Benefits Administration Training Manual 9.1

North Dakota University System
Benefits Administration Manual
PeopleSoft Version 9.1

NDUS

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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BENEFITS ADMINISTRATION PROCESS
OVERVIEW
The Benefits Administration process (Ben Admin) is used to perform Event Maintenance and Open Enrollment. You use Event Maintenance to process changes during the plan year and the enrollment of new hires. You might perform Event Maintenance every day or once a week — based on changes in employee eligibility, the addition of new hires, and the need to update payroll benefit deductions. Event Maintenance identifies employee events (called participant events) that have occurred since the last run of the process, which may change the benefits eligibility of the respective employee. Besides open enrollment and passive events, all benefit events are triggered by changes to the Job record. Events can include  The hiring and terminating of employees.  Family status events (such as divorce birth/adoption of a child).  Job-related information changes (such as pay rate change or position change).  Passive events (like reaching age 65). After Event Maintenance identifies employees who are associated with these events, it determines their current benefits eligibility according to the event and eligibility rules (sorting them into new programs or plans as needed) and calculates benefit prices for their eligible options. The Event Maintenance cycle can then create and deliver enrollment forms, enter and validate employee election choices, load the elections to the base benefit enrollment tables, and create and deliver confirmation statements.

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UNDERSTANDING THE BEN ADMIN PROCESS FLOW
Running Ben Admin can be complex because the events processed can follow a variety of different paths. Some employees will have a number of events that require processing while others will have events that don't change their benefits eligibility at all. In addition, you'll run into situations where the event process contains an error, which means that you'll need to reprocess these events until you get the desired result. Remember that Ben Admin processes events, not employees. At any given time, an employee may be associated with several unprocessed events that are different event classes on different event dates. During a particular run of the Ben Admin process, the system uses the Event Priority number set up on the Event Class table to decide which event to process first and then processes that event from beginning to end before continuing with the next one. The Ben Admin process can only actively process one event per participant at a time, but it can have several events scheduled for later processing. To manage the schedule, Ben Admin uses an event status of Open, Closed, or Void. Events must have Open status to be processed. Ideally, you would run the Ben Admin process two to three times to complete the processing of an employee event. The steps in the benefits administration process are as follows: Schedule: During the first run, the system assigns the employees’ events to a Ben Admin schedule, and scheduled events are, in turn, assigned to a benefit program. The scheduling of events will be handled centrally. The process will every ½ hour daily. The scheduling process will organize events into individual Campus schedules. At that point, the events will be processed by the campus. Prepare Options: The next time an event is processed, Ben Admin will apply the eligibility rules to determine the different benefit plans (plan options) the employee can choose. The prepare options step will show only those plans that the employee will be eligible to elect. After options are prepared, an enrollment form can be produced. At this point, the event processing stops and waits for the employee to choose which benefits they want. Elect Options: Elect Options has two steps. First, the employee makes their benefit choices from among their eligible options. Second, the campus enters those elections. Finalize/Enroll: The last step in event processing. Once the employee has made their elections, and those elections have been entered into the system, the process will validate the elections and load those elections into the benefit enrollment records for the employee. At this point, the event is closed, and any elections made by the employee have been automatically entered into the system. Errors will occur, resulting from inconsistent HR data or invalid election entry by the employee. After you review and correct the errors and run Ben Admin again, the system moves the participants who had errors further ahead in the process. NDUS - Benefits Page 3

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REVIEW OF RULES AND PROGRAMS
ELIGIBILITY RULES
Eligibility rules are a set of tables that determine whether an employee is eligible or ineligible for a benefit program or benefit option. Eligibility or ineligibility is determined by comparing fields in the employee’s Job record to the criteria established in the eligibility-rules table. Eligibility determination is a simple process. It determines if the value it sees on the Job record puts an employee in or out of the benefit program or in or out of a benefit plan. The purpose of the rules is to recreate the decision process you make when determining what benefit program and which benefit options a particular employee is eligible for, based on who they are. Eligibility rules are found at three levels: 1. The program level, to determine eligibility for a benefit program. 2. The plan level, to determine eligibility for the different plan options within a benefit program. 3. The geographic location to determine eligibility for medical plan options. An employee can be eligible for only one benefit program, but can be eligible for many plan options within that benefit program. For example, a regular, full time employee is eligible for the benefit program HA1 and eligible for the DAKEPO and DAKPPO plans. Many of the eligibility rules for the benefit plans are determined by PERS. Eligibility for other benefit options can be determined by statute or by campus policy. Sometimes eligibility is determined by an employee’s job code or in some cases, by the employee’s ID. In all cases, an eligibility rule has been created and is attached to the appropriate benefit option. All eligibility rules are maintained either by PERS or by the campus benefits project team. All existing eligibility rules can be viewed at the following navigation path by leaving the search field blank and clicking : Setup HRMS > Product Related > Automated Benefits > Eligibility and Event Rules > Eligibility Rules Table

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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 employee’s 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.

SPECIAL ELIGIBILITY CRITERIA-CONFIGURATION FIELDS
In some cases, determining eligibility for benefits options requires meeting certain criteria; something unique to the State or to Higher Ed. Where a unique value or identifier is needed, Ben Admin provides user-defined eligibility configuration fields on the Job record —Benefits Program Participation page. The value found in one or more of these fields can determine whether an employee is eligible or ineligible for certain benefits options, based on the rules defined in the eligibility rules table. The following table shows how these eligibility configuration fields are used:

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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

3

SPC HTIAA5 4 HTIA11 HTIA12

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

5

SC FT10 FT12 LRFSK12 PT10 PT12 BALNOACC

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, let’s 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:

Event Class HIR

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 PROGRAMS – PULLING IT ALL TOGETHER
Benefit programs organize all the benefit options, coverage codes, deductions, rates, eligibility rules, and event rules into one place. A benefit program is a collection of the benefits offered to a group of employees. The following are the benefit programs that have been defined for Higher Ed:

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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BENEFITS ADMINISTRATION SCHEDULES AND GROUPS
 Schedules: All Ben Admin events are grouped and processed by schedules. The schedule is the way Ben Admin organizes events for processing. When processing an event, producing an enrollment form, electing options, or creating a confirmation statement, you will need to know the schedule. 1. Campuses will use the same schedule to process all of their events. 2. The schedule will be unique to the campus running Ben Admin. Schedules are identified by the company code or business unit; followed by EM. For example: o o  Valley City State’s schedule is VCSEM

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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UNDERSTANDING BENEFITS ADMINISTRATION PROCESS STATUS
Benefits administration uses the process status to know where an event is in the process, and what step comes next. Because Ben Admin processes multiple events simultaneously, it needs to know which events can be moved and which events need to stay put. Events awaiting action from you or the employee will remain where they are until some action is taken. A good example is the process status of NT (Notified). This status means that an enrollment form has been created. The event will not move any farther until the employee makes their selections, and you enter those elections into the system. Once elections are entered, the process status changes from NT to ET (Entered). When Ben Admin sees the ET process status, it knows that it can continue to process the event. Also, any events that are in error (AE, for Assign Error; EE, for Elect Error), will remain in that status until the error is corrected. The best process status scenario to have is this one:

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 employee’s 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 made—assuming 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 made—assuming 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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BENEFITS ADMINISTRATION PROCESSING STEPS FOR ACTIVE EMPLOYEES
Some hints about getting around in Benefits Administration. 1. Each saved Job Data action will create a Benefits Administration event. 2. Prior to saving the Job data action, make sure that BAS Group ID, and any required Eligibility Config fields are also correct. BAS Group ID and Eligibility Config 1 and 2 should be automatically filled, but it is always a good idea to check. 3. Most Benefits Administration activity occurs under Benefits> Manage Automated Enrollment. 4. Benefits Administration will update employee benefit enrollments under Benefits> Enroll in Benefits. To view an employee’s benefits enrollment, come here. 5. When working within Benefits Administration, always remember two things: 1) the schedule ID for your campus; 2) the employee’s EmplID. Many places within Ben Admin require the EmplID and do not allow searches by employee name. 6. If you get into trouble, and you do not know what to do, contact the NDUS Helpdesk. 7. If you notice a mistake in a change you made to the Job record, contact the NDUS Helpdesk for help fixing the error.

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NORMAL PROCESS FLOW
STEP 1: JOB ACTION
Job Data is updated via the employee-data-change form. This is normal HR processing done by the campuses.

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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NDUS STEP 2: BAS ACTIVITY
All Ben Admin events go to BAS Activity awaiting the automated scheduling process. This includes events for all agencies and campuses. Once the events are scheduled, they will disappear from BAS Activity. To go to BAS Activity: Benefits > Manage Automated Enrollment > Events > Review BAS Activity

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STEP 3: AUTOMATED SCHEDULING
The automated scheduling process will put the event into the proper schedule, and assign a benefit program to the employee. This event will become part of a schedule based on the employee’s BAS Group ID on their job record. The automated scheduling process will run on the hour and the half hour 24 hours a day, 7 days a week. Once the automated scheduling process is complete the campus is responsible for processing the event through completion. Note: On demand scheduling is available; see instructions for On-Demand Event Maintenance in the Special Benefits Administration Processes section of this manual.

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NDUS STEP 4: VERIFY SCHEDULE AND PROGRAM
Program assignment will occur after the automated scheduling process has run. The campus will review the status of the event, verify the event was assigned to the correct schedule, and verify the employee’s benefit program assignment. There are two places where the event status can be reviewed: the Update Event Status page and the Update Processing Controls page. The Update Event Status page shows the status of all events processed for a single employee. Go to Benefits > Manage Automated Enrollment > Events > Update Event Status

Note: 1. Event status update will display all events processed for an employee 2. Event status update requires that you know the employee’s EmplID. Within Ben Admin, always know the employee’s 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.

STEP 5: PREPARE OPTIONS
From here campuses are responsible for processing the event through completion. In this step, you will run the Ben Admin process to prepare the benefits options the employee is eligible to elect. The benefits options that can be elected depend on the type of event being processed, and the eligibility rules being applied. If the employee is newly eligible for benefit options, Ben Admin will determine the eligible benefits options and calculate the costs of those options. If the event results in no new benefit eligibility, the event will close. To prepare options, you will go to the Run Control page, fill it out, and process it. To get to the Run Control, you will go here: Benefits > Manage Automated Enrollment > Events > Run Automated Event Processing The Run Control ID you enter will be the same as your Schedule ID. Note: If this is the first time you have run Ben Admin, you will need to add a Schedule ID.

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Run Control ID page:

Once you press the

button you will be taken to the Process Scheduler Request: NDUS - Benefits Page 34

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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.

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NDUS STEP 5A: VERIFY PROCESS STATUS
When the process has completed successfully, you will need to verify that the event status has been updated. At this point, there are three possible process status codes for the event: 1. Prepared (PR): this means that the employee has a recent change in their eligibility for benefits 2. Finalized None (FP): this means that the employee is not newly eligible for benefits. Nothing changes, and the event is closed 3. Prepare Error (PE): this is a problem, and you will need to check messages. You do this by going back to the Update Processing Controls and Update Event Status pages as described in Step 4: Benefits > Manage Automated Enrollment > Events > Update Processing Controls Benefits > Manage Automated Enrollment > Events > Update Event Status

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NDUS STEP 6: PRODUCE ENROLLMENT FORM - OPTIONAL
If an employee is eligible to elect new benefits options, the next step in the process could be to produce the enrollment form. The enrollment form will only show the benefits the employee is eligible to elect. Note: The form does not replace the usual PERS or other provider forms the employee normally fills out. The enrollment form may be used as a data entry tool to elect options. The form will have only basic information, described below: 1. Employee information, including Name, EmplID, Benefit Program, and Schedule ID. 2. Eligible benefits options, including plan type (i.e., medical, dental, basic life, etc.), and coverage codes. 3. Option codes for each eligible option. The Option Code is a number or letter that represents each benefit option. The Option Code is what you will key into the system to signify what the employee has elected. By transferring employee elections from the PERS or other provider forms to the enrollment form, you can save yourself a lot of time when entering elections into the system. You will not have to do look-ups for codes. Everything will be on one or two pages. All you will have to do is to key in the Option Code from the enrollment form. To produce the enrollment form, go to Benefits > Manage Automated Enrollment > Participant Enrollment > Print Enrollment Statements

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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

Once the Run Status is Success, click on the

The Process Detail page will open. Click on the

link

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The View Log/Trace page will open. Click on the enrollment form.

link to view and print the

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STEP 7: ELECT OPTIONS
Once the employee has made their elections on the PERS or other provider forms, the elections can be entered into the system. You will do this by going into the Election Entry page and keying in the data from the Enrollment Form. The following are some suggestions that will help you get through the process quickly: 1. Before going to Election Entry, take the time to transfer the information from the PERS or other provider forms onto the Enrollment Form. 2. Either circle the Option Code or write it on the right hand side of the Enrollment Form. Include the coverage amount for supplemental life – flex, supplemental life and spouse life, the annual pledge amounts for medical and dependent care spending accounts and the deduction amount for deferred compensation, if the employee elects these benefits. 3. You will need to key in the Option Code for each elected option, and the coverage/pledge/deduction amounts if elected. 4. You will not need to key in elections where the employee automatically receives the benefit (if they are eligible). Benefits Administration will automatically give the employee this coverage, to include: a. EAP coverage b. Basic Life c. Sick Leave d. Annual Leave e. Comp Time f. Retirement Coverage (PERS-defined benefit plans, TIAA/CREF) 5. If the employee is assigned to the HAS benefit program, benefit options or waive will need to be selected for all benefits. The eligibility rules are more open in the HAS benefit program to allow enrollment for employees with special benefit enrollment circumstances. 6. The Election Entry page replaces enrolling employees into the Base Benefits pages. Note: Base Benefits is display only. All elections need to be entered using Ben Admin.

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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

when election entry is complete to Save and Validate the elections.

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STEP 7A: ENROLLING DEPENDENTS - OPTIONAL
If the employee is electing something other than single coverage for medical, dental, or vision, you can enroll their dependents into the plans directly from the Election Entry pages. To do so, you will need to go to the tab Dependents/Beneficiaries to add/or select the dependents to be enrolled. Dependents information is not currently maintained in the system.

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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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STEP 8: FINALIZE AND ENROLL
This is the final step in the Ben Admin process. The Finalize/Enroll step will take all events in a schedule with a Process Status of Entered (ET), enroll those employees into Base Benefits, and close the event. To finalize the event(s), you need to go back to the Run Control page, and run the Ben Admin process. To do this, enter your Schedule ID in the Ben Admin page: Benefits > Management Automated Enrollment > Events > Run Automated Event Processing

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NDUS STEP 8A: PROCESS SCHEDULER
After you press the button, you will be taken to the Process Scheduler page:

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STEP 8B: PROCESS MONITOR
After you press you will go back to the Run Control page. Press to monitor the status of the Ben Admin process. When the status changes to Success, you are done:

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STEP 8C: VERIFY FINALIZED/CLOSED EVENT
After the process completes, you will need to verify that 1. The event’s process status is Finalized/Enrolled (FE) in Update Process Controls or Update Event Status. These pages were described previously in this section. 2. Base Benefits records are correct

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STEP 8D: VERIFY BASE BENEFITS RECORDS
The final step is to verify enrollment in the Base Benefits records. Remember that Ben Admin automatically enrolls the employee into the Base Benefits records. To verify, go to Benefits > Enroll in Benefits > select the Plan Type you which to verify. Health Benefits

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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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BENEFITS ADMINISTRATION PROCESSING STEPS FOR TERMINATING EMPLOYEES
TERMINATING EMPLOYEES
Termination of an employee is an event in Ben Admin, just like a hire, or position change, or family status change. However, since there are no elections to be made, the termination event process is more streamlined; requiring fewer steps. These are the main steps in the process: 1. New effective dated row is added to the Job record with Termination as the action. 2. Automated scheduling process will schedule the event, and set the Process Status to Assigned to HAN Benefits Program. 3. Campus will process Ben Admin under their Schedule ID. 4. Termination events move to a Process Status of Prepared (PR). 5. Campus force finalizes the termination event by selecting Finalize on the Processing Controls Update page. 6. Ben Admin will automatically insert a termination row into the employee’s Base Benefits record. The event is closed. If an employee terminates the 1 – 15 of the month the termination process should be followed. The deductions will stop as required. th st If an employee terminates the 16 – 31 of the month there are two methods to terminate the th st benefits. The pre-paid benefits should not be deducted from the 16 – 31 pay period. 1. The pre-paid benefits can be stopped by using a PRT event and selecting only the pre-paid benefits to be termed by removing the election option. The term event can be finalized. 2. The pre-paid benefits can be stopped by entering an override on the One Time Deduction page on the pay sheet. Finalize the term event after the payroll has confirmed.
st th

STEP 1: JOB DATA TERMINATION ACTION
The employee is terminated in Job Data. To view the Job Data record, go to Workforce Administration > Job Information > Job Data

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NDUS STEP 2: AUTOMATED SCHEDULING
The automated scheduling process will place the event into the Campus schedule. This automated scheduling process will run every half hour, 24 hours a day, 7 days a week.

STEP 3: VERIFY SCHEDULE AND VERIFY TERM EVENT
After the automated scheduling process completes, the Campus will go to Processing Controls Update to review the event. Go to Benefits > Manage Automated Enrollment > Events > Update Processing Controls The termination event should be correctly scheduled (under your schedule), and the Process Status should be Assigned to the HAN Benefits Program.

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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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NDUS STEP 4: FINALIZE THE TERM EVENT
After selecting Final/Dflt, you will need to run the Ben Admin process to finalize and close the event and to terminate coverage in the Base Benefits records. To run the Ben Admin process, go to Benefits > Management Automated Enrollment > Events > Run Automated Event Processing

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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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NDUS STEP 5: VERIFY TERMINATION IN BASE BENEFITS
The last step in the termination process is to verify that a termination row has been entered for the employee’s current benefit enrollments. Your main concern is that the coverage end and deduction end dates are correct. To verify the termination in the Base Benefit records, go to Benefits > Enroll In Benefits From this navigation, you can go to the individual enrollment pages. An example of the Health Benefits page, showing the termination row, is provided below:

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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

STEP 2: FILL-OUT MESSAGE SEARCH PAGE
Once you have gone to the Messages page, you will fill out the search page as follows:

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NDUS STEP 3: REVIEW MESSAGES
After you select the specific EmplId, you will be taken to the actual message(s):

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SPECIAL BENEFITS ADMINISTRATION PROCESSES
PROCESSING SPECIFIC EMPLOYEES THROUGH BENEFITS ADMINISTRATION
There are times when you need to process a specific employee or employees through Ben Admin rather than all employees who might be part of a schedule. Your reasons may be varied, but the typical reason is that you need to process someone quickly to meet a payroll deadline. When you process Ben Admin for a specific employee, you will still be going through all the normal Ben Admin processing steps—the process does not change. The only difference is that you are processing for specific employees. The process is simple, and it is done via the Run Automated Event Processing page.

STEP 1: NAVIGATE TO THE RUN AUTOMATED EVENT PROCESSING PAGE
Benefits > Manage Automated Enrollment > Events > Run Automated Event Processing Enter your Run Control ID.

STEP 2: ENTER SCHEDULE
After you press Search, you will be taken to the Schedule and Checkpoint Restart page where you will enter your Schedule ID:

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STEP 3: ENTER PARTICIPANT (EMPLOYEE)
After you have entered your Schedule ID, you will select the Participant Lists tab. There you will enter the individual employee (or employees) that you wish to process. Ben Admin will only process those employees on this run. Before coming to this page, make sure that you know the EmplID and the Event ID (if the employee has more than one event). The Event ID can be found on the Update Event Status page. When you select the Participants Lists tab, you will be taken here:

STEP 4: PROCESS BEN ADMIN
The final step is to press , then click Process Scheduler and process the Ben Admin job. When it is finished, you can check the status of the event by going to the Update Processing Controls page or the Update Event Status page.

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FORCE FINALIZING EVENTS
There are times when you will need to finalize an event, and you may not be ready to do so. This is called “Force Finalize”. When you tell the system to finalize an event, it brings that event to a Finalized/Enrolled (FE) process status, even if it has been processed with errors. If the event is at a process status of Entered (ET) or Election Error (EE), the system loads the employee’s valid elections to the Base Benefits records. If the event is at any other process status, the system applies the appropriate default elections and loads them into the Base Benefit records. The system also applies and loads default elections to replace elections that have been made in error. The reasons that you might want to “Force Finalize” an event are as follows: 1. You have just added a new hire and payroll is looming. The employee has not returned their elections to you, and you cannot wait any longer. You need to get them into default coverage, and make sure they get enrolled into PERS, leave, basic life, etc. before payroll is run. 2. You have just completed a Job change where there is a significant change in the employee’s benefit eligibility because of the change. As with #1 above, you need to get elections loaded prior to payroll. 3. You have an Election Error (EE) and you cannot figure it out. Rather than hold up the other valid elections while you try to solve this problem, you want to load the valid elections to make sure that the employee gets most of their coverage. You can come back to the Election Error problem after payroll runs. Since some of the employee’s benefit coverage will be defaulted due to “Force Finalizing”, and that default coverage may not be what they ultimately want, you will have to go back at a later time to enroll them in coverage they do want. To do that, you will use the PRN (as needed enrollment) event. The PRN event is discussed in a later section.

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NDUS STEP 1: SELECT EMPLOYEES TO FINALIZE
You can force-finalize individual participants with the Final check box on either the Update Event Status page or the Update Processing Controls page. To go to the Update Processing Controls page, go to Benefits > Manage Automated Enrollment > Events > Update Processing Controls

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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NDUS STEP 2: FORCE FINALIZE THE EVENT
Once you press the Search button, you will be taken to the results page. Find the employees that you need to finalize, and select the button:

STEP 3: FINALIZE THE EVENT
After you have selected those employees that you want to finalize and save your changes, the next step is to go to the Run Automated Event Processing page to process Ben Admin. Once the process has been run, the Process Status will change to Finalized/Enrolled (FE), and the event will close.

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PROCESSING MANUAL EVENTS
There will be times when you need to trigger a benefits administration event because you need to change an employee’s benefit coverage. These are not the normal events that occur because of some change to the Job record. The event to be processed is a PRN or PRT event, and it is added manually to the BAS Activity table. Here are some reasons that you might want to change an employee’s coverage: 1. A newly hired employee has decided to change their elections within 30 days of their hire date. The hire event has already been processed, and you need to change their current enrollments. 2. The employee did not make their elections in time for the payroll process, and you defaulted some of their coverage. You now have their elections, and you want to change the default coverage. 3. An employee is enrolled in after-tax coverage. This may be for dental, or vision, or life. Since the employee can opt out at anytime, they have decided to opt out. You need to terminate their coverage. 4. A mistake was made, and the employee or by you, and the employee was enrolled in the wrong coverage. You need to correct that mistake. 5. An employee wants to enroll in, change, or stop their deduction to a savings plan. This is allowed anytime throughout the year. You need to process the employee’s election. There are other reasons, but whatever the reason, when you need to add or change benefit coverage and there is not a Job action to trigger an event, you will need to use the PRN event. If you need to terminate benefit coverage, you will need to use the PRT event. You cannot go directly into the Base Benefits tables and make the changes. In order to make the change, you need to go through the Ben Admin steps.

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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 employee’s 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

PRN (enroll or change)
Medical. Life, FSA, LTD – Benefit Plans Coverage Begins: First of the month after event date Deduction Begins: Pay period preceding coverage begin date (PRN event date of 1-16-xx the coverage will begin 2-1-xx. Deduction begin date will be 1-16-xx, the first premium will be deducted on the 2-15-xx paycheck.) Savings, Leave Plans, Retirement – Benefit Plans Coverage Begins: On the event date Deduction Begins: Pay period containing the event date

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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NDUS STEP 2: AUTOMATED SCHEDULING
After entering the PRN or PRT event, it will process like all other Ben Admin events. The automated scheduling process will schedule the PRN or PRT event.

STEP 3: VALIDATE SCHEDULE AND PROGRAM ASSIGNMENT
Go to the Update Event Status page or Update Processing Controls. Update to verify that the manual event has been scheduled and that a Benefit Program has been assigned.

STEP 4: PREPARE OPTIONS
After verifying the event is scheduled, the next step is to prepare options. You will go to the Run Control page and process the Ben Admin job. You can do this for all employees in your schedule, or you can process your PRN event by itself.

STEP 5: ELECT OPTIONS
Once options are prepared, you will need to elect options. All is where you will need to take care. All the employee’s eligible options will be available for election—as if they were a new hire. However, you do not want to elect all options. For a PRN event only elect those options where some change needs to be made. Find the plan type(s) where you need to make the election, and enter the Option Code. The rest of the plan types will default to what the employee currently has. For a PRT event, all the options the employee is enrolled in will be displayed. You need to remove the option that needs to be terminated. Do not elect Waive for a PRT – you must remove the option for it to be terminated. Note: If you enter a PRN/PRT event and decide it is not needed, open the Elect Options page and save it without making any elections. This will allow the event process without making any election changes. If the event is finalized without opening the Elect Options page the defaults will apply. As an example the PRT event will terminate all the benefits.

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STEP 6: FINALIZE AND ENROLL
After you have entered the elections, the final step is to Finalize/Enroll. This step will enroll the employee into the Base Benefits record, and close the event. To Finalize/Enroll, you will need to process Ben Admin by going to the Run Control page.

STEP 7: VERIFY BASE BENEFITS RECORDS
The final step is to verify enrollment or termination in the Base Benefits records depending on the type of manual event you created.

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ON DEMAND EVENT MAINTENANCE
With On-Demand Event Maintenance, you can run an individual participant through the entire Benefits Administration process—from event scheduling to enrollment confirmation—with a single page. The On-Demand Event Maintenance page allows you to perform all tasks associated with an event if waiting for the batch process is not an appropriate option. The purpose of On-Demand Event Maintenance is to allow you to quickly process employees on an as-needed basis.

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

Activity Date and Show Activities Source

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.

Show Activities page.

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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To schedule and assign the event to a benefit program: 1. If the Pending Activities shows more than 1, click Show Activies, and select the event you wish to process. 2. Click the Schedule/Prepare Activity button.

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.

STEP 3: PREPARING OPTIONS
After the event has been scheduled and assigned, click the Prepare Options button to prepare benefit options and election defaults. Note: The Prepare Options button is only available when the event’s process status is AS, AE, or PE.

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STEP 4: ENTERING ELECTIONS
After options have been prepared click the Election Entry button to access the Election Entry pages. Note: The Election Entry button is only available when the process status is PR, NT, EE, RE or ET. On the On-Demand Event Maintenance page, the Entered field tells you how many plan election choices have been entered versus the total number of plan election choices. The elections can also be reviewed by clicking the Show Plans button.

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STEP 5: VALIDATING AND FINALIZING ELECTIONS
After elections have been entered, click the Validate/Finalize button to validate and load the information to the benefits tables. Note: The Validate/Finalize button is available if the process status of the event is ET, EE, RE. Use the Finalize/Enroll Defaults check box to force-finalize an event to either default election entry or to terminate benefits.

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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 employee’s 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 employee’s 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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PURGE DISCONNECTED AND VOIDED EVENTS
This process can be run as needed by each campus to delete disconnected and voided Ben Admin events which will make reviewing active events easier. Go to Benefits > Manage Automated Enrollment > Events > HE Purge Void/Disc BA Events

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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FINALIZE EVENTS FOR TEMPORARY EMPLOYEES
This process will check the Finalize/Apply Defaults box on events for the Temporary employees with events assigned to the HAN or HA2 Benefit Programs and have an Event Status of Open and a Process Status of Prepared. It does not include any events with an Action Source of Open Enrollment. The process can be run as needed by the campus Benefits Administrators when they are ready to have these types of events finalized. To run the process, go to Benefits > Manage Automated Enrollment > Events > HE Finalize Temp BAS Event Enter your Run Control ID, and click search to open the Finalize HE Temp BAS Events Run Control page.

Enter your campus Business Unit, and click

.

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.

HUMAN RESOURCES DEPARTMENT:
When the Professional Experience Date is entered for a TIAA-CREF eligible employee, Eligibility Field 4 will have the correct TIAA-CREF benefit plan code. Please verify the code is correct in Eligibility Field 4.

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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OPEN ENROLLMENT EVENT
PROCESSING
There are four basic phases in the process flow for Open Enrollment. These phases are iterative and can be run numerous times. Each phase attempts to take the participant to a new Process Status. 1. During the initial run of Open Enrollment, the system assigns selected employees to a schedule and then assigns the scheduled employees to a benefit program from which their eligible options are created. 2. Enrollment forms can be generated. The enrollment form will only list the benefit plans that are affected by Open Enrollment and will show the employee’s current coverage. The enrollment form can be used to assist in data entry and is not intended to replace the insurance carrier forms. 3. The second run of Open Enrollment analyzes the Process Status of all participants attempting to move them further along in the process. For those participants whose elections have been entered, the Benefits Administration process validates the election and loads employee plan and election information. 4. The final run of Open Enrollment occurs when you turn on the Finalize/Apply Defaults option allowing you to process those employees who have not returned forms, or who are in an error status. Default election entries, as defined by the Event Rules, are applied in these situations. Open Enrollment schedules need to be setup each year by the HECN. Notification will be sent to the campuses when the OE schedules are available for processing.

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STEPS TO A SUCCESSFUL OPEN ENROLLMENT PROCESS
 Enter all pending changes to Job Data. Make any known changes to the employee’s job data prior to running the OE process. Changes made to the job data after the OE has been finalized may require the OE event to be reprocessed. Process all open or unprocessed events. Check the Schedule Summary and the Process Controls Update pages to verify if you have events that need to be processed and closed. Prepare all enrollment information for entry. Plan to enter all annual enrollment entries at one time. Do not run the OE process until you are ready to do all the election entries and complete the process at one time. Coordinate the OE process time with the HR Department. Do not allow any changes to be made to the Job Data while the OE is open for processing. If changes are made while the OE event is open it will close the OE event. After the new event process has been completed, the OE event will need to be taken back to Assign Program and reprocessed. Any OE elections made for this employee will need to be re-entered. Run the OE event process. Follow the Open Enrollment Processing Instructions to run the process. Election entry. Complete all the annual enrollment election entries at one time following the Election Entry Instructions. The enrollment statement is available as an optional data entry tool. o o o o o New elections or changes in premiums will require a one-time deduction override for payperiod ending 12/31. PRT events may be used to terminate the after-tax deductions for any pre-paid benefits on payperiod ending 11/30. Life insurance coverage, if approved after OE is processed, will need to be entered using a PRN event. General Deductions are not included with the Open Enrollment process. Select “Waive” if the election is ending. DO NOT remove the option code – this does not end the coverage.

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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 employee’s 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 employee’s 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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OPEN ENROLLMENT ELECTION ENTRY INSTRUCTIONS
Health insurance (Plan Type 10)  Changing level of coverage: Enter the new option code.  Dropping health insurance: Enter option code ‘W’.  If no changes are made, current coverage will remain in force. No entry is required. Dental and Vision Insurance (Plan Type 11 and 14)  Changing level of coverage: Enter the new option code.  Changing from pre-tax to after tax, or after tax to pre-tax: Enter the new option code.  Dropping dental or vision insurance: Enter option code ‘W’  If no changes are made, current coverage will remain in force. No entry is required. Supplemental Life Insurance (Plan Type 21 and 2E)  Increasing/decreasing amount of coverage: Enter the option code and new coverage amount. Do not enter increases to coverage until you have received approval from NDPERS. If the approval is received after the OE is finalized, the election will be entered by using a PRN event.  Changing from pre-tax to after-tax, or after-tax to pre-tax: The first $48,700 ($50,000 less $1,300 basic life) of supplemental life coverage may be pre-taxed. Enter pre-tax coverage amounts under Plan Type 2E; enter after-tax coverage amounts under Plan Type 21.  Dropping supplemental life insurance: Enter option code ‘W’  If no changes are made, current coverage will remain in force. No entry is required. Dependent and Spouse Life Insurance (Plan Type 25 and 2A)  Increasing/decreasing amount of coverage: Enter the option code for the new coverage. Do not enter increases to coverage until you have received approval from NDPERS. If the approval is received after the OE is finalized, the election will be entered by using a PRN event.  Dropping dependent or spouse life insurance: Enter option code ‘W’  If no changes are made, current coverage will remain in force. No entry is required. Flexible Spending Accounts – Medical and Dependent Care (Plan Type 60 & 61)  Enrolling in flexible spending accounts - Enter the annual pledge amounts from the FSA Annual Enrollment form.  Contribution Override field is used only for employees paid less than 12 months. The amount to enter is the annual pledge divided by the number of pay periods the employee will be paid.  Do not make any entries on the FSA Contribution Worksheet tab. Do not click the Calculate button. The correct deduction will be calculated each pay period.  If no entry is made, current coverage will automatically terminate. No entry is required.

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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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OPEN ENROLLMENT PROCESSING INSTRUCTIONS
STEP 1: CREATE A NEW RUN CONTROL & PREPARE OPEN ENROLLMENT OPTIONS
Navigation: Benefits > Manage Automated Enrollment > Events > Run Automated Event Processing Note: The OE run control created from a previous year can be re-used.         Click on the ‘add a new value’ link Enter your campus company code followed by ‘OE’ (example: VCSOE), click the ADD button Enter the Schedule ID for your campus and tab out of the field. The Schedule ID for Open Enrollment will be your campus company code followed by O06 (example: VCSO06) 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 on 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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STEP 2: VERIFY PREPARE OPTIONS
Navigation: Benefits > Manage Automated Enrollment > Review Processing Results > Schedule Summary    Enter the OE Schedule ID. Press ; review the status of the open enrollment event. The Process Status for your OE events should be Prepared (PR). This means that benefits can now be elected. 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 3: OPTIONAL - PRODUCE ENROLLMENT STATEMENT
(data entry purposes only)
Navigation: Benefits > Manage Automated Enrollment > Participant Enrollment > Print Enrollment Statements          Enter OE Run Control ID. Enter OE Schedule ID in the Schedule ID field. Leave the EmplID field blank. This will produce Enrollment Statements for all benefited and non-benefited employees within your schedule with a status of Prepared. Enter the EmplID to print an Enrollment Statement for an individual employee. Press the Run button to take you to the Process Scheduler Make sure that Type = Web, and Format = PDF Press OK to begin the process. After you press OK, you will be taken back to the Run Control page. Press “Process Monitor” to view the status of the process. When the process has finished successfully, press ‘details’, view log/trace , and then select the .PDF file. Doing so will launch Acrobat where you can view and print the Enrollment Statement. You may wish to only print the enrollment statement for the employees who have made benefit elections. Statements are produced for all benefited and non-benefited employees. The Enrollment Statement will show only the benefits eligible to be changed during Open Enrollment. The employee’s current elections will be printed in bold. This form is not intended to be distributed to employees; it should only be used as a data entry tool.

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STEP 4: ELECT OPTIONS
Navigation: Benefits > Manage Automated Enrollment > Participant Enrollment > Perform Election Entry      Select by Schedule and enter your OE Schedule ID. Enter the employee’s EmplID. This will take you to the Option Election page. Current elections will be pre-entered. If there is no entry in Base Benefits, the Option Box will be empty. Only enter changes to the employee’s elections. (New elections, changes , or waives.) If there is no change, do not make any entry to the elections. If the employee has election changes, enter the Option Code for each of the plan types, or use the look-up to find the appropriate option. You will only see eligible options that are allowed for the OE event. After you have finished with your elections, make sure to press Save. The event Process Status will now change to Entered (ET)

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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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STEP 5: VERIFY PROCESSING STATUS OF OPEN ENROLLMENT EVENTS
Note: The OE Schedule may error if any OE events have an Assigned status when finalizing the OE event. Review the Schedule Summary prior to finalizing.

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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STEP 7: VERIFY FINALIZED EVENT
Navigation: Benefits > Manage Automated Enrollment > Review Processing Results > Schedule Summary   Enter the OE Schedule ID The process status of the OE events should be Enrolled or Program None and they should all be Closed except for the Events assigned to the HAN Benefit Program. Events with any other process status should be reviewed using Update Processing Controls.

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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STEP 8: OPTIONAL - PRODUCE CONFIRMATION STATEMENT
Navigation: Benefits > Manage Automated Enrollment > Participant Enrollment > Print Confirmation Statements    Enter your OE Run Control ID. Enter your OE Schedule ID in the Schedule ID field. Leave the EmplID field blank - this will produce Confirmation Statements for all benefited and non-benefited employees within your schedule. Including employees without any benefit elections. Enter the EmplID to print a Confirmation Statement for an individual employee. Press to take you to the Process Scheduler Make sure that Type = Web and Format = PDF Press OK to begin the process. After you press OK, you will be taken back to the Run Control page. Press “Process Monitor” to view the status of the process. When the process has finished successfully, press ‘details’, view log/trace, and then select the .PDF file. Doing so will launch Acrobat where you can view and print the Confirmation Statement.

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Notes:

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CONTRACT PREPAY OPTION
The Contract Pre-Pay option page is used to allow a contract employee who has chosen the HE Pay Over Contract option to prepay employee-paid benefits over the course of a contract. This is not used for employees who have chosen the HE Pay Over 12 Months option. Employee-paid deductions are prorated over the contract period and the system will accrue advance premium deductions. The Contract Prepay needs to be set up each time an employee starts a new contract or modified if they have a contract change. A process is run to renew contract Prepay each year for recurring contracts setup as HE Pay Over Contract. Prepay will need to be verified each contract term for benefit election changes.

SETTING UP THE CONTRACT PREPAY OPTIONS
To enroll or verify enrollment for an employee into a contract prepay record, follow the navigation listed below. Navigation: Workforce Administration > Job Information >Contract Administration > Contract Prepay Options NA Search by EmplID or Name. Click on the The system will default to the following page. .

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CONTRACT INFORMATION SECTION:
Effective Date: The begin date of the contract period. Status: Select Active. Contract Number of Days: Defaults to the length of the contract period for the contract effective on the Pre-Pay Options effective date. These are calendar days, not work days. The field can be overridden and should be double checked and changed when appropriate. For example, in nonleap year years, the days per contract are as follows: Aug 1-May 31 contracts - 204 days Aug 16-May 15 contracts - 273 days Aug 16-May 31 contracts - 289 days In a leap year, add one day. For other contract combinations, get out your calendar and count! Prepay Limit %: Enter the percentage of the net pay amount that can be used to prepay benefits. Always change this number to 100%.

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NDUS EMPLOYEE DEDUCTION PREPAYMENT OPTIONS SECTION:
Plan Type: Select the Plan Type that this employee will be prepaying. Each employee-paid deduction that will be escrowed must have a row on this page. Click on the icon to add additional rows. Begin/End Date: Enter the prepayment Begin and End dates for this plan type. Prepay Options: 1. Factor: Use the Prepay Option of ‘Factor’ and then insert the Prepay factor. When you first insert rows into this page, the Prepay Option will be set to Contract and a Prepay Factor will default once the End Date is entered. PeopleSoft calculates the Prepay Factor from the ‘Contract Number of Days.’ Since NDUS is using a semi-monthly payroll, you will need to recalculate using the logic: number of Pay Periods not Paid divided by the number of Pay Periods Paid equals factor. 2. Contract: Use the Prepay option of Contract when using a Flat Amount. The flat amount is most commonly used for General Deductions. The flat amount can be used for other benefited deductions but when the rates change, the users will have to change the flat amounts. NOTE: The factor may need to be changed if an employee has a change to their contract. Prepay Factor: number of Pay Periods not Paid divided by the number of Pay Periods Paid Contract Calculation Prepay Factor 11 month (2/22) .10 10 month (4/20) .20 9.5 month (5/19) .26 9 month (6/18) .33 Flat Amt: Enter the flat amount the system should deduct for benefits prepayment for each pay period with the Begin and End date fields. Any changes to voluntary deductions such as benefits or general deductions during Open Enrollment or anytime during the year will require an adjustment to the Contract Pre-pay options. If an employee terminates employment, the unused pre-pay balances need to be refunded to the employee on the payline security.

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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 employee’s general deductions.

Click the

button located at the bottom of the page.

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.

REFUND PREPAY BALANCE:
The Prepay balance will need to be refunded when the employee:  Terminates  Changes contract type to Paid Over 12 Months  Changes to a non-contract pay group  Changes benefit elections and the prepay balance is no longer needed The prepay balance can be refunded by adding it to the pay sheet.  Create a manual pay sheet; use Earnings Begin/End Dates for when the contract was active  Save  One-Time Deductions page: o Plan Type: General Deduction o Deduction Code: PrePay o Sales Tax: B o Flat/Addl Amount: Enter amount of prepay to be refunded o Calculation Routine: Flat Amount o Benefit Plan: leave blank o Deduction Class: A o One Time Code: Refund

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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.

DEDUCTION ADJUSTMENTS FOR NEW HIRES:
Hire Date August 10th th August 20 Pay Period Pay Date 7/16 – 7/31 8/15 8/01 – 8/15 8/31 8/16 – 8/31 9/15 9/01 – 9/15 9/30 Benefits Start September 1st September 1st Pays Coverage For: (September) No deductions (September) No deductions October October

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 month’s 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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DEDUCTION ADJUSTMENTS FOR TERMINATIONS:
Termination Date August 10th th August 20 Pay Period Pay Date 7/16 – 7/31 8/15 8/01 – 8/15 8/31 8/16 – 8/31 9/15 9/01 – 9/15 9/30 Benefits End September 30 September 30 Pays Coverage For: September September October – Stop Deductions October

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 month’s 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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ADJUSTING LEAVE BALANCES
Occasionally, leave balances may need to be adjusted due to shared leave and improper entry. This section will describe how to make those changes. Go to Payroll for North America > Payroll Processing USA > Update Paysheets > By Payline Security The following screen will display:

Enter the Employee ID in the EmplID field or enter the employee’s 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:

Code: Click on the

to display the Earnings Code for the plan type selected.

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

to save the leave balance changes.

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SHARED LEAVE BALANCE ADJUSTMENT:
Donating Employee: Check to see if Other Earnings Fields are open for data entry. If the fields are not open, add a row under Payline Details. Then enter the correct donated leave Earnings Code and hours in the proper fields. Hours must be entered with the (-) in front of the number. The negative sign will subtract the hours from the donating employee’s balance. Receiving Employee: Check to see if Other Earnings Fields are open for data entry. If the fields are not open, add a row under Payline Details. Then enter the correct donated leave Earnings Code and hours in the proper fields. This will add the hours to the receiving employee’s balance.

SHARED LEAVE ADJUSTMENT EARNINGS CODES:
H74 - Donated Sick Leave H75 - Donated Annual Leave NOTE: The donated leave used by the receiving employee must be entered using the regular leave taken earnings codes.

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ADJUSTING IMPROPER ENTRY:
Examples of improper Leave Entry are  Leave entered under the wrong plan (ie annual hours entered as sick).  Leave Cards submitted late.  Leave Cards entered under the wrong earnings code for the paygroup. Check to see if Other Earnings Fields are open for data entry. If the fields are not open, add a row under Payline Details. Once an additional row is added the dates need to be changed to match the pay period in which the adjustment is being made for. Then under Other Earnings, enter the correct earning code and hours.

BALANCE ADJUSTMENT EARNINGS CODES – ADJUSTS THE BALANCE
H54 – Comp Time Bal Adjustment (Enter the 1.5 amount) H76 - Sick Leave Balance Adjustment H77 - Dependent Sick Leave Balance Adjustment (adjusts both Sick and Dependent Sick) H78 - Annual Leave Balance Adjustment A positive balance adjustment number adds to the leave balance and a negative number deducts from the leave balance. These codes do not adjust service hours. NOTE: When adjusting old leave balances it is best to use the current pay period dates. Using the employee’s termination date will sometimes cause the pay calc to end in error.

TAKEN HOURS ADJUSTMENT EARNINGS CODES – ADJUSTS HOURS TAKEN
AND REDUCES THE BALANCE
H97 – Annual Leave Taken Hours Adjustment H98 - Sick Leave Taken Hours Adjustment H99 - Dependent Sick Leave Taken Hours Adjustment (adjusts only Dependent Sick) A positive taken hours adjustment number adds to the taken balance and deducts from the leave balance. These codes do not adjust service hours.

SERVICES HOURS ADJUSTMENT EARNINGS CODES – ADJUSTS SERVICE
HOURS
H96 – Service Hours Adjustment A positive Service Hours adjustment number adds to the service hours balance and a negative number deducts from the service hours balance NDUS - Benefits Page 114

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TERMINATED EMPLOYEE LEAVE BALANCE PAY OUT:
Leave balances are paid out the pay period after the employee has received their last regular paycheck. Since the employee is terminated, a manual paysheet will need to be created. Please see the Payroll Training Manual for instructions on creating an On-Cycle Manual Paysheet. H70 – Sick Leave Payout (the hours are paid out at 10% of the leave hours value) H72 – Annual Leave Payout (needs to have an hourly rate entered on the paysheet)

NOTE: When adjusting old leave balances it is best to use the current pay period dates. Using the employee’s 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.

Go to Benefits > Enroll in Benefits > Savings Management

The system will prompt you to the page shown below.

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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MONITORING 403(B) BALANCES
Access the 403(b) Adjustments page (Benefits, Enroll in Benefits, Savings Management. Click the 403(b) link on the Savings Management page).

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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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MONITORING 457 CATCHUP LIMIT EXTENSIONS
Access the 457 Adjustments page (Benefits, Enroll in Benefits, Savings Management. Click the 457 link on the Savings Management page). .

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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SAVINGS MANAGEMENT PROCESSES
The following Savings Management Processes are run centrally by the HRM Systems staff after each pay confirm: 1. Savings Management Process: This process will update the employee’s Savings Management page with the new contribution balances. 2. HE 15 Year Process: This process will verify employees who have completed 15 years of service and update their Savings Management 402(g) Limit page with a 15 Year extension. 3. HE Age 50 Process: This process will create an Age 50 extension page for an employee who will be age 50 by Dec 31 of the current year.

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DEPENDENT / BENEFICIARY DATA
The Dependent / Beneficiary pages in Base Benefits are open to entry allowing maintainence of the dependent and beneficiary information if you chose to do so. It is currently not required to maintain Dependent / Beneficiary information. The Name and Address pages define the relationship of the person to the employee and determine whether the person is a dependent, beneficiary, or both. This definition affects the person’s eligibility to be enrolled in health benefits or to be assigned as a beneficiary in certain benefit plans. The Personal Profile page defines the personal information about the person. This data also affects whether the person is eligible for benefits.

DEPENDENT/ BENEFICIARY PAGE.
Navigation: Benefits > Employee/Dependent Information > Update Dependent/Beneficiary Enter the Employee ID or LastName in the search criteria box. Click on the ‘Search’ button. The Dependent / Beneficiary pages will appear:

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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 dependent’s information.

Click on the

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Enter the dependent’s 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 employee’s information. If the dependent address is different than the employee’s address , click the Edit Address link to enter the dependent’s address. Click on the Personal Profile tab to open the following page:

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Date of Birth: Enter the dependent or beneficiary’s birthdate. Certain benefit plans, such as life insurance, require the birthdate to determine an individual’s 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 beneficiary’s 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

button located at the bottom of the page.

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ADD ADDITIONAL DEPENDENT(S) / BENEFICIARY(S)
To add additional dependent(s) click on the ‘Insert Row’ button located on the Name page under the Dependent/Beneficiaries section. The Dependent/Beneficiary ID will default to ‘02’ indicating that this record is the second dependent and/or beneficiary listed under the selected employee. Insert a new row for every dependent/beneficiary. Repeat all of the Add Dependent steps listed above.

Select the

button located at the bottom of the page.

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VIEWING EMPLOYEE BENEFIT INFORMATION
LEAVE ACCRUAL BALANCES
To view leave accrual balances for employees, use the following navigational path: Benefits > Manage Leave Accruals > Review Leave Accruals. Enter the Employee ID in the EmplID field or enter the employee’s last name in the Last Name field and click on .

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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: Employee’s 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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CURRENT BENEFITS SUMMARY
To view benefit enrollment information on a specific employee, follow the navigation path below: Navigation: Benefits > Review Employee Benefits > Current Benefits Summary

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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EMPLOYEE DATA SUMMARY
To view benefit and job summary information on an employee, follow the navigation listed below. Navigation: Benefits > Employee Dependent Information > Review HR/Job/Payroll Data Enter the EmplID or Last Name in the search criteria box.

Click on the

button.

The Employee Data Summary page displays:

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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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DEPENDENT / BENEFICIARY SUMMARY
Navigation: Benefits > Employee Dependent Information > Review Dep/Ben Summary Enter the EmplID or Last Name in the search criteria box.

Click on the

button.

The Dependent/Beneficiary page appears.

This page displays a list of Dependent / Beneficiaries and the relationship for a specific employee.

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EMPLOYEE BEN ADMIN EVENT SUMMARY
The Employee Event Summary page contains detailed Ben Admin event information. The summary has three separate pages: The Participant page displays event status, event processing, and eligibility information for an employee’s specific event. The Plan Type page displays information on the plan types assigned to the employee’s event. Through this page, plan type coverage information associated with the event can be obtained. Use the scroll bar to move from one Plan Type to another. The Option and Cost page displays the employee’s option details for the event’s benefit plans along with displaying data on the system-calculated cost information for each plan option in the employee’s benefit plan elections.

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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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EMPLOYEE EVENT SUMMARY-PLAN TYPE PAGE

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 employee’s 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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EMPLOYEE EVENT SUMMARY-OPTION AND COST PAGE

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.

BENEFITS ADMINISTRATION REPORTING
Several reports designed to help review Benefits Administration process results are delivered with Benefits Administration. All of these reports can be accessed here: Benefits > Manage Automated Enrollment > Investigate Exceptions

ELIGIBLE PARTICIPANTS REPORT
Navigation: Benefits > Manage Automated Enrollment > Investigate Exceptions > Eligible Participants Rpt

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.

INELIGIBLE PARTICIPANTS REPORT
Navigation: Benefits > Manage Automated Enrollment > Investigate Exceptions > Ineligible Participants Rpt 1. The Ineligible Participants report (BAS010) lists all people who are ineligible for any benefit program and their eligibility parameters, such as birth date and status. 2. This report can be used to help research the reason for ineligibility.

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EMPLOYEE PROCESSING STATUS REPORT
Navigation: Benefits > Manage Automated Enrollment > Investigate Exceptions > Employee Process Status Rpt 1. To create an audit trail of processing statuses for each employee, the Employee Process Status report can be printed after each run of the Benefits Administration process.

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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FLAGGED PARTICIPANTS REPORT
Navigation: Benefits > Manage Automated Enrollment > Investigate Exceptions > Report on Flagged Items 1. The Flagged Items report prints out a list of the employee events that have been flagged during processing because the events were disconnected, or because the events were determined to be potential candidates for reprocessing. If you think you need to reprocess an event, call the NDUS Helpdesk.

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.

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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.

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