BA1: Benefits Administration

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C U S T O M E R R E S O U R C E C E N T E R

BA1: Benefits Administration

Presented by Matthew Swartout | November 1, 2016

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Purpose

Why are we here?

The purpose of this session is to show you how the Benefits Administration process functions in PeopleSoft.

Flow of the session:

 PowerPoint presentation

 Guided Practice

 Run Reports/Inquiries

Restrooms and breaks:

 Restrooms are located down the hall to the right.

 We will have a 15 minute break at 10:45 am and a lunch break

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Objectives

 Describe how the Benefits Administration process is triggered

 Run the Benefits Administration process for an individual participant

 Add a Life Event

 Enroll or change participant savings plans

 Review benefits summaries

 Process terminations for regular employees and employees receiving benefits continuation

 Enter benefits adjustments on the paysheet

 Run common inquires and reports during the Benefits Administration process

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B Y T H E E N D O F T H E S E S S I O N , Y O U W I L L B E A B L E T O :

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Q & A Forum Read posts

(public)

New Question/Post

(requires Google login)

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Human Resources

Benefits Administration

Payroll Time & Labor

Absence Management

 Who you are

 What you do

 Your pay rate

 Where you work

 What benefits you are eligible for

 How much they cost

 Which ones you chose

 Your timesheet

 How many hours did you work?

 How should hours be paid? (Reg, OT, Extra)

 Earnings

 Deductions

 Taxes

 Paycheck

Finance

 GL

 Budgets

Web

P E O P L E S O F T

HCM starts with HR.

H C M E S S F IN

Employee can

view his/her info from Employee Self-Service.

Payroll costs touch Finance HR informs T&L of work

schedule, work group (TRCs), types of leave you can take…

HR informs BA of eligibility—hours you work (enough to be considered?), what type of employee you are (Certificated, Classified, Substitute)…

BA informs PR of benefits deductions—

how much they cost…

$

$$$

$$

$$$

T&L tells PR how to be paid, absences to be taken…

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What is Benefits Administration?

Benefits Administration is a multiple step process in which the system assigns employees to eligible

Benefits programs.

Batch process for multiple participants

Manually for

individual participants

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What is Benefits Administration?

Multiple Participants

Event Maintenance & Open Enrollment

 You don’t run this. It is set up to run automatically on a nightly basis.

 You are involved in the process when you need to enter multiple employee’s benefits elections.

 For Open Enrollment, this is used on an annual basis.

Individual Participants

On-Demand Event Maintenance

 You run this (hence, on demand).

Allows you the ability to prepare elections, enter elections and validate/load the elections for an employee immediately, all from one screen.

 Example: An employee needs to see a doctor as soon as possible and has provided election entries for you to enter.

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Types of Benefits Administration

Event Maintenance Open Enrollment

 Runs automatically daily/weekly to track events that affect eligibility.

 Stores the events that result in benefit changes in the participant event file.

 Checks the appropriate tables to determine if benefits are affected.

 Updates entries so materials can be

printed and the enrollment process can be completed.

 New elections may be required if hires become eligible for benefits.

 Terminated employees may no longer be eligible for benefits.

NOTE: The Event Maintenance process will run automatically each night.

 District's regularly scheduled period during which its employees can change their benefit plans and coverage.

 Can change employee benefit plans during this process.

 Typically only occurs on an annual or semi-annual basis

 Enrollment process is open to all eligible employees.

 Categorized as a specific type of event in the BAS process for benefit program participants.

 During this process, eligible employees are scheduled, options prepared, costs

calculated, and enrolled in the benefit program with elections of their choice.

 Districts need to coordinate with

SDCOE/MITI in advance for setup and configuration

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Triggering Benefits Administration

Job Events Life Events

Examples New hires, promotions, transfers, terminations, salary increases, and leaves of absence

Marital change, birth, or loss of coverage.

Trigger Entered onto the employee’s job

record Manually added to the BAS Activity

table

Details

Created anytime a new effective- dated row with a corresponding action and reason are added to an employee’s job record. Whether the job event impacts Benefits or not, every Action and Reason code combination is processed through Benefits Administration.

Life events are those qualifying

events that take place. These events are permissible under Section 125, allowing employees to make

changes to their Benefits mid-year or cycle.

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The Benefits Administration process is triggered one of two ways:

Either a job event is entered onto the employee’s job record, or a life event is manually added to the BAS Activity table in PeopleSoft.

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What is the BAS Activity Table?

PeopleSoft Benefits Administration stores unprocessed activities that result from event triggers on the BAS Activity table.

 A temporary holding place for events based on data that is entered on an employee’s job record, or manually created for life events.

 Identifies those employees that need to be processed through Benefits Administration each night.

Manually entering Life events:

Since life events are not captured on the employee’s job record, they must be manually added to the BAS activity table. Navigate to Main Menu > Benefits >

Manage Automated Enrollment > Events > Review BAS Activity.

Insert a new row, uncheck the all jobs box, enter the Empl ID, ben record, empl

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P E O P L E S O F T B E N E F I T S A D M I N I S T R A T I O N P R O C E S S p.6 Triggering Benefits Administration Benefits Administration Flowchart

NOTE: It is important to understand that Benefits Administration processes events, not participants.

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Step 1: Data Entry

1. Data entry

2. Prepare Election Options 3. Enter Participant Elections 4. Load Participant Elections

Jo b E v en ts L if e E v en ts

HR enters either a new hire or other job

change to the employee’s job

record.

Job event is automatically populated on the BAS Activity

Table.

Employee reports life event to the

Benefits Administrator.

Benefits Administrator manually adds the life event to the BAS Activity

Table.

Ready for Step 2:

Initial Run of Ben Admin process.

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Step 2: Prepare Election Options

During the initial Benefits Administration run:

 The system determines each employee’s program eligibility and assigns a benefit program.

 Next, the system determines the employee’s eligible benefit options based on the benefit plans available.

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1. Data entry

2. Prepare Election Options 3. Enter Participant Elections 4. Load Participant Elections

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Step 3: Enter Participant Elections

What happens after employees return their completed Enrollment Forms?

 Once the employee returns their desired benefits elections, his/her elections must be entered into PeopleSoft in order for the Benefits Administration process to continue processing that employee.

Who enters these elections?

 The employee’s elections are entered into the system either by the Benefits Administrator. Once the employee’s elections are entered into the system, the process status is updated to ET – Entered, which is a flag to the Benefits Administration process to continue

processing this employee.

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1. Data entry

2. Prepare Election Options 3. Enter Participant Elections 4. Load Participant Elections

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Step 4: Load Participant Elections

How are elections validated and loaded?

 After the employee’s elections have been entered and their process status is updated to Entered (ET), the next run of the Benefits Administration process will validate and load their plan, dependent, and election information into the system.

Is the Benefits Administration process complete?

 At this point in the process, the system determines one of two processing statuses for employees: Finalized Enrolled (FE) or Election Error (EE). For

employees with a status of Election Error (EE), the error must be addressed and the Benefits Administration process must be run again to load the elections. For those employees with a status of Finalized Enrolled (FE), processing is

complete for the event, and no further action is needed unless the employee decides to make changes.

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1. Data entry

2. Prepare Election Options 3. Enter Participant Elections 4. Load Participant Elections

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Making Corrections

How are corrections made?

 For employees that make changes to their elections after the

Benefits Administration process has already loaded the elections, you must update the process status to Re-Enter (RE) and run the Benefits Administration process again.

 This will remove the previously loaded elections and open up the election entry option, allowing different elections to be entered for the employee. After the modified elections are complete, the Ben Admin process must run a final time to finalize these employees.

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1. Data entry

2. Prepare Election Options 3. Enter Participant Elections 4. Load Participant Elections

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On-Demand Event Maintenance (For Individual Participants)

What is On-Demand Event Maintenance?

When you need to run the Benefits Administration process for individual participants, navigate to the On-Demand Event Maintenance page and process the participant immediately.

 Advantages: Allows you the ability to prepare elections, enter

elections, and validate/load the elections immediately, all from one screen.

 Example: An employee needs to see a doctor as soon as possible

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Navigation: Main Menu > Benefits > Manage Automated Enrollment > Events >

On-Demand Event Maintenance

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p.12 On-Demand Event Maintenance Screen Triggering Benefits Administration

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p.19 Update Event Status Screen Triggering Benefits Administration

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