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DISCLAIMER
Written by the North Dakota University System, September, 2006. Updated November 2008. Updated June 2011 to 9.1 This training manual is considered to be proprietary and confidential and may not be reproduced for any reason other than stated below without prior written consent of the North Dakota University System.
EXCLUSION
This training manual has been prepared exclusively for End-User Training. Information contained within this document may be used by NDUS campuses for the sole purpose of personnel training. Additional manuals may be reproduced and edited as needed for training purposes ONLY. All other uses are prohibited without prior written consent from the North Dakota University System. Copyright 2006 North Dakota University System. All Rights Reserved.
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Table of Contents
BENEFITS OVERVIEW ................................................................................................................................ 1 BASE BENEFITS ......................................................................................................................................... 1 BENEFITS ADMINISTRATION .................................................................................................................... 1 BENEFITS ADMINISTRATION PROCESS ................................................................................................. 2 OVERVIEW .................................................................................................................................................................2 UNDERSTANDING THE BEN ADMIN PROCESS FLOW ...................................................................................................3 REVIEW OF RULES AND PROGRAMS ...................................................................................................... 4 ELIGIBILITY RULES ....................................................................................................................................................4 Special Eligibility Criteria-Configuration Fields ..................................................................................................6 EVENT RULES ........................................................................................................................................................... 10 EVENT CLASSES ....................................................................................................................................................... 13 BENEFIT PROGRAMS PULLING IT ALL TOGETHER .................................................................................................. 14 BENEFITS ADMINISTRATION SCHEDULES AND GROUPS ............................................................................................ 17 UNDERSTANDING BENEFITS ADMINISTRATION PROCESS STATUS ............................................................................ 20 DEFAULT COVERAGE .............................................................................................................................. 24
HIGHER ED ................................................................................................................................................................ 24 HIGHER ED FEDERAL EMPLOYEES .......................................................................................................................... 26
BENEFITS ADMINISTRATION PROCESSING STEPS FOR ACTIVE EMPLOYEES .............................. 27 NORMAL PROCESS FLOW ......................................................................................................................................... 28 Step 1: Job Action ............................................................................................................................................... 28 Step 2: BAS Activity ............................................................................................................................................ 29 Step 3: Automated Scheduling ............................................................................................................................ 30 Step 4: Verify Schedule and Program ................................................................................................................. 31 Step 5: Prepare Options ..................................................................................................................................... 33 Step 5a: Verify Process Status ............................................................................................................................ 37 Step 6: Produce Enrollment Form - Optional .................................................................................................... 38 Step 7: Elect Options .......................................................................................................................................... 44 Step 7A: Enrolling Dependents - Optional ......................................................................................................... 47 Step 8: Finalize and Enroll ................................................................................................................................. 49 Step 8a: Process Scheduler ................................................................................................................................. 50 Step 8b: Process Monitor ................................................................................................................................... 51 Step 8c: Verify Finalized/Closed Event ............................................................................................................... 52 Step 8d: Verify Base Benefits Records ................................................................................................................ 53 BENEFITS ADMINISTRATION PROCESSING STEPS FOR TERMINATING EMPLOYEES .................. 56 TERMINATING EMPLOYEES ...................................................................................................................................... 56 Step 1: Job Data Termination Action ................................................................................................................. 56
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Step 2: Step 3: Step 4: Step 5: Automated Scheduling ............................................................................................................................ 58 Verify Schedule and Verify Term Event .................................................................................................. 58 Finalize the Term Event .......................................................................................................................... 60 Verify Termination in Base Benefits ....................................................................................................... 62
REVIEWING MESSAGES .......................................................................................................................... 63 Step 1: Navigation .............................................................................................................................................. 64 Step 2: Fill-Out Message Search Page ............................................................................................................... 64 Step 3: Review Messages .................................................................................................................................... 65 SPECIAL BENEFITS ADMINISTRATION PROCESSES .......................................................................... 66 PROCESSING SPECIFIC EMPLOYEES THROUGH BENEFITS ADMINISTRATION ............................................................. 66 Step 1: Navigate to the Run Automated Event Processing Page ........................................................................ 66 Step 2: Enter Schedule ........................................................................................................................................ 66 Step 3: Enter Participant (Employee) ................................................................................................................. 67 Step 4: Process Ben Admin ................................................................................................................................. 67 FORCE FINALIZING EVENTS ...................................................................................................................................... 68 Step 1: Select Employees to Finalize .................................................................................................................. 69 Step 2: Force Finalize the Event......................................................................................................................... 70 Step 3: Finalize the Event ................................................................................................................................... 70 PROCESSING MANUAL EVENTS ................................................................................................................................ 71 Step 1: Add a PRN or PRT Event to BAS Activity using Manual Events ............................................................ 72 Step 2: Automated Scheduling ............................................................................................................................ 76 Step 3: Validate Schedule and Program Assignment.......................................................................................... 76 Step 4: Prepare Options ..................................................................................................................................... 76 Step 5: Elect Options .......................................................................................................................................... 76 Step 6: Finalize and Enroll ................................................................................................................................. 77 Step 7: Verify Base Benefits Records .................................................................................................................. 77 ON DEMAND EVENT MAINTENANCE ........................................................................................................................ 78 Step 1: Go to the On-Demand Event Maintenance Page and Show Activities Page .......................................... 78 Step 2: Scheduling and Assigning ....................................................................................................................... 81 Step 3: Preparing Options .................................................................................................................................. 81 Step 4: Entering Elections .................................................................................................................................. 82 Step 5: Validating and Finalizing Elections ........................................................................................................ 83 REPROCESSING EVENTS............................................................................................................................................ 84 VOIDING EVENTS ..................................................................................................................................................... 86 PURGE DISCONNECTED AND VOIDED EVENTS .......................................................................................................... 87 FINALIZE EVENTS FOR TEMPORARY EMPLOYEES ..................................................................................................... 88 TIAA-CREF MODIFICATION ................................................................................................................................... 89 Human Resources Department: ........................................................................................................................... 89 Benefits Department: ........................................................................................................................................... 89 OPEN ENROLLMENT EVENT PROCESSING .......................................................................................... 91 STEPS TO A SUCCESSFUL OPEN ENROLLMENT PROCESS ............................................................................................. 92 OPEN ENROLLMENT ELECTION ENTRY INSTRUCTIONS ............................................................................................. 94 OPEN ENROLLMENT PROCESSING INSTRUCTIONS ..................................................................................................... 96
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STEP 1: STEP 2: STEP 3: STEP 4: STEP 5: STEP 6: STEP 7: STEP 8: CREATE A NEW RUN CONTROL & PREPARE OPEN ENROLLMENT OPTIONS.......................... 96 VERIFY PREPARE OPTIONS ............................................................................................................. 97 Optional - PRODUCE ENROLLMENT STATEMENT ......................................................................... 98 ELECT OPTIONS ................................................................................................................................ 99 VERIFY PROCESSING STATUS OF OPEN ENROLLMENT EVENTS ............................................ 100 Finalize/Enroll ................................................................................................................................... 101 Verify Finalized Event ........................................................................................................................ 102 Optional - PRODUCE CONFIRMATION STATEMENT ................................................................... 103
CONTRACT PREPAY OPTION ............................................................................................................... 105 SETTING UP THE CONTRACT PREPAY OPTIONS ....................................................................................................... 105 Contract Information section: ........................................................................................................................... 106 Employee Deduction Prepayment Options section:........................................................................................... 107 Refund Prepay Balance: .................................................................................................................................... 108 DEDUCTION ADJUSTMENTS ................................................................................................................. 109 DEDUCTION ADJUSTMENTS FOR NEW HIRES: ......................................................................................................... 109 DEDUCTION ADJUSTMENTS FOR TERMINATIONS: ................................................................................................... 110 ADJUSTING LEAVE BALANCES ........................................................................................................... 111 SHARED LEAVE BALANCE ADJUSTMENT:............................................................................................................... 113 Shared Leave Adjustment Earnings Codes: ....................................................................................................... 113 ADJUSTING IMPROPER ENTRY: ............................................................................................................................... 114 Balance Adjustment Earnings Codes adjusts the balance .............................................................................. 114 Taken Hours Adjustment Earnings Codes adjusts hours taken and reduces the balance............................... 114 Services Hours Adjustment Earnings Codes adjusts service hours ................................................................ 114 TERMINATED EMPLOYEE LEAVE BALANCE PAY OUT: ........................................................................................... 115 SAVINGS MANAGEMENT ....................................................................................................................... 116 MONITORING 403(B) BALANCES ............................................................................................................................ 119 MONITORING 457 CATCHUP LIMIT EXTENSIONS .................................................................................................... 121 SAVINGS MANAGEMENT PROCESSES ...................................................................................................................... 122 DEPENDENT / BENEFICIARY DATA ..................................................................................................... 123 DEPENDENT/ BENEFICIARY PAGE. .......................................................................................................................... 123 ADD A DEPENDENT ................................................................................................................................................ 124 ADD ADDITIONAL DEPENDENT(S) / BENEFICIARY(S) ............................................................................................. 129 LEAVE ACCRUAL BALANCES ................................................................................................................................. 130 CURRENT BENEFITS SUMMARY .............................................................................................................................. 133 EMPLOYEE DATA SUMMARY .................................................................................................................................. 136 DEPENDENT / BENEFICIARY SUMMARY .................................................................................................................. 138 EMPLOYEE BEN ADMIN EVENT SUMMARY ........................................................................................ 139 PARTICIPANT PAGE ................................................................................................................................................ 140 Event Information .............................................................................................................................................. 141 Eligibility Information ....................................................................................................................................... 141
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Processing Information ..................................................................................................................................... 142 EMPLOYEE EVENT SUMMARY-PLAN TYPE PAGE ................................................................................................... 143 EMPLOYEE EVENT SUMMARY-OPTION AND COST PAGE ........................................................................................ 145 BENEFITS ADMINISTRATION REPORTING.......................................................................................... 146 ELIGIBLE PARTICIPANTS REPORT ........................................................................................................................... 146 INELIGIBLE PARTICIPANTS REPORT ........................................................................................................................ 146 EMPLOYEE PROCESSING STATUS REPORT .............................................................................................................. 147 FLAGGED PARTICIPANTS REPORT........................................................................................................................... 148
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BENEFITS OVERVIEW
The Benefits component of PeopleSoft consists of two modules: Base Benefits and Benefits Administraion.
BASE BENEFITS
Base Benefits stores the information about the benefit plans offered by the employer, such as types of plans, premium costs, and calculation rules. It also stores the employees elections such as benefit plans, coverage levels, dependents and beneficiaries. The Base Benefits tables are view-only for the end users. There are two steps for enrolling employees in benefit plans. First, employees are assigned to a benefit program. Second, they are enrolled in each of the appropriate benefit plans within the benefit program, including enrolling dependents and recording beneficiaries. The system can store an unlimited number of benefit records for employees, dependents, and retirees. Once an employee has been enrolled in the benefit plans, all benefits-related payroll deductions and employer contributions are automatically generated during payroll processing.
BENEFITS ADMINISTRATION
Benefits Administration provides you with automated eligibility checking and enrollment management. Using the Base Benefits foundation tables and adding eligibility and event rules, the Benefits Administration system can manage events through Open Enrollment or through ongoing Event Maintenance.
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The following are examples of eligibility rules. The first is an example of a program eligibility rule, and the second of a benefit option rule. For HE Regular benefited employees, the following Program rule can be used to determine the employees eligibilit y for the benefit program HA1. The employee must have a Higher Ed company location and have a status of Regular to be eligible for the HA1 Benefit Program.
The employee must have a Higher Ed company location and have a status of Regular to be eligible for the HA1 Benefit Program.
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Benefit option eligibility for state and campus employees must be Regular to be eligible for PERS sponsored benefits.
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Elig Fld
1 2
Code/Value
Business Unit Job Code FERS CSRS
Use
Business Unit Job Code Federal Employees Federal Employees
Description
Automatically updated from Job Data Automatically updated from Job Data Entry depends on type of Federal EE - NDSU only Entry depends on type of Federal EE - NDSU only Employees whose benefits are exceptions to their eligibility (i.e., employees who are newly eligible for TIAA-CREF but elected to remain in NDPERS.) They will be in the Special Benefit Program which will allow for exceptions to the rules. Automatically updated from the Professional Date field Automatically updated from the Professional Date field Automatically updated from the Professional Date field Flat Rate Vacation - Faculty Annual Salary
Special Circumstances TIAA-CREF 5% TIAA-CREF 11% TIAA-CREF 12% HSKFCA - Faculty Sick HVCFFA - Faculty Vacation HSKFCC - Contract Faculty Sick HVCFFC - Contract Faculty Vacation HSKFCA - Faculty Sick HVCFSA - Faculty Vacation HSKFCC - Contract Faculty Sick HVCFSC - Contract Faculty Vacation HLRF10 LRS Faculty Sick HLRF12 LRS Faculty Sick HLRFSK LRS Faculty Sick HLRP10 LRS Faculty Sick HLRP12 LRS Faculty Sick Sick Leave No Accrual
FA
FC
Flat Rate Vacation - Faculty Contract Salary Step Rate Vacation - Faculty Annual Salary
SA
Step Rate Vacation - Faculty Contract Salary LRS Faculty working 10 mos earning 10 days LRS Faculty working 12 mos earning 10 days LRS Faculty working 12 mos earning 12 days LRS Faculty working 10 mos earning 5 days LRS Faculty working 10 mos earning 5 days Employees with Sick Leave Balance - not eligible accrue
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The following illustrates where these fields are located on the Benefits Program Participation page:
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The eligibility rules table shown below provides an example of how Elig Config 4 is used to determine eligibility for TIAA-CREF.
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EVENT RULES
Event rules determine how certain job actions, or events, will be processed by Ben Admin. Based on the type of event, event rules determine 1. 2. 3. 4. Which benefit options the employee can actually choose. The coverage begin date and deduction begin date of the benefit options selected. Default coverage if the employee does not select an option. Termination rules if the employee is no longer eligible for a benefit option they are currently enrolled in.
As examples, lets look at the hire event, and the family status change event. For the hire event, the event rules allow the employee to select all benefits options for which they are eligible. However, for a family status change event, the employee can only change medical, dental, or vision coverage; and elect or drop (waive) spouse or dependent life and FSA. They can make no other changes to their benefits. This is true only if the employee is eligible for the medical, dental, life, or FSA coverage. All event rules are maintained either by PERS or by the NDUS HRMS staff for Higher Ed specific benefits. The event rules can be viewed at the following navigation: Setup HRMS > Product Related > Automated Benefits > Eligibility and Event Rules > Event Rules Table
The following are examples of the hire event rule for plan type 10, Medical.
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The hire (HIR) event rule shows that the employee can select all options.
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This is the Date Rules page of the hire event rule. This controls the coverage begin and deduction begin dates.
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EVENT CLASSES
Event classes are categories of Job events used for Ben Admin processing. Each event class has an event rule and is processed differently by Ben Admin. The following are the event classes we use:
Description Used for the Job action of HIR (hire) or REH (rehire). The employee can select from all eligible benefits. Used for the Job action of TER or termination, or LOA (leave of absence), or LAO (layoff). All current benefit enrollments will be terminated. Family status change for divorce, marriage, or marriage of dependent. Only changes to coverage codes are allowed. Family status change for adding a dependent. This one is separate from the other family status change because the coverage begin and deduction begin dates are different. Miscellaneous. All job actions that are not one of those above, are considered MSC events. Ben Admin will determine if the employee is newly eligible or newly ineligible for benefits, and then go from there. MSC events can include pay rate changes, position changes, standard hours change, and transfers. Open Enrollment event class is only used for the annual benefits open enrollment. PRN is for as needed enrollments and PRT is for as need terminations. Sometimes events will need to be triggered to allow an employee to change existing coverage. This may be due to a mistake, a late change from the employee, or it may be due to rules that allow an employee to enroll in or change their savings plan contributions at any time during the year.
TER
FSC
FAD
MSC
OE
PRN/PRT
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Benefit Program FA1 HA1 HA2 HA3 HA4 HA5 HAS HAN
Program Eligibility
Description
NDSU Federal Employees Regular; 20+ Standard Hrs Temporary Retired With Benefits USO only Regular; < 20 Standard Hrs Regular; Elg Fld 3 = SPC Termed, Retired, Deceased
Federal Employees NDSU only Benefited Employees Non-Benefited Employees Early Retirees University Systems Office Non-Benefited Employees Employees with Special Eligibility Termed, Retired, Deceased
The State and Higher Ed each have their own benefit programs. The State benefit programs begin with S. These programs may appear on past Ben Admin events assigned to an employee who was employed by a State agency and is now employed by a campus. Prior to using Ben Admin, the Base Benefit programs were used. Those benefit programs begin with H0 or S0. To view all of the Benefit Programs use the following path, and leaving the search fields empty, click ; select the Benefit Program you want to view from the list:
Set Up HRMS > Product Related > Base Benefits > Program Structure > Benefit Program Table
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The following is an example of the HA1 benefit program:
This page shows the HREG eligibility rule for the HA1 benefit program:
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This page shows the Plan Type, Event Rule and Eligibility Rule for Plan Type 10 Medical.
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Groups: A group lets Ben Admin know how employees will be organized into schedules. The group an employee is assigned to is determined by the BAS Group ID on their Job record Benefit Program Participation page. Employees belonging to a particular campus will have a unique BAS Group ID. The BAS Group ID is automatically entered on the Job record. For the campuses, it is the Company. For example: o Valley City State is VCS
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The following is an example of the Schedule table for VCS:
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The BAS Group ID is located in Job Data:
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Assigned (AS) - Prepared (PR) - Notified (NT) - Entered (ET) - Finalized Enrolled (FE)
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The following is a list and description of all of the process status codes used by Ben Admin. Every event will have one of these statuses attached to it, and it is important that you understand what these statuses mean. Process Status
AE Program Eligibility Assigned Error
Description
Participant event is assigned to multiple programs. The system cannot process the participant event through the next stage (Option Preparation) until you correct the errors. You'll most likely need to make corrections to participant personal/employment/job information or to program eligibility information, which means that the employee is eligible for more that one benefit program. If the event has this status, contact the NDUS Helpdesk. Participant event is not assigned to a benefit program, which means that the employee is not eligible for any benefit program. If the event has this status, contact the NDUS Helpdesk. Participant event is assigned to a benefit program. This is good. You can proceed to prepare options.
AN Program Eligibility Assigned None AS Program Eligibility Assigned FA Finalized - Benefit Program None FP Finalized - Prepared None
Participant event has no program assignment and no current selections. Used for events assigned an AN process status during the Scheduling and Program Assignment and whose associated participants do not have current benefit elections. There is no further processing for this event. If you get this event, contact the NDUS Helpdesk. System has assigned the participant event to a benefit program, but the associated participant is not allowed to elect any new options. No further processing occurs for this participant event. This event is generally on a Misc Event. What it means is that the employee is not newly eligible to elect any benefits options. The event closes, and you are done. The system has encountered an error. Events are given a PE process status during option eligibility determination. To correct, you should make corrections to the personal/employment/job information of the associated participant or to plan and option eligibility information. You can do one of two things: review the error message by going to Administer Automated Benefits, Inquire, Messages. Enter your Schedule ID and Emplid. You can also call the NDUS Helpdesk. The system has calculated eligible options, credits, rates, and proof requirements for the participant associated with the event, and current elections have been identified for proof, eligibility level, and default processing. Enrollment forms should be created for and delivered to the participant associated with the event to bring the event to a process status of NT (notified), which means that the employee has new benefits options to select. Election enrollment form has been prepared for the participant associated with the event. The system updates the event's process status when you generate election forms for that participant, report BAS004. A benefits administrator has entered the participant's new selections into the system, and they are ready for validation by the Benefits Administration process.
PE Prepare Error
PR Prepared
NT Notified ET Entered
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EE Election Error
The system encountered an error in processing the elections for the participant associated with the event. No elections are posted to the Base Benefits business process tables. Errors are posted to the Message Table and are identified by participant and event. You can do one of two things: review the error message by going to Administer Automated Benefits, Inquire, Messages. Enter your Schedule ID and Emplid. You can also call the NDUS Helpdesk. Ben Admin processing is complete for the participant event. All selections have been validated and loaded to the appropriate Base Benefits & Payroll tables. If the participant came from a process status of PR due to a loss of all eligibility, the system inserts a termination row for each of the participant's current selections. It means that the event has been processed to completion, and the employees new benefits enrollments are now in the Base Benefits records. Enables selections associated with processing for the participant event to be reentered after the participant event has been brought to a process status of FE. Events are updated to RE status through the Event Status Update page, which means that you want to undo this event, and start at the beginning.
FE Finalized - Enrolled
RE Re-Entered
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The following flowchart illustrates how the system assigns process status values during Option Preparation. The flowchart on the left shows the process status flow for Assigned (AS) events, while the flowchart on the right shows the process status flow for Assign None (AN) events.
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DEFAULT COVERAGE
HIGHER ED
The following table shows the benefits that a newly hired employee will be enrolled in if no selections are madeassuming that they are eligible for the benefit plan. Plan Type 10 11 14 1Z 20 2E 21 25 2A 2B 2C 2I 23 2D 2Z 3Y 3Z 46 and 4Z 47 49 4B,4C, 4D, 4E 50 51 5D 5X Description Medical Dental Vision Employee Assistance Program Basic Life Supplemental Life-Flex Supplemental Life Dependent Life Spouse Supplemental Life UND Basic Life UND Supplemental LifeFlex UND Supplemental Life UND AD&D UND Dependent Life UND Spouse Life Long Term Disability Long Term Disability 403(b) Plan Grandfathered TIFR Plan 457 Plan TIAA-CREF 457 Plan Sick Vacation Comp Time Dependent Sick Leave Default Coverage Waive Waive Waive EAP Provider per Campus Basic Life $1300 coverage Waive Waive Waive Waive UND Basic Life $5,000 coverage Waive Waive Waive Waive Waive TIAA Disability Waiver TIAA Disability Income Waive Waive Waive Waive Sick Leave Plan Vacation Plan Comp Time Dependent Sick Leave Plan
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60 61 70 7A 7D 7W Flex Spending Health Flex Spending Dependent Care Retirement Plan Retirement Plan Retirement Plan Executive Comp Retirement Waive Waive NDPERS TIAA-CREF Retiree Health Ins Credit Executive Comp Retirement
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HIGHER ED FEDERAL EMPLOYEES
The following table shows the benefits that a newly hired Federal employee will be enrolled in if no elections are madeassuming that they are eligible for the benefit plan. Plan Type 10 11 14 1F 1Z 20 2E 21 25 2A 23 2Z 2C 2D 3Z 42 46 and 4Z 49 4B,4C, 4D, 4E 50 51 5D 5X 60 61 7X 7Y 7Z Description Medical Dental Vision Federal Health Employee Assistance Program Basic Life Supplemental Life-Flex Supplemental Life Dependent Life Spouse Supplemental Life Federal Basic Life Federal Life Option A Federal Life Option B Federal Life Option C Long Term Disability Federal TSP 403(b) Plan 457 Plan TIAA-CREF 457 Plan Sick Vacation Comp Time Dependent Sick Leave Flex Spending Health Flex Spending Dependent Care Federal Retirement Federal Retirement Federal TSP Default Coverage Waive Waive Waive Waive EAP Provider per Campus Basic Life $1300 coverage Waive Waive Waive Waive Waive Waive Waive Waive TIAA Disability Income Waive Waive Waive Waive Sick Leave Plan Vacation Plan Comp Time Dependent Sick Leave Plan Waive Waive FERS Retirement Plan CSRS Retirement Plan Waive
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When the record is saved, a benefits administration event is created. In this case, it would be a MSC Ben Admin event.
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Note: 1. Event status update will display all events processed for an employee 2. Event status update requires that you know the employees EmplID. Within Ben Admin, always know the employees EmplID.
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The Update Processing Controls page shows all events for a schedule. The page has two parts. The first is a search page, allowing you to provide specific criteria for your search so that only the events that you want are displayed. The second page displays the results of your search. Go to Benefits > Manage Automated Enrollment > Events > Update Processing Controls
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Second page of Update Processing Controls:
Once you have verified the schedule and program assignment, it is time to move to step 5.
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button you will be taken to the Process Scheduler Request: NDUS - Benefits Page 34
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Press link to be taken to the Process Monitor where you can view the progress of the Ben Admin process.
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Enter the Run Control ID (same as your schedule ID) and click here: ; you will be taken
The system will produce an enrollment form for all employees in your schedule who are at a process status of Prepared (PR). If you only want to produce an enrollment form for one employee, you can specify the EmplID on the Run Control page. Once the form is produced, the process status will change from Prepared (PR) to Notified (NT). After you press the Run button, you will be taken to the Process Scheduler Request:
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After you press you will be taken back to the Run Control page.
Press link to be taken to the Process Monitor where you can view the progress of the Ben Admin process. Press the button to update the Run Status. link
link
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The View Log/Trace page will open. Click on the enrollment form.
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To get to the Election Entry page, go to Benefits > Manage Automated Enrollment > Participant Enrollment > Perform Election Entry
Data Entry Configurations Check all boxes Defer Dep/Benef Enrollment If checked, the Dep/Benef information fields do not appear on the election entry form. Defer Savings Investments If checked, the savings investment fields do not appear on the election entry form. Hide Unused Items and Links If checked, hides all unused items and links. Validate When Saved This box defaults as checked. It is important to have the benefit elections validated when saving the election entries. After you press Search, you will be taken to the Option Election page:
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Click
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After you press the Save button, you will be taken back to the Search page. Here, you can see that the status of the event has been changed to Entered (ET). You can press to have the system validate that you entered valid Option Codes. You can also enter a new EmplID to elect their options:
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A summary of the Benefit enrollments can be viewed at Benefits > Review Employee Benefits > Current Benefits Summary
The Benefit Enrollment Summary displays the benefit options the employee was eligible to elect or waive. It shows the type of Benefit Plan, Coverage and the Coverage Begin Date.
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The Benefit Deduction Summary displays the deduction code, tax class, coverage base, the amount of the last deduction for benefit options the employee elected.
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Pressing to the Ben Admin Processing Controls page, where you will click on Final/Dflt to finalize the Termination Event. This is also known as force finalizing. After selecting Final/Dflt, make sure to SAVE the page.
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After you press Run, you will be taken to the Process Scheduler:
Pressing will take you back to the Run Control page. You can then select Process Monitor to watch the progress of the Ben Admin process. When the Process Status is Success, you are done.
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REVIEWING MESSAGES
As you process events, it is a good idea to review messages generated by Ben Admin. These messages can tell you about problems encountered or provide informational messages that can be important to you. The basic types of messages you can encounter are 1. Error messages generated by Ben Admin. These are problems that must be fixed before the process can continue for the event. As you review the event status via the Processing Controls Update page, or the Event Status Update page, and encounter a process status of Prepare Error (PE) or Elect Error (EE), you will need to look at the messages to find out what the problem is. 2. Informational messages generated by Ben Admin. These are not errors. Ben Admin is informing you that it has done something and is keeping you apprised of its progress. Note: It is possible that there will be no messages.
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STEP 1: NAVIGATION
To get to the Messages page, go to Benefits > Manage Automated Enrollment > Review Processing Results > Processing Messages
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In this example, we want to select all the employees who have events which have benefit options prepared. This means the event is ready for election entry. If the employee is not able to get the PERS or other provider forms back before payroll, the event can be finalized so the employee is enrolled in the defaulted benefit options such as basic life, leave plans and retirement before payroll is confirmed.
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Because no one knows what the change will be, when you trigger the PRN event, you will be able to elect any coverage the employee is eligible for. In other words, all options are opened up just like they would be with a Hire event. When you trigger the PRT event, you will be able to terminate coverage the employee no longer wants. Obviously, this is very powerful, and care must be taken to ensure that only the changes that comply with PERS and other provider policies are made. The PRN and PRT event works differently than the other events. These are the steps you will go through to process the event:
STEP 1: ADD A PRN OR PRT EVENT TO BAS ACTIVITY USING MANUAL EVENTS
This is where the PRN/PRT event deviates from the other Ben Admin events. All other Ben Admin events are triggered by some action to the Job record. When an employees Job record is updated, BAS Activity is automatically updated with the event, and the event stays there until it is scheduled. With the PRN/PRT event, there is no Job action to trigger the event. In order to make the event available to Ben Admin, you will need to manually insert the event into the BAS Activity by using Manual Events. After entering the PRN/PRT event into Manual Events, the event processes just like any other event in Ben Admin. This is how the PRN event is done (the steps are the same for the PRT event). If after the event has been processed and closed another modification needs to be made, the entry can be made using the same PRN/PRT event. Please refer to On Demand Maintenance for instructions on reprocessing an event. Changes to an event should only be done during the same pay period.
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First, go here: Benefits > Manage Automated Enrollment > Events > HE/State Manual Events
Enter the EmplID or name of the employee, and press Search. Select the correct Empl Rcd. The ND BAS Activity (Manual Entry) page will open.
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1. Action Source: Manual will automatically default. (If there is an unscheduled event in BAS Activity, it will default instead of Manual. You need to process the unscheduled event prior to entering the manual event.) 2. Event Date: Depends on the type of event, PRN or PRT, the type of Benefit Plan and when you want the coverage and deduction to begin or end. First, determine which pay period the st event should be effective, and then, use the 1 day of the pay period as the event date. Use the PRN/PRT guide to determine the event date. Note: The system will only allow one PRN and one PRT with the same date.
3. BAS Action: Enter PRN or PRT or select it from the lookup feature. 4. All Jobs: Box will be unchecked leave it unchecked. Checking this box will affect the position the employee may have with another campus or state agency. 5. Empl Rcd and Ben Rcd: If your employee has more than one job within your company and the change applies to only one Empl Rcd and Ben Rcd, you will need to enter the correct Record numbers. 6. The rest of the fields will default in with the appropriate information they should not be changed. 7. Save this screen.
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PRN / PRT Event Date Guide
PRT (terminate)
Medical. Life, FSA, LTD Benefit Plans Coverage Ends: The end of the month, the month after the event date Deduction Ends: The pay period containing the event date Savings, Leave Plans, Retirement Benefit Plans Coverage Ends: On the event date Deduction Ends: The pay period containing the event date
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STEP 1: GO TO THE ON-DEMAND EVENT MAINTENANCE PAGE AND SHOW ACTIVITIES PAGE
Benefits > Manage Automated Enrollment > Events > On-Demand Event Maintenance Enter the Empl ID or name of the employee and press Search. Select the correct Empl Rcd and Ben Rcd. The On-Demand Event Maintenance page will open.
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On-Demand Event Maintenance Page
This is the date on which the trigger activity for the Benefits Administration event occurred. If the system finds only one activity for the employee, the system automatically displays the date. If there is more than one activity, click Show Activities to select an activity to process. The type of action that triggered the activity record: a change to the employee address, multiple job flags or job data; manually adding an event through the Ben Admin Activity page; or a passive event. Used for employees with multiple jobs. Employees with multiple jobs can have different sets of benefit elections. The system keeps track of the different sets of elections with different benefit record numbers. Click to run the Schedule/Prepare Activity process.
Empl Rcd# (employee record number) Schedule/ Prepare Activity Pending Activities
Displays the number of events waiting to be processed for this employee ID/benefit record number combination. As events are processed, they are deleted from the Ben Admin Activity page. If there are no events waiting to be processed, Pending Activities is 0 and the Show Activities button is not available.
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Action The type of job action associated with the action trigger. For example, if the triggering action is a hire of an employee, the action is HIR. When the system processes the event, it uses the action to determine which event classification governs the event.
Select
Select to process the activity. When you select an activity record, information from that record provides the Activity Date, Source, Empl Rcd#, Pending Activity, and Action fields on the On-Demand Event Maintenance page.
Event Effseq
This indicates the order in which events occurred if there was more than one event for an employee in a single day
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Note: The Schedule/Prepare Activity button is only active if there is an event waiting to be processed.
3. When the system has finished processing, it issues a Process completed successfully message.
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REPROCESSING EVENTS
Use the Event Status Update page to identify events that may need reprocessing. To open the Event Status Update page from the On-Demand Maintenance page, click the Event Status button.
To reprocess an event that has been Enrolled and Closed: 1. Open Event Status Update and close the currently open event 2. Change the Event Status to Open and the Process Indicator to Re-Enter on the event to reprocess 3. Click OK or Apply 4. Click the Reprocess button on the On-Demand Event Maintenance page 5. Make any election entry changes 6. Click the Validate/Finalize button to enroll and close the event
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Note: Reprocessing an event with a Process Indicator of Re-Enter takes it back to the point of the completion of election entry. This will allow you to make changes to the elections. Prepare Options will take the event back to prepare benefit options and all of the elections you made will be gone. This may be necessary if there was a change to the employees benefit eligibility after the event was processed. Assign program will take the event back to assigning a benefit program. This would be used if an employees status changed and was now eligible for a different benefit program.
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VOIDING EVENTS
Sometimes it is necessary to Void an event. As an example: if an employee is employed at multiple companies and the Ben Rcd number changes during the Add Concurrent Job process, the Hire event could be assigned to the correct employee but at the incorrect company Schedule ID. This type of event may prepare options for the employee at the wrong company and will need to be voided. To open the Event Status Update page from the On-Demand Maintenance page, click the Event Status button.
To Void an event: 1. Open Event Status Update 2. Close the currently open event 3. Change the Event Status to Open and the Process Indicator to Void on the event to reprocess
4. Click
or Apply
5. Click the Reprocess button in the On-Demand Event Maintenance page The system updates the event with a Process Indicator of Normal Processing and an Event Status of Void and removes the event from processing.
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Schedule ID: Enter your campus event maintenance Schedule ID. As Of Date: Enter a date or leave blank for the current date. Click Run and Click OK on the Process Scheduler Request page. Click the Process Monitor link to verify the process ends in Success.
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Click on the Process Scheduler Request page which will begin the process. Click on the Process Monitor link to view the process. After the process has ended in Success, the regular Ben Admin run control process can be run and the events will process and close.
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TIAA-CREF MODIFICATION
The TIAA-CREF modification will automatically fill the Eligibility Field 4 when the Professional Experience Date is entered. A nightly process will run to evaluate all employees el igibility. If the employee is eligible for the next level of TIAA-CREF, the process will insert a row with a TIA Reason Code and change the Eligibility Field 4, benefit plan code in Job Data. A report can be run each pay period to confirm the changes made by the nightly process. The process creates a Ben Admin Misc, TIAA-CREF event which will enroll the employee into the new level of TIAACREF in Base Benefits.
BENEFITS DEPARTMENT:
1. The nightly process will run at 11:45 PM to evaluate the employees TIAA-CREF eligibility. 2. If an employee is eligible to move to the next level of TIAA-CREF, the process will insert a row with a TIA Reason Code and change the Eligibility Field 4 benefit plan code in Job Data to the new level. 3. Print the TIAA-CREF report by navigating to a. Benefits > Reports > Contributions and Deductions > HE TIAA-CREF Report b. On the Process Scheduler Request page be sure to select Web Type and PDF Format. c. The report will give details for the employees whose benefit plans were changed by the process, including the Professional Experience Date, Previous and New Eligibility (Elig Fld 4 code). d. The report also lists employees who will be changed in the next two weeks. e. Confirm that the changes made by the process are correct. NOTE: The report should be run by the Benefits Administrator to confirm the changes and process the Ben Admin events. 4. The employees who appear on the report with a change to their Eligibility Field 4 benefit code will have a Misc Ben Admin Event with an Action Source of TIAA-CREF. 5. The ALL Scheduling process will Assign the event to the campus and Benefit Program. After the campus processes the Run Control, the event will be Prepared and ready for processing. NDUS - Benefits Page 89
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6. The event can be finalized by checking the Final box in Update Event Status. a. Benefits > Manage Automated Enrollment > Events > Update Event Status 7. Process the Ben Admin Run Control to enroll the employee into the new level of TIAA-CREF in Base Benefits. The Ben Admin event status will be Enrolled and Closed.
Notes:
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Finalize the OE event process. After you have completed the election entries, follow the Open Enrollment Processing Instructions to finalize the OE event.
NOTE: Do not run the process to finalize until all election entries are made and you are ready to close the OE event.
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Open Enrollment Process Follow-up
Monitor Job Data changes after OE is finalized. Monitor and assess the types of Job Data changes that may occur after the OE event has been finalized. If the change will affect the employees benefit or employment status, such as a status change from Regular to Temporary, and the effective date is prior to January 1, the OE event will need to be reprocessed. If the change does not effect the employees benefit or employment status, such as a pay rate change, the OE does not need to be re-processed. Check for Job Data changes that may require the OE event to be reprocessed. At the Processing Controls Update page enter the OE schedule ID for your campus and check the Job Eligibility Change box. This search will list all of the employees who have had a change to their Job Data after the OE event has been finalized. If there is a Job Data change effective prior to January 1, which has an effect on benefits eligibility, the OE event will need to be reprocessed. Use a PRN event to make an FSA election change after the process to change the FSA deduction begin date to 12/31 has been run. If the OE event is re-processed the new FSA election will have a deduction begin date of 12/16. The process to change the deduction begin date to 12/31 will be the most effective dated row and the new election will not be taken. If this occurs the 12/31 row should be removed. An email notification will be sent when the FSA deduction date change process has been run.
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Insurance Premiums Setup Under General Deductions (AFLAC, etc). June 2011 NDUS - Benefits Page 94
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General Deductions are not part of Open Enrollment, make changes to the General Deduction plans by using this navigation: Payroll for North America > Employee Pay Data USA > Deductions > Create General Deductions
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Note: To review events from the Schedule Summary by process status type, select the type you wish to review from the Process Status lookup: Navigation: Benefits > Manage Automated Enrollment > Events > Update Processing Controls Enter the OE Schedule ID. Select the event status type you wish to review from the Process Status lookup.
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For detailed instructions on how to enter information for each type of benefit, please refer to the Election Entry Instructions.
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Navigation: Benefits > Manage Automated Enrollment > Review Processing Results > Schedule Summary Enter the OE Schedule ID. Press Search; review the status of the open enrollment event. The Process Status for your OE events should be Entered (ET) or Prepared (PR). Any events with a status of Assigned generally will mean there is another event open which needs to be processed before the OE event can be Prepared. An Assign Error will mean they are eligible for more than one program. Please submit a Remedy ticket if you have Assign Errors.
Note: To review events from the Schedule Summary by process status type, select the type you wish to review from the Process Status lookup: Navigation: Benefits > Manage Automated Enrollment > Events > Update Processing Controls Enter the OE Schedule ID. Select the event status type you wish to review from the Process Status lookup.
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STEP 6: FINALIZE/ENROLL
Do not run the process to finalize until you are ready to close the entire OE event. Navigation: Benefits > Manage Automated Enrollment > Events > Run Automated Event Processing Enter your Run Control ID. Enter your Schedule ID in the Schedule ID field. Select the OE/Snapshot tab. Check the Finalize/Apply Defaults box. Press the Run button to take you to the Process Scheduler. Select Server Name PSNT if it is not already selected. Select the Benefits Administration process by clicking the last box on the page. Press OK to start the process. This will take you back to the Run Control page. Press Process Monitor to view the status of the Ben Admin process. When the process finishes (Success), press Go Back to Run Control to take you back to Ben Admin.
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Navigation: Benefits > Manage Automated Enrollment > Events > Update Processing Controls Enter the OE Schedule ID. Select the type of Process Status of the events needing review. Please submit a Remedy ticket if you are not able to get all of the events (except for HAN) processed.
NOTE: Please submit a Remedy ticket when the OE event has been finalized and all of the events except those assigned to HAN have been processed.
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Notes:
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NOTE: NDUS is using the Contract Prepay Option for many of its General Payroll Deductions. Because these deductions are all set up in Plan Type 00, the premium Flat Amount must be used, or the system will deduct a prepay amount for all of the employees general deductions.
Click the
NOTE: Contract Pre-Pay Options renews automatically from year to year if the person is marked HE Pay Over Contract and if the Renew Contract Automatically box is checked. This is good in most cases, but if there have been any midyear changes to Contract Pre-Pay Options, these will not carry over cleanly from year to year. You will need to verify Contract Pre-Pay each year.
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DEDUCTION ADJUSTMENTS
Deduction adjustments are necessary due to pre-paid benefits, a semi-monthly payroll, and the deduction-begin and end-date rules in PeopleSoft. The following guidelines will help coordinate the one-time deductions on the payline.
The earliest the pre-paid insurance deductions can begin is the pay period preceding the st coverage begin date. The coverage always begins on the 1 of the month, and the deduction will th always be effective the pay period beginning the 16 of the month. The deductions will not be available to do a one-time deduction on the pay period beginning the st 1 of the month. An employee who is hired in the first half of the month will not have pre-paid insurance deductions withheld the first pay period. An additional deduction is REQUIRED on the pay period beginning the 16 of the month to pay for the missed premiums. This will require a one-time deduction of the full months premium (two regular deductions). The system will also take the regular deduction for the pay period. It will appear as if this is a triple deduction for this one pay period.
th
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The pre-paid insurance coverage ends the next month after the event date. The deduction will be taken from the pay period containing the event date, but will not be withheld the pay period following the event date. If an employee terminates in the first half of the month, no one-time deduction will be necessary. The deductions will be taken as usual to pay for the following months coverage. If an employee terminates in the second half of the month, a one-time deduction to cancel the th pre-paid benefit deductions will be REQUIRED from the pay period beginning the 16 of the month. The deduction for this pay period would be pre-paying beyond the coverage end date. Other methods to stop the deductions for a terminated employee would be to change the Deduction Subset to RET on the One-Time Deductions tab on the pay sheet. This will allow only retirement benefits to be taken. Do not use this method if the employee has savings or FSA deductions. A manual PRT event can be created to terminate the benefits that should not be taken.
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Enter the Employee ID in the EmplID field or enter the employees last name in the Last Name field and click on .
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Once the employee has been selected the following page will display:
Seq#: Leave field empty. Rate Code: Leave field empty. Hours: Enter the number of hours to be adjusted. Rate: Leave field empty. Amount: Leave field empty. Enter the adjustment hours as appropriate for that leave plan. For a decrease in hours enter a negative number (example: -4). For an increase in hours enter a positive number (example: 8). Tab out of the field.
Click
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NOTE: When adjusting old leave balances it is best to use the current pay period dates. Using the employees termination date will sometimes cause the pay calc to end in error. Use the current pay period dates on the pay sheet and the last most current position number for the employee. Verify the position number, job code, DBT etc are still active.
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SAVINGS MANAGEMENT
Savings Management will allow PeopleSoft to track 402(g) and 457 limits on an employee level. Therefore, if an employee is eligible for limit extensions, the system will automatically give the employee those extensions. 402(g) 15-year catch-up extension for 403(b) plans 402(g) Age-50 extension for 403(b) plans 457 Age-50 extension for 457 plans.
NOTE: As with other Base Benefit components, Savings Management will be view only. If there are issues, please use the REMEDY ticket system.
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Company: Company where employee is employed. Calendar Year: Calendar year of extension or calculation Limit Type: Catch-up represents the row where an employee can use the over 15 years of service extension. Exception Reason and Description: Reason for the exception: A: 402(g) or 457 Limit Type. The Description field is: Catch Up Extend Limit. B: 402(g) or 457 Limit Type. The Description field is: Age 50 Extend Limit. E: 401(a) Limit Type. The Description field is: Adjust Eligible Earnings Year to Date. To give flexibility in controlling the eligible earnings, the Limit Type 401(a) Adjust Eligible Earnings YTD amount can be used to adjust the eligible earnings accumulated in a positive or negative amount. The special accumulators used to define eligible earnings for the purpose of measuring the 401(a) limit begin accumulating at the start of the calendar year regardless of whether the employee is contributing. H: This option is available if you select 402(g) in the Limit Type field. The Description field is automatically populated with Hardship Reduce Limit. NDUS - Benefits Page 117
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Extension Election: If the system is going to use the Adjustment Amount (Extension Amount), then the Extension Election box must be clicked on. Adjustment Amount: Extension amount. The amount the employee is going to have their limit extended by. For employees with 15 or more years of service or over the age of 50, the system will fill this box and the Extension Election box. Limit Amount Override: The override amount entered here will be used instead of the 402(g) limit or extended 402(g) limit if the Ext Election is checked ON. It will apply to only 403(b) plans. Updated On: The system enters a date when new information is saved. User ID: The system identifies the user who updated the information. SYS, which indicates that either the Age-50, 403(b), or 457 processes created the record. <user ID>, which indicates that a user manually added the row
Contribution Suspension: Select the desired plan and benefit type for which contributions should be suspended.
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Balance Information The system displays the YTD and LTD balances calculated from the 403(b) process. Balance Adjustments (This Company Only) Use to enter employee contributions from a previous employer. The Calculate 403(b) Extensions process uses these figures. Elective Deferrals Adjustment, Non-Elective Deferrals Adjustment, and Employee Contribution Adjustment Vesting Adjustments Enter the new amounts. Both the Calculate 403(b) Extensions and Pay Calculations processes use these fields.
Enter the new amount. Both the Calculate 403(b) Extensions and Pay Calculations processes use these fields. A vesting adjustment is considered to be a type of employer contribution, so it is used along with the Employer Contribution YTD/LTD balance fields and the Employee Contribution Adjustment field.
General / Alternative Election Data (all Applicable Companies) Override Service Years Calc (override service years calculation) Employer Contribution Maximum Termination Date (403[b] expected termination date) Current Year Contribution Subject to 415 Limit Select this check box if you need to override the systemcalculated Service Years YTD field, the Service Year LTD field, or both displayed on the 403(b) Projections page. This is the amount entered in the Maximum Yearly Deduction field located on the 415(c) Limit Table. If applicable, enter the date. This is the year-to-date deductions that are subject to the 415(c) limit.
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457 Adjustments This group box appears if you selected 457 in the Savings Plan Type field. Other Employer Deferrals 457 YTD Deferrals and 457 LTD Deferrals The amount deferred to a 457 plan with another employer during the years of service with the current employer. 457 year-to-date and life-to-date balances are automatically maintained as part of the 403(b) Extensions process for those employees who are enrolled in both a 457 and 403(b) plan
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ADD A DEPENDENT
Dependent/Beneficiary ID will default to 01 indicating that this record is the first dependent and/or beneficiary listed under the selected employee. Effective Date will default to the current date. This date can be changed to the correct effective date for benefit elgibility purposes. link to add a dependents information.
Click on the
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Enter the dependents First and Last name on the Edit Name page. Click Click to fill the Display and Formal Name fields. to return to the Name Page.
Repeat these steps to enter additional dependents. Click on the Address Tab to open the Address page:
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Check the Same Address and Phone as the Employee boxes to fill the address and phone number fields with the employees information. If the dependent address is different than the employees address , click the Edit Address link to enter the dependents address. Click on the Personal Profile tab to open the following page:
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Date of Birth: Enter the dependent or beneficiarys birthdate. Certain benefit plans, such as life insurance, require the birthdate to determine an individuals eligibility. Date of Death: When the dependent or beneficiary dies, enter the date of the death. Medicare Entitled Date: This field is currently not being used by NDUS. Birth Country, State and Birth Location: Enter the country in which the dependent or beneficiary was born. Depending on the country you enter, additional fields may appear that require more data entry. Enter a city, county, or both, to further define the place in which the dependent or beneficiary was born. Riders/Orders: Click to access the Dependent/Beneficiary Riders page. June 2011 NDUS - Benefits Page 127
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Phone Numbers: Click to access the Dependent phone numbers page. Effective Date: Defaults in from the Name page Relationship to Employee: Enter the dependent or beneficiarys relationship to the employee. Gender: Enter the Dependent/Beneficiary gender. Marital Status: Make appropriate selection. Marital Status As of Date: Enter todays date, as that is the date the status is known. Student, Disabled, Smoker: Indicate by selecting the appropriate check box(es). This field should be filled in only if the dependent/beneficiary is a student. Student Status As of Date If the Student check box is selected, enter the date. Occupation Leave blank. Country Defaults to USA National ID Type Defaults to PR for Social Security Number National ID Enter the Dependent/Beneficiary Social Security Number. If you have not been provided with the SSN leave the field blank Note: If you get a warning that another EmplID has the same SSN assigned to it, this could be the result of sharing the same dependent / beneficiary. This is a warning and you should be able to save the data. Primary ID Select the box
Select the
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Select the
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The leave accrual balance page will appear:
The sample shows the sick leave balance for the employee. As there are more balances associated with this employee, the system displays 1 of X (the number indicates the number of rows for that employee). To see all the leave balances, click on the View All hyperlink to the left of the arrow. Scroll down the page to view other types of leave. Click on the Find link and enter the type of leave you wish to view. As an example enter vac to view vacation leave accrual. Accrual Balances Hours section Accrual Date: Last date the leave accrual process was run. Carried Over From Previous Year: Updated only during the first run of the year. Earned Year-to-Date: Maintains the accrued leave awarded and is updated each time the leave accrual process is run. Taken; Adjusted; Bought; Sold Year-to-Date: Updated each time the Leave Accrual process is run and values are moved from the corresponding Unprocessed Data fields. NDUS - Benefits Page 131
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Accrual Totals section Hours Balance: Employees current accrued time available. The system calculates the Hours Balance by totaling (Carried Over from Previous Year) + (Earned Year-to-Date) (Taken Year-to-Date) + (Adjusted Year-toDate) + (Bought Year-to-Date) (Sold Year-to-Date) (Unprocessed Hours Taken) + (Unprocessed Hours Adjusted) + (Unprocessed Hours Bought) (Unprocessed Hours Sold). Hours Value: Current monetary value of the hours balance. The system calculates the hours value, or value of the unused hours, by multiplying the leave balance by the current hourly rate for hourly employees or the hourly equivalent for salaried employees. Service Data section Service Date: Date used for length of service calculations when the Service Unit is defined as Months. Service Hours: Number of hours used for length-of-service calculations when the Service Unit is defined as Hours. Unprocessed Data section This section displays the hours that were entered here by the pay confirmation process run since the last accrual date. The leave accrual process is run after pay confirmation, which creates the new leave accrual page using the hours from the Unprocessed Data section. Hours Taken; Adjusted; Bought; Sold: Updated each time the pay confirmation process is run. Service Hours: The Pay Confirmation process will only update the service hours when the employee is participating in the leave plan as of the Pay End Date.
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Enter the EmplID or Last Name in the search criteria box. Click on the button.
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The Benefit Enrollment Summary page displays:
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The Benefit Enrollment Summary and the Benefit Deduction Summary pages allow you to view the benefit plans and deductions for a specific employee their selected benefit plans.
Note: Plan Types that are future dated will not appear.
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Click on the
button.
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This is an excellent location to find frequently asked information regarding employees, such as; Employee Status, Benefit Employee Status, Department, Job Code, Social Security Number, Date of Birth and Effective Date.
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Click on the
button.
This page displays a list of Dependent / Beneficiaries and the relationship for a specific employee.
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PARTICIPANT PAGE
Navigation: Benefits > Manage Automated Enrollment > Review Processing Results > Employee Event Details
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EVENT INFORMATION
This group box displays the event's ID, Status, Class, Source, Date, EffSeq, and Priority. Status, the system displays a status code that indicates whether the event is Open for Processing, Closed for Processing, or Void. Source, the system displays the source of the event. The source could be triggered by a change to an employee's address, union code, or job information, a passive event, or the insertion of a manual event. Priority is the priority level of the event class. The system uses Event Priority to determine the order of processing for events that occur for an employee on the same event date, but which have different event classes. Multi-Activity Indicator if the check box is on, this event is the result of a situation where the system located multiple activity records from BAS_ACTIVITY that had the same event date, and event class and merged them into a single event.
ELIGIBILITY INFORMATION
This group box displays information the system uses for determining eligibility for the event. If the event is associated with an action that may make the employee eligible for COBRA coverage, the COBRA Action will display the action code. If the event originated from an Address or Job data change, the Addr Effdt, and Job Effdt along with the EffSeq of the event will be displayed.
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PROCESSING INFORMATION
This group box displays information about the current processing status of the event. The Benefit Program to which the employee has been assigned, the Process Status of the event, the Status Date of the process status, the Process Indicator, and the Election Source will all be displayed. If an enrollment statement has been printed for this event, the date of the print will be displayed in Option Notify. When an election is entered for the event, the system date the elections were entered will be displayed. The date the Confirmation Letter was printed will also be displayed in this group box. If the event was finalized and/or defaults were applied, the Finalize/Apply Defaults check box would be turned on. The method the system used to deal with Excess Credits is displayed. If changes have been made to the Address, Union Code, or Job Data or if the event was processed out of sequence or disconnected, the appropriate flags would also be turned on.
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Curr Election is an indicator that explains why coverage might be terminated after event processing has occurred. Yes No Only The employee had coverage in this Plan Type as of the Event Date The employee did not have coverage in this Plan Type as of the Event Date. The employee had coverage in this Plan Type as of the Event Date, but the employee is no longer eligible for coverage in this Plan Type as a result of the event, leading the system to terminate the employee's coverage The employee has a future dated election in this Plan Type that the system will terminate
Future
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When the Elections Allowed check box is turned on, it means the employee can elect options in this plan type. After finalization, Enroll Action is set and reflects what action occurred. The possible values for Enroll Action are None, Enroll, and Terminate. The results of the following Enroll Action values are as follows: None Enroll Term No action occurred for this plan type and none is taken. Coverage Elect will be set to Waive or Elect. Coverage Elect will be set to Terminate.
Note: An employee may receive an Enroll Action of None if the election for the given plan type matches the employees current election. If the employee stays in the same benefit plan for twenty years, there will be only one enrollment record instead of twenty. Employees will also receive an Enroll Action of None if there is an error with the election or no current election, and the event is force finalized. If BAS Error is turned on, the system has encountered an error during eligibility and event rule processing for this plan type. Be sure to check the Messages page. This page also displays the Ignore Plan action that the system followed to process this plan type. In the Dates group box, the system displays the Plan Enroll date, the Coverage Begin date, the Deduction Begin date, and the Coverage Elect date. In the bottom left corner of the Employee Event Summary-Plan Type page, the Option Code, Benefit Plan and Coverage Code elected are displayed. If required proof has been received, the Proof Received checkbox will be turned on. When the system finalizes the employee, the Enroll Action and Coverage Elect fields are set. Until finalization, these fields are filled with an Enroll Action default value of None and a Coverage Elect default value of Elect. In the bottom right corner of the Employee Event Summary-Plan Type page, information specific to the plan type will be displayed.
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In the Options group box, the Option Seq, Option ID, Option Type, Benefit Plan, Covrg Cd, Option Code, Option Level, Coverage Base, Premium Base, Ded Class, and Pay Periods the deductions will be taken are displayed. If the Default Election check box is turned on, it means that the option is a default option that can be assigned as a default to employees who fail to make their elections. It does not mean this option has been assigned to the employee as a default option. June 2011 NDUS - Benefits Page 145
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When Proof Required is turned on, it means the employee must pass proof rules to legitimately enroll in the plan. The History Only check box identifies options the employee is eligible for but cannot choose until an event such as Open Enrollment.
1. The Eligible Participants report (BAS001) lists by Schedule ID and benefit program employees that are eligible to participate in the benefit programs. 2. For each employee, the Eligible Participants lists employee ID, name, event date, plan type and descriptions, option code, coverage code, benefit plan and deduction class. It inserts a page break at the benefit program level.
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2. To print an Employee Status Report that is limited to employees of a specific schedule, enter the appropriate Campus Schedule ID. 3. Indicating which Process Status to Include can further refine this report. If all boxes are left unchecked, all event statuses will be included.
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2. You can choose to have the Flagged Items report display information about each flag that helps you troubleshoot the reason the event was flagged, or you can have the system print a "summary" version of the report that provides a minimum of information about each listed event. 3. Enter the appropriate Campus Schedule ID for the employees the system should search through for reprocessing flags.
June 2011
NDUS
4. In From Date and Thru Date, enter the date range the system should refer to when searching for flagged employees. The system will only list employees who were flagged for events with event dates within the date range specified. 5. In the Report Participants Flagged for group box, select the flags that the system should use when compiling the report. 6. You can also select the Include Summary check box to have the system include summary information on all flagged employee events found by the system.
June 2011