Sage Abra SQL HRMS Setup User Guide
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Table of Contents Set Up Code Tables... 5 Set Up Code Tables...6 Employee Codes...8 Set Up Employers for Abra HR...8 Setting up EEO Information...11 Set Up Benefits... 13 Set Up Benefit Rate Tables...16 Set Up Benefit Insurance Plans...19 Set Up Benefit Savings Plans...23 Set Up Open Enrollment Insurance Plans...27 Abra HR Code Table Descriptions... 33 Attachment Codes...33 Benefits Related Code Tables...33 Criteria Codes...33 Dependent Relationship Codes...34 Disability Codes...34 EEO Classification Codes...34 EEO 1 Classification Codes...35 EEO 4 Classification Codes...35 EEO Job Group Codes...36 EEO 4 Job Function Codes...36 Employee Note Author Codes...36 Employee Note Type Codes...36 Employee Type Codes...36 Ethnic ID Codes...37 Event Codes...37 FMLA Event Reason Codes...37 Job Codes...37 Job Family Codes...38 Job Status Codes...38 Language Codes...38 Setup i
Organization Codes... 38 OSHA Body Part Codes... 38 OSHA Injury Codes... 39 OSHA Injury Location Codes... 39 Pay Equity Job Group Codes... 39 Reason Codes...39 Salary Grades...39 Step Rates... 40 Shift Differential Codes...40 Skill Codes... 40 State / Province Codes...41 Union Codes... 41 User Defined Codes...41 Time Off Codes... 43 Set Up Employers for Time Off...43 Set Up Attendance Plans... 44 Add Attendance Plans...45 Modify Attendance Plans...49 Delete Attendance Plans... 50 Time Off Code Table Descriptions... 52 Absence Reason Codes...52 FMLA Event Reason Codes... 52 Understanding Plan Years...52 Understanding Calculation Methods...53 Training Codes... 57 Set Up Training... 57 Set User Defined Field Titles...59 Training Code Table Descriptions... 60 Attachment Codes...61 Certification Codes... 61 Class Ratings Codes... 62 Courses Codes...63 Course Type Codes...64 Criteria Table...64 ii Sage Abra SQL HRMS
Enrollment Status...65 Instructor Ratings Codes...65 Job Codes...67 Job Requirements...68 Organization Codes...68 Priority Codes...68 Programs Codes...68 State / Province Codes...70 Training Locations Codes...70 User Defined Codes...71 System Codes... 73 Set Ad Hoc Reporting Security...73 Change a Password...75 Set Up the Enterprise...76 Define Enterprise Options...76 Define Organization Titles... 78 Select the Enterprise Logo...78 Set Up the Audit Trail...79 Define User Defined Code Table Titles...81 Set Group Security...82 Modify an Employer...85 Rebuild System Files...85 Set User Security...85 Index... 87 Setup iii
Setup 4
Set Up Code Tables Sage Abra SQL HRMS uses codes to manage and store information in files. These codes provide abbreviated, standard references to specific information. Sage Abra SQL HRMS stores these codes and their associated descriptions in code tables. A list of state and province abbreviations is an example of a code table. Instead of typing or re entering a state name (such as Mississippi) in a field, you can select the appropriate code (MS) from a list of predefined codes contained in a code table. Instead of typing British Columbia, you can select the code BC. Code tables contain one column for the code and a second column for the code description. A drop down list provides information for a field related to a code table. For instance, if a page contains a field for the state, a drop down list provides a list of state codes, such as MO, IA, and FL, from which you can choose. Benefits of Using and Defining Code Tables Code tables provide several advantages. Using code tables allows you to: Customize information to meet your employerʹs needs. For example, you can define unique divisions, departments, and locations specific to your employer. Save time. When you enter information for hundreds of employees, it is much easier and more efficient to type or select RFT for each employee rather than type Regular Full Time Ensure accuracy and consistency. Without a uniform coding scheme, a data entry clerk might enter a department code in several different ways (ENGDEPT, ENGRDEPT, ENG, or ENGR) for several different employees. Even though the clerk describes the same department, Sage Abra SQL HRMS interprets the entries as four different pieces of information for four different departments. If the entries are inconsistent, Sage Abra SQL HRMS will not be able to calculate department totals accurately. Build Code Tables Most code tables in Sage Abra SQL HRMS are two column tables containing codes in the left column and brief descriptions in the right column. However, some tables are more complex (benefit plans, for instance) and contain more information than can fit in two columns. The instructions for copying, adding, editing, and deleting codes are identical, whether you work with two column or multi column tables. Most code tables have recommended default values. You can add, edit, or delete values to suit your employer s needs. All of the predefined code tables in Sage Abra SQL HRMS are enterprise code tables. You can adjust these code tables to contain the codes most frequently used by the employers in your system. These codes then become the standard for your system. Setup 5
Set Up Code Tables When you initially set up a code table, the codes are blank. As long as the Codes area is blank, an individual employer uses the codes from the enterprise code table. As soon as you add a new code, the system recognizes you are creating a code table that no longer references the enterprise code table. To add a code for a specific employer from the list of enterprise codes, copy the enterprise code table to the employer code table and then add the unique code to the employer s code table. For example, if two of three employers in your system use the same codes, edit the enterprise code tables to accommodate the two employers. When you then set up codes for the two employers who share common codes, they automatically use the enterprise codes unless you create new codes in their code tables. For the third employer who uses a slightly different set of codes, you can copy the enterprise code table and then make whatever minor changes are necessary to meet the third employer s coding requirements. Therefore, you save time by not having to create a whole new set of codes from scratch, yet you are still able to customize the code table to the third employer s specifications. Set Up Code Tables Sage Abra SQL HRMS allows you to quickly and easily add, edit, copy, and delete codes so you can meet each employerʹs specific coding requirements. For instance, you might want to change a previously defined code to reflect a change in your organization. Notes: After you save a code, the following fields are disabled. Benefit Rate Tables Benefit Savings Plans Attendance Plans Absence Reason Codes FMLA Event Reason Codes Working with Sage Abra SQL HRMS Code Tables Sage Abra SQL HRMS allows you to quickly and easily add, edit, copy, and delete codes so you can meet each employerʹs specific coding requirements. For instance, you might want to change a previously defined code to reflect a change in your organization. The following sections describe how to work with Sage Abra SQL HRMS code tables. To Copy Code Tables 1. From the Navigation Pane, select Setup > Employees, Time Off, Payroll, or Training > Click the link for the type of codes you want to work with. The code table you selected opens. 2. Select the employer with whom you want to work. 3. Click Copy. Only those employers with codes defined in the current table appear in the selection list. The employer with whom you are working does not appear in the list because you cannot copy codes from an employer to itself. 6 Sage Abra SQL HRMS
Set Up Code Tables 4. Highlight the enterprise or employer whose codes you want to copy and click OK. For most code tables, the Select Codes to Copy page opens. The Available list shows all the defined codes for that code table. The Selected list shows those codes you select. Note: When copying some codes you are first shown a dialog box informing you of the related codes which will be updated to correspond with those you are copying (see Job Codes below). Click Yes to continue or click No to return to the code table page. 5. From the Available list box, double click the codes you want to copy. The selected codes appear in the right list box. If you want to remove a code from the Selected list, highlight it and click Remove. 6. Click OK. The system checks to see if the codes to be copied are the same as any which already exist for the employer receiving them. If there are any duplicates, Sage Abra SQL HRMS asks whether you want the old code to be overwritten with the new. Select Yes or No. 7. The new codes are copied to the employer with which you are working. To adapt the code table to this employer s needs, you can add additional codes to the list. 8. Click the Close button after you finish making your changes. To Add Codes 1. From the Navigation Pane, select Setup > Employees, Time Off, Payroll, or Training > Click the link for the type of codes you want to work with. The code table you selected opens. 2. Select the employer with whom you want to work. 3. Click Add. The codes detail page opens. 4. Enter at least a code and description. Some code tables ask for additional information to be supplied for the added code. Other code tables contain a blank code described as None Specified. This allows you to leave a field blank when you are entering information. To provide this option for your own code tables, include a blank code along with the description None Specified. 5. Click OK. Sage Abra SQL HRMS checks for duplicate codes and saves the changes if no duplicate exists. If a duplicate is found, the system prompts you to enter a different code. To Edit Codes 1. From the Navigation Pane, select Setup > Employees, Time Off, Payroll, or Training > Click the link for the type of codes you want to work with. The code table you selected opens. 2. Select the employer with whom you want to work. 3. Highlight the code you want to edit and click More. The detail page for the code you selected opens. Codes that have been set up in the following code tables cannot be changed. If you need to change a code name, create a new code and delete the old one. Benefit Rate Tables Benefit Savings Plans Attendance Plans Absence Reason Codes Setup 7
Employee Codes 4. FMLA Event Reason Codes 5. Edit the information and click OK. To Delete Codes 1. From the Navigation Pane, select Setup > Employees, Time Off, Payroll, or Training > Click the link for the type of codes you want to work with. The code table you selected opens. 2. Select the employer with whom you want to work. 3. Highlight the code you want to delete and click Delete. Sage Abra SQL HRMS prompts you to confirm the deletion. Also, deleting a code could affect history files and reports that contain the code. 4. Click Yes to delete the record, or click No to cancel the deletion. 5. Click the Close button when you finish. Add Codes From Details You can also directly add codes to a code table when you are working with details pages. For every field that references a code table, Sage Abra SQL HRMS provides a drop down list of codes. For example, on the Current Job page, the Job Code field accesses the Job Codes table. Sage Abra SQL HRMS provides an option that enables you to add a new code while you are entering information on the page. When working with Abra HR, you can add codes from pages for all Abra HR code tables except for the Benefit Insurance Plans, Benefit Savings Plans, and Benefit Rate Tables. You must access these code tables in Rules to work with them. To Add a Code From a Detail For more information about using drop down lists, see Using pages. 1. Open the drop down list for the field that references the code table you want to update. 2. Scroll to the bottom of the list and select Add New Code. A page opens so you can add a new code. 3. Enter the information for the new code and click OK. Sage Abra SQL HRMS adds the code to the list and selects the new code for the field. Employee Codes Set Up Employers for Abra HR Abra HR allows you to manage information for multiple employers. However, because the system stores the data for each employer in separate databases, you must set up information for each employer separately. Abra HR identifies each employer with a unique employer code you assign when you add a new employer to the system. Abra HR uses this code to store and access information. For example, the system stores sample employer data for Z Systems, Inc., whose company code is ZSI. You should have already set up your enterprise and added your employers to the enterprise. After you add your employers, you are ready to set up the employers for Abra HR. This procedure includes 8 Sage Abra SQL HRMS
Employee Codes defining the options for your employers and determining the user defined fields on employee pages your employers might want to use to hold specific information not stored elsewhere in Abra HR. For detailed information about how to set up your enterprise and how to add employers to your enterprise, refer to Getting Started. For each employer you added, you must complete the HR Setup information. Note: Each Abra software program creates and maintains its own databases. Therefore, if you use other Abra programs with Abra HR, you must set up each employer for each applicable product. To Set Up an Employer for Abra HR 1. Log in to Sage Abra SQL HRMS. 2. Select the company you want to work with. 3. From the Navigation Pane, select Setup > Employees > HR Setup. 4. The list includes all the employers you added to your system. Scroll through the list, select the employer set up, and click OK. 5. The HR Setup page opens for the employer you selected. Fill in the appropriate information using the tabs on this page: HR Options, EEO 1, and EEO 4. Completing the HR Options Tab Fields Descriptions Allow EEO 4 Reporting Enable this option if your employer must submit EEO 4 reports to the Equal Employment Opportunity Commission (EEOC). Do not enable this option if your employer must submit EEO 1 reports. Select Yes to enable the EEO 4 tab on this page. Select No to enable the EEO 1 tab on this page. Note: It is your responsibility to understand EEOC guidelines governing the submission of EEO 4 and EEO 1 reports. Job Code Validation When you enter a job code or job title for an employee, you have the choice of either selecting from a list of job codes or job titles (you establish the list when you set up your job codes and titles) or manually entering a job code or a job title. Select Yes to select from a list of job codes. Select No to manually enter a job code or job title. Note: If you enable job code validation (select Yes), when you create a custom detail and select job code as a field to add to the page, the job code will be used. If you disable job code validation (select No), when you create a custom detail and select job code as a field to add to the page, the job title will be used. Salary Grade Validation When you establish an employee s salary grade code or job code, Abra HR can detect whether or not the salary you enter or the salary associated with the job code you select is within the range Setup 9
Employee Codes Fields Numeric Employee ID Warning Age Description of Establishment User Defined Employment Fields User Defined Pay Fields Descriptions you set up for the selected job code. Select Yes to direct Abra HR to validate that the employee s salary is within the salary grade for the job. Select No to disable the validation. If you are using Abra Workforce Connections, you should never change the Numeric Employee ID setting when an open enrollment or life event is in process, or if the open enrollment or life event has not yet been transferred to Abra HR. You can set up Abra HR to automatically assign the next available (and sequential) ID number when you add new employees. Select Yes to enable automatic numbering of employee IDs. Select No to disable automatic numbering. This means that when you add a new employee, you must manually assign an ID number to the employee. Abra HR reminds you if you accidentally assign a number that already exists. If you change your selection for this option after you first set up your employer, Abra HR asks you if you want to convert existing IDs into either character format (if you disable the option) or numeric format (if you enable the option). Select Yes to have Abra HR automatically convert all the IDs for you. You can enter the minimum legal employment age for your state or employer. Abra HR then warns you if you hire a person younger than the legal age. Leave the field blank if you do not want a warning. If your employer submits EEO reports, enter a brief description of the major business activity of the establishment. The information you enter here appears on the EEO 1 Headcount Summary report. You can define four fields that appear as Miscellaneous fields on the HR Status page. The text you enter is used for the miscellaneous field labels. If your employer has special needs not covered in Abra HR, you can define your own field labels and fields to meet these needs. For example, medical groups can define fields to track details about degrees, specialties, and certification dates. You might also want to use these fields to record information about drivers licenses, security clearances, uniform sizes, or the results of preemployment screenings. You can also track information unique to your employer by designing and creating custom pages. You can define four field labels that appear as Miscellaneous fields on the Current Pay page. The text you enter is used for the miscellaneous field labels. 10 Sage Abra SQL HRMS
Employee Codes Setting up EEO Information When you set up your employer, you need to determine whether to set up information for EEO 1 reporting or for EEO 4 reporting. It is your responsibility to comply with federal regulations and procedures governing the filing of EEO 1 and EEO 4 reports. To Set Up EEO-1 Information 1. On the HR Options tab, select No in the Allow EEO 4 Reporting field. The EEO 1 tab becomes enabled. Click the EEO 1 tab to display the EEO 1 setup options. 2. Enter the required EEO 1 setup information, as described in the following table. The information you enter appears on the EEO 1 Headcount Summary report. Field Label Establishment Parent Co CO Number Unit Number SIC Code EI Number Duns No NAICS Code Filing Requirements Type of Report Filed Last Year Employ Apprentices Field Description Enter the name and address of the establishment. Enter the name and address of the Parent Company. Enter the Company Number. Enter the Unit Number. Enter the Standard Industrial Classification code. Enter the Employer Identification Number. Dun and Bradstreet identification number, if applicable. Enter the North American Industry Classification System code. Select the check boxes to indicate Yes or clear the check boxes to indicate No for filing requirement tests 1 through 3. Indicate Headquarters (Type 3) or Establishment (Type 4) Report. Indicate Yes or No. Indicate Yes or No. To Set Up EEO-4 Information 1. On the HR Options tab, select Yes in the Allow EEO 4 Reporting field. The EEO 4 tab becomes enabled. Click the EEO 4 tab to display the EEO 4 setup options. 2. Enter the required EEO 4 setup information. The information you enter appears on the EEO 4 Headcount Summary report. Setup 11
Employee Codes Next Step After you set up your enterprise and add and set up all of your employers, you are now ready to set up your code tables. 12 Sage Abra SQL HRMS
Set Up Benefits Before you can enroll employees and their dependents in your employer s benefit plans, you must first set up your benefit rate tables and benefit plans. Sage Abra SQL HRMS calculates your benefits quickly and easily. After you define your plans, you can direct Abra HR to determine which employees are eligible for which plans and to calculate coverage, premium, and employee contribution information. To work with your employer s various benefit plans, you must first understand the following terms and their definitions: Coverage Coverage is the amount of benefits an insurance plan provides to eligible employees. In some insurance plans, coverage is the same for all participants. For other participants, coverage varies according to the participantʹs job group, salary, seniority, or benefit choices. Premiums Premiums are the monthly amounts paid for coverage. In Abra HR, employee premiums are the amounts paid to the insurance company for the individual employee s coverage, no matter how those amounts are distributed between employee and employer. Dependent premiums are the amounts paid to the insurance company for dependent coverage. Premiums are always monthly amounts. Contribution A contribution is the amount paid by the employee for the benefits received. Abra HR calculates the appropriate employee contribution based on the information you enter. Follow these steps when you set up benefit plans: Step 1 Set Up Benefit Type Code Tables Step 2 Set Up Benefit Rate Tables Step 3 Set Up Insurance Plans (referencing rate tables, if appropriate) Step 4 Set Up Savings Plans (referencing rate tables, if appropriate) If you are using Abra Workforce Connections for benefits enrollment, follow these additional steps: Step 5 Set Up Open Enrollment Insurance Plans Step 6 Set Up Open Enrollment Savings Plans Step 7 Set Up Open Enrollment Rate Tables After you set up your benefit plans and plan rates, you are ready to enroll employees and their dependents using one of the following methods: Setup 13
Employee Codes Complete the Benefit Enrollment step in the Record New Hire or Rehire Employee action. Open the Insurance Benefits and Savings Benefits pages and enter enrollment information. If you are using Abra Workforce Connections for benefits enrollment, complete the open enrollment setup steps in Abra Workforce Connections and notify your employees that they can start the open enrollment process. Abra HR provides a sample employer, Z Systems, Inc., so you can experiment with the many features of Abra HR. We recommend you experiment with benefit setup using Z Systems, Inc. to gain an even better understanding of benefit plans and rate tables and how to design each plan to best serve your employerʹs needs. Rules for Benefit Plan Data and Calculations Benefit plans often require complex calculations depending upon a number of different factors. Coverage, premiums, and contribution calculations can vary according to an employee s age, income, years of service or other variables. For example, employees life insurance coverage might vary based upon the employees salary. In another case, an employee s monthly dependents premium amount can depend on the number of enrolled dependents. You can determine data and calculations for coverage, employee and dependent premiums and contributions using fixed amounts, or you can calculate them using formulas. You can also refer to a rate table if you created one for the particular field with which you are working. When you set up your benefit plans, Sage Abra SQL HRMS provides the following options you can use to define insurance coverage and premium information: Leave the field blank. If you leave the field blank, Abra HR does not use automatic benefit calculation for this field and you can manually enter an amount for each employee on the employees Insurance Benefits page. Or, leave the field blank if the field does not apply to this type of insurance (such as coverage for a dental plan or a dependent premium for employee life insurance). Enter zero If you enter a zero, the fixed amount is zero (0). For example, the dependent premium for employee life insurance is always zero. Note: A zero (0) does not disable automatic benefit calculation. If you enter a zero, automatic benefit calculation replaces any number you previously entered on the employees benefit pages with a zero. Enter a fixed dollar amount Each affected employee benefit record automatically receives this amount. If the amount changes (as it would, for example, whenever your insurance company raises rates), you can correct the amount on the page for the insurance plan; then all employees who have the benefit will update automatically. 14 Sage Abra SQL HRMS
Employee Codes To enter a fixed dollar amount, such as $10,000 of coverage, enter the amount without a dollar sign or comma: 10000. Enter a mathematical formula using the data in your systems databases. For example, you can specify two times the employees annual pay with the formula2*annual(). To insert expressions using items from the Personnel or Benefits database, click the Expression Builder button. The Expression Builder opens so you can build an expression for the insurance plan calculations. For more information, see Expressions and Functions. Set up rate tables to help you test for specific conditions and to perform complex calculations. Rate tables allow you to define calculations once and then reference the information instead of repeatedly typing the calculations. Use rate tables to define coverage, premium, and contribution amounts. For example, you might want to set up a rate table that charges different monthly premiums for employees based on age, gender and whether or not they smoke. To use a rate table you previously set up, select it from the list of Available Rate Tables. Enter a conditional formula using the IIF function. If you are familiar with expressions, you can type them directly or use the Expression Builder to help you when you set up your insurance plans. For example, you can use an expression to calculate 20% of an employee s salary for the coverage amount of a disability insurance policy. For more information regarding expressions, see Expressions and Functions. Note: You must precede any referenced data from the employee Benefit database with ʺBE.ʺ to signify it originates from the Benefits database rather than the Employee Personnel database. Set Up Benefit Type Code Tables Benefit type codes define the type of benefit. For example, you could use M to define a medical type plan or D to define a dental type plan. The Benefit Type code table should contain codes and descriptions for each type of benefit plan your employer offers. For more information about maintaining code tables, see Set Up Code Tables. Set Up Benefit Rate Tables Rate tables allow you to test for specific conditions and to perform complex calculations. You define the calculations once and then reference this information for other plans that you define. For example, you can set up a rate table that calculates different premiums based on whether the employee coverage includes a spouse or dependent children. Rate Tables Must be Unique Each benefit plan must reference a unique rate table. That is, you cannot have more than one benefit plan reference the same rate table. For example, if you set up an ʺHMOʺ rate table and you know you will want Setup 15
Set Up Benefit Rate Tables five benefit plans to reference it, set up five separate rate tables with the same values, naming them HMO, 1HMO, 2HMO, 3HMO, and 4HMO. Use the Copy Table button on the Benefit Rate Table Setup Detail page to copy a rate table with the same values and then enter a different code and description for the rate table. Abra Workforce Connections If you are using Abra Workforce Connections, you should never change or remove a rate table that is currently in use in a life event or attached to a life event that has not yet been transferred to Abra HR. Set Up Benefit Rate Tables 1. From the Navigation Pane, select Setup > Employees > Benefits > Rate Table Setup. 2. From the Employer drop down list, select the employer with whom you want to work. 3. Click Add (or select an existing table, click More and then click Copy Table to copy the original rate table to a new rate table). The Benefit Rate Table Setup Detail page opens. 4. Enter the Code and Description for the rate table. When you set up a benefit plan, you reference the rate table by this code. 5. Enter a column heading for the first condition you want to check. Abra HR can check for a condition by the following methods. These methods are called Column Match Types. Select one of the following: Exact Match Abra HR looks at the condition it is checking for and if it exactly matches a condition in the rate table, Abra HR will use the associated rate. Up To and Including Abra HR looks at the condition it is checking for and if it falls within a range defined in the rate table, Abra HR will use the associated rate. Use Up To and Including for a coverage, premium, or contribution amount since they usually fall within a range. Cumulative Cumulative is normally used for savings plans. You can define an employer match for different percentages the employee contributes to the plan. For example, an employer matches dollar for dollar employee contributions up to the first 4% of their salary. If an employee contributes 6%, then the employer still matches dollar for dollar up to 4% but only matches $.50 on the dollar on the remaining 2%. Going one step further, if an employee contributes 8% of their salary, the employer matches dollar for dollar on the first 4%, $.50 on the dollar for the next 2%, then $.25 on the dollar for the remaining 2%. 6. In the Column Expression field, enter a function. The Column Expression field enables you to enter a function or expression. To define the expression as an amount, enter the amount in the field. To define the expression as a function or formula, select Expression Builder. The Expression Builder opens so you can define the expression for the rate table. If you are using Abra Workforce Connections and are defining a rate table expression to be used in a benefit plan for life events or open enrollment, please note that Abra Workforce Connections can only support benefit calculation expressions that reference records from the following tables: 16 Sage Abra SQL HRMS
Set Up Benefit Rate Tables Table Name Table Alias Benefit Plan Set Up HBePlan BT Employee Benefit Plan HBene BE Employee Personnel HRPersnl PE Dependent Benefits HDepben DB Employee Dependents HDepend DE 7. Repeat steps 5 6 for each condition you want to check. 8. Click the Rate Table tab to enter the rates. Enter Rate Table Data When you set rates for the conditions you are checking for, you specify the order in which Abra HR checks the conditions and the rates it should use for those conditions. For example, a rate table for a medical plan defines the following rates for enrolled dependents: $0 for no spouse and no children $100 for a spouse and no children $75 for no spouse and one child $150 for a spouse and one child $250 for a spouse and two or more children The order and conditions for this rate table are illustrated by the following table. Order Insured Spouse Insured Child Rate 1 0 0 0 2 1 0 100 3 0 1 75 4 1 1 150 5 1 99 250 9. On the Rate Table tab, click Add. Abra HR automatically inserts the number 1 in the Order column of the first row. 10. Click Tab to move to the first column. 11. To set up the first rate, enter a value for the first column. Click Tab to move to the other columns and enter the appropriate values. Setup 17
Set Up Benefit Rate Tables 12. Click Tab to move to the Rate column and enter a value. 13. Click Enter to save your rate and move back to the Order column. 14. Click Add to set the next rate. Abra HR inserts the number 2 in the Order column. 15. Repeat the process, clicking Add for each new rate, until you have completed the rates for the benefit plan. Note: Do not exceed 251 characters in the Rate column. 16. Click OK to save your rate table. Abra HR returns you to the Benefit Rate Table Setup page. Note: As you set up your own plans, remember your insurance provider sets your rates. 18 Sage Abra SQL HRMS
Set Up Benefit Insurance Plans Set Up Benefit Insurance Plans After you set up your benefit types and the optional benefit rate tables, you are ready to set up your insurance plans. The Insurance Plans page contains codes, descriptions, and data for every insurance plan your employer provides. Examples might include AD+D for Accidental Death and Dismemberment, HMO for HMO Health Care Insurance and PPO for PPO Health Care Insurance. Before you set up an insurance plan, we recommend you review Rules for Benefit Plan Data and Calculations. Abra Workforce Connections If you are using Abra Workforce Connections, you should never change or delete an insurance plan that is currently in use in a life event or attached to a life event that has not yet been transferred to Abra HR. To Set Up a Benefit Insurance Plan 1. From the Navigation Pane, select Setup > Employees > Benefits > Insurance Plans. 2. Select the level at which you want to set up the plan. Select Enterprise or a specific employer from the Employer list. Use the following information to help you decide: If you want the plan to only be available to a specific employer, select the Employer. If you want the plan to be available to all employers, select Enterprise. If you are using Abra Workforce Connections for benefits enrollment and you want the same plan to be available to multiple employers, but you want different open enrollment periods for each employer, you must set up a separate employer level plan for each employer. 3. If you are using Abra Workforce Connections for benefits enrollment, we recommend you set all insurance and savings plans at the employer level (not the Enterprise level). 4. Click Add (if the setup interview dialog box displays, click No). The Benefits Insurance Plans Detail page opens. If you want to create a new insurance plan from an existing plan, click Copy. 5. In the Code field, enter a code to represent the plan. This code uniquely identifies the group benefit plan. Note: Do not use special characters to define the code, specifically single quote ( ʹ ), percentage sign ( % ), and underscore ( _ ). 6. In the Description field, enter a longer description of the plan you are setting up. This description will appear as a selection on the employeesʹ Insurance Benefits page. It will also print on benefit statement reports, such as the Benefit Enrollment by Plan and Benefit Premium Totals by Plan. Setup 19
Set Up Benefit Insurance Plans From the Benefits Insurance Plans Detail page you will: Define General Information This will include general information about the plan, including the code and description, employee contribution frequency, plan type, and COBRA continuation. Field Label Benefit Type Employee Contribution Frequency Benefit Continuable Under COBRA Plan Is In Effect Current Amounts Went Into Effect On Field Description Select a benefit type. These types originate from the Benefit Type code table. Indicate the frequency at which employee deductions are made. Select a default value from the drop down list: weekly, biweekly, semimonthly, or monthly. Note: The frequency at which the employee pays the contribution might differ from the frequency at which premium charges are paid. Premium charges always appear as monthly figures in reports and on other pages. Indicate whether or not your employer offers this benefit to employees according to COBRA guidelines. When you terminate an employee, Abra HR gives you the opportunity of entering a date on which COBRA and non COBRA benefits will expire for the employee. Indicate when this plan is being offered. Employee coverage in the plan cannot start before the beginning of the planʹs Effective Period, and employee coverage will automatically expire at the end of the planʹs Effective Period. If you do not want any restrictions as to when employees can be covered by this plan, leave the dates blank. Note: If you are using Abra Workforce Connections for benefits enrollment, you must provide a From and To date, regardless of whether the plan will be used for open enrollment or life events. Enter the date the new amounts should go into effect. On this date, all employees enrolled in the benefit plans will be updated with the current amounts. If you are using Abra Workforce Connections for benefits enrollment, this date will automatically be updated when the new plan year takes effect. Define the Coverage Per Employee and Dependents Coverage is the amount of benefits an insurance plan provides to eligible employees. In some insurance plans, coverage is the same for all participants. For other participants, coverage varies according to the participants job group, salary, and seniority or benefit choices. Dependent coverage is the amount of benefits an insurance plan provides to the dependents of eligible employees. Note: If coverage is applicable to this plan and you are using Abra Workforce Connections for benefits enrollment, you must define the coverage in order to make this plan available for open enrollment or life events. 20 Sage Abra SQL HRMS
Set Up Benefit Insurance Plans Define the Employee Premium The monthly employee premium is the amount of the monthly bill from the insurance company for the employeeʹs benefit. It includes both the employees and the employers contribution. For self insured plans, this amount is the premium equivalent and is always paid monthly, which is not necessarily the same period as the employee contribution. Note: If you are using Abra Workforce Connections for benefits enrollment, you must define the employee premium in order to make this plan available for open enrollment or life events. Define the Dependent Premium The monthly dependent premium is the amount of the monthly bill from the insurance company for the employeeʹs dependents. It includes both the employees and the employers contribution toward the dependent premium. For self insured plans, this amount is the premium equivalent, paid monthly, which is not necessarily the same period as the employee contribution. Note: If a dependent premium is applicable to this plan and you are using Abra Workforce Connections for benefits enrollment, you must define the dependent premium in order to make this plan available for open enrollment or life events. Define the Employee Contribution This is the amount the employee contributes toward the total premium charges. The Employee Contribution Frequency determines how often the employee pays their contribution for the plan. The selection in this field defaults to the selection you made on the General tab. Note: If an employee contribution is applicable to this plan and you are using Abra Workforce Connections for benefits enrollment, you must define the employee contribution in order to make this plan available for open enrollment or life events Define Eligibility Requirements Not every employee is eligible to participate in every plan. The eligibility requirements you set up for an insurance plan define which employees are eligible and which are not. After you define eligibility, you can direct Abra HR to automatically add the benefit to all eligible employees. If all employees are eligible for the plan, leave the fields blank. Refer to your employerʹs policies and the particular insurance policy for eligibility requirements. Note: If you are using Abra Workforce Connections for open enrollment, you do not need to define eligibility requirements here. Rather, you will define them in the Abra Workforce Connections module when you set up your plans for open enrollment or life events. Setup 21
Set Up Benefit Insurance Plans The Standard Eligibility tab contains the following fields. Field Label Salaried/Hourly Employee Type Minimum Age Minimum Hours Minimum Days Employed Automatically Add To Eligible Employees Field Description Indicate which employees are eligible for this plan. Select a default value from the drop down list: Salary, Hourly, or Salary and Hourly. Use this field to limit eligibility to Regular Full Time, Regular Part Time or any other employee type you defined in the Employee Type code table. If you select None Specified, the benefit plan applies to employees of all status codes. The start date for the benefit becomes the date on which the employee reaches the minimum age. This field can limit a benefit plan to employees who work at least a specified number of hours or units per pay frequency. Abra HR compares this field to the Hours/Units field on the Current Pay page. The effective start date for the benefit is the date the employee reaches the minimum number of days employed. Entering zero means the benefit requires no minimum days employed and employees are eligible on the first day of the following month. Indicate whether to have Abra HR add the benefit to all active employees who meet all the eligibility requirements (both Standard and Custom). When you have finished setting up the plan and click OK to save all your data, Abra HR proceeds to add the benefit to eligible employees. Some points to consider: An active employee has an employee status of Active (defined on the Current Job page). Abra HR does not automatically add benefits to employees who are terminated, on leave of absence or classified as COBRA dependents. When you add new active employees to the system, Abra HR assigns the benefit if they meet the eligibility requirements. If you define eligibility criteria incorrectly and direct Abra HR to automatically add the benefit to the wrong group of employees, delete the benefit code from all employees. You can then re enter the benefit code and specify a different group of employees. Use <Date> to Start Benefit Use these fields to define a waiting period for eligibility after the employee meets all other requirements. You can use the Original Hire Date, Last Hire Date, or the Adjusted Seniority Date to determine when to start the benefit. Choose to start the benefit on the first day (click the Day radio button) following a specific number of months or on the first day of the month (click the Month radio button) following a specific number of months. If you need to enter additional eligibility criteria, click the Custom Eligibility tab. You can enter an expression or use the Expression Builder to specify even more precisely those employees eligible for the benefit plan. For instance, Abra HR will exclude Regular Part Time employees if you enter the expression, PE.P_EMPLOY<>"RPT". 22 Sage Abra SQL HRMS
Set Up Benefit Savings Plans Defining custom criteria does not affect the start date of the benefit. For more information, see Expressions and Functions. Complete the Process After you have entered all your insurance benefit plan information, click OK. Abra HR asks if you want to update the employee benefit file with the new calculations. Click Yes to update the employee benefit file and then click OK when Abra HR completes the update. To enroll an employee in an insurance benefit plan, open the employeeʹs Insurance Benefits page, click Add, then enter the appropriate information for the employee. Set Up the Plan as an Open Enrollment Plan If you also use Abra Workforce Connections for benefits enrollment and you want this plan to be available to your employees for open enrollment or life events, go to Set Up Open Enrollment Insurance Plans for instructions. Set Up Benefit Savings Plans After you set up your benefit types and the optional benefit rate tables, you are ready to set up your savings plans. The Benefit Savings Plans page contains codes, descriptions, and data for every savings plan your employer provides. An example is a 401(k). After you set up the plan, Abra HR will automatically calculate both the employee contributions and the employer matches. When the employee s contribution falls between the ranges, Abra HR will use the next rate in the table for the employer match. For example, an employer matches 100% of the first 4%, 50% of the next 2%, and 25% of the remaining 2%. If an employee contributes 7%, Abra HR uses 100% for the match on the first 4%, 50% on the next 2% and 25% on the remaining 1%. Before you set up a savings plan, we recommend you review Rules for Benefit Plan Data and Calculations. Abra Workforce Connections If you are using Abra Workforce Connections, you should never change or delete a savings plan that is currently in use in a life event or attached to a life event that has not yet been transferred to Abra HR. To Set Up a Benefit Savings Plan 1. From the Navigation Pane, select Setup > Employees > Benefits > Savings Plans. 2. Select the level at which you want to set up the plan. Select Enterprise or a specific employer from the Employer list. Use the following information to help you decide: If you want the plan to only be available to a specific employer, select the Employer. If you want the plan to be available to all employers, select Enterprise. Setup 23
Set Up Benefit Savings Plans If you are using Abra Workforce Connections for benefits enrollment and you want the same plan to be available to multiple employers, but you want different open enrollment periods for each employer, you must set up a separate employer level plan for each employer. If you are using Abra Workforce Connections for benefits enrollment, you must set up all insurance and savings plans at the same level, either Enterprise or Employer. 3. Click Add (if the setup interview dialog box displays, click No). The Benefits Savings Plans Detail page opens. To create a new savings plan from an existing plan, click Copy. 4. In the Code field, enter a code to represent the plan. This code uniquely identifies the group benefit plan. Note: Do not use special characters to define the code, specifically single quote ( ʹ ), percentage sign ( % ), and underscore ( _ ). 5. In the Description field, enter a longer description of the plan you are setting up. This description will appear as a selection on the employees Savings Benefits page. It will also print on benefit statement reports, such as the Benefit Enrollment by Plan and Benefit Premium Totals by Plan. 6. Set up the following on the Detail page: Define general information about the plan; including the type of employer contribution and the amount of the employer contribution (see the table below) Define the Coverage Per Employee and Dependents. Coverage is the amount of benefits an insurance plan provides to eligible employees. In some insurance plans, coverage is the same for all participants. For other participants, coverage varies according to the participants job group, salary, and seniority or benefit choices. Dependent coverage is the amount of benefits an insurance plan provides to the dependents of eligible employees. Note: If coverage is applicable to this plan and you are using Abra Workforce Connections for benefits enrollment, you must define the coverage in order to make this plan available for open enrollment or life events. Define eligibility requirements (see the table below) Define the Employee Premium. The monthly employee premium is the amount of the monthly bill from the insurance company for the employeeʹs benefit. It includes both the employeeʹs and the employerʹs contribution. For self insured plans, this amount is the premium equivalent and is always paid monthly, which is not necessarily the same period as the employee contribution. Note: If you are using Abra Workforce Connections for benefits enrollment, you must define the employee premium in order to make this plan available for open enrollment or life events. Define the Dependent Premium. The monthly dependent premium is the amount of the monthly bill from the insurance company for the employeeʹs dependents. It includes both the employeeʹs 24 Sage Abra SQL HRMS
Set Up Benefit Savings Plans and the employerʹs contribution toward the dependent premium. For self insured plans, this amount is the premium equivalent, paid monthly, which is not necessarily the same period as the employee contribution. Note: If a dependent premium is applicable to this plan and you are using Abra Workforce Connections for benefits enrollment, you must define the dependent premium in order to make this plan available for open enrollment or life events. Define the Employee Contribution. This is the amount the employee contributes toward the total premium charges. The Employee Contribution Frequency determines how often the employee pays their contribution for the plan. The selection in this field defaults to the selection you made on the General tab. Note: If an employee contribution is applicable to this plan and you are using Abra Workforce Connections for benefits enrollment, you must define the employee contribution in order to make this plan available for open enrollment or life events Define General Information Field Label Employer Contribution Type Employer Contribution Per Pay Period Plan Is In Effect Field Description Indicate whether your employer expresses its contribution to the savings plan as a percentage or a dollar amount. Some points to consider: If your employer contributes a dollar amount, select Amount. If the employee contribution is a fixed amount, enter the amount in the field. If the employer contribution varies with the percentage the employee contributes, select Expression Builder and build an expression for the savings plan, or you can select Rate Table and choose which rate table defines the benefit plan. If your employer contributes a percentage, regardless of the employee contribution, select Percent. Then if the employee contribution is a fixed amount, enter the value in the field. If the employer contribution varies with the percentage the employee contributes, select Expression Builder and create an expression for the savings plan, or select Rate Table and choose which rate table defines the benefit plan. From the list of Available Rate Tables, double click the appropriate rate table. Abra HR displays it in the Employer Contribution Per Pay Period field. Indicate when this plan is being offered. Employer contributions to the plan cannot start before the beginning of the planʹs Effective Period, and will automatically expire at the end of the plans Effective Period. If you do not want any restrictions as to when employees can be covered by this plan, leave the dates blank. Note: If you are using Abra Workforce Connections for benefits enrollment, you must provide a Setup 25