Assigning benefits to an employee

Shortcut/mask: HRPYBE

You use the Employee Benefit Information (HRPYBE) window to assign benefits to an employee. Before you can assign a package to an employee, you must set up benefit packages and individual benefit assignments on the Benefit Definition (HRTBBE) window. For more information, refer to Setting up benefit definition records (HRTBBE) help topic. You also must have an existing record for the employee on the Employee Master (HREMEN) window before you can assign benefits.

Important: The PYHR/BENEFSTR common code is used to send information to Payroll. For more information about common code configuration, refer to the Common Codes Guide posted on the Customer Support Portal or select here to view the online version.

You then assign benefit packages on the Package Assignments tab. Individual benefit assignments are made on the Benefit Assignments tab.

This topic contains information about:

  • Package Assignments: Use the Package Assignments tab to assign benefit packages to an employee. Each assigned package inserts one to several individual benefit plans on the Benefit Assignments tab. You can also use the Package Assignments tab to manually close benefit packages or change full-time equivalent (FTE) and benefit salary values.
  • Benefit Assignments tab: Use the Benefit Assignments tab to assign individual benefit plans or ones not associated with a benefit package. If your organization uses benefit packages, many assignments are automatically inserted into the Benefit Assignments tab from the Package Assignments tab. You can also assign, modify, and close benefits on the Benefit Assignment tab.
  • Dependent/Beneficiaries tab: Use the Dependent/Beneficiaries tab to assign benefit plans to the dependent and beneficiary records for the employee you are working with.
  • Term Life Insurance tab: Use the Term Life Insurance tab to enter Payroll information for life insurance calculations. The primary difference between the Term Life Insurance tab and the Benefit Assignments tab is the ability to add a spouse and children to Payroll for processing in payroll calculations.
  • COBRA tab: Use the COBRA tab to capture the qualifying event that initiated the Consolidated Omnibus Budget Reconciliation Act (COBRA) coverage and the associated benefits. You can enter an alternate billing ID if the employee is not to be billed. An automatic administrative fee may be set up in the Payroll common codes.

Follow these steps to assign benefits to an employee:

  1. In the search field, type HRPYBE and then press Enter.
  2. Use the search fields to locate and select the employee record you want to update.

  3. View the employe record information on the top panel. This information is derived from the Employee Master (HREMEN) window:

    • Entity: An organization or part of an organization that must maintain a separate set of general ledger accounts, such as a library. Entity codes identify each unique entity within your organization.
    • Employee ID: Number assigned by your organization to identify this employee.
    • Name: Name of the employee you are working with.
    • SSN: Social Security number of the employee.
    • Type: Kind of employee, such as full-time equivalent (FTE).
    • Bargaining Unit: The employee's bargaining unit.
    • HR Status: Employee's status in the Human Resources (HR) module.
    • Payroll Status: Employee's status in the Payroll module.
    • Hire Date: Date the employee started working for your organization.
    • Termination Date: Date the employee's service with your organization ended, if any.
    • Longevity Date: Employee’s district seniority date. HR uses this information for reporting purposes.
    • Age: Employee's age.
    • FTE: Number of FTE units this employee represents for the entity. If an employee splits working time between two positions, you might see .5 in this field.

    • Benefit FTE: Number used to calculate full-time equivalent (FTE) hours. This number identifies the FTE to be used in benefit calculations. The Benefit FTE field automatically defaults to "1.00000."

      Note: If the FTE value used to calculate the benefit plan differs from the default, you can change this field. If the Benefit FTE field is blank, when you tab to this field, HR inserts the employee’s total FTE in this field.

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  4. Complete the following fields on the Package Assignments tab to set up or change the benefit package assigned to an employee:

    Package Information section:

    • Package Begin: Date the benefit package begins. This date is used when you enter the plans under the package on the Benefit Assignments tab. HR uses these dates to determine when a plan starts unless there is a date calculation associated with the plan.
    • Package End: Date the benefit package ends. This date is used when you enter the plans under the package on the Benefit Assignments tab. HR uses these dates to determine when a plan starts unless there is a date calculation associated with the plan.
    • Package: Benefit package is part of a group or package of benefit plans. When you assign a package, HR automatically gives the employee all of the benefit plans within the package. These plans display on the Benefit Assignments tab for automatic approval and transfer to Payroll. You define packages on the Benefit Definitions (HRTBBE) window in the Package Definition tab.

    Benefit Basis Information section:

    • Base Benefit Date: Date you want to use to calculate benefits on the Benefits Definition window. The Base Benefit Date field defaults to the hire date. You can keep this date or change it.

      Example: You hire a new employee. The medical plan starts 90 days after the hire date. You enter the hire date in the Base Benefit Date field.

    • Benefit FTE: Number used to calculate full-time equivalent (FTE) hours. This number identifies the FTE to be used in benefit calculations. The Benefit FTE field automatically defaults to "1.00000."

      Note: If the FTE value used to calculate the benefit plan differs from the default, you can change this field. If the Benefit FTE field is blank, when you tab to this field, HR inserts the employee’s total FTE in this field.

    • Benefit Salary: Employee's base benefit salary. The benefit salary is determined from the Benefit Salary Index field or you can manually enter the amount. This field is used in instances where a benefit salary is determined once during the year. All calculations based on a salary change are done in Payroll.

    • Benefit Slry Index: Code you want to use to calculate the employee's base benefit salary. If the employee has a current “PM” pay assignment record, this value defaults to that assignment. Otherwise, enter an index value to retrieve the base benefit salary.

      Note:  If you select an index, the associated dollar value displays in the Benefit Salary field. If you change the index value and the Benefit Salary field is not blank, no change occurs to the salary amount. You define indexes on the Salary Definition window.

    • Utilize Date Calc Code: Select this check box to use the date calculation code from the Benefit Definition (HRPYBE) window when assigning benefits.

    Status Information section:

    • Approval: Whether you want to copy benefit records to both the Benefit Assignments tab and the Payroll application. If you select Send, records are updated in both HR and Payroll.

      Note: To use this field you must set up the common code PYHR/BENEMSTR. You set up assignment approval codes on the Entity Specific HR Codes (HRTBCE) window.

    • Comments: Miscellaneous notes you want to record with this entry.

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  5. Complete the following fields on the Benefit Assignments tab:

    • Payroll Begin: Enter the date the Payroll deduction will begin for this benefit plan or select to choose it.
    • Payroll End: Enter the date the Payroll deduction will end for this benefit plan or select to choose it.
    • Plan: Benefit plan that identifies the code, type, and category of benefit you selected.

    • Coverage Begin: Enter the date the employee coverage will begin for this benefit plan or select to choose it.

      Coverage End: Enter the date the employee coverage will end for this benefit plan or select to choose it.

      Note: The ability to backdate CDH (contribution, deduction, and hour) dates is controlled by the HRPY/PRDATE common code (NUUPCD). This code is configured to issue a warning instead of blocking backdate attempts. Refer to the Common Code User Guide posted on the Support Portal for more information.

    • Package: Group of benefit plans assigned to the employee. You assign packages on the Package Assignment tab.
    • Calculation Method: How the numeric values in the contribution and deduction amount fields are to be derived. 

    • Salary Index: Code you want to use to calculate the employee's base benefit salary. If the employee has a current PM pay assignment record, this value defaults to that assignment. Otherwise, enter an index value to retrieve the base benefit salary.

      Note:  If the Salary field is blank and a salary index is selected, the associated dollar value displays in this field. If you change the index value but the Salary field is not blank, no change occurs to the salary amount. You set up index codes on the Salary Definition (HRTBSL) window.

    • Salary: Benefit salary is derived from the Index field or you can manually enter it. This field is used in those instances where a benefit salary is determined once during the year. All calculations based on a changing salary are done in Payroll.
    • Benefit FTE: FTE you want to use for benefit calculations. The benefit FTE automatically defaults to "1.00000." There are instances when you may need the FTE value used for calculation of benefit plans to differ from this default. For example, you might need to use the employee’s FTE. You can manually enter the value or, if the Benefit FTE field is left blank, HR enters the employee’s total FTE when you tab into this field.

  6. On the Benefits subtab, complete the following fields associated with the Cont field for benefits associated with a contribution or the C/D field for benefits that are considered to be a contribution, deduction, or both.

    Employer section:

    • ER Employer: Employer's contribution associated with the benefit plan you are working with. HR completes this field for you. This number is rounded to two decimal places for all non-percentage calculation codes. You can manually complete this field if you select the Override field.
    • ER Status: Status of the contribution or deduction.
    • ER Amount: The contribution amount. Payments stop when the budgeted amount is exhausted for the time span specified by the ER Limit field.
    • ER Amount Per: Code that identifies how the salary is paid, such as bi-monthly or weekly. Amount (axp) codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • ER Frequency: How often the deduction or contribution is made, such as "Always" or "First Check." You define status codes in the HR Non-entity Specific Codes (HRTBHR) window with a code ID of FREQ/PY_TYPE.
    • ER Box: This is the box number in the Pay Period Definition (PYUPPR) window, where the Fq field value for the frequency matching to occur is entered.
    • ER Spec Cd (01-04: User-defined codes you want to use to note additional information or use in calculation codes.
    • ER Limit: Maximum budgeted amount for the contribution. Payments stop when the budgeted amount is exhausted for the time span specified by the ER Amount field.
    • ER Limit Per: Code that identifies how the salary is paid, such as bi-monthly or weekly. Amount (axp) codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • ER Addl Amt: Additional tax amount to be deducted, if applicable.
    • ER Addl Begin: Enter the date the additional amount deduction will begin or select to choose it.
    • ER Addl End: Enter the date the additional amount deduction will end or select to choose it.

    Employee/Employer section:

    • EE/ER Employee: Employer's contribution associated with the benefit plan you are working with. HR completes this field for you. This number is rounded to two decimal places for all non-percentage calculation codes.  You can manually complete this field if you select the Override field.
    • EE/ER Status: Status of the contribution or deduction.
    • EE/ER Amount: The contribution amount. Payments stop when the budgeted amount is exhausted for the time span specified by the ER Limit field.
    • EE/ER Amount Per: Code that identifies how the salary is paid, such as "bi-monthly" or "weekly." Amount (axp) codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • EE/ER Frequency: How often the deduction or contribution is made, such as "Always" or "First Check." You define status codes in the HR Non-entity Specific Codes (HRTBHR) window with a code ID of FREQ/PY_TYPE.
    • EE/ER Box: This is the box number in the Pay Period Definition (PYUPPR) window, where the Fq field value for the frequency matching to occur is entered.
    • EE/ER Spec Cd (01-04: User-defined codes you want to use to note additional information or use in calculation codes.
    • EE/ER Limit: Maximum budgeted amount for the contribution. Payments stop when the budgeted amount is exhausted for the time span specified by the ER Amount field.
    • EE/ER Limit Per: Code that identifies how the salary is paid, such as "bi-monthly" or "weekly." Amount (axp) codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • EE/ER Addl Amt: Additional tax amount to be deducted, if applicable.
    • EE/ER Addl Begin: Enter the date the additional amount deduction will begin or select to choose it.
    • EE/ER Addl End: Enter the date the additional amount deduction will end or select to choose it.

    Status Information section:

    • Override: Select this check box to manually enter amounts associated with contributions and deductions.

    • Approve All: To approve and process multiple records for an employee at one time, search your employees then select this check box. You receive a message indicating the process is complete, reselect the record to view the changes.

      Warning: If you modify a record, press Save Changes before you select Approve All.

    • Approval: Whether you want to update the CDH information in Payroll with the information on this tab. Your selections are:
    • APPR (request approval before sending updates to Payroll)
    • SENT (updates were sent to Payroll)
    • SEND (send updates to Payroll)
    • WAIT (save updates in HR only)
    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.
    • Comments: Miscellaneous notes you want to record with this entry.

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  7. Complete the following fields on the Vendor/Accumulated Amounts subtab:

    Vendor Information section:

    • Vendor: Vendor associated with the entry. You set up vendor codes in the HRTBVE table.
    • Group: Group number assigned to the benefit, such as a group number assigned to a medical plan.
    • Sub Group: Sub-group number assigned to the benefit, such as a group number assigned to a medical plan.
    • Misc Date (1 and 2): Enter the additional dates you want to record regarding this assignment, or select to choose them.
    • Original Benefit: Enter the original date benefits started for this assignment or select to choose it. This date displays in the accumulated or XTD amount fields.
    • Print Card: Select this check box to print a benefit card.

    Accumulated Amounts Information section:

    • ER Employer: The accumulated amount contributed by the employer.
    • EE Year: The accumulation year for the employer contribution. Defaults to the current year, but can be overridden.
    • EE CTD: Calendar-to-date value for the contribution, deduction, or hours (CDH) based on the EE year.
    • EE FTD: Fiscal-to-date value for the CDH based on the EE year.
    • PTD: Period-to-date value for the CDH based on the EE year.
    • EE/ER Employee: The accumulated amount contributed by the employee.
    • EE/ER Year: The accumulation year for the contributions from this employee. Defaults to the current year, but can be overridden.
    • EE/ER CTD: Calendar-to-date value for the contribution, deduction, or hours (CDH) based on the EE/ER year.
    • EE FTD: Fiscal-to-date value for the CDH based on the EE year.
    • PTD: Period-to-date value for the CDH based on the EE year.

    Status Information section:

    • Override: Select this check box to manually enter amounts associated with contributions and deductions.

    • Approve All: To approve and process multiple records for an employee at one time, search your employees then select this check box. You receive a message indicating the process is complete, reselect the record to view the changes.

      Warning: If you modify a record, press Save Changes before you select Approve All.

    • Approval: Whether you want to update the CDH information in Payroll with the information on this tab. Your selections are:
    • APPR (request approval before sending updates to Payroll)
    • SENT (updates were sent to Payroll)
    • SEND (send updates to Payroll)
    • WAIT (save updates in HR only)
    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.
    • Comments: Miscellaneous notes you want to record with this entry.

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  8. Review the following fields on the ACA subtab:

    Note: The information on the ACA tab is derived from the Benefit Definition (HRTBBE) window. When you selects A (update ACA fields only) from the Option drop-down list in the Benefit Assignment Utility (HRUTBU), the application takes the values from the appropriate benefit plan record on HRTBBE (hr_benetble) and updates the ACA fields for the selected benefit assignments on HRPYBE (hr_beneinfo).

    • Offer of Coverage: This field displays the plan code offered to the employee.
    • Min Essential Amount: This field displays the minimum amount the employee is required to pay for coverage.
    • Safe Harbor Code: This field displays the Safe Harbor Code associated with this employee.
    • Coverage Plan: This check box is selected when this employee is participating in a plan.

    Status Information section:

    • Override: Select this check box to manually enter amounts associated with contributions and deductions.

    • Approve All: To approve and process multiple records for an employee at one time, search your employees then select this check box. You receive a message indicating the process is complete, reselect the record to view the changes.

      Warning: If you modify a record, press Save Changes before you select Approve All.

    • Approval: Whether you want to update the CDH information in Payroll with the information on this tab. Your selections are:
    • APPR (request approval before sending updates to Payroll)
    • SENT (updates were sent to Payroll)
    • SEND (send updates to Payroll)
    • WAIT (save updates in HR only)
    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.
    • Comments: Type any miscellaneous notes you want to record with this entry.

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  9. Complete the following fields on the Dependent/Beneficiaries tab:

    Member Information section:

    • Member Type: Select the code that identifies the type of record you are adding, such as Dependent Family Member or Beneficiary Family Member.
    • Relationship: Select the code that identifies how the person is related to the employee, such as Child or Spouse.
    • Member Index: HR completes this field for you. The first record you enter is assigned an index of 1; the second record is assigned an index of 2, etc.
    • Member ID: Enter the dependent or beneficiary's identification number.

    • Name: The dependent or beneficiary's full name.

      Note: You can run the Convert Family Names utility (HRUTFM) to populate the following supplemental name fields based on the Member Name field above. This utility only updates records that don't have any information in the supplemental name fields.

    • First Name: Enter the beneficiary or dependent's first name.
    • Middle Name: Enter the beneficiary or dependent's middle name.
    • Last Name: Enter the beneficiary or dependent's last name.
    • Suffix: Select the suffix code to use for this beneficiary or dependent (MD, Ph.D, II, etc.)
    • Preferred First: Enter the beneficiary or dependent's preferred first name.
    • Former: Enter the beneficiary or dependent's former name.
    • Salutation: Select the beneficiary or dependent's salutation code (MR, MRS, MS, DR, etc.).

    Demographic Information section:

    • Birth Date: Enter the dependent or beneficiary's date of birth or select to choose it.
    • Age: Dependent or beneficiary's age. HR completes this field for you.
    • Gender: Select the gender code for this dependent or beneficiary.
    • Misc Status: Select a miscellaneous status code for the dependent or beneficiary, such as A (active), I (inactive), S (student), etc.

    Contact Information section:

    • Same Address: Select this check box if the dependent or beneficiary's address is the same as the employee's primary address. When you select this check box, the information for the fields below are derived from the employee record.
    • Address Line 1: Enter the first line of the dependent or beneficiary's address.
    • Address Line 2: Enter the second line of the dependent or beneficiary's address.
    • City: Enter the dependent or beneficiary's city.
    • State: Enter the dependent or beneficiary's state.
    • Zip: Enter the dependent or beneficiary's postal code.
    • Zip Ext: Enter the dependent or beneficiary's postal code extension.
    • Country: Enter the dependent or beneficiary's country code.
    • County: Enter the dependent or beneficiary's county code.
    • Phone Code: Enter the dependent or beneficiary's phone code.

    Other Information section:

    • Other Insurance (1): Enter the primary additional insurance provider for the dependent or beneficiary.
    • Other Insurance (2): Enter the secondary additional insurance provider for the dependent or beneficiary.

    Status Information section: 

    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.
    • Comments: Type any miscellaneous notes you want to record with this entry.

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  10. Complete the following fields in the Dependent Beneficiaries Assignment tab:

    • Member Type: Select the code that identifies the type of record you are adding, such as DE (dependent) or BE (beneficiary).
    • Relationship: Select the code that identifies how the person is related to the employee, such as Child or Spouse.
    • Relation Description: This field displays text that describes how the dependent or beneficiary is related to the employee.
    • Benefit Code: Select the code that identifies the benefit assigned to this person, such as HLTH (health).
    • Benefit Type: Select the code that identifies the type of benefit assigned to this person, such as pre-tax or after tax.
    • Member Index: Select the index code for this member.
    • Member ID: Displays the identification number for the family member associated with this record.
    • Name: This field displays the name of the dependent or beneficiary. HR completes this field for you.
    • Coverage Begin: Enter the date coverage begins for this dependent or beneficiary or select to choose it.

    • Coverage End: Enter the date coverage ends for this dependent or beneficiary.

      Note: The end of coverage date defaults to the future (2050) but the begin date is required.

    Status Information section:

    • Approval: Select an approval code:
    • APPR (request approval before sending updates to Payroll)
    • SENT (updates were sent to Payroll)
    • SEND (send updates to Payroll)
    • WAIT (save updates in HR only)
    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.
    • Comments: Miscellaneous notes you want to record with this entry.

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  11. Complete the following fields on the Term Life Insurance tab:

    Note: Term Life Insurance tab contains four subtabs.

  12. Complete the following fields on the Basic Coverage subtab:

    Coverage Information section:

    • Basic Coverage: Select this check box if this employee receives basic coverage.
    • Coverage: This field displays the amount of basic coverage this employee receives.
    • Begin: Enter the date basic coverage for this employee begins or select to choose it.
    • End: Enter the date basic coverage for this employee ends or select to choose it.
    • Social Security #: This field displays the employee's Social Security number.
    • Date of Birth: This field displays the employee's birth date.
    • Term/Life Assign: This field displays the employee's term/life insurance assignment amount.
    • Term/Life Accum: This field displays the employee's accumulated term/life insurance amount.

    Alternate Wage Amount section:

    • Amount (1-4): Enter up to four alternate wage amounts in units of $1000.

    Status Information section:

    • Approval: Select an approval code:
    • APPR (request approval before sending updates to Payroll)
    • SENT (updates were sent to Payroll)
    • SEND (send updates to Payroll)
    • WAIT (save updates in HR only)
    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.
    • Comments: Miscellaneous notes you want to record with this entry.

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  13. Complete the following fields on the Supplemental Coverage subtab:

    Coverage Information section:

    • Supplemental: Select this check box if this employee receives supplemental coverage.
    • SU Coverage: This field displays the amount of supplemental coverage this employee receives.
    • SU Begin: Enter the date supplemental coverage for this employee begins or select to choose it.
    • SU End: Enter the date supplemental coverage for this employee ends or select to choose it.
    • SU SSN: This field displays the employee's Social Security number.
    • SU Date of Birth: This field displays the employee's birth date.
    • SU Assign: This field displays the employee's supplemental coverage assignment amount.
    • SU Accum: This field displays the employee's accumulated supplemental coverage amount.
    • SU Approval Begin: Enter the date supplemental coverage approval for this employee begins or select to choose it.
    • SU Approval End: Enter the date supplemental coverage approval for this employee ends or select to choose it.

    Alternate Wage Amount section:

    • SU Amount (1-4): Enter up to four alternate supplemental coverage wage amounts in units of $1000.

    Status Information section:

    • Approval: Select an approval code:
    • APPR (request approval before sending updates to Payroll)
    • SENT (updates were sent to Payroll)
    • SEND (send updates to Payroll)
    • WAIT (save updates in HR only)
    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.
    • Comments: Miscellaneous notes you want to record with this entry.

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  14. Complete the following fields on the Spouse Coverage subtab:

    Coverage Information section:

    • Spouse: Select this check box if this employee receives spouse coverage.
    • SP Cov (unit of $1K): Enter the coverage amount for the employee's spouse in units of $1,000.
    • SP Begin: Enter the date spouse coverage begins or select to choose it.
    • SP End: Enter the date spouse coverage ends or select to choose it.
    • SP SSN: Enter the spouse's Social Security number.
    • SP Date of Birth: Enter the spouse's birth date.
    • SP Assign: Enter the employee's spouse coverage assignment amount.
    • SP Accum: Enter the employee's accumulated spouse coverage amount.
    • SP Approval Begin: Enter the date spouse coverage approval for this employee begins or select to choose it.
    • SP Approval End: Enter the date spouse coverage approval for this employee ends or select to choose it.

    Payroll Codes section:

    • SP Code (1-4): Enter up to four alternate spouse coverage codes.

    Status Information section:

    • Approval: Select an approval code:
    • APPR (request approval before sending updates to Payroll)
    • SENT (updates were sent to Payroll)
    • SEND (send updates to Payroll)
    • WAIT (save updates in HR only)
    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.
    • Comments: Miscellaneous notes you want to record with this entry.

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  15. Complete the following fields on the Child Coverage subtab:

    Coverage Information section:

    • Child Select this check box if this employee receives spouse coverage.
    • CH Cov (unit of $1K): Enter the coverage amount for the employee's child in units of $1,000.
    • CH Term/Life: Enter the term/life insurance coverage amount for the employee's child.

    Child Information section:

    • CH SSN (1-6): Enter the child's Social Security number.
    • CH Date of Birth (1-6): Enter the child's birth date.
    • CH Begin (1-6): Enter the date coverage for this employee's child begins or select to choose it.
    • CH End (1-6): Enter the date child coverage ends or select to choose it.

    Payroll Codes section:

    • CH Code (1-4): Enter up to four alternate coverage codes.

    Status Information section:

    • Approval: Select an approval code:
    • APPR (request approval before sending updates to Payroll)
    • SENT (updates were sent to Payroll)
    • SEND (send updates to Payroll)
    • WAIT (save updates in HR only)
    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.

    • Comments: Miscellaneous notes you want to record with this entry.

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  16. Complete the following fields on the COBRA tab:

    Event Information section: 

    • Event Code: Select the code that represents the reason the COBRA coverage began.
    • Qualifying Date: Enter the date of the COBRA qualifying event or select to choose it.
    • Coverage Months: The number of months the employee is eligible for coverage. HR completes this field for you.
    • Override End: Select this check box to override the calculated end date of COBRA coverage.
    • End Date: The date coverage ends. This field is calculated by HR based on the contents of the COBRA Qualifying Date and the Coverage Months fields. If you select the Override End Date field, you can change this date.
    • Qualifying +: Displays the additional number of days used to calculate the due back date.
    • Override Due Back Date: Select this check box to override the date calculated in the Due Back Date field.
    • Due Back Date: Enter the date a response is due back from the employee or select to choose it. HR completes this field for you based on the date the letter is sent plus 60 days. If you select the Override Due Back Date field, you can change this date.

    Election Information section:

    • Election Date: Enter the date COBRA benefits were elected.
    • Election +: Number of additional days used to calculate the payment due date.
    • Override Payment Due Date: Select this check box to override the calculated payment due date.
    • Payment Due: The date the first COBRA payment is due. HR calculates this date based on the contents of the Election Date field plus 45 days.
    • Election: Select this check box if COBRA benefits are elected. You must select this field to send COBRA information to Payroll.
    • Cancel Code: Select the code that represents the reason COBRA benefits were canceled, if necessary. This field is used for reporting purposes only and does not affect COBRA assignments.

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  17. Select the COBRA Assignment subtab and complete the following fields to select the COBRA benefit plans the employee is eligible for:

    • Alternate Billing ID: Select a code to identify the party responsible for paying for the benefits. Complete this field if someone other than the employee is billed. The code must exist in the Person Entity module.

      Note: If the alternate billing ID does not exist in Person Entity, HR issues an error or warning message.

    • Billing ID Address Code: Code that represents the billing address for the alternate billing party. Leave this field blank if you did not enter an ID in the Alternate Billing ID field.
    • Populate Effective Dates: Select this check box to complete the Effective Dates fields with the contents of the COBRA Qualifying Date and End Date fields.

    Medical section:

    • Medical Begin: Enter the date the employee is eligible to begin receiving medical benefits or select to select it.
    • Medical End: Enter the date the employee is eligible to begin receiving benefits or select to select it.
    • Medical Plan: Select the code that represents the plan the employee receives.
    • Medical Override: Select this check box t to override the values defined in the benefits definition code.
    • Medical Cost: Enter the cost of the benefit.
    • Medical Per: Select a code to identify how the benefit is paid, such as bi-monthly or weekly. Medical codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • Medical Status: Select the benefit status, such as active or inactive.
    • Medical Freq: Select a code to identifies the payment frequency, such as bi-monthly or weekly. Medical codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • Medical Misc: User-defined code to identify additional information you want to include.
    • Medical # Cov'd: This field shows system-generated the number of dependents associated with the benefit assignment.

    Dental section:

    • Dental Begin: Enter the date the employee is eligible to begin receiving benefits or select to select it.
    • Dental End: Enter the date the employee is eligible to begin receiving benefits or select to select it.
    • Dental Plan: Select the code that represents the plan the employee receives.
    • Dental Override: Select this check box t to override the values defined in the benefits definition code.
    • Dental Cost: Enter the cost of the benefit.
    • Dental Per: Select a code to identify how the benefit is paid, such as bi-monthly or weekly. Dental codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • Dental Status: Select the benefit status, such as active or inactive.
    • Dental Freq: Select a code to identifies the payment frequency, such as bi-monthly or weekly. Dental codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • Dental Misc: User-defined code to identify additional information you want to include.
    • Dental # Cov'd: This field shows system-generated the number of dependents associated with the benefit assignment.

    Vision section:

    • Vision Begin: Enter the date the employee is eligible to begin receiving Vision benefits or select to select it.
    • Vision End: Enter the date the employee is eligible to begin receiving benefits or select to select it.
    • Vision Plan: Select the code that represents the plan the employee receives.
    • Vision Override: Select this check box t to override the values defined in the benefits definition code.
    • Vision Cost: Enter the cost of the benefit.
    • Vision Per: Select a code to identify how the benefit is paid, such as bi-monthly or weekly. Vision codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • Vision Status: Select the benefit status, such as active or inactive.
    • Vision Freq: Select a code to identifies the payment frequency, such as bi-monthly or weekly. Vision codes are static codes, meaning they are part of the installation and cannot be user-defined.
    • Vision Misc: User-defined code to identify additional information you want to include.
    • Vision # Cov'd: This field shows system-generated the number of dependents associated with the benefit assignment.

    Other section: 

    • Other Begin: Enter the date the employee is eligible to begin receiving benefits or select to select it.
    • Other End: Enter the date the employee is eligible to begin receiving benefits or select to select it.
    • Other Plan: Select the code that represents the plan the employee receives.
    • Other Override: Select this check box t to override the values defined in the benefits definition code.
    • Other Cost: Enter the cost of the benefit.
    • Other Per: Select a code to identify how the benefit is paid, such as bi-monthly or weekly.
    • Other Status: Select the benefit status, such as active or inactive.
    • Other Freq: Select a code to identifies the payment frequency, such as bi-monthly or weekly.
    • Other Misc: User-defined code to identify additional information you want to include.
    • Other # Cov'd: This field shows system-generated the number of dependents associated with the benefit assignment.

    Fee section:

    • Fee Begin: Enter the date the employee is to begin paying fees or select to select it.
    • Fee End: Enter the date the employee will stop paying fees or select to select it.
    • Fee Plan: Select the code that represents the plan the employee receives.
    • Fee Override: Select this check box t to override the values defined in the benefits definition code.
    • Fee Cost: Enter the cost of the benefit.
    • Fee Per: Select a code to identify how the benefit is paid, such as bi-monthly or weekly.
    • Fee Status: Select the benefit status, such as active or inactive.
    • Fee Freq: Select a code to identifies the payment frequency, such as bi-monthly or weekly.
    • Fee Misc: User-defined code to identify additional information you want to include.
    • Fee # Cov'd: This field shows system-generated the number of dependents associated with the benefit assignment.

    Status Information section:

    • Action: Reason for entering or modifying the record. You define action codes on the HR Non-Entity Specific Codes (HRTBHR) window. Refer to Setting up or changing non-entity specific codes.

    • Comments: Miscellaneous notes you want to record with this entry.

  18. Select Save Changes when your entries are complete.

    Result: You have created benefit assignments for an employee. These assignments are sent to Payroll based on your selection in the Approval fields. Select the Tools menu in the side bar and choose a Global Processing option for:

    • Benefit Info
    • Term Life
    • Cobra Benefits
    • Family Records

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