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Enterprise HR 9.0 - Administer Base Benefits Created on 2/5/2010 10:54:00 AM

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Training Guide Enterprise HR 9.0 - Administer Base Benefits

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Table of Contents Enterprise HR 9.0 - Administer Base Benefits .............................................................1

Administering Benefits .......................................................................................................... 1 Understanding Benefits Administration ............................................................................................. 2 Viewing Personnel Administration Data.......................................................................................... 10 Enrolling Employee in a Benefit Program ....................................................................................... 13 Entering Dependent and Beneficiary Information ............................................................................ 17 Viewing Dependent/Beneficiary Summary ...................................................................................... 24 Entering Employee Health Benefits Information ............................................................................. 27 Updating Employee Life and AD/D Benefits Information................................................................ 31 Updating Employee Disability Benefits Information........................................................................ 35 Terminating Life and AD/D Benefits Information ........................................................................... 39 Enrolling in Spending Account Plans .............................................................................................. 43 Enrolling in Leave Plans ................................................................................................................. 47 Maintaining Leave Plans (CAN/INTL) ........................................................................................... 51 Processing Leave Accruals ............................................................................................................. 55 Viewing Employee Balances .......................................................................................................... 62 Enrolling in Pension Plans .............................................................................................................. 65 Enrolling in Savings Benefit Plans .................................................................................................. 69 Enrolling in Public Employees Retirement System Benefit Plans ..................................................... 76 Enrolling in Vacation Benefits Plans ............................................................................................... 80 Viewing the Benefits Enrollment Summary ..................................................................................... 85 Viewing Benefit Deduction Summary ............................................................................................. 87 Running the Primary Job Utility ...................................................................................................... 90 Changing Primary Job Data ............................................................................................................ 97

Administering COBRA Benefits ....................................................................................... 101 Understanding the COBRA Process .............................................................................................. 102 Understanding the COBRA Event Status ....................................................................................... 107 Reviewing COBRA Events ........................................................................................................... 111 Adjusting and Reprocessing COBRA Events ................................................................................ 114 Identifying COBRA Events .......................................................................................................... 120 Printing Notification Letters for Initial Events ............................................................................... 126 Printing Notification Letters for Secondary Events ........................................................................ 133 Reprinting Notification Letters...................................................................................................... 140 Manually Terminating COBRA Coverage ..................................................................................... 149 Sending Termination Letters ......................................................................................................... 154

Benefits Calculations ......................................................................................................... 161 Linking a Pay Run ID to a Pay Calendar ....................................................................................... 162 Calculating Employee Deductions ................................................................................................ 168 Viewing Benefit Calculations ....................................................................................................... 173 Processing Deduction Confirmation .............................................................................................. 176

Benefits Billing .................................................................................................................. 183 Enrolling Employees in the Benefits Billing System ...................................................................... 184 Overriding Billing Parameters ....................................................................................................... 188 Entering a Billing Charge Manually .............................................................................................. 192 Entering Charge Adjustment ......................................................................................................... 198 Entering a Payment....................................................................................................................... 202 Entering Payment Adjustment ....................................................................................................... 206 Review Billing Charges ................................................................................................................ 209 Processing Billing Calculations ..................................................................................................... 213 Viewing Payment Review ............................................................................................................. 220

Training Guide

Enterprise HR 9.0 - Administer Base Benefits

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Viewing Employee Balance Review .............................................................................................. 223

Managing Multiple Jobs .................................................................................................... 226 Understanding Multiple Jobs ......................................................................................................... 227 Adding Current Job and Combining with Original Job ................................................................... 231 Changing the Job Indicator ............................................................................................................ 240 Viewing Multiple Jobs Summary ................................................................................................... 244 Designating the Primary Job for Benefits ....................................................................................... 247

Administering FMLA ........................................................................................................ 251 Entering FMLA Leave .................................................................................................................. 251


Page 1

Enterprise HR 9.0 - Administer Base Benefits PeopleSoft Human Resources: Base Benefits provides you with the tools you need to manage

your employee benefit programs. It enables you to set up your basic benefits system architecture and manually enroll employees and their dependents into the benefits system. This

comprehensive benefits management solution supports a full range of benefit programs and plans,

and provides you with everything you need to maintain your benefit records and to respond to inquiries from decision makers, managers, and other employees.

With the HRMS Base Benefits business process you can: • Define the tables that will be used to build your benefit programs.

• Manually enroll employees and dependents into a benefit program.

• Perform nondiscrimination testing to determine whether or not your U.S. organization is in

compliance with government regulations. • Print HIPPA reports.

• Track and manage FMLA requests.

• Calculate accrued leave awards and maintain employee leave balances. • Manage 403(b) savings plans.

• Manage vacation buy and sell programs.

• Administer COBRA coverage for qualified participants and their dependents. • Process retroactive benefits and deduction.

• Send enrollment data to third-party administrators.

• Send FEHB data to the OPM.

Upon completion of this module, you will be able to:

• Enroll employees in benefits.

• Administer COBRA benefits. • Perform benefits calculations.

• Perform benefits billing processes.

• Manage multiple jobs.

• Administer FMLA data.

Administering Benefits

An organization provides remuneration to its employees in the form of benefits. These benefits can be associated with an employee's health, life, or disability. The Base Benefits business

process in PeopleSoft Human Resources provides various tools that enable you to manage

benefits information. In this lesson, you will learn how to store and update information about the employees and their dependents by using the PeopleSoft Base Benefits.

Upon completion of this lesson, you will be able to: • Describe the benefits administration process.

• View personnel administration data.

• Enroll employees in a benefit program.

• Enter dependent and beneficiary information. • View dependent/beneficiary summary information.

• Enter employee health benefits information.

• Update employee life and AD/D benefits. • Update employee disability benefits information.

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• Terminate life and AD/D benefits information.

• Enroll in FSA plans.

• Enroll in leave plans. • Maintain leave plans (CAN/INTL)

• Process leave accruals.

• View employee balances. • Enroll in pension plans.

• Enroll in savings benefit plans.

• Enroll in the public employees retirement system benefit plans.

• Enroll in vacation benefit plans. • View the benefit enrollment summary.

• View the PI DedCalc benefits summary information.

• Run the primary job utility. • Change primary job data.

Understanding Benefits Administration The Base Benefits feature of the PeopleSoft human resources application enables you to manage

benefits information. This feature uses programs, plans, plan types, and options to administer

benefits records.

Each benefit plan has associated costs, calculation rules, and coverage codes. After choosing a

plan, employees make additional decisions to determine their coverage. During benefit

enrollment, you enter the options that employees select into PeopleSoft.

Plan types are groupings that allow PeopleSoft to process benefit requests systematically. You

use plan types to describe a category of benefits, such as medical plans, dental plans, life plans or disability plans. Benefit plans are specific benefit offerings within a plan type. For example, the

medical plan type contains numerous benefit plans, such as Basic Medical - Comprehensive,

Medical - Blue Cross, and Medical - Kaiser Permanente.

You assign newly hired employees to a benefit program based on their personal, job, and

employment data. The employee's benefit program defines the benefit options available to the

employee.

You use coverage codes to indicate the level of coverage for health and medical plan types.

Deduction codes determine how the payroll deduction for a benefit plan is processed during a payroll cycle.

In this topic, you will learn about the features and structure of the elementary base benefits

elements.

Procedure


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Step Action

1. The Base Benefits feature of the PeopleSoft human resources application enables you to manage benefits information. This feature uses programs, plans, plan types,

and options to administer benefits records.

Training Guide


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Step Action

2. You use the base benefits feature to offer a collection of benefits to a group of

employees. This collection of benefits is known as a Benefit Program and is based

on the employees' personal, job, and employment data.


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Step Action

3. Employee benefits comprise different categories, which can be defined by using plan types. Examples of plan types are health plans, savings plans, and vacation

plans.

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Step Action

4. The base benefits application sets up nine plan type categories. A two-digit

alphanumeric numbering scheme is used to identify a plan type.


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Step Action

5. Benefit plans are individual benefits offered to employees within a plan type. For

example, the Medical plan type contains the Basic Medical - Comprehensive,

Medical - Blue Cross, and Medical - Kaiser Permanente plans.

Step Action

6. For each benefit plan, you need to record its description, effective date, provider,

and deduction code. In addition, you specify a plan definition for all plans except health plans.

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Step Action

7. Benefit options are the parameters associated with a benefit plan. An employee

selects benefit options when enrolling in a benefit plan. Benefit options help

determine: • Cost associated with a plan

• Rule to calculate the claimed amount

• Level of coverage


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Step Action

8. For health and medical plans, an employee can specify a coverage level by using coverage codes. A coverage level indicates the individuals covered under the plan.

There are three levels of coverage: employee only, employee and spouse, and

employee and family.

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Step Action

9. To specify the deduction type for a benefit plan, you use deduction codes. These

codes determine the rules for deduction priority, taxation, arrears processing, year-

to-date limits, and general ledger accounting. For example, in a basic medical plan, you specify KCMED as the deduction code.

10. In this topic, you learned about the basic elements of the base benefits feature. These

elements include benefit programs, plans, plan types, and options. The base benefits

feature of the PeopleSoft human resources application enables you to manage employee benefit information.

End of Procedure.

Viewing Personnel Administration Data

Before enrolling an employee to a benefit program, you need to determine the employee's eligibility for benefits. You view the personnel administration data for the employee to validate

the employee's eligibility.

Your goal is to check an employee's eligibility for benefits before enrolling them to a benefit

program. To check eligibility you will need to view personnel administration data.

Procedure


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Step Action

1. Begin by navigating to the Employee Data Summ page.

Click the Workforce Administration link.

Training Guide


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Step Action

2. Click the Benefit Information NLD link.

3. Click the Employee Data Summary link.


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Step Action

4. Enter the desired information into the EmplID field. Enter "KA0001".

5. Click the Search button.

6. Use the Employee Data Summ page to view the personnel administration data for

an employee. You can use this data to determine an employee's eligibility for benefits.

7. Scroll down to view the rest of the information.

8. You successfully viewed personal administration data for an employee.

End of Procedure.

Enrolling Employee in a Benefit Program When entering data for new hires in your company in PeopleSoft Human Resources, you need to

enroll each employee in a benefit program. This information is important to process payroll for

the employees.

Using the Base Benefits business process to enroll participants consists of two parts:

• Enroll a participant in a benefit program. Initially, an employee's benefit program assignment is

assigned to the employee based on his or her employee pay group, but you can override this assignment at the employee level. Verify that the employee is enrolled in the correct benefit

program, because you can only enroll participants in benefit plans that are associated with their

assigned benefit program.

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• Using individual benefit pages, enroll the participant in all appropriate benefit plans within the

benefit program. When you enroll employees in health, life, savings, FSA, and Canadian pension

benefit plans, you also enroll dependents and assign beneficiaries.

Your goal is to enroll an employee to the benefit program KU1.

Procedure

Step Action

1. Begin by navigating to the Benefit Program Participation page.

Click the Benefits link.


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Step Action

2. Click the Assign to Benefit Program link.

Training Guide


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Step Action

3. Enter the desired information into the EmplID field. Enter "K0G017".


5. Use the Benefit Program Participation page to enroll an employee in the

appropriate benefit program.

6. Use the Effective Date field to specify the date on which the employee or non-employee was entered into the benefit program. The system populates the Effective

Date field with the current date.

Step Action

7. Use the Benefit Program field to associate the participant with a benefit program.

Initially, you can associate the employee with a default benefit program based on his

or her employee pay group. You can later override this assignment.

Click in the Benefit Program field.

8. Enter the desired information into the Benefit Program field. Enter "KU1".

9. Click the Save button.


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Step Action

10. Notice the Currency Code field displays the type of currency associated with the benefit program selected.

11. You successfully enrolled an employee in a benefit program.

End of Procedure.

Entering Dependent and Beneficiary Information The Dependent/Beneficiary component helps you record information about an employee's dependents. Accurate dependent and beneficiary information helps you process the benefit claims

correctly and quickly. Therefore, it is important to correctly record information about an

employee's dependents and beneficiaries.

Your goal is to enter beneficiary information for an employee. Specify the employee's spouse as

her dependent.

Procedure

Step Action

1. Begin by navigating to the Name page.


Training Guide


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Step Action

2. Click the Employee/Dependent Information link.

3. Click the Update Dependent/Beneficiary link.


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Step Action

4. Enter the desired information into the EmplID field. Enter "K0HU10".


6. Use the Name page to enter or update a dependent's name.

7. The Dependent/Beneficiary ID field helps you uniquely identify the dependents or

beneficiaries of the same employee. The application automatically generates and assigns this ID. Accept the dependent or beneficiary ID assigned by the application.

8. In the Name History region, you specify the name of the person and the format for

entering the name.

9. Enter a language in the Format Type field to format the name based on the

language specified. Accept the pre-selected format for English for this example.

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Step Action

10. Click the Edit Name link.

11. Use the Edit Name page to specify the name of the person.


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Step Action

12. Click the Prefix list.

13. Click the Mr list item.

14. Click in the First Name field.

15. Enter the desired information into the First Name field. Enter "Jon".

16. Click in the Last Name field.

17. Enter the desired information into the Last Name field. Enter "Smith".

18. Click the OK button.

19. After you click OK, the Name field is populated with the full name of the

beneficiary.

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Step Action

20. Click the Address tab.

21. Use the Address page to enter or update the dependent's address information.


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Step Action

22. Click the Same Address as Employee option.

23. Notice that Allison's address information is populated in the Address field.

24. Click the Personal Profile tab.

25. Use the Personal Profile page to enter the dependent or beneficiary's personal

details, such as date of birth, relationship to employee, gender, and marital status.

Step Action

26. Enter the desired information into the Date of Birth field. Enter "07/20/1965".

27. Use the Relationship to Employee field to specify the relationship of the dependent

or beneficiary to the employee.

Click the Relationship to Employee list.

28. Click the Spouse list item.

29. Click the Marital Status list.

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Step Action

30. Click the Married list item.

31. Click in the As of field.

32. Enter the desired information into the As of field. Enter "08/14/2007".

33. Click the vertical scrollbar.

34. Click in the National ID field.

35. Enter the desired information into the National ID field. Enter "432-11-4540".

36. Click the Primary ID option.


38. You successfully entered dependent and beneficiary information.

End of Procedure.

Viewing Dependent/Beneficiary Summary

PeopleSoft Human Resources uses the Dependent/Beneficiary component to record information about employee's dependents. The Dependent/Benef. page enables you to view an employee's

dependent and beneficiary information.

Your goal is to view data for dependents or beneficiaries for an employee.

Procedure


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Step Action

1. Begin by navigating to the Dependent/Benef. page.


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Step Action

2. Click the Employee/Dependent Information link.

3. Click the Review Dep/Ben Summary link.


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Step Action

4. Enter the desired information into the EmplID field. Enter "KC0001".


6. Use the Dependent/Benef. page to view a list of dependents and beneficiaries for an

employee.

7. The ID column displays the unique ID assigned to each dependent or beneficiary.

8. The Depend/Benef field specifies the type of dependent or beneficiary indicating

whether the person is a dependent or beneficiary.

9. The Relationship field displays the relationship of the dependents and beneficiaries to the employee.

10. You successfully viewed the dependent/beneficiary information for an employee.

End of Procedure.

Entering Employee Health Benefits Information Many organizations provide health benefits to their employees. Health benefits include dental, vision, hearing, and medical plans. Using PeopleSoft Human Resources, you can enter an

employee's health benefits information.

In this topic, an employee requests coverage under the BC Provincial health benefit plan. Your

goal is to enter the health benefits information for the employee.

Procedure

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Step Action

1. Begin by navigating to the Health Benefit Elections page.



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Step Action

2. Click the Health Benefits link.

Training Guide


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Step Action



5. Use the Health Benefit Elections page to enroll employees and dependents in

health plan types: medical, dental, and vision.

6. The Plan Type field shows the plan type number and name. The plan type number for all health-related plan types is in the range 10-19 or 1A-1Z.

Step Action

7. The coverage period starts from the date on which an employee enrolls for health

benefits. Specify the current date in the Coverage Begin Date field.

Enter the desired information into the Coverage Begin Date field. Enter

"06/29/2007".

8. Use the Deduction Begin Date field to specify the date when the employee starts contributing to the benefit plan.

9. The Coverage Election field determines whether an employee is electing, waiving,

or terminating coverage under a benefit plan.

10. The Election Date field specify the date when the election is effective.


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Step Action

11. A benefit program is a collection of benefits that the organization offers to its employees, based on personal, job, and employment data. Each benefit program is

associated with various benefit plans. Use the Benefit Plan field to select a specific

medical plan.

Click in the Benefit Plan field.

12. Enter the desired information into the Benefit Plan field. Enter "KCMDBC".

13. Use the Coverage Code field to specify a coverage level for the employee. A

coverage level indicates the number of individuals covered under the plan.

Click in the Coverage Code field.

14. Enter the desired information into the Coverage Code field. Enter "1".


16. Notice that, when you save the information, the details of the selected Benefit Plan and Coverage Code are updated in the Coverage region. The Deduction Begin

Date field also defaults to the date entered in the Coverage Begin Date field.

17. You successfully entered the health benefit information for an employee.

End of Procedure.

Updating Employee Life and AD/D Benefits Information There are various life insurance plans to fulfill an employee's personal and financial needs.

Examples of Life and Accidental Death/Dismemberment (AD/D) plans include Basic life, AD/D,

Dependent life, and Dependent AD/D plans. You need to update an employee's data to include life and accidental death benefit information.

In this topic, an employee requests to update and change the elections for their life insurance

coverage. Your goal is to change the benefit plan as requested for this employee.

Procedure

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Step Action

1. Begin by navigating to the Life/ADD Elections page.



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Step Action

2. Click the Enroll In Benefits link.

3. Click the Life and AD/D Benefits link.

Training Guide


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Step Action



6. Use the Life/ADD Elections page to enroll participants in life plans and to assign

beneficiaries to those plans.

Step Action

7. Use the Add Row button to add a new coverage entry for the selected employee.

Click the Add Row button.

8. Use the Coverage Begin Date field to specify the date when the coverage period for

the updated elections starts.

Enter the desired information into the Coverage Begin Date field. Enter "06/29/2007".


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Step Action

9. Use the Deduction Begin Date field to specify the date when the employee starts contributing to the benefit plan.

Click in the Deduction Begin Date field.

10. Enter the desired information into the Deduction Begin Date field. Enter

"06/29/2007".

11. Use the Benefit Plan field to enter or update the benefit plan.


12. Enter the desired information into the Benefit Plan field. Enter "KCLF2X".


14. The Option Code field indicates the code assigned to COBRA-qualified plan types.

Notice that when you update the benefit plan, the Option Code field is populated.

This indicates that the current plan is a COBRA-qualified plan.

15. You successfully updated the benefit plan for an employee.

End of Procedure.

Updating Employee Disability Benefits Information Employees or their dependents may suffer from long-term or short-term physical disabilities.

PeopleSoft Human Resources enables you to update disability benefits for employees or their dependents.

Your goal is to update the disability benefit plan for an employee in your company.

Procedure

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Step Action

1. Begin by navigating to the Disability Benefit page.



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Step Action


3. Click the Disability Benefits link.

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Step Action



6. Use the Disability Benefit page to enroll employees in disability benefit plans. You

can also use this page to update the existing employee benefits information.

Step Action





Enter the desired information into the Coverage Begin Date field. Enter "06/29/2007".


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Step Action

9. Use the Deduction Begin Date field to specify the date when the employee begins contributing to the benefit plan.



"06/29/2007".

11. Use the Benefit Plan field to enter or update the benefit plan.


12. Enter the desired information into the Benefit Plan field. Enter "KCSTD5".


14. The Option Code field indicates the code assigned to COBRA-qualified plan types.

Notice that, when you update the benefit plan, the Option Code field is populated.

This indicates that the current plan is a COBRA-qualified plan.

15. You successfully updated the disability benefit plan for an employee.

End of Procedure.

Terminating Life and AD/D Benefits Information Sometimes the employees in an organization choose to discontinue their benefit plans before their

coverage period ends. In such cases, you can terminate an employee's benefit plan. You use the Life and AD/D Benefits page in PeopleSoft Human Resources to terminate an employees benefit

plan.

In this topic, an employee requested that the coverage period for their life insurance benefit plan

to end next month. Your objective is to make the required changes in PeopleSoft HRMS to

update their record.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Life/ADD Elections page.



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Step Action


3. Click the Life and AD/D Benefits link.

Training Guide


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Step Action



6. Use the Life/ADD Elections page to enroll participants in life plans and to assign

beneficiaries those plans.

Step Action





For this example, leave the default entry.




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Step Action

10. Enter the desired information into the Deduction Begin Date field. Enter "08/17/2007".

11. Use the Coverage Election field to specify whether an employee is electing,

waiving, or terminating the benefit plan coverage.

Click the Terminate option.


13. You successfully terminated an employee's benefit plan.

End of Procedure.

Enrolling in Spending Account Plans Flexible spending accounts (FSA) plans allow employees to contribute pretax dollars to a fund

that they can later draw from, to pay eligible expenses, including health care and dependent care.

When entering data for new hires, you need to record employee participation in flexible spending accounts, such as Health Care and Dependent Care. Use the FSA Benefits (USA) page to record

employee participation in FSA plans.

In this topic, a current employee is updating her spending account information and wants to

pledge an amount of USD 2000.00 annually with monthly contributions of USD 180.00 to the

FSA benefit plan. Your goal is to enroll her in the FSA benefit plan.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Spending Accounts page.



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Step Action


3. Click the Spending Accounts link.

Training Guide


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Step Action



6. Use the Spending Accounts page to record employee participation in FSA plans.

Step Action

7. Every benefit plan in PeopleSoft is distinguished by a unique combination of plan

type and plan name. Use the Plan Type field to enter the unique identification code

for the plan. Flexible Spending Account Plans (U.S. and Canada) have these plan

type numbers: 60 - 69, 6A - 6Z.

Enter the desired information into the Plan Type field. Enter "60".

8. The coverage period starts from the date on which an employee enrolls for health

benefits. Specify the current date in the Coverage Begin Date field.

Click in the Coverage Begin Date field.

9. Enter the desired information into the Coverage Begin Date field. Enter "08/17/2007".


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Step Action




"08/17/2007".

12. The Coverage Election field determines whether an employee is electing, waiving,

or terminating coverage under a benefit plan.

13. The Election Date field specifies the date when the election is effective.

14. Use the Benefit Plan field to enter the benefit plan. Only the benefit plans that you have associated with the employee's chosen Benefit Program as of the Deduction

Begin Date appear in the selection list.


15. Enter the desired information into the Benefit Plan field. Enter "KUHFSA".

16. Use the Annual Pledge field to enter the employee's annual pledge amount.

Click in the Annual Pledge field.

17. Enter the desired information into the Annual Pledge field. Enter "2000".

18. Use the Empl Contribution Override field to enter an amount that the system uses

to calculate the employee's FSA contribution. This field appears if you are using

PeopleSoft Payroll for North America or PeopleSoft Payroll Interface.

Click in the Empl Contribution Override field.

19. Enter the desired information into the Empl Contribution Override field. Enter "180".


21. You successfully enrolled an employee to a Spending Account benefit plan.

End of Procedure.

Enrolling in Leave Plans When entering data for new hires in your company into PeopleSoft Human Resources, you are required to enroll each employee in a leave plan.

Your goal is to enroll a new employee in a leave plan.

Training Guide


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Procedure

Step Action

1. Begin by navigating to the Leave Plans (USA) page.



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Step Action


3. Click the Leave Plans link.

Training Guide


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Step Action



6. Use the Leave Plans (USA) page to enroll employees in leave plans.

Step Action


type and plan name. Use the Plan Type field to enter the plan type for the employee.

Plan type is a unique identification code. Valid plan types for leave plans are 50-59

and 5A - 5Z.


8. Use the Effective Date field to enter the date on which the employee or non-

employee is entered into the benefit program.

Click in the Effective Date field.

9. Enter the desired information into the Effective Date field. Enter "08/17/2007".

10. Use the Election Date field to enter the date the coverage is elected, waived, or terminated.


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Step Action

11. Use the Benefit Plan field to enter the benefit plan. Valid values for the benefit plan are those that you have associated with the employee's chosen Benefit Program.


12. Enter the desired information into the Benefit Plan field. Enter "KUSICK".


14. You successfully enrolled an employee in a leave plan.

End of Procedure.

Maintaining Leave Plans (CAN/INTL)

There might be situations where you need to update a leave plan of an employee. You use the

Leave Plans (USA) page to enter or update the leave plans for an employee in USA. For Canadian and International users, use the Leave Plans page. This page is identical to the page for

U.S. users with the exception that it does not offer the option of choosing the FMLA (Family

Medical Leave Act) Plan Type.

In this topic, on of your company employee is moving to the office in Canada, where she will

become a new resident of Canada. Her leave plan requires updating. Your goal is to update the leave plan applicable to Canadian residents.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Leave Plans page.



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Step Action


3. Click the Leave Plans - CAN/INTL link.

Training Guide


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Step Action



6. Use the Leave Plans page to record information about sick leave, vacation, and

personal leave.

Step Action

7. Use the Add Row button to add a new entry for updating the leave plan.


8. Use the Effective Date field as the basis for processing leave accruals for the

employee under this plan.

Enter the desired information into the Effective Date field. Enter "08/20/2007".

9. Use the Election Date field to enter the date the coverage is elected, waived, or terminated.


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Step Action

10. Use the Benefit Plan field to enter the benefit plan. Valid values for the benefit plan are those that you have associated with the employee's chosen Benefit Program.


11. Enter the desired information into the Benefit Plan field. Enter "KCSICK".


13. You successfully updated the leave plan for an employee.

End of Procedure.

Processing Leave Accruals

The purpose of leave accrual processing is to maintain employee leave balances. When you

initiate leave accrual processing, the system calculates the leave accrual award and the resulting leave balance.

In order to properly process leave accruals, the system must obtain information from the payroll system. If your organization implements PeopleSoft Payroll, the system gets this information

from PeopleSoft Payroll during the normal run of the process.

You can accrue leave based on length of service without using payroll data because the system

refers to the Employment Data Table for each employee's service date. However, if you are

planning to accrue leave based on service hours, your system must obtain data from your payroll

application in order to determine how many hours a particular employee has worked.

Your goal is to process the leave accruals for the employees enrolled in plan type Vacation.

Procedure

Training Guide


Page 56

Step Action

1. Begin by navigating to the Leave Accrual Proc page.



Page 57

Step Action

2. Click the Calculate Periodic Accrual link.

3. You can run this process by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the process may help you

remember it for future use.

Training Guide


Page 58

Step Action

4. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "1".


6. Use the Leave Accrual Proc page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the process is run.

7. Use the Plan Type field to enter the plan type that you want to process.


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Step Action

8. Use the Benefit Plan field to enter the benefit plan that you want to process.


9. Enter the desired information into the Benefit Plan field. Enter "KUVACN".


11. Click the Run button.

12. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

13. You must select a Server Name to identify the server on which the process will run.

If you use the same Run Control ID for subsequent processes, the server name that

you last used will default in this field.

14. Use the Type field to select the type of output you want to generate for this job.

15. Use the Format field to define the output format for the report. The values are

dependent upon the Process Type you have selected. In this example, the default

value is None.

Training Guide


Page 60

Step Action


17. Notice the Process Instance number appears. This number helps you identify the

process you have run when you check the status.


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Step Action

18. Click the Process Monitor link.

19. Use the Process List page to view the status of submitted process requests.

Training Guide


Page 62

Step Action

20. The current status of the process is Queued. The process is finished when the status

is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

21. The Run Status is now Success.

22. You successfully processed the leave accruals for the employees enrolled in plan

type Vacation under the benefit plan BP0308.

End of Procedure.

Viewing Employee Balances

The leave accrual processing of PeopleSoft Human Resources is used to maintain employee leave

balances. When you initiate leave accrual processing, the system calculates the leave accrual award and the resulting leave balance.

To view employee leave balances, you need to first process the leave accruals. You can use the Leave Accrual Balances page to view the leave balances. Employees can also view their leave

balances through ePay or the HRMS Portal Pack.

Your goal is to view leave balances your employee.

Procedure


Page 63

Step Action

1. Begin by navigating to the Leave Accrual Balances page.


Training Guide


Page 64

Step Action

2. Click the Review Accrual Balances link.


Page 65

Step Action



5. Use the Leave Accrual Balances page to view employee leave balance.

6. You successfully viewed leave balances for an employee.

End of Procedure.

Enrolling in Pension Plans When entering data for new hires in your company in PeopleSoft Human Resources, you must enroll each employee in a pension plan. You can use the Pension Plan Elections page to enroll

employees in pension plans.

In this topic, a new employee wishes to enroll in a benefit pension plan. Your goal is to enroll

them to an appropriate pension plan.

Procedure

Training Guide


Page 66

Step Action

1. Begin by navigating to the Pension Plan Elections page.


Step Action


3. Click the USA-Pension Plans link.


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Step Action



6. The Pension Plan Elections page enables you to enroll employees in pension plans.

Training Guide


Page 68

Step Action


type and plan name. Use the Plan Type field to enter the plan type category. For

U.S. users, the pension-related plan types are 80 or 81. For Canadian users, the plan types are 82 through 87.


8. The Deduction Begin Date starts the period of deduction.



10. The Election Date field specifies the date when the election is effective.

11. Use the Benefit Plan field to select the benefit plan for the employee. Only the

benefit plans that you have associated with the employee's chosen Benefit Program

as of the Deduction Begin Date appear in the selection list.


12. Enter the desired information into the Benefit Plan field. Enter "KUPENS".


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Step Action

13. Use the Flat Amount Contribution field to enter an amount that the employee voluntarily contributes to the pension plan. This is an amount over the amount that

you define in the Pension Plan Table.

Click in the Flat Amount Contribution field.

14. Enter the desired information into the Flat Amount Contribution field. Enter

"100".

15. Use the Assign All Beneficiaries button to lists all eligible beneficiaries of the

employee.

Click the Assign All Beneficiaries button.

16. You can define the distribution benefit as a percent of benefit or a flat amount. If you choose to enter the percent of benefit, use the Percent of Benefit field to

specify the percentage.

Click in the Percent of Benefit field.

17. Enter the desired information into the Percent of Benefit field. Enter "100".


19. You successfully enrolled Allison Smith in the pension plan

End of Procedure.

Enrolling in Savings Benefit Plans PeopleSoft HR enables you to enroll each employee in a savings benefit plan. When enrolling

employees in savings benefit plans, you also assign beneficiaries, and identify investment

elections. You use the Savings Plan Elections page to enroll employees in savings benefit plan.

In this topic, one of your company employees wishes to enroll in a savings plan. Your goal is to

enroll this employee in a savings plan.

Procedure

Training Guide


Page 70

Step Action

1. Begin by navigating to the Savings Plan Elections page.



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Step Action


3. Click the Savings Plans link.

Training Guide


Page 72

Step Action



6. Use the Savings Plan Elections page to enroll employees in savings benefit plans,

assign beneficiaries, and identify investment elections.


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Step Action

7. Every benefit plan in PeopleSoft is distinguished by a unique combination of plan type and plan name. Use the Plan Type field to enter the plan type category.

Savings Plans have plan type numbers 40-49, 4B-4Z.


8. The Coverage Begin Date starts the period of coverage.

Click in the Coverage Begin Date field.

9. Enter the desired information into the Coverage Begin Date field. Enter "08/17/2007".

10. The Deduction Begin Date specify when pay deductions will commence.

11. Use the Benefit Plan field to enter the benefit plan. Only the benefit plans that you

have associated with the employee's chosen Benefit Program as of the Deduction

Begin Date appear in the selection list.


12. Enter the desired information into the Benefit Plan field. Enter "KU401M".

Training Guide


Page 74

Step Action

13. You can define investment contributions as a flat amount or percent of earnings. Use

the Percent of Earnings field to enter the value in percentage.

Click in the Percent of Earnings field.

14. Enter the desired information into the Percent of Earnings field. Enter "3".

15. Use the Flat Amount field to enter the after-tax investment contributions as a flat

amount.

Click in the Flat Amount field.

16. Enter the desired information into the Flat Amount field. Enter "200".

17. Use the Assign All Beneficiaries button to list all eligible beneficiaries for the employee.

Click the Assign All Beneficiaries button.

18. Use the ID field to enter the beneficiary ID. You can enter the ID for the

beneficiaries that you set up for the employee using Dependent/Beneficiary Data.

19. Use the Beneficiary Percentage field to enter the percent of benefit for each

beneficiary. The total for all beneficiaries must equal 100 percent.

Click in the Beneficiary Percentage field.

20. Enter the desired information into the Beneficiary Percentage field. Enter "100".


22. Use the Investment Option field to enter an investment option and allocate an investment percentage. If there is more than one investment option associated with

the chosen employee's savings plan, add more rows.

Click in the Investment Option field.

23. Enter the desired information into the Investment Option field. Enter "1".

24. Use the Investment Percent field to enter the investment percentage allocated for

each option associated with this savings plan.

Click in the Investment Percent field.

25. Enter the desired information into the Investment Percent field. Enter "50".

26. Click the Add Row button.


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Step Action


Training Guide


Page 76

Step Action

28. Enter the desired information into the Investment Option field. Enter "2".

29. Click in the Investment Percent field.

30. Enter the desired information into the Investment Percent field. Enter "50".


32. You successfully enrolled an employee to a savings benefit plan.

End of Procedure.

Enrolling in Public Employees Retirement System Benefit Plans PeopleSoft HR enables you to enroll each employee in Public Employees Retirement System

(PERS) benefit plans. You use the Retirement Plans page to enroll employees in the PERS

benefit plan.

Your goal is to an employee to the PERS benefit plan.

Procedure


Page 77

Step Action

1. Begin by navigating to the Retirement Plans page.


Training Guide


Page 78

Step Action


3. Click the Retirement Plans link.


Page 79

Step Action



6. Use the Retirement Plans page to enroll employees in Public Employees

Retirement System (PERS) benefit plans.

Step Action

7. Every benefit plan in PeopleSoft is distinguished by a unique combination of plan type and plan name. Use the Plan Type field to enter the plan type category.

Retirement Plans (United States) have plan type numbers 70 - 79, 7A - 7Z.





"08/17/2007".

10. Use the Participation Election options to define whether the employee is electing,

waiving, or terminating coverage.

Training Guide


Page 80

Step Action

11. Use the Election Date field to enter the date the coverage is elected, waived, or

terminated.

12. Use the Benefit Plan field to enter the benefit plan. You can enter only the benefit

plans that you have associated with the employee's chosen Benefit Program as of the Deduction Begin Date.


13. Enter the desired information into the Benefit Plan field. Enter "BP0030".


15. You successfully enrolled an employee to the PERS benefit plan BP0030.

End of Procedure.

Enrolling in Vacation Benefits Plans PeopleSoft HR enables you to enroll employees in vacation buy and sell plans. You use the Vacation Benefit page to enroll employees in vacation benefit plans.

When you define vacation buy or sell benefit plans with the Vacation Buy/Sell Table, you define

increments for the vacation hours and minimum and maximum amounts that an employee can buy or sell.

In this topic, an employee wants to enroll in the vacation benefit plan KUVCBY under the plan type 90. Enroll this employee in the benefit plan KUVCBY.

Procedure


Page 81

Step Action

1. Begin by navigating to the Vacation Benefit page.


Training Guide


Page 82

Step Action


3. Click the Vacation Benefits link.


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Step Action



6. Use the Vacation Benefit page to enroll employees in vacation buy and sell plans.

Step Action


type and plan name. Use the Plan Type field to enter the plan type category. The valid plan types for vacation benefits are 90-99 and 9A-9Z.





10. Use the Coverage Election options to define whether the employee is electing,

waiving, or terminating coverage.

Training Guide


Page 84

Step Action

11. Use the Election Date field to enter the date the coverage is elected, waived, or

terminated.

12. Use the Benefit Plan field to enter the benefit plan. You can enter only the benefit

plans that you have associated with the employee's chosen Benefit Program as of the Deduction Begin Date.


13. Enter the desired information into the Benefit Plan field. Enter "KUVCBY".

14. Use the Vacation Hours field to enter the number of hours that an employee buys

or sells for the full plan year. The vacation hours for an employee must be within the

range defined in the Vacation Buy/Sell Table and must be entered in the increment specified in the Vacation Buy/Sell Table.

Click in the Vacation Hours field.

15. Enter the desired information into the Vacation Hours field. Enter "8".

16. Use the Buy/Sell Flat Amounts field to enter the flat amount.

Click in the Buy/Sell Flat Amounts field.

17. Enter the desired information into the Buy/Sell Flat Amounts field. Enter "5.93".

18. Use the Goal Amount field to enter an amount that is calculated on the basis of the

vacation hours and the per hour rate at which the employee is paid.

For an employee paid monthly, at a rate of $20.00 per hour who wants to buy 40

hours of vacation, the Goal Amount is calculated as $800.00 (40 hours * $20 an

hour).

Click in the Goal Amount field.

19. Enter the desired information into the Goal Amount field. Enter "71.20".

20. Use the Goal Balance field to display the updated balance calculated by the payroll.

The system automatically stops deductions when the Current Goal Balance equals the Goal Balance.

Click in the Goal Balance field.

21. Enter the desired information into the Goal Balance field. Enter "24.66".



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Step Action

23. You successfully enrolled an employee in the vacation benefit plan KUVCBY under the plan type 90.

End of Procedure.

Viewing the Benefits Enrollment Summary During regular payroll processing cycles, the system uses all relevant human resources, benefits, and payroll table information and employee data to process deductions and compensation.

Regardless of whether your organization uses PeopleSoft Payroll or PeopleSoft Payroll Interface, you can view a summary of employee benefit data, including the most recent payroll deduction.

Use the Benefit Enrollment Summary page to view the general benefits summary of an

employee's enrollment.

Your goal is to view the benefits summary for your company employee.

Procedure

Training Guide


Page 86

Step Action

1. Begin by navigating to the Benefit Enrollment Summary page.


Step Action

2. Click the Benefit Information NLD link.

3. Click the Current Benefits Summary link.


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Step Action



6. Use the Benefit Enrollment Summary page to view a summary of an employee's

benefits participation.

7. View a summary of the employee's Savings Plans, Leave Plans, FSA Plans, and Retirement Plans.

8. You successfully viewed the benefits enrollment summary for your company

employee.

End of Procedure.

Viewing Benefit Deduction Summary During regular payroll processing cycles, the system uses all relevant human resources, benefits,

and payroll table information and employee data to process deductions and compensation.

Regardless of whether your organization uses PeopleSoft Payroll or PeopleSoft Payroll Interface,

you can view a summary of employee benefit data, including the most recent payroll deduction.

Use the Benefit Deduction Summary page to view an employee's benefits programs summary after payroll deductions.

This summary is available only for U.S. users.

Your goal is to view the benefits summary with payroll deductions for one of your employees.

Training Guide


Page 88

Procedure

Step Action

1. Begin by navigating to the Benefit Deduction Summary page.



Page 89

Step Action

2. Click the Current Benefits Summary link.

Training Guide


Page 90

Step Action

3. Enter the desired information into the EmplID field. Enter "KU0010".


5. Use the Benefit Enrollment Summary page to view a summary of an employee's

benefits participation.

Step Action

6. Click the Benefit Deduction Summary tab.

7. Use the Benefit Deduction Summary page to view an employee's benefits programs summary after payroll deductions.

8. You successfully viewed the benefits summary with payroll deductions for your

employee.

End of Procedure.

Running the Primary Job Utility After you have established employee population in the database, use the Primary Job Utility to

automatically build Primary Job data for one or more employees. Run the Primary Job Utility

process whenever you add a new employee population to the database through an external interface or database load.


Page 91

When you run the Primary Job Utility, all existing data for the indicated employee population, if

any, in the Primary Jobs Table is deleted. For each employee, a new effective-dated entry is

made, assigning the primary job designation to the lowest active employee record within a benefit record number. Primary Job information is created for a time span bounded by the earliest and

latest job effective dates for all jobs within a benefit record. If all jobs within a benefit record are

terminated, the job with the lowest employee record is designated as the primary job.

All manual changes made through the Primary Jobs Flags page for the selected employee

population are lost, because the complete Primary Job history is rebuilt for each employee.

Your goal is to run the Primary Job Utility for all the employees in the database.

Procedure

Step Action

1. Begin by navigating to the Primary Job Maint page.


Training Guide


Page 92

Step Action

2. Click the Rebuild Primary Job Flags link.

3. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you



Page 93

Step Action

4. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the

background, the system does not prompt you for additional values.



6. Use the Primary Job Maint page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the process

is run.

Training Guide


Page 94

Step Action


8. Use the Process Scheduler Request page to enter or update parameters, such as

server name and process output format.

9. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that




dependent upon the Process Type you have selected. In this example, the default value is TXT.


Page 95

Step Action




Training Guide


Page 96

Step Action




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Step Action

16. The current status of the process is Queued. The process is finished when the status is Success. Continue to click the Refresh button until the status is Success.



18. You successfully ran the Primary Job Utility for all the employees in the database.

End of Procedure.

Changing Primary Job Data

PeopleSoft uses the concept of benefit primary job to identify a job for each employee that provides the service date and the termination date. The benefit primary job determines when a

deduction should be taken and how to calculate the deductions and contributions.

When a person is hired, the system automatically flags that job as primary based on rules that you

set up on the Multiple-Job Optns page. This information is stored in a table called Primary Job.

As the employee is hired in concurrent positions, the system turns this setting on or off based on

the rules that you established.

Your goal is to change the primary job indicator for an employee. The new indicator will be as of

today's date.

Procedure

Training Guide


Page 98

Step Action

1. Begin by navigating to the Primary Jobs Flags page.



Page 99

Step Action

2. Click the Maintain Flags link.

Training Guide


Page 100

Step Action



5. Use the Primary Jobs Flags page to manually change an employee's primary job

indicator, the include for eligibility flag, and the include for deductions flag.

Step Action

6. Click the Insert New Effdt link to insert a new row of data into which you can add

a new effective date.

Click the Insert New Effdt link.

7. Use the Effective Date field to enter the job data effective date for this employment record.

Click in the Effective Date field.

8. Enter the desired information into the Effective Date field. Enter "08/17/2007".


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Step Action

9. Select the Primary Job option to flag the selected job as the primary job for this benefit record number.

Click the Primary Job option.

10. Select the Include Eligibility option to include this job by the system determining

the employee's benefit eligibility.

11. Select the Include Deductions option to include this job when the employee's

benefit deduction and coverage is calculated.


13. You successfully changed the primary job indicator for an employee.

End of Procedure.

Administering COBRA Benefits

COBRA (Consolidated Omnibus Budget Reconciliation Act) legislation requires employers to

offer continued health care coverage to employees and their dependents who lose coverage under certain conditions. These conditions, or qualifying events, include voluntary termination, layoff,

divorce, retirement, and Medicare eligibility. All health benefit plans are subject to COBRA

continuation of coverage. Any individual, whether employee or dependent, who is covered under a health plan at the time of a qualifying event has the option to elect COBRA coverage.

The Base Benefits business process provides COBRA administration that is designed to work

with the base benefits processing and PeopleSoft Benefits Administration enabling you to make continuation of coverage available and communicate with COBRA-qualified beneficiaries.

With PeopleSoft, each employee chooses benefits within an eligible benefit program. This is also true for COBRA beneficiaries. COBRA Administration assigns each individual who becomes

eligible for a COBRA benefit program, and then offers the plan types within that program that

have been identified as COBRA-eligible plans to the COBRA participant.

The system searches the database for COBRA qualifying events that you define and identifies

those employees and dependents who are eligible for COBRA benefits. Once these qualified

beneficiaries are identified, you can retrieve data through the COBRA pages and track the qualifying event, the calculated coverage begin and end dates, and COBRA status for each

beneficiary. You can also enter health and FSA benefit elections.

To administer COBRA:

1. Perform PeopleSoft Human Resources functions as usual. For example, terminate employees,

retire employees, and record marital status changes. These functions trigger COBRA activity.

2. Run the COBRA process to identify qualifying events and beneficiaries. 3. Generate COBRA notification letters and enrollment forms.

4. Enter COBRA elections or coverage waivers.

5. Manage COBRA benefits for non-employee COBRA beneficiaries and their dependents.

Training Guide


Page 102

6. Terminate COBRA enrollment for beneficiaries who lose their coverage due to lack of

payment or voluntary termination.

Upon completion of this lesson, you will be able to:

• Describe the COBRA process.

• Describe the COBRA event status. • Review COBRA events.

• Adjust and reprocess COBRA events.

• Identify COBRA events.

• Print notification letters for initial events. • Print notification letters for secondary events.

• Reprint notification letters.

• Manually terminate COBRA coverage. • Send termination letters.

Understanding the COBRA Process The COBRA process determines employee and dependent eligibility for COBRA benefit

coverage. For an employee or dependent to become a qualified COBRA beneficiary, the

following two requirements must be met: • The person must have experienced a qualifying event.

• The person must have health coverage on the day of the qualifying event and have lost

coverage.

If these requirements are met, COBRA process assigns the beneficiary a benefit program and

allows that person to elect COBRA health coverage.

Procedure


Page 103

Step Action

1. The COBRA (Consolidated Omnibus Budget Reconciliation Act) legislation requires employers to offer continued coverage for health care to employees and

their dependents who lose coverage under certain conditions.

Training Guide


Page 104

Step Action

2. The Base Benefits business process provides COBRA administration that is

designed to work with the Base Benefits processing and PeopleSoft Benefits

administration. This enables you to continue available coverage and communicate with COBRA-qualified beneficiaries.


Page 105

Step Action

3. The system searches the database for COBRA qualifying events that you use to define and identify employees and dependents eligible for COBRA benefits. Once

these qualified beneficiaries are identified, you can retrieve data in the COBRA

pages and track the qualifying event, the calculated coverage begin and end dates,

and the COBRA status for each beneficiary.

Training Guide


Page 106

Step Action

4. Qualified COBRA beneficiaries can:

• Select COBRA for one or more plan types.

• Waive COBRA for all plan types. • Revoke a waiver for one or more plan types.

Unlike benefits administration, COBRA participants make enrollment decision at the plan type level. Employees and dependents are individually qualified for

COBRA coverage, and they can choose to be covered as individuals.


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Step Action

5. The COBRA process determines employee and dependent eligibility for COBRA benefit coverage. For an employee or dependent to become a qualified COBRA

beneficiary, the person must have:

• Experienced a qualifying event.

• Health coverage on the day of the qualifying event and have lost coverage.

If these requirements are met, COBRA process assigns the beneficiary a benefit

program and allows that person to elect COBRA health coverage.

6. In this topic, you learned about the COBRA process. You also learned that the Base Benefits business process provides COBRA administration that is designed to work

with the base benefits processing and PeopleSoft benefits administration. Finally,

you learned how COBRA process determines employee and dependent eligibility for COBRA benefit coverage.

End of Procedure.

Understanding the COBRA Event Status After a COBRA event is triggered, the COBRA process determines whether any employees or dependents have lost health coverage due to the event. These people qualify as COBRA

beneficiaries. Each person analyzed by the COBRA process receives three status values: event

qualification, initial event, and secondary event.

Procedure

Training Guide


Page 108

Step Action

1. Once a COBRA event is triggered through online or benefits administration, the

COBRA process determines whether any employees or dependents have lost health

coverage due to the event. The system considers these people to be qualified COBRA beneficiaries.

Each person analyzed by the COBRA process can have three status values: • Event qualification status

• Initial event status

• Secondary event status


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Step Action

2. The event qualification status identifies participants who qualify for COBRA. Valid qualification statuses are:

• Not COBRA qualified

• COBRA qualify error

• COBRA qualified • Qualify pending

• Unprocessed

Training Guide


Page 110

Step Action

3. The event qualification status tracks the process of the event in the COBRA cycle.

Valid values of event status are: qualify pending, qualified, not qualified, options

prepared, notified, election entered, election error, election enrolled, and enrollment complete.


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Step Action

4. The secondary event status is always Not Qualified unless the COBRA participant is affected by a secondary event, such as divorce or medicare entitlement. Other

valid values of secondary event status are qualify pending, qualified, notified, and

coverage extended.

5. In this topic, you learned that the COBRA process determines whether any

employees or dependents have lost health coverage due to any event. These people are qualified as COBRA beneficiaries. The initial event status tracks the process of

the event in the COBRA cycle. The secondary event status is always not qualified

unless the COBRA participant is affected by a secondary event, such as divorce or medicare entitlement.

End of Procedure.

Reviewing COBRA Events A qualified COBRA event is defined in the COBRA Event Rules Table and results in a recognized loss of coverage in a health or FSA plan.

If you do not use Benefits Administration, you can manually terminate employee health coverage through the Health or FSA pages.

In Base Benefits, qualifying events are triggered through PeopleCode. In Benefits Administration, qualifying events are triggered after Event Maintenance has been finalized. The exception (for

both Base Benefits and Benefits Administration) is overage dependent processing. Overage

dependent events are identified during the COBRA batch process and are automatically adjusted.

Training Guide


Page 112

Information about triggered events is transferred to the COBRA Activity Table for further

analysis during the COBRA process.

In this topic, you are going to review events that have triggered COBRA activity.

Procedure

Step Action

1. Begin by navigating to the COBRA Activity page.



Page 113

Step Action

2. Click the Administer COBRA Benefits link.

3. Click the Review COBRA Triggers link.

4. The COBRA Activity page enables you to review the type of event that took place,

how the event was initiated, and the benefit record affected.

5. The Event Date field displays the date for the employee participant’s COBRA

enrollment.

6. The CBR Action field describes the type of event that took place, such as

termination.

7. The Activity Source field indicates who or what initiated the event, such as a

change to the Job Data record.

8. You can use the Insert Row button to manually add events to this table.

Training Guide


Page 114

Step Action

9. Click the Coverage Override tab.

10. The Coverage Override check box is selected when an alternate coverage termination date should be used to determine qualified COBRA coverage.

11. The Alt Covrg Term Date field is the date when coverage was previously

terminated. It is required when the coverage override flag is selected.

12. The Coverage As-Of Date field is the date that coverage should begin if the event is

fully qualified. It is optional and automatically set to the COBRA event date if left blank.

13. You successfully reviewed COBRA event information.

End of Procedure.

Adjusting and Reprocessing COBRA Events Use this procedure to adjust, reprocess, and void COBRA events.

In this topic, you will review the Event Status page for an employee.

Procedure


Page 115

Step Action

1. Begin by navigating to the Event Status page.


Training Guide


Page 116

Step Action


3. Click the Update Event Status link.


Page 117

Step Action



6. The Event Status page enables you to adjust, reprocess, and void COBRA events.

7. Note that all participants manually enrolled in COBRA coverage have a COBRA

event ID of 1.

8. The Event Class field displays an event or type of event that results in a change of benefits eligibility for an employee or dependent. Event classes are prominently

used in COBRA and Benefits Administration processing.

9. The Qualification Status field identifies participants who qualify for COBRA.

Values are: Not COBRA, Qualified, COBRA Qualify Error, COBRA Qualified, Qualify Pending, and Unprocessed.

10. Valid values for the Process Status field are Open or Closed.

Training Guide


Page 118

Step Action

11. Use the Reprocess Indicator field to reprocess a COBRA phase for events,

participants, or plan types.

To reprocess any level, the process status for that level and any above it must be

Open for Processing. You cannot reprocess initial events that have secondary

events dependent on them.

At the event level, you can only reprocess to Prepare Options if the Option Prepare

phase has already been completed. At the participant plan type level, you can only

select Elect Options when the plan type is Enrolled and the associated event is an initial event.

After choosing a value, run the COBRA process again to reprocess to the selected status.

12. When you enter Void Event in the Reprocess Indicator field at the COBRA event

level, the system ignores all reprocessing indicators at the lower levels. All COBRA

participants and participant plans are voided, and all enrolled COBRA benefits are

deleted. Notification is sent to the Benefits Billing system to terminate billing for voided participants.

13. When you enter Qualify Event in the Reprocess Indicator field at the COBRA

event level, all reprocessing indicators at the lower levels are ignored. All enrolled

COBRA benefits are deleted.

14. The COBRA Event Conflict check box is selected if the system determines that two or more events are in conflict with each other. An example is when an event is

entered and processed, and another event is entered with an earlier date than the first

event.

This sends a message to the COBRA administrator to analyze the conflicting events

and take any appropriate actions.

15. Select the BAS Data Change check box if there is a BAS data change.

16. Use the Employee/Dependent Status group box to adjust, reprocess, and void COBRA events for dependents of the employee.

17. To reprocess any level, the Process Status for that level and any above it must be

Open for Processing.


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Step Action

18. Benefit program assignment differs for COBRA events initiated by the Base Benefits business process and PeopleSoft Benefits Administration. If a COBRA

event is initiated by Base Benefits, the system assigns each qualified beneficiary to

the benefit program that the employee was enrolled in on the day prior to the

COBRA event date. If the event is processed through PeopleSoft Benefits Administration, then the system determines benefit program eligibility for each

qualified COBRA beneficiary, using the eligibility parameters from the latest run of

PeopleSoft Benefits Administration and the qualified beneficiary's ZIP code. If no benefit programs satisfy this eligibility criteria, then the participant is assigned to the

benefit program enrolled in on the day prior to the COBRA event date.

This process only occurs for qualified participants who have a COBRA process status of Open For Processing (as opposed to Closed or Void).

19. Use the Reprocess Indicator field to reprocess a COBRA phase for events,

participants, or plan types.

To reprocess any level, the process status for that level and any above it must be

Open for Processing. You cannot reprocess initial events that have secondary

events dependent on them.

At the event level, you can only reprocess to Prepare Options if the Option Prepare

phase has already been completed. At the participant plan type level, you can only

select Elect Options when the plan type is Enrolled and the associated event is an initial event.

20. After choosing a value, run the COBRA process again to reprocess to the selected

status.

21. When you enter Void Participant in the Reprocess Indicator field at the COBRA

participant level, the result is similar to voiding a COBRA event. The COBRA participant record and all COBRA benefit plan records associated with that

participant are deleted, and Benefits Billing is notified to terminate billing.

22. When a secondary event is processed, the system reviews the initial event to

determine if its event status is Closed to Processing (indicating that the participant has made an election or waived COBRA coverage). If the initial event is not closed,

the secondary event's status becomes Qualified Pending; the secondary event needs

to be reprocessed after the initial event is closed.

This can happen if dependents are covered under an employee's coverage instead of

electing independent coverage.

For example, suppose that an employee and her dependents become qualified

beneficiaries after she terminates her employment. She enrolls in family coverage

for plan types 10 and 11—covering herself, her spouse and her daughter—and waives plan type 14. As a result, the terminated employee's record is Closed to

Processing. But the dependents' records remain Open for Processing, because they

have not independently elected or waived coverage.

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Step Action


type and plan name. Plan types are assigned a numerical value and are divided into

categories based upon those values. For example, all health-related plan types begin with a 1, so all plan types in the range of 10-19 are recognized by the system as

health plans.

24. Valid values for the Event Type field include Initial or Second.

25. The COBRA Election field indicates whether COBRA coverage is elected or

waived.

26. All participants manually enrolled in COBRA coverage have a COBRA event ID of 1.

27. To reprocess any level, the Process Status field for that level and any above it must

be Open for Processing.

28. The enrollment status of the dependent or beneficiary appears in the Enrollment

Status field. If the dependent or beneficiary is enrolled then the value Enrolled will appear.

29. The Reprocess Indicator filed displays the process for each plan type. Valid values

include: Elect Option, Normal Processing, and Void Plan.

30. Voiding a COBRA benefit plan associated with an initial event deletes all enrolled

COBRA benefit records associated with that plan; Benefits Billing is notified to terminate billing. Voiding a COBRA benefit plan associated with a secondary event

readjusts termination dates back to those associated with the initial plan; Benefits

Billing is notified to adjust billing.

31. When you set Prepare Options at the event level, if a participant or plan has a Reprocess Indicator setting of Void Event, that reprocessing command takes

precedence over Prepare Options.

For example, if you want to void the COBRA election plan type 10 and prepare options for plan type 11, the system first voids plan type 10 and then prepares

options for plan type 11. Prepare Options reprocessing deletes all of the plan, option,

and dependent records associated with that event. Benefits Billing is notified to terminate billing.

32. If changes are made to this page, click the Save button to save the changes.

33. In summary, use this procedure to adjust, reprocess, and void COBRA events.

End of Procedure.

Identifying COBRA Events Use the Event Rules page to identify the events that result in the loss of health plan coverage for a qualified beneficiary.

Your goal is to use the Event Rules page to create an event rule RER and specify the COBRA event rules, COBRA period determination, secondary event rules, and COBRA qualified

dependents.


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Procedure

Step Action

1. Begin by navigating to the Event Rules page.

Click the Set Up HRMS link.

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Step Action

2. Click the Product Related link.

3. Click the Base Benefits link.

4. Click the Event Rules link.


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Step Action

5. Click the Add a New Value tab.

6. Enter the desired information into the COBRA Event Classification field. Enter "RER".

7. Click the Add button.

8. Use the Event Rules page to identify the events that result in the loss of health plan coverage for a qualified beneficiary.

9. Use the Effective Date field to specify the date on which the CORBA event comes

into effect.

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Step Action

10. Click in the Description field.

11. Enter the desired information into the Description field. Enter "Retired".

12. Click in the Short Description field.

13. Enter the desired information into the Short Description field. Enter "Retired".

14. Use the Response Days Allowed field to specify the maximum number of days that

a beneficiary has to elect coverage from the date of notification.

Click in the Response Days Allowed field.

15. Enter the desired information into the Response Days Allowed field. Enter "60".

16. Use the Days to Notify of Event field to identify the number of days an employee

or dependent has to notify the organization following a qualifying COBRA event.

Click in the Days to Notify of Event field.

17. Enter the desired information into the Days to Notify of Event field. Enter "30".


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Step Action

18. Use the Payment Grace Days field to specify the number of payment grace days employees will be given to submit their payment after they send in their election.

Click in the Payment Grace Days field.

19. Enter the desired information into the Payment Grace Days field. Enter "45".

20. Use the Months of Coverage field to specify how long coverage will extend for a

CORBA event.

Click in the Months of Coverage field.

21. Enter the desired information into the Months of Coverage field. Enter "18".

22. Use the Additional Months if Disabled field to specify the extension for disabled

participants.

Click in the Additional Months if Disabled field.

23. Enter the desired information into the Additional Months if Disabled field. Enter

"11".

24. Use the Secondary Event Role list to specify whether the displayed COBRA event

classification can be considered a secondary event.

Click the Secondary Event Role list.

25. Click the Preceding Initial Event list item.

26. Use the Benefit Lost Level field to define whether the COBRA event affects the

employee, dependent, or both.

Click the Benefit Lost Level list.

27. Click the Employee list item.

28. Use the Covered Person Type field to select the relation between the COBRA

event and the employee.

Click the Covered Person Type list.

29. Click the Child list item.

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Step Action


31. Click the Covered Person Type list.

32. Click the Employee list item.


34. Click the Covered Person Type list.

35. Click the Spouse list item.


37. You successfully used the Event Rules page to create an event rule RER and

specified the COBRA event rules, COBRA period determination, secondary event rules, and COBRA qualified dependents for the event rule.

End of Procedure.

Printing Notification Letters for Initial Events Use the COBRA Qualify Ltr page to print notification letters for initial COBRA events.

Your goal is to use the COBRA Qualify Ltr page to create a process, which is used to print

notification letters for COBRA events.

Procedure


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Step Action

1. Begin by navigating to the COBRA Qualify Ltr page.


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Step Action


3. Click the Manage Automated Participation link.

4. Click the Create Initial Letter link.





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Step Action






8. Use the COBRA Qualify Ltr page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when

the process is run.

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Step Action

9. Use the As Of Date field to specify the date for the time period that you want the

notification letters.

Click in the As Of Date field.

10. Enter the desired information into the As Of Date field. Enter "08/17/2007".


12. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.




For this example, use the default value.


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Step Action


Click the Type list.

15. Click the Printer list item.

16. Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected. In this example, the default

value is PS.




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Step Action




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Step Action



22. You successfully used the COBRA Qualify Ltr page to create a process that you

can use to print notification letters for an initial COBRA event.

End of Procedure.

Printing Notification Letters for Secondary Events Use the Secondary Evt Ltr page to print notification letters for secondary COBRA events.

Your goal is to create a secondary COBRA event and then use the Secondary Evt Ltr to print the notification letter.

Procedure

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Step Action

1. Begin by navigating to the Secondary Evt Ltr page.



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Step Action



4. Click the Create Secondary Letter link.



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Step Action






8. Use the Secondary Evt Ltr page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the process is run.

9. Use the As Of Date field to specify the date for the time period for the letters. For

this example, use the default value.


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Step Action





If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field.


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Step Action


Click the Type list.

14. Click the Printer list item.


dependent upon the Process Type you have selected. In this example, the default value is PS.


17. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status.


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Step Action



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Step Action





22. You successfully created a secondary event and used the Secondary Evt Ltr page

to run the process.

End of Procedure.

Reprinting Notification Letters

The Letter Reprinting page enables you to reprint all letters, or to select specific employees for

whom letters are to be reprinted. You can specify a notification date range for which the reprint is to occur.

In this topic, you will reprint an initial notification letter for an employee.

Procedure


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Step Action

1. Begin by navigating to the Letter Reprinting page.


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Step Action



4. Click the Reprint Selected Letters link.


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Step Action


6. Enter the desired information into the Print ID field. Enter "01".


8. Use the Letter Reprinting page to reprint all notification letters or select specific

employees for whom letters are to be reprinted.

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Step Action

9. Click in the From Date field.

10. Enter the desired information into the From Date field. Enter "08/01/2007".

11. Click in the End Date field.

12. Enter the desired information into the End Date field. Enter "08/15/2007".

13. Click in the EmplID field.


15. If the participant has multiple jobs with different sets of benefit elections, you can

enter the benefit record number.

16. It is acceptable to have a benefit record number of 0.

Click in the COBRA Event ID field.

17. Enter or select a COBRA Event ID. The ID is automatically assigned by the COBRA batch process.

Enter the desired information into the COBRA Event ID field. Enter "1".

18. Enter or select a dependent or beneficiary ID if you want to include dependent/beneficiary information in the letter.


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Step Action

19. Select the Reprint all Dependents check box to reprint letters for all the dependents of this employee.


21. Now that you have established the reprint parameters, run the print process to generate the letter.

Depending on what type of letter you want to reprint, you will select either the Initial or Secondary link. For this example, select the Initial link.

Click the Create Initial Letter link.




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Step Action






25. Use the COBRA Qualify Ltr page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when the process is run.

Step Action

26. Click the Reprint Letter option.

27. Select the 'Reprint' Appears on Letters check box if you want the word Reprint to

appear on the letter.

28. Click in the Reprint ID field.

29. Enter the desired information into the Reprint ID field. Enter "01".


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Step Action





If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field.



34. Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected. In this example, the default

value is PS.

Step Action




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Step Action




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Step Action




41. You successfully reprinted a notification letter.

End of Procedure.

Manually Terminating COBRA Coverage

Use the Participant Term page to manually terminate COBRA coverage on participant's request or if bills are unpaid.

Your goal is to use the Participant Term page to terminate one of your employee's plan type.

Procedure

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Step Action

1. Begin by navigating to the Participant Term page.



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Step Action


3. Click the Terminate Participant link.

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Step Action


5. Click in the Dependent/Beneficiary ID field.

6. Enter the desired information into the Dependent/Beneficiary ID field. Enter "00".


8. Use the Participant Term page to manually terminate COBRA coverage if bills are

unpaid or on a participant's request.


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Step Action

9. Use the Termination Date field to specify the date on which the plan type terminates.

Click in the Termination Date field.

10. Enter the desired information into the Termination Date field. Enter "08/15/2001".

11. Click the horizontal scrollbar.

12. Use the Termination Reason list to specify a reason to terminate CORBA

coverage.

Click the Termination Reason list.

13. Click the Voluntary Termination list item.

14. Click the horizontal scrollbar.


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Step Action

16. Read the reminder warning and click okay when done.

Click the OK button.

17. You successfully used the Participant Term page to terminate an employee's plan

type.

End of Procedure.

Sending Termination Letters Use the Termination Ltr page to send letters to COBRA participants with plans about to expire.

Your goal is to create a run control ID and then use the Termination Ltr page to run a process.

This process enables you to send letters to COBRA participants with plans about to expire.

Procedure


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Step Action

1. Begin by navigating to the Termination Ltr page.


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Step Action


3. Click the Create Termination Letter link.




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Step Action






7. Use the Termination Ltr page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the process

is run.

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Step Action

8. Click in the Start Date field.

9. Enter the desired information into the Start Date field. Enter "08/01/2007".

10. Click in the End Date field.

11. Enter the desired information into the End Date field. Enter "08/15/2007".




14. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that






value is PDF.


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Step Action




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Step Action




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Step Action



22. You successfully used the Termination Ltr page to run a process.

End of Procedure.

Benefits Calculations

This lesson describes the Benefits Calculation feature of PeopleSoft Human Resources. This feature enables you to calculate deductions for the employees based on their enrollment in benefit

plans.

If your organization uses a payroll system other than PeopleSoft Payroll, you can use Payroll

Interface to calculate deductions and produce a file that will interact with the payroll you

currently use. PeopleSoft Payroll Interface allows you to calculate, view, and confirm all of your

employees' benefits deductions for each pay period.


• Link a pay run ID to a pay calendar. • Calculate employee deductions.

• View benefit calculations.

• Process deduction confirmation.

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Linking a Pay Run ID to a Pay Calendar Pay run IDs are required in order to calculate benefits. They generally are a three-character code, which refers to a pay group for calculating benefits. Particularly, they are used to group together

pay calendar entries from different pay groups for processing.

When you initially create a pay run ID, you select a single pay calendar to which it links for processing purposes. When you have several pay calendars that you would like to link together to

process in a single run, you assign those pay calendars the same pay run ID. It is important that

pay run IDs are created prior to linking them to pay calendars. This process is typically performed by the Payroll Department.

For example, pay groups SM1 and SM2 both refer to employees who are paid semi-monthly. The first group contains nonexempt hourly employees, the second contains salaried. Instead of

creating separate pay run IDs for each pay group and processing them individually, you can link

both of the pay groups to the same pay run ID, 298 (semi-monthly 2/98), to calculate benefits for

both pay groups.

In this topic, your goal is to use the Pay Run Table and Pay Calendar Table pages to create a

pay run ID for the KU1 pay group.

Procedure


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Step Action

1. Begin by navigating to the Pay Run Table page.

Click the Set Up HRMS link.

Step Action

2. Click the Product Related link.

3. Click the Payroll Interface link.

4. Click the Pay Run Table link.

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Step Action


6. Enter the desired information into the Pay Run ID field. Enter "KU1-08-31".


8. Use the Pay Run Table page to define pay run IDs to combine pay calendar entries

from different pay groups for processing.


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Step Action

9. Use the Description field to specify a description for the new pay run ID.

Enter the desired information into the Description field. Enter "KU1 Weekly Pay

Aug".

10. Click in the Short Description field.

11. Enter the desired information into the Short Description field. Enter "KU1 WP".


13. Click the Pay Calendar Table link.

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Step Action

14. Enter the desired information into the Company field. Enter "GBI".

15. Click in the Pay Group field.

16. Enter the desired information into the Pay Group field. Enter "KU1".

17. Click in the Pay Period End Date field.

18. Enter the desired information into the Pay Period End Date field. Enter

"08/31/2007".

19. Click in the Pay Run ID field.

20. Press [Delete].


22. Use the Pay Calendar Table page to create pay calendars manually for payroll processing by pay group.


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Step Action

23. Use the Pay Run ID field to specify the pay run ID used to specify the pay groups that need to be processed.

Click in the Pay Run ID field.


25. Use the Pay Period Begin Date field to specify the pay period begin date. This date

is used to determine if an employee’s pay should be prorated. For this example, use

the default value.

26. Use the Paycheck Issue Date field to specify the paycheck issue date. This date appears on the employee’s paycheck or advice slip. For this example, use the default

value.

27. Use the Pay Periods Per Year field to specify the number of pay periods in a year.


28. Use the Benefit Deductions Taken field to specify how to take benefit deductions for this pay run. For this example, use the default value.

29. Use the General Deductions Taken field to specify how to take general deductions

for this pay run. For this example, use the default value.


31. You successfully created a pay run ID for the KU1 pay group.

End of Procedure.

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Calculating Employee Deductions The deduction calculation process is used to calculate deductions for the specified employees. You can calculate deductions for only those employees whose records have been updated. Use

the Deduction Calculation page to calculate employee deductions. You may specify the

employees for whom you want to calculate deductions by Pay Run ID. The following steps

provide an overview of the PeopleSoft Benefits Deduction Calculation process: • Run deduction confirmation process.

• Verify that deductions are correct.

• Run deduction confirmation process.

In this topic, your goal is to use the Deduction Calculation page to create a run control ID that

you can use to calculate employee deductions.

Procedure

Step Action

1. Begin by navigating to the Deduction Calculation page.

Click the Payroll Interface link.


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Step Action

2. Click the Calculate Deductions link.

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Step Action



Click the Add a New Value tab.




Enter the desired information into the Run Control ID field. Enter "CALC01".


6. Use the Deduction Calculation page to enter the request parameters. These


the process is run.


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Step Action

7. Use the Pay Run ID field to specify the pay group for which you need to calculate deductions.






Step Action




Click the Server Name list.

12. Click the PSNT list item.


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Step Action



value is None.




Step Action




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Step Action



20. You successfully ran the process to calculate employee deductions.

End of Procedure.

Viewing Benefit Calculations After running the deduction calculation process, you need to verify that the deductions have been calculated correctly. Use the Calculated Deductions page to view details of deductions for the

plans in which an employee has enrolled.

Your goal is to use the Calculated Deductions page to view deductions calculated for one of

your employees.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Calculated Deductions page.



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Step Action

2. Click the Review Deductions link.

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Step Action

3. Enter the desired information into the Company field. Enter "GBI".

4. Click in the Pay Period End Date field.

5. Enter the desired information into the Pay Period End Date field. Enter

"08/31/2007".

6. Click in the EmplID field.



9. The Calculated Deductions page displays the details of deductions for the plans in which an employee has enrolled.

10. You successfully viewed the calculated deductions for your employee.

End of Procedure.

Processing Deduction Confirmation

Use the Deduction Confirmation page to confirm or unconfirm a deduction calculation.

Your goal is to use the Deduction Confirmation page to create a run control ID and then use it

to process deduction confirmations.

Procedure


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Step Action

1. Begin by navigating to the Deduction Confirmation page.


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Step Action

2. Click the Confirm Deductions link.




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Step Action




Enter the desired information into the Run Control ID field. Enter "CALC01".


6. Use the Deduction Confirmation page to enter the request parameters. These


the process is run.

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Step Action

7. Use the Pay Run ID field to specify a run control ID for the process.











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Step Action

12. Click the Select option.



dependent upon the Process Type you have selected.




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Step Action




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Step Action




21. You successfully processed deduction confirmations.

End of Procedure.

Benefits Billing

Benefits Billing is used to process billing for employees and dependents who are charged directly for benefit plan elections instead of paying through payroll deductions.

Benefits Billing can be used for regular benefits or COBRA benefits. Through Benefits Billing, you can:

• Enroll qualified participants into the billing system, both automatically and manually.

• Calculate charges.

• Generate billing statements. • Process payments.

• Adjust charges and payments as needed.


• Enroll employees in the benefits billing system.

• Override billing parameters.

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• Enter a billing charge manually.

• Enter charge adjustment.

• Enter a payment. • Enter payment adjustments.

• Review billing charges.

• Process billing calculations. • View a payment review.

• View an employee balance review.

Enrolling Employees in the Benefits Billing System Benefits billing enables you to manually enroll employees in the system and process their charges

and payments. Billing enables you to enroll employees into the billing system to create billing entries that can be used in procedures, such as arrears processing. It also enables you to keep

track of charges and payments for employees and their dependents.

You use the Benefits Billing Enrollment page to manually enroll employees in the benefits billing system and update previous enrollments.

Your goal is to use the Benefits Billing Enrollment page to enroll an employee in the benefits billing system.

Procedure


Page 185

Step Action

1. Begin by navigating to the Benefits Billing Enrollment page.


Step Action

2. Click the Benefits Billing link.

3. Click the Enroll in Billing link.

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Step Action



6. Use the Benefits Billing Enrollment page to manually enroll employees in the

benefits billing system and update previous enrollments.


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Step Action

7. Use the Plan Type field to specify the employee's plan type.


8. Use the COBRA Event ID field to specify an event ID. The value of this field is

automatically assigned by the COBRA batch process. For this example, use the

default value.

9. Use the Effective Date field to specify the date on which the record is effective. For


10. Use the Billing Status field to control billing calculations for each plan type.

11. Use the Billing Reason field to specify the source of the billing entry and the reason

that the employee is being billed.

12. Click in the % of field.

13. Enter the desired information into the % of field. Enter "100".


15. You successfully enrolled an employee in the benefits billing system.

End of Procedure.

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Overriding Billing Parameters Use the Billing Override page to override benefit billing parameters at the individual enrollee level. This page can also be used to set up comments, designate an alternate address, or hold

statements for an individual enrollee.

Your goal is to use the Billing Override page to specify the address information for an employee.

Procedure

Step Action

1. Begin by navigating to the Billing Override page.



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Step Action


3. Click the Request Hold/Alternate Address link.

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Step Action



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Step Action


6. Use the Billing Override page to override benefit billing parameters at the individual enrollee level.

7. This page can also be used to set up comments, designate an alternate address, or

hold statements for an individual enrollee.

8. Enter the desired information into the Country field. Enter "USA".

9. Click the Edit Address link.

10. Use the Edit Address page to enter address information for the employee.

Step Action

11. Enter the desired information into the Address 1 field. Enter "670 Robinson St.".

12. Click in the City field.

13. Enter the desired information into the City field. Enter "Buffalo".

14. Click in the State field.

15. Enter the desired information into the State field. Enter "NY".

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Step Action

16. Click in the Postal field.

17. Enter the desired information into the Postal field. Enter "74940".


Step Action


20. You successfully specified the address information for an employee.

End of Procedure.

Entering a Billing Charge Manually After billing statements are returned, PeopleSoft enables you to enter the payments and

automatically subtracts them from the previously entered charges.

Use the Manual Charge page to enter new billing charge records in the system. The Charge

Detail page enables you to view details of billing records.

Your goal is to use the Manual Charge page to enter billing charge records for an employee.

Next, use the Charge Detail page to view billing charge records.


Page 193

Procedure

Step Action

1. Begin by navigating to the Manual Charge page.


Training Guide


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Step Action


3. Click the Enter Manual Charges link.

4. Use the Manual Charge page to manually enter new billing charge records to the system.


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Step Action

5. Use the EmpIID field to specify the ID of the employee to billed.

Enter the desired information into the EmplID field. Enter "KC0001".

6. Use the Billing Period page to specify the billing period from the billing calendar.

Enter the desired information into the Billing Period field. Enter "2007".

7. Use the Plan Type field to associate the billing with an existing plan.

Click in the Plan Type field.

8. Enter the desired information into the Plan Type field. Enter "10".

9. Specify the benefit program assigned to the employee in the Benefit Program field.

Click in the Benefit Program field.

10. Enter the desired information into the Benefit Program field. Enter "KC1".

11. Use the Benefit Plan field to specify the coverage code.


12. Enter the desired information into the Benefit Plan field. Enter "KCMDBC".

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Step Action

13. Click in the Deduction Code field.

14. Enter the desired information into the Deduction Code field. Enter "KCMED".

15. Use the Sales Tax field to specify the charges that represent sales taxes associated

with another benefits charge. For this example, use the default value.

16. Use the Date Due field to specify the date on which the payment is due.

Click in the Date Due field.

17. Enter the desired information into the Date Due field. Enter "07/31/2007".

18. Use the Date Overdue field to specify the date on which the payment becomes

overdue.

Click in the Date Overdue field.

19. Enter the desired information into the Date Overdue field. Enter "08/31/2007".

20. Use the Billing Reason field to store billing information, such as the billing entry

source and the reason for billing the employee.

Click the Billing Reason list.

21. Click the Manual list item.

22. Use the Charge field to specify the amount to be added as a billing charge for the employee.

Click in the Charge field.

23. Enter the desired information into the Charge field. Enter "30".

24. Click the Save and Add Next button.

25. Accept the warning.

Click the OK button.

26. Click the Review Charge Details link.


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Step Action



29. Use the Charge page to view how benefits billing charges and payments add up for

a selected employee.

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Step Action

30. Click the Charge Detail tab.

31. Use the Charge Detail page to view details of charge actions.

32. You successfully entered and viewed billing charge records for an employee.

End of Procedure.

Entering Charge Adjustment Use the Charge Adjustment page to adjust charges on existing billing charge records.

Your goal is to use the Charge Adjustment page to enter an adjustment amount for a company employee.

Procedure


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Step Action

1. Begin by navigating to the Charge Adjustment page.


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Step Action


3. Click the Adjust Charges link.


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Step Action


5. Click in the Billing Charge ID field.

6. Enter the desired information into the Billing Charge ID field. Enter "43".


8. Use the Charge Adjustment page to adjust charges on existing billing charge

records.

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Step Action

9. Use the Adj Amt field to specify the amount to be adjusted.

Click in the Adj Amt field.

10. Enter the desired information into the Adj Amt field. Enter "10".

11. Use the Adjustment Description field to specify the reason for the adjustment.

Click in the Adjustment Description field.

12. Enter the desired information into the Adjustment Description field. Enter "Charges adjusted on 08/17/2007".


14. You successfully entered an adjustment amount for your company employee.

End of Procedure.

Entering a Payment

Use the Payment Entry page to log individual payments from a participant and allocate those payments to separate charges.

Your goal is to use the Payment Entry page to enter payment information for your employee.

Procedure


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Step Action

1. Begin by navigating to the Payment Entry page.


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Step Action


3. Click the Allocate Payments to Charges link.

4. Use the Payment Entry page to log individual payments from a participant and allocate those payments to separate charges.


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Step Action

5. Use the EmpIID field to specify the employee ID of the participant.

Enter the desired information into the EmplID field. Enter "KC0001".

6. Use the Posting Date field to specify the date on which the payment entry is posted.

Click in the Posting Date field.

7. Notice the field has been automatically populated with the current date. For this

example, use this value.

8. Use the Form of Payment list to specify whether the payment was made by check or cash. For this example, use the default value.

9. Click in the Payment field.

10. Enter the desired information into the Payment field. Enter "100.00".

11. Click in the Payment field.

12. Notice the Payment fields automatically populated. You can adjust these amounts depending on the payment amount actually received.

13. Click the Save and Add Next button.

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Step Action

14. You successfully entered a payment.

End of Procedure.

Entering Payment Adjustment Use the Payment Adjust page to adjust payments to existing billing payment records.

Your goal is to use the Payment Adjust page to enter payment adjustment information.

Procedure

Step Action

1. Begin by navigating to the Payment Adjust page.



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Step Action


3. Click the Adjust Payments link.

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Step Action


5. Click in the Posting Date field.

6. Enter the desired information into the Posting Date field. Enter "08/17/2007".


8. Use the Payment Adjust page to adjust payments to existing billing payment

records.


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Step Action

9. Use the Payment Change field to enter the total adjustment.

Click in the Payment Change field.

10. Enter the desired information into the Payment Change field. Enter "70.00".


12. You successfully entered payment adjustment information.

End of Procedure.

Review Billing Charges Use the Charge Detail page to view details of charge actions.

Your goal is to use the Charge Detail page to review the detailed charge information for an employee.

Procedure

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Step Action

1. Begin by navigating to the Charge page.



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Step Action


3. Click the Review Charge Details link.

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Step Action


5. Click in the Billing Charge ID field.

6. Enter the desired information into the Billing Charge ID field. Enter "3".


8. Use the Charge page to see how benefits billing charges and payments add up for a

selected employee.


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Step Action

9. Click the Charge Detail tab.

10. Use the Charge Detail page to view details of charge actions.

11. You successfully reviewed the detailed charge information.

End of Procedure.

Processing Billing Calculations Use the Billing Run Ctl page to calculate charges and create billing charge records for a selected

billing calendar.

Your goal is to use the Billing Run Ctl page to process billing calculations.

Procedure

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Step Action

1. Begin by navigating to the Billing Run Ctl page.



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Step Action


3. Click the Calculate Periodic Charges link.




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Step Action






7. Use the Billing Run Ctl page to enter the request parameters. These parameters will

be used to define the processing rules and data to be included when the process is run.


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Step Action

8. Use the Billing Period field to specify the period that indicates the billing calendar for which you want to calculate benefits billing charges.

Click in the Billing Period field.

9. Enter the desired information into the Billing Period field. Enter "2007".

10. Use the Payment Due filed to specify the date on which the payment is due.

Click in the Payment Due field.

11. This field is automatically populated for you. For this example, use the default

value.

12. Use the COBRA Payment Due field to specify the date on which the COBRA

payment is due. This field is automatically populated for you. For this example, use the default value.




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Step Action







dependent upon the Process Type you have selected. In this example, the default value is None.

Step Action





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Step Action



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Step Action





24. You successfully used the Billing Run Ctl page to process billing calculations.

End of Procedure.

Viewing Payment Review Use the Benefit Billing Payment Review page to examine charge payment history for a selected

participant.

Your goal is to use the Benefit Billing Payment Review page to view the charge payment history

information.

Procedure


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Step Action

1. Begin by navigating to the Benefit Billing Payment Review page.


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Step Action


3. Click the Review Payment/Details link.


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Step Action



6. Use the Benefit Billing Payment Review page to examine charge payment history

for a selected participant.

7. You successfully viewed the charge payment history information.

End of Procedure.

Viewing Employee Balance Review Use the Employee Billing page to view charges, payments, and grand totals associated with an employee.

Your goal is to use the Employee Billing page to review an employee's billing information.

Procedure

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Step Action

1. Begin by navigating to the Employee Billing page.



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Step Action


3. Click the Review Employee Balances link.

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Step Action



6. The Employee Billing page displays the charges, payments, and grand totals

associated with an individual employee.

7. You successfully reviewed employee balance billing information.

End of Procedure.

Managing Multiple Jobs Many organizations have employees that work in more than one job at the same time. Calculating

benefit deductions and determining benefit eligibility requires special considerations. When an

employee is hired into another position, Human Resources uses Assign Additional Job in Workforce Administration, Job Information. Each job is assigned an employee record number

and a benefit record number.

A benefit record number is used to group several jobs together for benefit purposes. Each

employee record number is unique. However, a benefit record number can be assigned to multiple

employee record numbers.

• If the new job entitles the employee to a new set of concurrent benefits, use a new benefit record number.

• If the job does not entitle the employee to new benefits, use an existing benefit record number.

Each benefit record number must have a designated primary job. The primary job is used to

process benefit information.


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• Service and termination dates are pulled from the primary job and used by the deduction processes.

• During deduction processing, the primary job determines when a deduction should be taken

from an employee’s check.


• Describe multiple jobs and how they relate to benefits.

• Add a concurrent job and combine it with the original job into a single benefit track. • Change the job indicator.

• View multiple job summary information.

• Designate the primary job for benefits.

Understanding Multiple Jobs The PeopleSoft Multiple Jobs feature enables you to hire an employee into more than one job at any time. Employees can work in more than one job at the same time.

Primary job is used to base an employee's eligibility for benefits on a single job. The system also

uses the primary job to associate payroll deductions for benefits with a specific job. Each benefit record number has one job designated as the primary job. When a person is hired, the system

flags that job as primary based on existing set of rules. This flag is stored in the Primary Job

table. As the employee is hired into other concurrent positions, the system turns this flag on or off based on the existing rules.

The primary job flag is used throughout the system to: • Determine when a deduction should be taken

• Identify the job that will provide the service date and the termination date

• Group jobs to determine benefit eligibility

• Calculate benefit deductions • Apply regulatory contribution limits

• Set up percent of gross deduction limits

The multiple jobs impact benefit eligibility and event triggering in PeopleSoft benefits

administration.

Procedure

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Step Action

1. The PeopleSoft Multiple Jobs feature enables you to hire an employee into more

than one job at any time. Employees can work in more than one job at the same

time. For example, a university collaborates with a hospital. An employee working at the university can hold the concurrent jobs of a professor and dean at the

university and of a physician at the hospital.


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Step Action

2. If an employee has more than one job, PeopleSoft Human Resources designates one job as primary and others as secondary. The primary job is used for government

reporting.

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Step Action

3. You can use the Multiple Jobs page to view a summary of an employee's jobs.


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Step Action

4. An organization can base an employee's eligibility for benefits on a single job. This job is known as the primary job for benefits. A benefit-related primary job is distinct

from the primary job that is used for reporting purposes.

In PeopleSoft Human Resources, a primary job flag is used to specify whether a job is a benefit-related primary job or not.

5. In this topic, you learned that the PeopleSoft Multiple Jobs feature enables you to

hire an employee into more than one job at any time. If an employee has more than

one job, PeopleSoft Human Resources designates one job as primary and others as secondary. The Multiple Jobs page enables you to view a summary of an

employee's jobs.

End of Procedure.

Adding Current Job and Combining with Original Job Use the Work Location page to enter position and location information for the employee’s job,

including the regulatory region, company, department, and location names. The Job Information

page enables you to enter information about the employee’s job, including employment status, employee class, shift, and standard hours.

The Payroll page enables you to enter employee payroll processing data. The Compensation page enables you to enter employee's compensation information. Use the Benefit Program

Participation page to assign participants to a benefit group.

Your goal is to use the Work Location, Job Information, Payroll, and Compensation pages to enter work and job information for

your employee.

Procedure

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Step Action

1. Begin by navigating to the Work Location page.



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Step Action

2. Click the Job Information link.

3. Click the Add Employment Instance link.

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Step Action

4. Enter the desired information into the EmplID field. Enter "KP0001".


6. Use the Work Location page to enter position and location information for the

employee’s job, including the regulatory region, company, department, and location.

7. Use the Effective Date field to specify the date on which you hire an employee. For this example, use the default value.

8. Use the Job Indicator list to specify whether this is the employee’s primary or

secondary job. For this example, use the default value.

Step Action

9. Use the Regulatory Region field to specify the regulatory location of the job.

Click in the Regulatory Region field.

10. Enter the desired information into the Regulatory Region field. Enter "AUS".


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Step Action

11. Use the Company field to specify the company for which the employee works.

Click in the Company field.

12. Enter the desired information into the Company field. Enter "KP1".

13. Use the Business Unit field to specify a business unit for the position.

Click in the Business Unit field.

14. Enter the desired information into the Business Unit field. Enter "AUS01".

15. Use the Department field to specify the department for the employee's additional job.

Click in the Department field.

16. Enter the desired information into the Department field. Enter "10000".

17. Use the Location field to specify the department location.

Click in the Location field.

18. Click the Job Information tab.

19. Use the Job Information page to enter information about the employee’s job,

including employment status, employee class, shift, or standard hours.

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Step Action

20. Use the Job Code field to specify the code for the job.

Enter the desired information into the Job Code field. Enter "420050".

21. Use the Regular/Temporary field to specify whether the employee is a regular or temporary employee. For this example, use the default value.

22. Use the Full/Part field to specify whether the employee is full-time or part-time.


23. Use the Officer Code field to identify highly compensated employees for the non-

discrimination testing. For this example, use the default value.

24. Use the Regular Shift list to specify whether the employee is working in shift. For this example, use the default value.

25. Use the Standard Hours field to specify working hours for the employee in a week.

Click in the Standard Hours field.

26. Enter the desired information into the Standard Hours field. Enter "20".

27. Click in the Work Period field.

28. Notice that the values in the FTE and Combined Std Hours/FTE fields are

updated.

29. Click the Payroll tab.


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Step Action

30. Use the Payroll page to enter employee payroll processing data.

Step Action

31. Use the Payroll System field to select the payroll system used to process the

employee’s paycheck.

Click the Payroll System list.

32. Click the Global Payroll list item.

33. Use the Pay Group field to specify a pay group, which is used to group employees with different benefits or earnings.

Click in the Pay Group field.

34. Enter the desired information into the Pay Group field. Enter "KAMONTHLY".

35. Click the Compensation tab.

36. Use the Compensation page to enter employee's compensation information.

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Step Action

37. Use the Default Pay Components button to reset the job's compensation

components.

Click the Default Pay Components button.

38. Use the Rate Code field to specify an ID for pay components.

Click in the Rate Code field.

39. Enter the desired information into the Rate Code field. Enter "K0GRCM".

40. Use the Comp Rate field to specify a compensation rate for the pay component.

Click in the Comp Rate field.

41. Enter the desired information into the Comp Rate field. Enter "100000".

42. Click in the Currency field.

43. Enter the desired information into the Currency field. Enter "INR".


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Step Action

44. Use the Calculate Compensation button to recalculate the compensation.

Click the Calculate Compensation button.

45. Click the Benefits Program Participation link.

46. Use the Benefit Program Participation page to assign participants to a benefit

group.

47. Notice that the value of benefit record number is 0. The PeopleSoft Human

Resources application assigns the default value 0 to the benefit record number for the additional job. This indicates that the primary and secondary jobs have been

combined into a single benefit track.

Step Action


49. You successfully entered position, location, and job information for an employee. You also specified compensation and payroll information.

End of Procedure.

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Changing the Job Indicator Use the Work Location page to enter position and location information for the employee’s job, including the regulatory region, company, department, and location name. The Job Information

page enables you to enter information about the employee’s job, including employment status,

employee class, shift, or standard hours.

Your goal is to use the Work Location and Job Information pages to change the job indicator

and standard hours information for an employee.

Procedure

Step Action

1. Begin by navigating to the Work Location page.



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Step Action

2. Click the Job Data link.

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Step Action



5. Use the Work Location page to enter position and location information for the

employee’s job, including the regulatory region, company, department, and location.

Step Action


7. Use the Effective Date field to specify the date on which you hire an employee. For


8. Use the Job Indicator field to specify whether this is the employee’s primary or secondary job.

Click the Job Indicator list.

9. Click the Secondary Job list item.


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Step Action

10. Use the Action field to select the action that requires you to create or modify this record.

Click the Action list.


12. Click the Temporary Assignment list item.

13. Use the Regulatory Region field to specify the regulatory location of the job. For


14. Use the Company field to specify the company for which the employee works. For


15. Use the Business Unit field to specify a business unit for the position. For this example, use the default value.

16. Use the Department field to specify the department for the employee's additional

job. For this example, use the default value.

17. Click the Job Information tab.

18. Use the Job Information page to enter information about the employee’s job,

including employment status, employee class, shift, or standard hours.

19. Use the Job Code field to specify the code for the job. For this example, use the

default value.

20. Use the Regular/Temporary field to specify whether the employee is a regular or temporary employee. For this example, use the default value.

21. Use the Full/Part field to specify whether the employee is full-time or part-time.


22. Use the Officer Code field to identify highly compensated employees for non-

discrimination testing. For this example, use the default value.

23. Use the Regular Shift list to specify whether the employee is working in shift. For this example, use the default value.

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Step Action

24. Use the Standard Hours field to specify working hours for the employee in a week.

Click in the Standard Hours field.

25. Enter the desired information into the Standard Hours field. Enter "20".



28. You successfully changed the job indicator and standard hours information for your

employee.

End of Procedure.

Viewing Multiple Jobs Summary Use the Multiple Jobs page to view a summary of all jobs and changes in employment status of

an employee.

Your goal is to use the Multiple Jobs page to view a summary of your employee's jobs and

changes in their employment status.

Procedure


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Step Action

1. Begin by navigating to the Multiple Jobs page.


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Step Action

2. Click the Job Information link.

3. Click the Review Job Information link.

4. Click the Multiple Jobs Summary link.


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Step Action



7. Use the Multiple Jobs page to view a summary of all jobs and changes in

employment status.

8. You successfully viewed job information.

End of Procedure.

Designating the Primary Job for Benefits Use the Primary Jobs Flags page to manually change an employee’s primary job indicator. You can access the Include Eligibility flag, and the Include Deductions flags on this page.

Your goal is to use the Primary Jobs Flags page to change an employee's primary job indicator.

Procedure

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Step Action

1. Begin by navigating to the Primary Jobs Flags page.



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Step Action

2. Click the Maintain Flags link.

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Step Action



5. Use the Primary Jobs Flags page to manually change an employee’s primary job

indicator, and to select or deselect the Include Eligibility and Include Deductions flags.

Step Action

6. Use the Primary Job option to flag this job as the primary job for this benefit record

number.

A primary job indicator cannot be turned off by clicking the checkbox. In order to

ensure that a primary job always exists, you must first designate a different job as the primary job. When you do this, the system will automatically remove the

primary job designation for the original job after you save.

Click the Primary Job option.



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Step Action

8. You successfully changed the primary job indicator for an employee.

End of Procedure.

Administering FMLA

The Family Medical Leave Act (FMLA) protects benefits and job restoration for employees who

take a leave from work to care for themselves or family members. This law went into effect August 5, 1993, and contains provisions regarding employer coverage, employee eligibility and

entitlement, notice and certification, continuation of health benefits, and job restoration.

Before you can actively manage FMLA information for your workforce, you must first activate

PeopleSoft's FMLA Administration facility and then define your organization's FMLA plans.

You'll use the Installation Table and the FMLA Plan Table to perform these steps. You'll also

need to associate FMLA plans with benefit programs, using the Benefit/Deduction Program Table.

After setting up your plans, you use their parameters to determine employee eligibility and to calculate available FMLA leave.

The Family Medical Leave Act (FMLA) allows employees to leave work to care for themselves

or family members and return with continuation of all employee rights and privileges. Administering FMLA involves establishing FMLA benefit plans, tracking employee leave

requests, compensation during the leave, and other related factors. This information can be

tracked and reported on in PeopleSoft.

Upon completion of this lesson, you will be able to enter FMLA leave.

Entering FMLA Leave You use the Request page to enter FMLA leave requests. The Eligibility page is used to

determine FMLA leave eligibility and entitlement entered by an employee. You use the History page to schedule and track FMLA leave. Also, the Activity page enables you to log events that

affect an FMLA leave.

Your goal is to use the Request and Eligibility page to enter and determine FMLA leave request for your employee.

Procedure

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Step Action

1. Begin by navigating to the Request page.



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Step Action

2. Click the Request/Authorize/Track Leave link.

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Step Action

3. Enter the desired information into the EmplID field. Enter "K0G001".


5. Use the Request page to enter FMLA leave requests.

6. Use the Request Date field to specify the date the employee made the FMLA

protected leave request. For this example, use the default value.

7. Use the Approval Status field to specify whether the request is approved or denied. For this example, use the default value.

Step Action

8. Use the Begin Date field to specify the first day of the employee’s requested leave.

Click in the Begin Date field.

9. Enter the desired information into the Begin Date field. Enter "09/15/2007".


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Step Action

10. Use the Return Date field to specify the date the employee is scheduled to return from leave.

Click in the Return Date field.

11. Enter the desired information into the Return Date field. Enter "10/30/2007".

12. Use the Leave Reason field to select an appropriate leave reason.

Click the Leave Reason list.

13. Click the Birth or Adoption list item.

14. Click in the Time Requested field.

15. Enter the desired information into the Time Requested field. Enter "6".

16. Click the Leave Type list.

17. Click the Weeks list item.

18. Click the Eligibility tab.

19. Use the Eligibility page to determine FMLA leave eligibility and entitlement.

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Step Action

20. Use the FMLA Plan ID field to attach the FMLA leave request to a specific FMLA

leave plan.

Click in the FMLA Plan ID field.

21. Enter the desired information into the FMLA Plan ID field. Enter "KUC".

22. Click the History tab.

23. Use the History page to schedule and track FMLA leave.

24. Use the Begin Date field to specify the first day of the employee’s requested leave.



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Step Action

25. Click the Activity tab.

26. Use the Activity page to log events that affect an FMLA leave.

27. Use the Begin Date field to specify the first day of the employee’s requested leave. For this example, use the default value.

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Step Action


29. You successfully entered and determined FMLA leave request for an employee.

End of Procedure.

Enterprise HR 9.0 - Administer Base Benefits Created on 2 ... Training Material... · With the HRMS Base Benefits business process you can: ... In this lesson, ... you learned about

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