In the Notes section of the personnel record, you can record conversations or contacts made with the person. Click on the Add Notes button to create a new entry. Keep in mind that confidential information entered here would be viewable by other users – it is not restricted to just the user who is entering the information.
Category: Personnel Data
To manage employee benefits, use the Benefits section in the Personnel menu. There are two views available for reviewing benefit elections.
Benefits by Employee
The first view is the employee list with a dashboard to show what types of benefits have been elected.
Click on an employee name in the list to see the benefit election details. Click on the Edit icon to update the election.
Click on the Dependents section to view the dependents and their benefit coverages.
Click on the Print Summary Benefit button to generate a benefit report for the selected employee.
Click on the Go to Plan Elections button to view all elections.
Benefit by Plan Elections
Use the Quick Search to find various plans and coverages.
Click on the Edit icon to update an election.
Click on the Print Elections button to print or export the elections which includes the employee and employer dollar totals.
To return to the employee view, click on the Benefits by Employee button.
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.
Benefit election reports can be found in three places:
- In the General System Reports section of the Reporting menu, select the Benefits Election Summary report. Use the benefits section of the search criteria to report on various benefit plans and the employees’ elections.
- In the Benefits section of the Personnel menu, select a person and then click on the Print Summary Benefit button to generate the benefits report for the individual.
- In the Benefits section of the Personnel menu, click on the Go To Plan Elections button and click on the Print Elections button to print the elections for the group of people in the list.
Assuming you have recorded the rates for the benefit plans, the summary reports include the total annual dollars paid by the employee and total paid by the employer along with a grand total of all people in the report.
To update a Benefit Plan, click the edit icon next to the Plan Name in the Benefit Plan area of the System Data section in the Admin/Config menu.
You can edit the plan information and the rates found in the Rate Management section. Changes to the rates are only to the current year rates. If you want to update rates for next year, you need to enter those be editing each Coverage Tiers found in the Coverage Tiers area of the System Data section in the Admin/Config menu.
After editing the plan, you will be asked if you want to update all records for the employees who have elected that plan. If you choose to update all the employee records for that plan, then you will see new information including payment amounts changed, so give careful consideration to this option.
After updating the coverage tier information, you can choose to apply the updates to the employee records. This process for updating all employee records must be done for each individual plan separately.
For benefit rates that have been set up in the “Future Year” fields, you can roll over these rates by clicking on the Roll Rates Forward button found in the Coverage Tiers section.
To Delete a plan, select the plan from the listing and click the delete button. This function should be used carefully since you do not want to delete plans that have been active in the system. If a plan is not to be active anymore, do not delete it but rather just change the STATUS to Inactive.
There is no history kept for benefit rates or employee elections.
Use the Benefit Plan section in the System Data area of the Admin/Config menu to add a Benefit Plan. There are three steps:
Step 1: Click on the Add Benefit Plan button and enter basic information about the plan.
Category –Used to segregate the different types of benefits such as medical, dental, vision, life insurance, etc. for purposes of selection and reporting. Choose from a list of options.
Plan Type –Used to describe the type of plan (ex. PPO, HMO, etc. for Medical plans). Choose from a list of options or enter a new type. Any new type entered will be added to the list of options for future selection.
Status – Used to keep track of the status of each plan. Choose from a list of options that are set up in the Benefit Status area in the System Data section of the Admin/Config menu.
Plan Name – A descriptive name used to identify the plan for internal use.
Notes – Additional information as needed.
Step 2: Enter details of the plan
Enrollment Name – Official plan name.
Plan ID – Official plan ID.
Carrier – Name of the provider of the benefit plan.
Inception Year – The year the plan was originally offered.
Open Enrollment Start Date – Date when employee enrollment or employee changes can be made.
Open Enrollment End Date – Date when changes or employee enrollment ends.
Pay Frequency – Used to define the timing for the benefit payments (such as monthly, bi-weekly, etc.). Choose from a list of options that are defined in the Pay Information as part of System Data. This is set up as a default for the plan but can be overridden at the employee level depending on circumstances.
# of Payments – Used to calculate the benefit payment amount per pay frequency. This is set up as a default for the plan but can be overridden at the employee level depending on circumstances.
Step 3: Enter the rate information in the Rate Management section.
Pick-up Type – The default setting used to identify how the benefit is paid (Employee paid, Employer paid or shared). Select from the list of options. This amount can be overridden at the employee level.
Premium Rate Type – Used to identify whether the premium rate entered is an annual total, a per pay total, a percentage value, etc. Choose from the list of options.
Incremental Amount – Used primarily for life and AD&D insurance to indicate the allowable block of insurance. It is used for system calculations so it must be entered if there is a corresponding rate schedule. For example, the insurance could be purchased in blocks of $5000. If applicable, enter the amount.
Max Coverage – Used primarily for life and AD&D insurance to indicate the maximum amount of insurance that can be purchased. This is for information only.
Coverage Type – Used to identify the benefit coverage option such as Employee, Family, etc. Choose from a list of options. Coverage type options are set up in the Benefit Setup section.
Coverage Tier – Used to identify the level of benefit. Enter a short name or description such as Basic, Extended, $1000 (i.e. an amount). This can be used to differentiate between two or more tiers of premiums for a single coverage type. Even if there is only one premium rate, you must enter a Coverage Tier such as Basic or Standard. Coverage Tiers can also be set up in the System Data section of the Admin/Config menu
Employee Premium – The default dollar amount, percentage, or rate the Employee pays for the benefit at for the corresponding Coverage Type and Tier. This amount can be overridden at the employee level. This value needs to correspond to the Premium Type selected above. If the Premium Type is defined as an annual total, then an annual dollar amount must be entered. If it is defined as a monthly total, then a monthly dollar amount must be entered. If it defined as a percentage of salary, then a percent must be entered. If it is defined as a multiplier, then the rate must be entered.
Employer Premium – The default dollar amount, percentage, or rate the Employer pays for the benefit at for the corresponding Coverage Type and Tier. This amount can be overridden at the employee level. This value needs to correspond to the Premium Type selected above. If the Premium Type is defined as an annual total, then an annual dollar amount must be entered. If it is defined as a monthly total, then a monthly dollar amount must be entered. If it defined as a percentage of salary, then a percent must be entered. If it is defined as a multiplier, then the rate must be entered.
Default Tax Rate – Used to identify whether the benefit is paid with pre-tax or post-tax dollars. Select one of the two designated options.
There are three personnel types used in PeopleWerksHR – Employee, Substitute and Volunteer. A person can be identified as one or more of these types. It is important that a person has only one personnel record in the system regardless of their personnel type(s).
The three sections of Employees, Substitutes, and Volunteers in the Personnel menu provide an easy way to manage the different types of personnel. If someone is identified as being all three types, they will appear in each of these sections even though they only have one record in the system.
When adding a new person to the system, make sure to mark what personnel type they are. If you are in the Employees section of the Personnel menu, the Employee checkbox will automatically be marked but you can mark the other boxes as well, if applicable. If you are in the Substitutes section, the Substitute checkbox will automatically be marked. If you are in the Volunteers section, the Volunteer checkbox will automatically be marked.
Over the course of employment, if a person changes or adds responsibilities, click on the Edit Work Summary button found in the Name & Demographics section of their personnel record and update the Personnel Type.
In the General System Reports section in the Reporting menu is the Job-Next Evaluation report.
You can view, edit, delete and print evaluations from several points in the system:
- In the Jobs and Evaluations section in the personnel record – shows all evaluations done for that person.
- In the Evaluations section of the person’s job record in their personnel record – shows all evaluations done for that person and for that job.
- In the Evaluations section in the Personnel menu – shows the employees’ jobs and any corresponding current and next evaluations.
- In the View By Evaluation option in the Evaluations section in the Personnel menu – shows all evaluation summary information for a list of employees.
You can also click on the Export Evaluations button from the View By Evaluation option in the Evaluations section in the Personnel menu. With this feature you can do more extensive analysis on a group of employees and their performance ratings for specific areas.
New employee evaluations can be entered by clicking on the Add Evaluation button found in either the the Evaluations section of the employee job record or in the Jobs/Evaluations section in the personnel record. An evaluation can also be entered in the Evaluations section in the Personnel menu.
Select the correct evaluation template from the dropdown list and enter the following:
Evaluator – Defaults to the person logged in but can be changed to someone else by selecting from the drop-down list.
Date – Defaults to the current date but can be changed to a different date by using the calendar function.
Section rating – If the Evaluation has Sections, then a Section Rating must be entered by selecting from the drop-down list.
Section Comments – If the Evaluation has Sections, then comments can be entered as support for the rating given.
Item Rating – If the Evaluation has Items, then an Item Rating must be entered by selecting from the drop-down list.
Item Notes – If the Evaluation has Items, then Item Notes can be entered as support for the item rating given.
Overall Rating – Enter an overall evaluation rating by selecting from the drop-down list.
Overall Comments – Enter notes as supporting information for the Overall Rating.
Evaluation Status – Select from the drop-down list a status for the evaluation.
Next Evaluation Type (optional)– Select from the drop-down list the next evaluation that will need to be done for the employee.
Next Evaluation Date (optional) – Enter a date for when the next evaluation is to be done for the employee.