Create/Update Employee Insurance Information HR personnel add/update employee insurance information when an employee is hired and when an employee s insurance eligibility, employer contribution, or summer deposit eligibility changes. Prior to beginning this instruction, refer to any of the following as needed for detailed information: Search for Employee Record Create/Update Employee Detail Go to the SCUPPS application. 1. Click on Employee Info from the left blue navigational menu. The Employee Search Employee Information screen displays. If you are already working within an employee record, instead click the Employee tab. The Employee > Employee Info screen displays (see screenshot in Step 2). Skip to Step 4. Page 1 of 6
2. Search for the employee by entering the SEMA4 ID, SSN, Tech ID, or Employee Name in the associated field and clicking Search. The screen displays the employee name and other identifying information. Refer to Search for Employee Record for detailed information about employee search instructions. 3. Click on the name of the employee for whom you are entering information. The Employee tab displays. Note: An assignment must exist before you can create an insurance eligibility record. 4. Scroll to the Insurance Eligibility section of the Employee tab. Page 2 of 6
5. Click the Create insurance eligibility icon to add insurance eligibility information. The Employee > Employee Insurance Eligibility screen displays. Note: Click Edit to make changes to insurance eligibility information. Only the Home Institution is authorized to make a change to the insurance record. Refer to Insurance Eligibility Criteria for information to assist in determining eligibility for employer contribution. 6. Enter insurance eligibility information: Into this field Home Institution Insurance Eligible Employer Contribution Summer Insurance Deposit Enter/Select This field defaults to the employee s primary institution. Yes if the employee is eligible for insurance. No if the employee is not eligible for insurance. Full if the employee is eligible for full employer contribution based on bargaining unit or contract. None if the employee is not eligible for employer contribution based on bargaining unit or contract. Partial if the employee is eligible for some employer contribution based on bargaining unit or contract. Yes if the employee will make a balloon payment to cover insurance premiums. No if the employee will not make a balloon payment to cover insurance premiums. Note: All seasonal employees should be marked Yes upon their initial start date. Faculty on 9 month pay option should be marked Yes at the beginning of the assignment. Page 3 of 6
Into this field Eligible Date Comment User Id Update Date Enter/Select Temporary part-time MSCF faculty eligible for insurance should be marked No for summer insurance deposit. Change the code to Yes when you review the temporary part-time faculty for eligibility for the summer balloon payment. The date the insurance eligibility changed. Any additional comments regarding the employee s insurance eligibility. Note: This field is display only showing the User ID of the last person who updated this record. Note: This field is display only showing the date the employee s insurance eligibility record was updated. 7. Click Save. The insurance information is saved and the Employee > Employee Info screen redisplays with the information added. If... You are setting up insurance upon initial hire You are making a change to the insurance eligibility, employer contribution or summer insurance deposit Then... This step-by-step instruction is complete. Continue with Step 8. 8. Click the Assignment tab from the top navigation menu. The Assignment tab displays. Page 4 of 6
9. Click Edit on the assignment for which you have made the change. The assignment becomes available for editing. 10. Make any necessary changes to the Charge Insurance flag. Note: Verify that the Charge Insurance flag is set to reflect the changes made to the information on the Insurance Eligibility screen. A in this field indicates that the institution will be charged the employer s share of insurance costs when an employee has multiple jobs. If you remove the from this field, the institution will not be charged the employer s share of insurance costs. This field does not determine whether or not the employee receives insurance benefits. 11. Click Save. The Assignment Summary screen displays. 12. Click the Add Action Reason icon within the SEMA4 Action Reason section. The Assignment > Employee Action Reason screen displays. Page 5 of 6
13. Enter the reason for the insurance change. Into this field Action Reason Effective Date Comments Enter/Select DTA BJC The date the insurance eligibility change goes into effect. Any comments related to the insurance change. 14. Click Save. The action/reason information is saved and the Assignment Summary screen displays the updated information. 15. Run the HR7010 report to be sure that your transaction is passing. Refer to Run/Review the HR7010 Report for detailed information to determine that the insurance transaction passed into SEMA4. This step-by-step instruction is complete. Page 6 of 6