Setting up benefit definition records

Shortcut/mask: HRTBBE

Benefit definition records detail the benefit plans your organization offers employees, such as health insurance. After you define the benefit records, you can group them together to create packages. Benefit packages are then assigned to employees on the Employee Pay Assignment window (HRPYBE).

The Benefit Definitions window contains the following tabs:

Complete the following steps to set up a benefit definition record.

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

2. Enter the entity or use the fields as selection criteria to locate a benefit definition record.

3. Select Apply Search (or press Enter) to generate a list of records to select from.

4. Select an entity record from the list of results (or select Add).

5. Select a benefit plan to update an existing plan or select Add.

6. Complete or update the following fields: 

Note: You must complete the Payroll Contribution Master window (PYUPCC) and Payroll Deduction Master window (PYUPDD) before you set up records on the Benefit Definition tab.

  • Action: Purpose for adding or updating the record. 
  • Code: Code that represents the type of benefit offered, such as MED for "Medical." Benefit codes are defined on the Benefit Codes tab.
  • Type: Code that represents the type of coverage, such as "AF" for "After tax" or "PT" for "Pre-tax." Type codes are set up on the Human Resources (HR) Entity Specific Codes (HRTBCE) where the code ID is BENEFIT_TYPE.
  • Category: Code that defines the amount of coverage or quantity of coverage, such as "EO" for "Employee only" or "L2" for" Life insurance 2 X salary."  Category codes are set up in the HR Entity Specific Codes (HRTBCE) table where the code ID equals BENEFIT_CATEGORY. 
  • Plan: Code that represents the benefit or group of benefits you are working with. You use this code when you assign benefits to employees. The plan code is a combination of the benefit code, benefit type, and benefit category.
  • Sort: Code used to arrange benefits on the Benefit Plan Inquiry window. If you use sort codes, plans display together by plan type such as medical, dental, and vision. You might use this during open enrollment to assist employees with the benefit selection process. You define sort codes in the HR Non-entity Specific Codes (HRTBHR) table where the code ID equals "BENEFIT_SORT."
  • Calc Cd: Calculation code you want to use when you assign the benefit plan to an employee.  You define Calc Cd codes in the static codes table.
  • Short Desc: Description that appears on windows and reports where the description field is abbreviated. 
  • Long Desc: Description that appears on windows and reports where the description field is elongated.
  • Payroll Beg/End Dt: Dates the payroll begins and ends. These dates are used by payroll outside ACA reporting.
  • Coverage Beg/End – The date span for ACA plan coverage.
  • CDH: Contribution or deduction number associated with the premium.  You define CDH codes in the payroll CDH tables PYUPCC and PYUPDD. The Relate Code #8 field must contain "BENC" or "BMSC" for contributions and "BEND" for deductions.
  • Amount: Contribution or deduction premium. 
  • Axp: How the contribution or deduction amount is expressed. You define Axp codes in the static codes table.
  • St: Contribution or deduction status.  You define St codes in the HR Non-entity Specific Codes (HRTBHR) table where the code ID equals "CONT/DEDUC."
  • Fq: Frequency or the type of payroll for which the benefit assignment is effective. If frequency is not a factor, select A.  You define Fq codes in the HR Non-entity Specific Codes (HRTBHR) table where the code ID equals "FREQ/PY."
  • Bx: Box number or number of months the benefit assignment is effective.
  • Special Codes: User-defined codes that represent payroll setup. 
  • Limit: Contribution or deduction limit amount. 
  • Lxp: Indicate how the limit is expressed in Payroll, if applicable. These codes are based on acceptable codes in Payroll and they can't be modified. This field updates the "Limit Expressed As" Payroll CDH assignment.
  • Total: Total contribution and deduction amounts.  HR calculates this field for you.
  • Cap/Amt/Cov 1: Maximum amount, range amount, or total coverage amount for this benefit.  This information is used in calculations to track range values.   
  • Cap/Amt/Cov 2: Maximum amount, range amount, or total coverage amount for this benefit.  This information is used in calculations to track range values. 
  • Group: Group number assigned to the benefit, such as a group number assigned to a medical plan. You define group codes in the HR Entity Specific Codes (HRTBCE) table where the code ID equals "BENEFIT_GROUP." 
  • Sub-Group: Sub-group number assigned to the benefit, such as a group number assigned to a medical plan. You define sub-group codes in the HR Entity Specific Codes (HRTBCE) table where the code ID equals "BENEFIT_SUBGROUP."
  • Vendor: Vendor associated with the benefit, such as the insurance provider.  You set up vendor codes on the HR Vendors window.   

Note: If the vendor name is to display on the employee online benefit detail, enter the vendor name in this field.

  • Age: Maximum age to be eligible for this benefit.

  • Gender: Whether the benefit plan is associated with a particular gender code.  You define gender codes in the HR Non-entity Specific Codes (HRTBHR) table where the code ID equals "GENDER_CODE." 
  • Dt Calc: Whether the benefit plan requires any special date calculations. For example, if the benefit plan is to begin one month after the base benefit date, select 1. Dt Calc codes are defined in static codes. 
  • Notes: Additional information you want to note about this benefit.

Affordable Care Act Reporting - These fields describe additional information for each benefit plan in the system.

  • Offer of Coverage – A code to describe the ACA offer of plan coverage. These codes have been set up initially in HRTBHR (non-entity specific codes) under the code category ACA_OFFEROFCOV.
  • Min Essential Amount – A dollar value of the minimum essential amount for this plan.
  • Safe Harbor Code – A code to describe ACA “safe harbor” setting. It is also set up initially in HRTBHR (non-entity specific codes) under the code category ACA_SAFEHARBOR.
  • User ID: User ID of the person who last updated the record.
  • Updated: Date and time of the last update.
  • Calculation Options: Select a calculation option from the list.

Calculation Code Options

CP = Cap versus Rate Calculation

This is a special calculation for less than 1.0000 FTE. Step one, take the deduction amount/premium and multiply it by (1- Benefit FTE), as assigned on Benefit Master and/or Benefit Assignments. Then take the contribution amount/premium and subtract this newly computed deduction portion. Take the contribution amount/ premium and multiply it by (1.000 – Benefit FTE) as assigned on Benefit Master and/or Benefit Assignments. Take the deduction amount/premium and subtract the newly calculated value (contribution amount/premium – Cov 1). Then take the calculated contribution amount/premium and multiply it by the Benefit FTE, as assigned on Benefit Master and/or Benefit Assignments. If the contribution amount/premium is greater than the value found in Cov1 (benefit plan cost/cap), let the contribution amount/ premium equal the amount found in Cov1.

FA = If Benefit FTE is less than 1:

Deduction = Employee amount + Employer Amount * (1 – Benefit FTE)

Contribution = Employer amount * Benefit FTE

If Benefit FTE is greater than or equal to 1:

Deduction = Employee amount

Contribution = Employer amount

FC = If Benefit FTE is less than 1:

Deduction = Employee amount * (1 – Benefit FTE)

Contribution = Employer amount – Employee amount.

If Benefit FTE is greater than or equal to 1:

Deduction = 0

Contribution = Employer amount

FE = User Entered Flex Value (No Calculations Performed).

Allow the user to manually enter the contribution and deduction amounts into the fields on Benefit Assignments.

FF = A-mount (% or $) * Benefit FTE

Retrieve the deduction and contribution amounts and multiply them by the Benefit FTE as assigned on Benefit Master and/or Benefit Assignments. Special codes are used to indicate whether amount is a percentage or dollar figure.

FL = Bring in the Flat Rate (No Calculations Performed)

Retrieve the deduction and contribution amounts and display them to Benefit Assignments. No data manipulation is necessary.

FS = Amount (% or $) * Benefit Salary

Retrieve the deduction and contribution amounts and multiply them by the Benefit Salary (remember Benefit Salary is a frozen value and may represent a rate) as assigned on Benefit Master and/or Benefit Assignments. Benefit Salary must be greater than zero.

Special codes are used to indicate whether amount is a percentage or dollar figure.

FW = Amount (% or $) * (Benefit Salary / Cov 1)

Retrieve the deduction and contribution amounts and multiply them by the Benefit Salary / COV1 (remember Benefit Salary is a frozen value and may represent a rate) as assigned on Benefit Master and/or Benefit Assignments. COV1 is client defined. Special codes are used to indicate whether amount is a percentage or dollar figure.

FX = Amount (% or $) * Benefit FTE * (Benefit Salary / Cov 1)

Retrieve the deduction and contribution amounts and multiply them by the Benefit FTE, as assigned on Benefit Master and/or Benefit Assignments and (the value found in Cov 1 as assigned on BENETBLE divided by Benefit Salary). Special codes are used to indicate whether amount is a percentage or dollar figure.

FZ = Amount (% or $) * Benefit FTE * Benefit Salary

Retrieve the deduction and contribution amounts and multiply them by the Benefit FTE and Benefit Salary (remember Benefit Salary is a frozen value and may represent a rate) as assigned on Benefit Master and/or Benefit Assignments. Benefit FTE and Benefit Salary must be greater than zero. Special codes are used to indicate whether amount is a percentage or dollar figure.

LT = Benefit Salary * Amount (max salary = COV2)

This code multiplies the salary amount by the value in the contribution and/or deduction amount fields.

MN = Allow Manually Entered the Benefit Value (No Calculations Performed)

Allow the user to manually enter the contribution and deduction amounts into the fields on Benefit Assignments.

PC = Bring in the Percentage Value (No Calculations Performed)

Retrieve the deduction and contribution amounts and display them to Benefit

Assignments. No data manipulation is necessary. Send a “P” to the first special code on the Payroll Employee Assignment Windows (PYUPED, PYUPEC) when assigned through Benefit Assignments.

PF = Bring in Percentage * Benefit FTE

Retrieve the deduction and contribution amounts and multiply them by the Benefit FTE as assigned on Benefit Master and/or Benefit Assignments. This calculation option will also send a “P” to the first special code on the Payroll Employee Assignment Windows (PYUPED, PYUPEC) when assigned through Benefit Assignments.

PS = Bring in Percentage * Benefit Salary

Retrieve the deduction and contribution percentages and multiply them by the Benefit Salary (remember Benefit Salary is a frozen value and may represent a rate) as assigned on Benefit Master and/or Benefit Assignments. Benefit Salary must be greater than zero.

This calculation option will also send a “P” to the first special code on the Payroll Employee Assignment Windows (PYUPED, PYUPEC) when assigned through Benefit Assignments.

PT = Percentage * Benefit Salary (max salary = COV2)

This code multiplies the contribution percentage by the salary amount. The Max Salary (COV2) is client defined on this tab.

PW = Bring in the Percentage * (Benefit Salary / Cov1)

Retrieve the deduction and contribution amounts and multiply them by the Benefit Salary / Cov 1 (remember Benefit Salary is a frozen value and may represent a rate) as assigned on Benefit Master and/or Benefit Assignments. This calculation option will also send a “P” to the first special code on the Payroll Employee Assignment Windows (PYUPED, PYUPEC) when assigned through Benefit Assignments.

PX = Bring in Percentage * Benefit FTE * (Benefit Salary / Cov 1)

Retrieve the deduction and contribution amounts and multiply them by the Benefit FTE, as assigned on Benefit Master and/or Benefit Assignments and (the value found in Cov 1 as assigned on this tab divided by the Benefit Salary). This calculation option will also send a “P” to the first special code on the Payroll Employee Assignment Windows (PYUPED, PYUPEC) when assigned through Benefit Assignments.

PY = Let PY Calculate the Benefit (No Calculations performed)

Retrieve the deduction and contribution amounts and display them to Benefit

Assignments. No data manipulation is necessary. This code value should be used for all benefit plans that are based on a percentage of employee salary and for any other types of benefit plans where a calculation is performed resulting in the contribution or deduction value in payroll.

PZ = Bring in the Percentage * Benefit FTE * Benefit Salary

Retrieve the deduction and contribution amounts and multiply them by the Benefit FTE and Benefit Salary (remember Benefit Salary is a frozen value and may represent a rate) as assigned on Benefit Master and/or Benefit Assignments. Benefit FTE and Benefit Salary must be greater than zero. This calculation option will also send a “P” to the first special code on the Payroll Employee Assignment Windows (PYUPED, PYUPEC) when assigned through Benefit Assignments.

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7. Select the Package Definition tab and complete the following fields:

Note: Select Add (+) to enter a new package definition.

  • Benefit Pkg Cd: Code you want to use to identify groups of benefits.
  • Short Desc: Description that appears on windows and reports where the description field is abbreviated.
  • Long Desc: Description that appears on windows and reports where the description field is elongated.
  • Window Filter: Whether the benefit package is available to the employee or dependents. The Window Filter field controls the selection lists you receive on other windows.  You set up window filter fields in static codes. Your selections are:
  • All: Package is available for the employee and the employee's dependents
  • BENEMSTR: Package is available only for the employee.
  • FAMILY: Package is available only for the employee's dependents.
  • As of Dt: Active benefits you want to include in the package. The benefits that are active during the date range you specify display in the "Benefit Plans Associated with the Package" section.
  • Package End Dt: Date this package becomes inactive. You cannot assign a package to an employee after the date you select in this field. If you leave this field blank, the package does not expire.
  • Notes: Additional information you want to note about this package.
  • User ID: User ID of the last person to update the record.
  • Updated: Date and Time of the last update.
  • Benefit Plans Associated With The Package: Benefits included in this package. Additional benefits can be added to the package at any time. To update the package:

Note: Adding or removing benefit plans from the benefit package does not update current employees with those packages. To end date a current benefit assignment, use the Benefit Utility (HRUTBU) or update them manually. The benefit package settings only apply to employees assigned to the package after the change is made.

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8. Select the Benefit Codes tab and complete the following fields to set up benefit codes:

  • Benefit Code: Identifies the benefits your organization offers, such as "MED" for "Medical."
  • Short Description: Description that appears on windows and reports where the description field is abbreviated.
  • Long Description: Description that appears on windows and reports where the description field is elongated.
  • Maximum Benefit Age: Age limit for the benefit. For example, after 26 years of age, dependents are not eligible for dependent medical care.
  • Notes: Additional information you want to note about this benefit.
  • User ID: User ID of the last person to update the record.
  • Updated: Date and time of the last update.

9. Select Save Changes (or press Enter).

Result: You have set up the benefit record and you can assign it to an employee using the Employe Benefits window (HRUTBU).

Related Topics:

Assigning benefits to an employee (HRPYBE)

Setting up the employee master file (HREMEN)

Setting up Employee Benefits (HRUTBU)