Use the Benefits area of the employee’s personnel record or use the Benefits section in the Personnel menu. Use the Quick, Advanced or Free search to locate the person or group needed. Use benefit-related search fields found in the Advanced Search.
By clicking on an employee name in the list, the benefit election details are displayed and can be edited there.
Click on the Dependents section to view the dependents and their benefit coverages. To add a dependent, click on Add Dependent.
By clicking on the Edit Benefit button at the bottom or the Edit icon next to the person’s name, you will see the complete benefits manager with sections for each type of benefit and dependents.
Benefits Eligibility
The first section is for benefit eligibility information.
Benefit Eligibility Status – Used to identify if the employee is eligible for benefits. Select from two options in the drop-down menu – either Eligible or Ineligible.
Eligibility Date – Used to record the date when the employee was or will be eligible for benefits.
Retirement Eligibility – Used to identify if the employee is eligible for retirement. Select from two options in the drop-down menu – either Eligible or Ineligible
Eligibility Reason – General field used to record a short note about eligibility/ineligibility reason.
Start Date – This is displayed for information only and is not editable.
Spousal Coverage – This is used to identify if a spouse is to be covered. Select either Yes or No.
Optional Text, Numeric and Date Fields – These are user-defined fields for election options and for general benefit information and should be relabeled in the Data Dictionary if used.
Add Benefit
To add a benefit, click on the applicable tab and then click on the Add Plan button.
Plan Name – Choose a Plan from the list of options.
Plan Type – The Plan Type will be displayed based on the Plan name selected above.
Policy Number – Enter the specific policy number for the employee.
Effective Date – Enter the date when the benefit is to be effective.
Termination Date – Enter the date when the benefit is to be or has been terminated.
Election Status – This is displayed as “Active” for new elections. The status indicates the status of the benefit election. Once a Termination Date is entered, then the status changes to “Discontinued”. The Election Status can be overridden in the benefit tab section.
Employee Age – This is displayed for information only. It is used for reference if a benefit election is age related such as life insurance.
Coverage Type – Choose the Type from the list of options.
Coverage Tier – Choose the Tier from the list of options.
Total Purchased – This field pertains to benefits such as life insurance where the employee elects a certain amount of insurance. If applicable, enter a dollar amount.
Per – This field pertains to benefits such as life insurance where it is purchased in multiples of a certain value. Based on the benefit plan selected it will display an amount if applicable. (For example, life insurance can be purchased in $10,000 increments.) It is used for reference when entering an insurance amount.
Pickup Type – On an add, the Pickup Type will display the default for the plan but it can be overridden. It is used to identify how the benefit is paid (employee paid, employer paid or shared).
Premium Rate Type – This is displayed to indicate how the premium is set up. Since premiums can be entered as a monthly amount, a bi-monthly amount, an annual amount, a percentage, etc., this is important so that the system knows how to calculate the annual total and the per-pay amounts.
Employee Premium and Total – Based on the Plan, Pickup Type, Coverage Type and Coverage Tier, the employee premium amount and annual total amount may be displayed. The premium amount can be overridden if necessary.
Employer Premium and Total – Based on the Plan, Pickup Type, Coverage Type and Coverage Tier, the employer premium amount and annual total amount may be displayed. The premium amount can be overridden if necessary.
Frequency – On an add, the payment frequency will display based on the Plan but it can be overridden by choosing from the list of options. It is used to define the timing for the benefit payments.
# of Payments– On an add, the number of payments will display based on the Plan but can be overridden. It is used to calculate the benefit payment amount per pay.
Employee Per Pay – This is a calculated field based on the dollar amount and number of payments listed above.
Employer Per Pay – This is a calculated field based on the dollar amount and number of payments listed above.
Tax Type – This will display based on the Plan selected. It designates whether the benefit is paid from pre-tax dollars or not.
Notes – This is a free-form field to be used for whatever extra information is wanted.
Dependents
For the Medical, Dental and Vision Benefits, there is the option to enter Dependents. It is best to set up the dependents once and then be able to select them for each of the benefits that they are to have. Use the Dependents tab to add the dependents.