HR - Tracking Benefits and Human Resources. Handout Manual

Transcription

1 HR - Tracking Benefits and Human Resources Handout Manual V PR185CMB ADP, Inc.

2 ADP s Trademarks The ADP Logo is a registered trademark of ADP, Inc. ADP Workforce Now is a trademark of ADP, Inc. All other trademarks and service marks are the property of their respective owners ADP, Inc. and its licensors. All rights reserved. The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied, transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or recording, or through any information storage and retrieval system, without the express written permission of ADP.

3 PREFACE Contents Course Introduction Course Purpose... 1 Course Objectives... 1 Course Agenda... 2 Part 1: Benefits Tracking Module 1 Introduction Topics Logging On Overview Activity: Logging On Overview of Benefits Tracking What Is Benefits Tracking? Implementation Tasks Benefits Tracking Implementation Checklist Activity: Setting Up Benefits Tracking Viewing Online Help for Benefits Tracking Job Aid Key Points Module 1 Summary Knowledge Check Module 2: Creating Benefit Plans Module 2 Introduction Topics Overview Benefit Plans and Types What Is a Benefit Plan? Benefit Plan Types What Is a Benefit Provider? Setting Up Your Benefit Plan What Is the Benefit Tracking Wizard? Ativity: Viewing a Benefit Plan Job Aid Activity: Creating a Benefit Plan Setting Up a Retirement Plan Job Aid Activity: Setting Up a Life Insurance Plan as a Company- Paid Benefit Fields Used in Benefit Plans Creating Your Own Benefit Plans ADP, Inc. iii V PR185CMB2

4 PREFACE Practice: Setting Up an FSA Plan Practice Results: Setting Up an FSA Plan Debrief Key Points Module 2 Summary Knowledge Check Module 3: Enrolling Employees and Dependents and Assigning Beneficiaries Module 3 Introduction Topics Overview The Benefit Enrollment Process Description Guidelines for Implementation Viewing an Employee's Enrollment Job Aid Activity: Enrolling an Employee in a Plan Viewing an Employee's Deductions Job Aid Impact on Employee Payroll Deductions Dependent and Beneficiary Records Activity: Enrolling a Dependent Activity: Assigning a Beneficiary Key Points Module 3 Summary Knowledge Check Module 4: Workshop Module 4 Introduction Topics Workshop Setting Up Benefit Plans and Enrolling an Employee Workshop Results Create a Benefit Provider Create a Benefit Plan Enroll Employees and Dependents Debrief Part 1 Closing (VC Only) Part 2 Preview Additional Training Training Evaluation ADP, Inc. iv V PR185CMB2

5 PREFACE Part 2: Modifying Benefit Plans and Generating Reports Module 5: Updating or Ending Benefit Plans and Enrollments Module 5 Introduction Topics Benefit Plan Review Activity: Guided Practice: View an Existing Benefit Plan and Enrollment Updating Benefit Plans Modifying a Benefit Plan What Is a Mass Update? Initiating a Mass Update Viewing an Existing Enrollment Job Aid Activity: Running a Mass Update Viewing an Updated Deduction Job Aid Ending Benefit Plans Activity: Ending a Benefit Plan Reassigning a Deduction Code Modifying Enrollments Why Would You Modify an Enrollment? Ending an Enrollment Ending a Dependent's Enrollment or Beneficiary's Assignment Viewing Enrollment Information Job Aid Activity: Ending an Employee's Enrollment Viewing Updated Enrollment Information Job Aid Deleting Enrollments COBRA Events Viewing a COBRA Contact Job Aid Activity: Creating a COBRA Event Key Points Module 5 Summary Knowledge Check Module 6: Reporting on Benefits Tracking Module 6 Introduction Topic Reporting on Benefits Tracking Benefit Tracking Audit Reports Viewing an Audit Report Job Aid ADP, Inc. v V PR185CMB2

6 PREFACE Using Your Reporting Tool Module 6 Summary Module 7: Workshop Module 7 Introduction Topics Workshop Changing an Existing Benefit Plan and Creating a COBRA Event Workshop Results Change Coverage-Level Details Results Vision Care Benefit Plan Summary Results Change to Employee Premium Frank Cavallo Termination Results COBRA Event Results Frank Cavallo Summary Results Debrief Exploring ADP Workforce Now Overview Accessing ADP Workforce Now Job Aid Navigating ADP Workforce Now Job Aid Part 2 Closing (VC Only) Part 3 Preview Additional Training Continuing Education Credits HR - Tracking Benefits and Human Resources (75120) Training Evaluation Part 3: Human Resource expert Module 8: Implementing Human Resource expert- Module Introduction Topics Overview of HR What Is the HR Module? HR Core Features Implementation Overview Stages in Setting Up HR Enabling Human Resource expert Job Aid ADP, Inc. vi V PR185CMB2

7 PREFACE User Profiles What Is a User Profile? Activity: Modifying a User Profile H/R Administrator Profile Defaults Validation Tables What Is a Validation Table? Activity: Reviewing Validation Tables Validation Table Categories Viewing Online Help for Validation Tables Job Aid Activity: Updating a Validation Table What Is Meant by Assigning a Business Unit to an Employee? Activity: Assigning a Business Unit to an Employee Required Fields What Fields Are Required in HR? mplementation Reports and Pages Viewing the Required Fields Page Job Aid Activity: Running the Required Fields Report Activity: Viewing the Terminated Employees Page Key Points Module 8 Summary Knowledge Check Module 9: Tracking Human Resource Information Module 9 Introduction Topics HR Tracking Entering Statutory Compliance and Other HR Data Statutory Compliance What Is Statutory Compliance Information? Entering Statutory Compliance Information Job Aid Viewing Online Help for HR Pages Job Aid Practice: Entering Statutory Compliance Information Practice Results: Entering Statutory Information Debrief Other HR Information What Is Included in Other HR Information? Activity: Entering Company Property ADP, Inc. vii V PR185CMB2

8 PREFACE Activity: Entering a Certification Custom User-Defined Fields Activity: Creating and Assigning a Custom User-Defined Field Performance Management What Is Performance Management? Understanding the Performance Management Process Templates and Rating Scale Creating a Performance Management Plan Job Aid Activity: Creating and Assigning a Performance Management Plan Activity: Completing the Performance Review Practice: Creating and Assigning a Performance Plan Practice Results: Creating and Assigning a Performance Plan Debrief HR Employee Reports with Human Resource expert Enabled HR Employee Reports with or without Human Resource expert Enabled Viewing Online Help for Reports Job Aid Practice: Running an HR Report Debrief Key Points Exploring ADP Workforce Now Overview Accessing ADP Workforce Now Job Aid Navigating ADP Workforce Now Job Aid Module 9 Summary Knowledge Check Course Closing Course Objectives Important Information Continuing Education Credits HR - Tracking Benefits and Human Resources (75119) Next Steps Training Evaluation ADP, Inc. viii V PR185CMB2

9 Course Introduction Course Purpose This course prepares you to use benefits tracking to manage and report on benefit plans and enrollments, as well as to maintain and report on Government Compliance and other human resource information. Course Objectives Upon completing this course, you will be prepared to: Set up and maintain benefit plans Set up and maintain benefit enrollments Report on benefit enrollments Maintain Government Compliance and other human resource information Report on Government Compliance and other human resource information 2010 ADP, Inc. 1 V PR185CBM2

10 Course Agenda Part 1: Benefits Tracking Part Part 2: Modifying Benefit Plans and Generating Reports Part 3: Human Resource expert Modules Module 1: Getting Started with Benefits Tracking Module 2: Creating Benefit Plans Module 3: Enrolling Employees and Dependents and Assigning Beneficiaries Module 4: Workshop Module 5: Updating or Ending Benefit Plans and Enrollments Module 6: Reporting on Benefits Tracking Module 7: Workshop Module 8: Implementing Human Resource expert Module 9: Tracking Human Resource Information 2010 ADP, Inc. 2 V PR185CBM2

11 HR - Tracking Benefits and Human Resources Part 1: Benefits Tracking Module 1: Getting Started with Benefits Tracking Handout Manual

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13 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Part 1 Introduction In This Part: Module 1: Getting Started with Benefits Tracking Module 2: Creating Benefit Plans Module 3: Enrolling Employees and Dependents and Assigning Beneficiaries Module 4: Workshop Module 1 Introduction Topics This module includes the following topics: Logging On Overview of Benefits Tracking Implementation Tasks Summary 2010 ADP, Inc. 1-1 V _1PR185CMB2

14 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Logging On Overview To log on, you will need the following: Digital certificate User ID Password Activity: Logging On Instructions Step Action 1 Enter the following URL: 2 On the Portal page, click Administrator Login. Result: You are prompted to select your digital certificate. 3 Select your digital certificate and click OK. 4 Enter you user name and password and click OK. 5 Click My ADP. 6 Click Pay expert ADP, Inc. 1-2 V _1PR185CMB2

15 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Overview of Benefits Tracking What Is Benefits Tracking? Benefits Tracking is a core feature of the HR module that enables you to manage benefits and enrollment information. Examples Benefits Tracking streamlines the benefits administration process by enabling you to manage benefits and the enrollment process. With Benefits Tracking, you can: Define and manage benefit providers Define and manage benefit plan information, including Coverage levels Benefit costs and premiums Plan start dates and end dates Enroll employees in benefit plans Manage dependent and beneficiary information Manage dependent and beneficiary enrollment information Manage benefit plan payroll deductions Generate audit reports Use your reporting tool to create ad hoc reports 2010 ADP, Inc. 1-3 V _1PR185CMB2

16 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Implementation Tasks Benefits Tracking Implementation Checklist Overview Before you can use Benefits Tracking, you must perform several setup tasks. Although Benefits Tracking has already been activated, you should be familiar with the four stages required to set up Benefits Tracking. Description These stages are required in setting up Benefits Tracking: Stage 1 Activate Benefits Tracking. 2 Create or modify user profiles. 3 Set up validation tables. 4 Create benefit providers and plans. Description 2010 ADP, Inc. 1-4 V _1PR185CMB2

17 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Activity: Setting Up Benefits Tracking Instructions: Part 1 Activate Benefits Tracking These steps are for reference only, as Human Resource expert and Benefits have already been activated. Review each of these steps: Step 1 Click Setup. 2 Under General, select System Options. Action 3 Notice that both Human Resource Expert and Benefits Tracking have been selected. 4 Click Save. Important Information Masking the Social Security Number To address privacy concerns about the use and display of social security numbers, you can choose to mask or hide social security numbers for employees and their dependents and beneficiaries. For each user profile, you select how you want to display social security numbers within the application and on reports. The options, found in the SSN Display section of the User Profiles page, are as follows: No Display: XXX-XX-XXXX Masked Display: XXX-XX-6789 (default) Full Display: Note: When Masked Display or No Display is selected for a user profile, searching and sorting by social security number is not available throughout the application ADP, Inc. 1-5 V _1PR185CMB2

18 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Instructions: Part 2 Modify User Profiles Step 1 Click Setup. 2 Under Users, select User Profiles. Action 3 In the User Profile Name column, click the H/R Administrator link. 4 Under SSN Display, make sure that Masked Display (XXX-XX-7689) is selected for the user interface and reports. 5 Select the Setup tab. 6 On the Setup page, click to select Benefits Tracking, if needed. 7 Click Done ADP, Inc. 1-6 V _1PR185CMB2

19 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Instructions: Step 3 Set Up Validation Tables Step Action 1 Click Setup. 2 Under General, select Validation Tables. 3 Select Benefits. 4 Select Cobra Qualifying Event. 5 Add the desired values. 6 Click Back to Validation Tables Menu. Important Information The following table lists validation tables used in Benefits Tracking: Core Feature Validation Table Benefits COBRA Personal Benefit Providers Health and Welfare Type Insurance Category COBRA Cost COBRA Qualifying Event COBRA Contacts Relationship 2010 ADP, Inc. 1-7 V _1PR185CMB2

20 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Viewing Online Help for Benefits Tracking Job Aid Scenario In this demonstration, you will see how to access context-sensitive help, as well as how to access the Benefits Tracking Setup Guide. Instructions: Part 1 Online Help (Support Center) Step Action 1 From any page in the application, click the Help icon (question mark). Result: Page Help displays. 2 The Contents tab displays a Table of Contents for the Help System. 3 Select a topic. 4 Click the X in the upper-right corner to close the window. Instructions: Part 2 Online Help (Guides) Step Action 1 From any page in the application, click the Support Center icon. 2 Select Product Documentation > Payroll Products > Pay expert. 3 Select Guides. 4 On the ADP Support Center page, select Training > Product Training ADP, Inc. 1-8 V _1PR185CMB2

21 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Additional Resources Another way to access the Support Center is to go to Key Points Implementing benefits tracking is a four-stage process: 1. Activate Benefits Tracking. 2. Create or modify user profiles. 3. Set up validation tables. 4. Create benefit plans and providers. Social security number masking is an attribute of the user profile. Define all Benefits Tracking validation tables except the COBRA Qualifying Event table. Online Help and the Benefits Tracking Setup Guide provide assistance on setting up your benefit plans ADP, Inc. 1-9 V _1PR185CMB2

22 PART 1 > MODULE 1: GETTING STARTED WITH BENEFITS TRACKING Module 1 Summary Knowledge Check 1. What is the most likely reason a user would be unable to see benefit plans? a. They have activated Benefits Tracking but not Human Resource expert. b. They need to start a new payroll cycle. c. They do not have access to system-level tables. d. They need to be granted access based on their user profile ADP, Inc V _1PR185CMB2

23 HR - Tracking Benefits and Human Resources Part 1: Benefits Tracking Module 2: Creating Benefit Plans Handout Manual

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25 PART 1 > MODULE 2: CREATING BENEFIT PLANS Module 2 Introduction Topics This module includes the following topics: Overview - Benefit Plans and Types Setting Up Your Benefit Plan Summary 2010 ADP, Inc. 2-1 V _1PR185CMB2

26 PART 1 > MODULE 2: CREATING BENEFIT PLANS Overview Benefit Plans and Types What Is a Benefit Plan? In Benefits Tracking, a benefit plan describes the actual benefit. For example, a benefit plan contains information such as a PPO, with coverage levels, costs to the employer and employee, provider information, and plan start and end dates. Benefit Plan Types Overview You can set up five types of benefit plans in Benefits Tracking. Types and Descriptions The following table describes the plan types and definitions, the existing plans in the training database, and the new plans that you will create. Plan Type Description Existing Plans New Plans Health & Welfare Provides medical, surgical, or hospice care Cigna Medical Indemnity Delta Dental DMO Delta Dental PPO Vision Care AetnaCare Aetna Dental PPO WellBeing Medical HMO Flexible Spending Account (FSA) Allows employees to contribute pretax dollars to a fund that pays for certain healthcare or dependent care expenses not covered by health and welfare plans Dependent Care FSA Health Care FSA Retirement and Savings Allows employees to contribute money to retirement accounts or other savings accounts 401(k) Insurance Provides coverage in the event of death or disability. They are defined within Human Resource expert as benefit plans for all nonmedical insurance plans. Personal Accident Insurance Miscellaneous A benefit plan that does not fall into any of the other four categories 2010 ADP, Inc. 2-2 V _1PR185CMB2

27 PART 1 > MODULE 2: CREATING BENEFIT PLANS What Is a Benefit Provider? The benefit provider is the organization that provides services for a benefit plan. A benefit provider is usually a third party such as an insurance carrier. The benefits administrator is responsible for adding benefit providers to the system. The benefit providers added will later be associated with the benefit plans the provider supplies. A benefit provider can be associated with multiple benefit plans ADP, Inc. 2-3 V _1PR185CMB2

28 PART 1 > MODULE 2: CREATING BENEFIT PLANS Setting Up Your Benefit Plan What Is the Benefit Tracking Wizard? Benefits Tracking provides a wizard to guide you through the process of creating a new benefit plan. The wizard presents up to six different steps to ensure that you capture the needed data. The exact number of steps in the wizard depends on the type of benefit plan you are creating. For example, when you create a medical benefit plan, six steps are required. However, a retirement plan requires only five steps. In each case, the wizard presents the exact number of steps required to create the plan. Activity: Viewing a Benefit Plan Job Aid Scenario Let's look at an existing benefit plan, Cigna Medical Indemnity. Instructions Step Action 1 Review the benefit plan information. 2 Review the benefit plan details. 3 Review the coverage-level details: Health & Welfare Insurance Miscellaneous 4 Review the selected company codes. 5 Review the deduction details. Note: Deduction details are only available for certain plan types. 6 Review the Benefit Plan Summary. Important Information You can edit the following information: Plan information such as contact information Plan details such as plan dates or policy information Coverage-level details for health and welfare, insurance, and miscellaneous plans (for example, coverage level, employee cost, or employer cost) Deduction details such as deduction information at the coverage level or plan level, depending on the type of plan 2010 ADP, Inc. 2-4 V _1PR185CMB2

29 PART 1 > MODULE 2: CREATING BENEFIT PLANS Activity: Creating a Benefit Plan Overview Benefits Tracking provides a wizard to guide you through the benefit plan setup process. Depending on the type of plan you select, you will be presented with up to six different steps. Scenario A new benefit plan, Aetna Dental PPO, is available to employees for the upcoming benefit year. You need to add this dental plan to Benefits Tracking. You will also be creating a new benefit provider. Instructions: Step 1a Enter Benefit Plan Information Step Action 1 Click Setup. 2 Under Human Resources, select Benefit Plans. 3 Click Add New. 4 In the Plan Type field, select Health & Welfare. 5 Click Next. 6 In the Plan Name field, type Aetna Dental PPO. 7 In the Provider field, click the plus sign (+) next to the list. Result: The validation table for a benefit provider displays. Instructions: Step 1b Enter Benefit Provider Information Step Action 1 In the Provider ID field, type In the Provider Name field, type Aetna PPO. 3 In the Street Address 1 field, type 8037 Colesville Rd. 4 In the City field, type Silver Spring. 5 In the State field, select Maryland. 6 In the ZIP Code/Postal Code field, type ADP, Inc. 2-5 V _1PR185CMB2

30 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 1c Enter Benefit Provider Contact Details Step Action 1 In the Contact Information area, Name field, type Linda Marks. 2 In the Title field, type Client Services Manager. 3 In the field, type Linda_Marks@aetnamd.com. 4 In the Phone Number field, type (301) Note: When entering phone numbers and social security numbers, type the numbers without any spaces or special characters. Once you leave the field, the system will automatically format your entry. 5 Click Done. Note: The Benefit Plan Information page displays. 6 In the Provider list, select Aetna PPO In the Plan Start Date field, enter today's date. Note: Use the shortcut key Y, D, or T as a shortcut to entering yesterday, today, or tomorrow's date. 8 Click Next. Instructions: Step 2 Enter Benefit Plan Details Step Action 1 In the Health & Welfare Type field, select D-Dental. 2 In the Policy ID field, type In the Plan Number field, type In the Group Number field, type In the Cost Period field, select Monthly. 6 In the Deduct from Payroll field, select Primary Position. 7 Select Core Coverage, Pretax Deduction, Allow Dependents, COBRA Eligible, and HIPAA Eligible. 8 Click Next ADP, Inc. 2-6 V _1PR185CMB2

31 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 3 Enter Coverage Level Details Step Action 1 Click Add New. 2 In the Coverage Level field, type Employee. 3 In the Employee Cost field, type In the Employer Cost field, type Click Add New. 5 In the Coverage Level field, type Employee In the Employee Cost field, type In the Employer Cost field, type Click Add New. 8 In the Coverage Level field, type Family. 9 In the Employee Cost field, type In the Employer Cost field, type Click Next ADP, Inc. 2-7 V _1PR185CMB2

32 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 4 Select Company Codes Step Action 1 In Available Companies, select Geneva Entertainment. 2 Click the single arrow. 3 Click Next. Instructions: Step 5 Enter Deduction Details Step Action 1 In the Deduction field, select D-Dental-High Ded. 2 Click Apply. 3 Click Next ADP, Inc. 2-8 V _1PR185CMB2

33 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 6 Review the Benefit Plan Summary Step 1 Verify the accuracy of the data entered. 2 Click Done. Action 2010 ADP, Inc. 2-9 V _1PR185CMB2

34 PART 1 > MODULE 2: CREATING BENEFIT PLANS Setting Up a Retirement Plan Job Aid Overview Not all benefit plans require six steps. In this demonstration of setting up a retirement plan, observe how this setup differs from the Health and Welfare benefit type. Scenario The company offers a 401(k) plan which you must create. Prudential is the benefit provider for this plan. The plan allows for a contribution maximum of 20 percent per year. The company matches up to 3 percent of an employee s salary. Instructions: Step 1 Enter Benefit Plan Information Step 1 Click Add New. 2 The plan type is Retirement and Savings. 3 Indicate the plan name. 4 Indicate the plan provider. 5 Click Next to begin entering benefit plan details. Action Instructions: Step 2 Enter Benefit Plan Details Step 1 Enter the plan start date. Action 2 Indicate whether a dollar or percentage deduction will be used. 3 Enter the employee contribution and the employer matching contribution. 4 Select whether the plan allows beneficiaries and pre-tax deductions, and whether it is a defined contribution plan. Select Primary Position. 5 Click Next to begin entering company codes. Instructions: Step 3 Select Company Codes Step Action 1 Select the company code to which this benefit applies. 2 Click Next to begin entering the deduction details ADP, Inc V _1PR185CMB2

35 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 4 Enter Deduction Details Step Action 1 Select the appropriate deduction code. 2 Click Next to begin reviewing the benefit plan summary. Instructions: Step 5 Review the Benefit Plan Summary Step 1 Verify the accuracy of the data entered. 2 Click Done. Action 2010 ADP, Inc V _1PR185CMB2

36 PART 1 > MODULE 2: CREATING BENEFIT PLANS Activity: Setting Up a Life Insurance Plan as a Company- Paid Benefit Overview Now we will set up a life insurance plan as a company-paid benefit, which does not require an employee contribution. Remember to select the Company Paid check box in step 2 of the wizard. Scenario The company is now offering a basic life insurance plan as a company-paid benefit which you must set up. This plan is being offered to employees, dependents, and beneficiaries. Instructions: Step 1a Enter Benefit Plan Information Step Action 1 Click Setup. 2 Under Human Resources, select Benefit Plans. 3 Click Add New. 4 On the Add New Benefit Plan page, select Insurance. 5 Click Next. 6 In the Plan Name field, type Met Life. Instructions: Step 1b Enter Benefit Provider Information Step Action 1 In the Provider field, click the plus sign (+) next to the list. Result: The validation table for a Benefit Provider will display. 2 In the Provider ID field, type In the Provider Name field, type Met Life. 4 Under Contact Information, in the Name field, type Bill Davis. 5 Click Done. Result: The Benefit Plan Information page displays. 6 In the Provider list, select Met Life In the Plan Start Date field, enter today's date. 8 Click Next ADP, Inc V _1PR185CMB2

37 PART 1 > MODULE 2: CREATING BENEFIT PLANS Instructions: Step 2 Enter Benefit Plan Details Step Action 1 In the Insurance Plan Category field, select Basic Life Insurance. 2 Under Plan Options, select Company Paid. Result: The message, "Because the Company Paid Indicator is Yes, you cannot assign Deduction codes to this plan" displays. 3 Click OK. 4 Select Allow Beneficiaries. 5 Click Next. Instructions: Step 3 Enter Coverage Level Details Step Action 1 On the Coverage Level Details page, click Add New. 2 In the Coverage Level field, type Employee. 3 Click Next. Result: The Benefit Plan Summary page displays. Instructions: Step 4 Review the Benefit Plan Summary Step Action 1 Review the Benefit Plan Summary page. 2 Click Done ADP, Inc V _1PR185CMB2

38 PART 1 > MODULE 2: CREATING BENEFIT PLANS Fields Used in Benefit Plans Overview The following table provides descriptions of the fields used in the Benefit Plans. Fields and Descriptions Field Description Plan End Date Deduct from Payroll Company Paid Cost Period This is the date when a benefit plan will no longer be available for enrollment. Note: As soon as you populate the Plan End Date field, the plan ends immediately regardless of the date you entered. Employees cannot be enrolled in the plan, and active employee enrollments will also end. This occurs regardless of whether the entry is a past, current, or future date. The value entered determines whether you can assign deductions to the benefit plan. It also controls the position from which to deduct. If None is selected, the benefit cost is not deducted from an employee s pay; no deduction codes can be assigned. If Primary Position is selected, the deductions are associated with the position that is designated as the employee s primary position. Note: For retirement and savings plans with percentage contributions, the option All Payrolls is available. If All Payrolls is selected, retirement and savings contributions will be taken from all the employee s positions, not just the primary position. This field indicates that the benefit is paid by the company. If this field is selected, deduction codes cannot be assigned to the plan. Note: This field is available for insurance plans only. This field indicates the period associated with the employee cost or contribution amount that is entered in step 3. You can enter employee costs or contribution amounts based on annual, monthly, or per-pay-period cost periods. This field must be populated if at least one deduction code is assigned to the plan. Note: If this field is populated, the Employee Cost field in step 3 must also be populated ADP, Inc V _1PR185CMB2

39 PART 1 > MODULE 2: CREATING BENEFIT PLANS Fields and Descriptions (Continued) Field Defined Contribution Plan Core Coverage Annual Enrollment Required Pretax Deduction COBRA Eligible HIPAA Eligible Allow Dependents Description This field indicates the plan is one to which employees contribute, such as a Retirement and Savings plan. This field is for recordkeeping purposes only. Selecting this option indicates that this plan is available to all employees who meet general eligibility requirements. This field is for recordkeeping only. Selecting this option indicates that the employee s election in this plan expires at the end of each plan year. This field is for recordkeeping only and will not be used to re-enroll employees. Selecting this option indicates that the employee s contribution or premium is taken from pretax dollars. This field is for recordkeeping only and is not used to determine the deduction calculation. Selecting this option indicates that the plan is eligible for COBRA. Choosing this option does not enable COBRA compliance reporting. Note: You must select this option to ensure the benefit plan is available when generating COBRA continuation letters. Selecting this option indicates that the plan is HIPAA eligible. Selecting this option indicates that dependents can be assigned to enrollments in this plan. This option is only available for Health & Welfare, Insurance, and Miscellaneous type plans. If this field is selected when you enroll the employee, you can select the employee s dependents ADP, Inc V _1PR185CMB2

40 PART 1 > MODULE 2: CREATING BENEFIT PLANS Fields and Descriptions (Continued) Field Description Allow Beneficiaries Eligibility/Plan Comments Employee Cost Employer Cost Selecting this option indicates that beneficiaries can be assigned to enrollments in this plan. This option is available only for Insurance, Retirement and Savings, and Miscellaneous plan types. If this field is selected when you enroll the employee, you can select the employee s beneficiaries. When creating a plan, you can enter eligibility comments, plan comments, or both. Human Resource expert does not have the ability to identify eligibility rules. You can enter up to 254 characters in the Eligibility/Plan Comments fields. This value is the premium the employee must pay for this benefit plan for the cost period entered in the previous step. For example, if the cost period selected in step 2 is Annual, enter the annual employee premium. If the cost period entered in step 2 is Per Pay Period, enter the per-pay-period amount the employee would pay. Based on what you enter in the Employee Cost field, the application will automatically calculate the correct amount to deduct from the employee s paycheck. A change in pay frequency may affect an employee s deduction amounts. If the change does affect deduction amounts, these amounts will be recalculated automatically. This value is the premium your company must pay for this benefit plan for the cost period entered in the previous step. For example, if the cost period selected in step 2 is Annual, enter the annual employer premium. If the cost period entered in step 2 is Per Pay Period, enter the per-pay-period amount your company would pay ADP, Inc V _1PR185CMB2

41 PART 1 > MODULE 2: CREATING BENEFIT PLANS Creating Your Own Benefit Plans Overview There are a number of key factors that need to be considered when creating your own benefit plans. Guidelines Benefit Plans Type Health and Welfare Plans FSA Plans Guidelines Specific coverage levels must be established for all Health and Welfare plans. Examples include: - Employee - Employee Employee + Children - Family Premium costs and deduction codes are defined for each coverage level. When creating a medical plan for Open Enrollment, you must select a provider and also enter the plan s Group ID and the benefit provider s member services phone number. Contributions are determined at the individual enrollment level. You may need to set up deduction goals for employees selecting FSA plans. Sometimes a partial deduction is required. For example, an employee may enroll midway through the payroll cycle, so the deduction should not be for the entire payroll cycle. The deduction amount can be overridden during pay data entry for the current pay period. If you create an FSA plan for an upcoming Open Enrollment, the cost period defaults to Annual. Retirement and Savings Plans If you are creating a percentage plan, use deduction codes 81 through 96. Percentage deductions can be deducted from an employee s primary position payroll or from all of an employee s positions. Insurance Plans Miscellaneous Plans Deduction codes for insurance plans are defined at the plan level, while premium costs are defined at the individual enrollment level. If the Company Paid field is set to Yes, no deduction codes can be assigned. Specific coverage levels must be established. Premium costs and deduction codes are defined for each coverage level ADP, Inc V _1PR185CMB2

42 PART 1 > MODULE 2: CREATING BENEFIT PLANS Deduction Codes and Cost Periods When using deduction codes, the following guidelines apply: Payroll deductions are associated with the company code. Only assign deduction codes to company codes that offer this benefit plan to employees. Only scheduled deduction codes with the category Other can be assigned to a benefit plan. Once a deduction code is assigned to a benefit plan, you must assign it to an employee through the enrollment process in Benefits Tracking. Do not assign a benefit-related deduction manually on the employee s payroll deduction page. The type of cost period being used (for example, pay period) will determine how the deduction code should be set up: If the cost period is per pay period, then the deduction amount is set to the employee cost. For Health & Welfare plans with a cost period of per pay period, the number of times deducted per year does not display. If the cost period is annual or monthly, then a pay frequency table will display with the number of times the benefit will be deducted per year. For example, for a weekly pay frequency, a value of 52 displays in the Number of Times per Year field. Best Practice Run the Benefit Plan Summary audit report to determine which deduction codes are assigned to benefit plans. Additional Resources For additional information on setting up plans, refer to online Help and the Benefits Tracking Setup Guide available on the ADP Support Center at ADP, Inc V _1PR185CMB2

43 PART 1 > MODULE 2: CREATING BENEFIT PLANS Practice: Setting Up an FSA Plan Scenario The healthcare FSA plan is available for the upcoming benefit year. The plan allows for a minimum of $500 and maximum of $5,000 per year. Instructions Use the following information to set up the benefit plan: Employment Details Plan Name: Health Care FSA Provider: Cigna FSA Type: Health Care Plan Number: Plan Start Date: January 1 of next year FSA Annual Minimum: 500 FSA Annual Maximum: 5,000 Annual Enrollment Required: Yes Pretax Deduction: Yes COBRA Eligible: Yes HIPAA Eligible: Yes Company: Geneva Entertainment Deduction Code: F-FSA-Health Additional Resources Online Help 2010 ADP, Inc V _1PR185CMB2

44 PART 1 > MODULE 2: CREATING BENEFIT PLANS Practice Results: Setting Up an FSA Plan 2010 ADP, Inc V _1PR185CMB2

45 PART 1 > MODULE 2: CREATING BENEFIT PLANS Debrief Notes 2010 ADP, Inc V _1PR185CMB2

46 PART 1 > MODULE 2: CREATING BENEFIT PLANS Key Points Coverage-level details are required for Health and Welfare, Insurance, and Miscellaneous benefits plans. Flexible Savings Accounts and Retirement/Savings plans do not have coverage levels. In a company-paid benefit plan, deduction codes are not used. Validation tables for the benefit provider can be set up either before or during the process of creating a benefit plan ADP, Inc V _1PR185CMB2

47 PART 1 > MODULE 2: CREATING BENEFIT PLANS Module 2 Summary Knowledge Check 1. Coverage levels are required for which of the following plan types? Select all that apply. a. Health & Welfare b. FSA c. Retirement and Savings d. Insurance e. Miscellaneous 2. For the upcoming benefit year, your company is offering a new plan that offers assistance with moving costs when transferring to a new company location. Which benefit plan type does the administrator select when setting up the plan in Benefits Tracking? a. Miscellaneous b. Insurance c. FSA d. Retirement and Savings 3. Which of the following statements are true? Select all that apply. a. Validation tables provide the contents for many of the fields in Benefits Tracking. b. Validation tables can be either user-defined or system-defined. c. When you create a benefit provider, you are adding an entry to a validation table. d. Validation tables are associated with the individual user profile ADP, Inc V _1PR185CMB2

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49 HR - Tracking Benefits and Human Resources Part 1: Benefits Tracking Module 3: Enrolling Employees and Dependents and Assigning Beneficiaries Handout Manual

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51 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Module 3 Introduction Topics This module includes the following topics: Overview - The Benefit Enrollment Process Summary 2010 ADP, Inc. 3-1 V _1PR185CMB2

52 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Overview The Benefit Enrollment Process Description Once you have created your benefit providers and benefit plans, you are ready to enroll your employees in the benefit plans. You can enroll employees in specific plans through the Benefits Tracking feature, or you can import enrollment information from another application or source. Guidelines for Implementation Scenario Immediate Tasks Future Tasks You are setting up plans for the upcoming benefit plan year, but you do not want the deduction to begin until the start of the new benefit plan year. You have several new employees who are eligible for a benefit plan after a specific waiting period. Set up your plans without deduction codes. Enroll your employees. Enter the eligibility date. Enter the waiting period start date. Select the Do Not Deduct option when enrolling employees. When it is time to start taking the deduction, assign deduction code(s) to the plan. When it is time to start taking the deduction, remove the Do Not Deduct option on the employee s enrollment. Viewing an Employee's Enrollment Job Aid Scenario You can check an employee's benefit enrollments from the Employee Information page. Instructions Step Action 1 Select an employee. 2 From the Employee Information page, select Benefit Enrollments. 3 Click the benefit plan you want to view ADP, Inc. 3-2 V _1PR185CMB2

53 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Activity: Enrolling an Employee in a Plan Scenario An employee, Heather Duncan, has elected to enroll in AetnaCare for medical coverage. She has chosen coverage for herself only no dependents will be included in this plan. Instructions: Step 1 Enter Enrollment Information Step Action 1 Click Employee. 2 Under Employee Information, select Benefit Enrollments. 3 Click the Employee List. 4 In the Last Name - Quick Find field, type Dun* (including the asterisk as a wildcard). 5 Click Go. Result: Heather Duncan's Benefit Enrollments page displays. 6 Click Add New. 7 In the Plan Name field, select AetnaCare. 8 Click Next. Instructions: Step 2 Enter Enrollment Details Step Action 1 In the Eligibility Date field, enter today s date. 2 In the Enrollment Date field, enter today s date. 3 In the Coverage Level field, select Employee Only. 4 Click Next. Note: Both the Waiting Period Start Date and the Eligibility Date fields are used for recordkeeping only. If your benefit plan requires a 90-day waiting period, you can use these fields to specify when the waiting period begins and ends. An entry in the Enrollment Date field, which is automatically copied into the Original Enrollment Date field, will enroll the employee in the benefit plan. Instructions: Step 3 Enter Dependent/Beneficiary Information Heather has selected the Employee coverage level so dependent information does not need to be entered. Click Next to go on to the next step. Instructions: Step 4 Enter Dependent Enrollment Details This step will not display because in this case, there are no dependents. After you click Next in Step 3, the Employee Enrollment Summary page displays (see Step 5) ADP, Inc. 3-3 V _1PR185CMB2

54 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Instructions: Step 5 Review Employee Enrollment Summary Step 1 Verify the accuracy of the data entered. 2 Click Done. Action Best Practice Run the Employee Enrollment audit report to determine which deduction codes are assigned to benefit plans ADP, Inc. 3-4 V _1PR185CMB2

55 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Viewing an Employee's Deductions Job Aid Overview Once the employee is enrolled in the benefit plan, the deduction code associated with that plan is automatically assigned to the employee and is displayed on the employee s Deductions page. Let's look at the deductions for an employee. Instructions Step 1 Select an employee. Action 2 In the Employee Information section, select Deductions/Deposits. 3 Click any of the codes to display the details. Impact on Employee Payroll Deductions Overview Employee payroll deductions are directly affected by changes in benefit enrollments. Guidelines Deduction amounts for plans that contain coverage levels cannot be changed on the employee s deductions page. Coverage level costs can be changed only at the plan level. For benefit plans that require an employee to elect a deduction amount or percentage, the deduction can be changed only in the enrollment, not on the All Deductions page. An employee deduction cannot be deleted if it is assigned to an active enrollment; you must end the enrollment for the deduction to be removed from the employee. You can reassign a deduction code to a benefit plan coverage level; however, the old deduction code is removed from all payroll deduction information for the employees enrolled in that plan with that coverage level. Before reassigning a deduction code, contact Customer Service for specific instructions. The deduction codes for an employee s active enrollments must be unique; the employee cannot be enrolled in two benefit plans that use the same deduction code. The deduction frequency is used to determine the payroll deduction amounts per pay period ADP, Inc. 3-5 V _1PR185CMB2

56 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Dependent and Beneficiary Records Overview A dependent is a person who is related to the employee and who relies on the employee for benefit coverage. Dependents can be added to the application to associate them with an employee s benefit plan enrollment. A beneficiary is a person or trust named by the benefit plan participant to receive any benefits provided by the plan if the participant dies. A person can be a beneficiary, a dependent, or both a beneficiary and dependent. For example, Joanne Albright is enrolled as a dependent in Anthony Albright s medical plan. Joanne can also be assigned as a beneficiary in Anthony Albright s 401(k) plan. Note: A trust cannot be set up as a dependent. Plan Types - Dependents and Beneficiaries Dependents and beneficiaries can be created either prior to or during the employee s enrollment. This table indicates the plans that allow dependents and beneficiaries: FSA Plan Type Allows Dependents Allows Beneficiaries Health & Welfare Insurance Miscellaneous Retirement and Savings 2010 ADP, Inc. 3-6 V _1PR185CMB2

57 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Activity: Enrolling a Dependent Scenario James Martin recently married and would like to enroll himself and his spouse Sarah in the Delta Dental DMO plan. Sarah will be enrolled as a dependent. Instructions: Step 1 Enter Enrollment Information Step 1 Click Employee. Action 2 Under Employee Information, select Benefit Enrollments. 3 Click Add New. 4 In the Plan Name field, select Delta Dental DMO. 5 Click Next. Instructions: Step 2 Enter Enrollment Details Step Action 1 In the Eligibility Date field, enter today s date. 2 In the Enrollment Date field, enter today s date. 3 In the Coverage Level field, select Employee+1. 4 Click Next. Instructions: Step 3 Enter Dependent/Beneficiary Information Step Action 1 Click Add New. 2 In the Name-SSN field, click the plus sign. 3 In the First Name field, type Sarah, and in the Last Name field, type Martin. 4 In the Social Security Number field, type a fictitious social security number. 5 In the Relationship field, select SP-Spouse. 6 In the Birth Date field, type 07/08/ In the Gender field, select Female. 8 Select Use Employee s Address. 9 Click Return to Enrollment ADP, Inc. 3-7 V _1PR185CMB2

58 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Instructions: Step 4 Enter Dependent Enrollment Details Step Action 1 In the Name - SSN field, select Sarah Martin from the list. 2 In the Start Date field, enter today s date. 3 Click Next. Instructions: Step 5 Review Employee Enrollment Summary Step 1 Verify the accuracy of the data entered. 2 Click Done. Action 2010 ADP, Inc. 3-8 V _1PR185CMB2

59 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Activity: Assigning a Beneficiary Scenario James Martin wants to enroll in Personal Accident Insurance. In addition, he wants to assign his wife Sarah as his primary beneficiary. Instructions: Step 1 Enter Enrollment Information Step 1 Click Add New. Action 2 In the Plan Name field, click Personal Accident Insurance. 3 Click Next. Instructions: Step 2 Enter Enrollment Details Step Action 1 In the Eligibility Date field, enter today s date. 2 In the Enrollment Date field, enter today s date. 3 In the Coverage Level field, select Employee. 4 In the Coverage Amount field, type In the Employee Premium field, type In the Cost Period field, type Annual. 7 Click Next. Instructions: Step 3 Enter Dependent/Beneficiary Information Step 1 Click Add New. 2 In the Name field, select Sarah Martin. 3 In the Percent field, type In the Designation field, select Primary. 5 In the Start Date field, enter today s date. 6 Click Next. Action Instructions: Step 4 Review Employee Enrollment Information Step 1 Verify the accuracy of the data entered. 2 Click Done. Action 2010 ADP, Inc. 3-9 V _1PR185CMB2

60 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Best Practices Include a social security number whenever possible as the benefit provider may require this information. Tips When enrolling employees in an Insurance plan, entering information in the Coverage Amount field is not mandatory. Additional Resources For more information on the procedures covered in this topic, refer to the Enrolling Employees in Plans section in the Benefits Tracking Setup Guide, found on the ADP Support Center at Key Points To enroll an employee in a benefit plan prior to its effective date, set up the plan without a deduction code. Enroll the employees. When the plan becomes effective, assign the deduction code.. If the benefit plan requires a waiting period, enter the eligibility date and waiting period start date, and select the Do Not Deduct option when enrolling employees. When the employee deduction is to begin, remove the Do Not Deduct option ADP, Inc V _1PR185CMB2

61 PART 1 > MODULE 3: ENROLLING AND ASSIGNING Module 3 Summary Knowledge Check 1. The benefits administrator set up a new benefit plan for vision coverage and enrolled those employees who have elected this coverage. When reviewing the All Deductions page for each of the enrolled employees, the administrator notices the deduction does not appear. Why? a. The Deduct from Payroll field on the benefit plan is set to None. b. The plan s start date is in the future. c. A unique deduction code is assigned to each coverage level. d. The deduction code assigned to the plan is assigned to another Health and Welfare plan. 2. The benefits administrator received the benefit enrollment forms from several new employees. For several benefits plans, there is a waiting period before coverage can begin for new hires. How can the benefit administrator enter all of the enrollments now without starting those that require a waiting period? a. Enter a future date as the enrollment date. b. Enter a waiting period date and the system will start the enrollment on that date. c. There is no way to enter all the enrollments now and start some later. d. Select Do Not Deduct on the Enrollment Details page ADP, Inc V _1PR185CMB2