and rank advancement
- Celebrate milestones and achievement levels
- Use gamification as motivation for continued engagement
Redeem Wisely:
- Understand redemption options available to you
- Redeem before expiration dates
- Choose gift cards or rewards that provide maximum personal value
- Plan redemptions around your needs and preferences
Read Program Information:
- Review program descriptions thoroughly
- Understand terms and conditions
- Know frequency limitations and earning caps
- Be aware of program start and end dates
Ask Questions:
- Contact program managers if requirements are unclear
- Seek clarification before submitting claims
- Request feedback if claims are rejected
- Utilize FAQs and help resources
Frequently Asked Questions
Q: How do I know when I've earned a reward?
A: For automatic activities, rewards appear in your balance immediately. For claimable activities, you'll receive email notifications when claims are approved.
Q: Can I earn rewards from multiple programs simultaneously?
A: Yes, if you match the audience criteria for multiple programs, you can participate in all of them and earn rewards from each.
Q: What happens if I submit a claim incorrectly?
A: You cannot edit claims after submission. If rejected, review the rejection reason and submit a new, corrected claim addressing the feedback.
Q: How often can I earn rewards for the same activity?
A: This depends on the "How Often" setting for each activity. Some activities can be completed unlimited times, others reset monthly, quarterly, or annually, and some can only be completed once.
Q: Why was my claim rejected?
A: Check the rejection reason in your reward history or rejection email. Common reasons include insufficient documentation, activity doesn't meet criteria, or required information is missing.
Q: Can I see my rank compared to others?
A: Yes, if gamification is enabled, view the leaderboard within each reward program to see your position relative to other participants.
Q: What if I disagree with a claim rejection?
A: Contact the program manager listed in the reward program. Provide additional context or documentation and request reconsideration.
Q: How do I redeem my points?
A: If gift card redemption is enabled, navigate to the redemption interface to convert points into gift cards. See the User Guide: Redeeming Points for Gift Cards for detailed instructions.
Q: Do I need to accept terms and conditions?
A: This depends on program configuration. Some programs require explicit acceptance of terms before you can earn rewards. Others automatically enroll matching users.
Q: What happens if a program ends?
A: When programs reach their end dates, they become hidden and unredeemed points are no longer accessible. Redeem points before program end dates to avoid forfeiture.
Getting Help
If you need assistance with reward programs:
- Program Managers: Contact the program manager listed in the reward program
- Program Descriptions: Review program descriptions and claim notes for detailed guidance
- FAQs: Check reward program FAQs for answers to common questions
- Help Resources: Access help documentation and user guides
- Support: Contact your organization's support team for technical issues
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