Who Is This For: Benefits Administrator
Where Will This Solution Be Located: Benefit Related List On The Team Member's Employment Record
When Does This Solution Apply: When a benefit change takes place and benefit admin does not term the old record and create a new one. It just overwrites the old one.
Description: This article provides guidance on how to manually create a benefit record for a Team Member
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Navigate to the Team Member's Employement Record
Select the "Benefits" quick link
Select the "New Benefit" button
Select the type of benefit record you would like to create (in this example we will demonstrate Medical) then select the "Continue" button
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In the Team Member Section the only field to worry about here is the "Active" checkbox. This "Active" is one of the indicators used to send to the carrier. You should leave this "Active" flag checked unless the information has already flowed to the carrier and you are putting this information for records sake.
Benefit carriers need to know when an old plan terms and a new one activates, so if you are creating the termed record you still would want to leave it Active to ensure that the carrier receives the new record and the old. This prevents them from having to ask why the record changed for the new plan.
You will need to complete the following in the other sections:
- Start Date: Date the benefit should start
- End Date: Date the benefit ended (if creating a new benefit that hasn't ended, leave this blank)
- Effective Date: Same as Start Date (Start Date and Effective Date should always match)
- Deduction Code: This is the deduction code used by payroll, the best way to get this is to look at another TMs record who has the same information as the Team Member you are creating a benefit for and copy that information into this field.
- Employee Contribution: This is the amount that will be deducted out the Team Members paycheck through payroll. The best way to get this is to look at another TMs record who has the same information as the Team Member you are creating a benefit for and copy that information into this field. PLEASE NOTE: For Voluntary life a Team Member's age is also taken into consideration and their election amount so
- Provider: Benefit Provider name for this benefit record
- Plan: Benefit Plan name for this benefit record (Ensure that you are selecting the correct option that coincides with the Team Member. For instance, don't select Hourly for a Salaried Employee or select L Keeley for an ADB Team Member)
- Policy Coverage: Type of coverage electing (Employee, Employee + Spouse, Employee + Children, Employe + Family)
- Benefit Plan: Type a * and then the first 3 letters of the type of benefit you are creating and then another * (ie. *Med*, *Den*, etc.) then select the hour glass to search. This field is the benefit plan that is tied to the record. It facilitates the terming of old records when you have new plans. Then select the appropriate plan.
- Benefit Effective Date: Same as Start Date
- Policy Number: Reference another like record for this value, not all benefits have this field completed.