Setting up employee benefits

Shortcut/mask: HREOSUBS

Use the EO Benefit Setup window to set up the benefits for a particular employee. You can use this window to modify the Human Resource (HR) table that controls which benefits are available to a particular employee and how the benefits display to the employee in the Employee Online (EO) application.

Follow these steps to set up a new benefit for an employee:

  1. Open the window by typing HREOSUBS in the Search field and pressing Enter.

  2. Select Add.

  3. Complete the following fields:

    • EO Group: Select the EO group that the employee is part of. This is a mandatory field. You can select from four possible benefit groups that display as drop-down options:
    • INS (insurance)
    • REIM (reimbursements)
    • RETI (retirement)
    • OTH (other)
    • Plan Type: Enter the plan type in this field. The plan type is used to create subgroups within an EO group. A plan type should be defined for each type of benefit that EO allows a user to see. This is a mandatory field. For example, in case of three detail plans, there would have to be three different entries with EO Group set to INS and Plan Type set to DENTAL PLAN.
    • Target Record: Select the target record from the list of drop-down options. The target record refers to the name of the target cluster that EO will use for the benefit. This is a mandatory field. The only supported targets are “BENEINFO” and “CDHASSGN.”
    • Exclusive in Plan Type: Select this check box to indicate that an employee can have only one of the possibilities defined in the Plan Type field.
    • Entity: Select the entity ID to which the record is associated. If employees from different entities log in, then separate entries must be made for each entity. This is a mandatory field.
    • Display Order: Enter a numeric value that is the sort order that EO uses when displaying the benefit. This field will be numbered so that related plan types display together and in a certain order.
    • Benefit Code: From the drop-down list, select the benefit code from the benefit plan associated with the benefit.
    • Benefit Type: From the drop-down list, select the benefit type from the benefit plan associated with the benefit.
    • Allowed Categories: Enter a comma-separated list of categories allowed in the benefit plan for the benefit.

    • Emp Types-Include: You can enter a comma-separated list of employee types that you want to include in the benefit plan. Populate this field only if certain employee types are eligible for the benefit. If inclusion is not based on employee type, then leave this field blank.

      Note: Wildcards are allowed in the list. A question mark (?) acts as a single character wildcard while "*" can be used to match zero or more characters.

    • EmpTypes-Exclude: Enter a comma-separated list of employee types that you want excluded from the benefit. If exclusion is not based on employee type, then leave this field blank.
    • Vendor URL: This field is automatically populated if the EO users are allowed to navigate to a site relevant to the benefit. The vendor’s url should be in the format of www.xxxxx.yyy.
    • New Hire Period: If a benefit can only be added within a certain number of days from the hire date, then you can enter the number of days in this field. Leave the field blank if you want to ensure that the employee is able to add the benefit at any time. A negative value in the field indicates that the employee is not allowed to add the benefit through EO.
    • Mid-Year Changes: From the drop-down list, select NO to indicate that no change is allowed. Select OK or leave it blank to indicate that the EO user is allowed to make changes at any time. Select 125 to indicate that change requests must meet Section 125 criteria.
    • Allow Close: Enter N for "NO" to indicate that the employee is not allowed to close the benefit.
    • Read Only: Select this check box to indicate that the benefit cannot be modified by EO. A user will be able to view information regarding the benefit but will not be allowed to request any changes.
    • Form Required: Select this check box to indicate that a form is required for changes to the benefit.
    • Form Name: Enter the file name for the form associated with the benefit. Currently these files are stored in the ClientSpecific directory in the EO website and must be in PDF format. The suffix should be included in the file name (example: GroupTermLife.pdf).
    • Dependent Info: Select this check box if you want the dependent information to be recorded by name.
    • Dep Code Box #: Enter the special code that should record the number of dependents covered.
    • Record Dependent #: Select this check box to indicate that the benefit needs to record the number of dependents covered.
    • Coverage Info: Select this check box to indicate that the benefit has a coverage amount associated with it.
    • Cov Code Box #: Enter the special code that should record the coverage amount.
    • Units: Enter the units of the coverage amount placed in the special code box.
    • Increment Amount (thou): Enter the increment between coverage steps. It should only be used if the increment is consistent between all the steps.
    • Deduction Info: Select this check box to indicate that the employee can set a deduction amount for the benefit.
    • Amount Type: Select the amount type from the menu. This field tells the EO how to look at amounts associated with the deduction. AMT refers to dollar amounts, PCT refers to percentage amounts, and BOTH indicates that the employee can choose either a flat amount or a percentage.

  4. Complete the following fields in the Open Enrollment Information section:

    Note: The benefit is in the Open Enrollment section of EO if today’s date is in between the values you specify in Period1 Begin and Period 1 End fields, and today’s date is greater than the value in Start MM/DD for Coverage field.

    • Period 1 Begin: Enter the month and date (MM/DD) part of the begin date for the first open enrollment period for the benefit. If open enrollment does not apply then leave this field blank.
    • Period 1 End: Enter the MM/DD part of the end date for the first open enrollment period for the benefit. If open enrollment does not apply, then leave this field blank.
    • Cov 1 Start (MM/DD): Enter the MM/DD part of the date on which the first open enrollment requests are to become effective.
    • Cov 1 End (MM/DD): Enter the MM/DD part of the date on which the first open enrollment requests close.
    • Period 2 Begin: Enter the MM/DD part of the begin dates for the second open enrollment period for the benefit. If open enrollment does not apply, then leave the field blank.
    • Period 2 End: Enter the MM/DD part of the end dates for the second open enrollment period for the benefit. If open enrollment does not apply then leave blank.
    • Cov 2 Start (MM/DD): Enter the MM/DD part of the date on which the second open enrollment requests are to become effective.
    • Cov 2 End (MM/DD): Enter the MM/DD part of the date on which the second open enrollment requests close.

  5. Select Save Changes.

    Result: You have set up benefits for an employee.

Related Topics: