Setting up Employee Benefits

Shortcut/mask: HRUTBU

Use the Benefit Assignment Utility to set up benefits that will be assigned to employees within the system. All processed records are logged and you can review the records using the Benefit Assignment Utility List window (HRUTBL). The utility can run in test and actual mode. In test mode, function specific records are not updated but they are logged in the approval list table.

Follow these steps to set up employee benefit options:

  1. Open the window by typing HRUTBU in the Search field and pressing Enter.
  2. Select Add (+).
  3. Complete the following fields in the window header:
  • Option: Indicate the global option to be performed by the Benefit Assignment utility. Valid options are:
  • A (update ACA Fields Only). When you select "A" from the menu, this process transfers only ACA information to the employee’s selected benefit records( HRPYBE) from the benefit definition (HRTBBE). If any of the ACA fields are specified in New Information, however, all of the ACA fields are updated. The coverage begin and end dates are no longer affected by either the benefit definition or the HRUTBU window overrides.
  • C (change one benefit to another). This option changes the benefit plan for all selected employees. It closes the current assignment by making the end date a day before the new begin date. Then, it inserts a new assignment with the new plan. The ACA information can be overridden in the New Information section, after being defaulted from the benefit definition for the new plan.
  • E (extend current benefit dates). If the coverage end date is specified in the New Information section (at the bottom of the window), the coverage end date on the selected assignments is changed to that date. No other ACA information is changed when you select this option.
  • I (insert a new benefit). This option inserts a new benefit with dates entered in the New Information panel. Coverage dates and ACA fields default from the Benefit Definitions for the new assignment, unless they are entered in the lower panel (New Information). When a new benefit plan is entered with this option selected, the ACA coverage dates and information is defaulted into the new information panel, but you can override these values.
  • O (overwrite current benefit amounts)
  • S (stop or close a benefit). The end date becomes the payroll end date of selected benefit assignments. If the coverage end date is specified in the New Information panel, the coverage end date on the selected assignments is changed to that same date. No other ACA fields are changed.
  • U (update a benefit). Select this option to update a benefit plan for all selected employees. It closes the current assignment by making the end date a day before the new begin date. Then, it inserts a new assignment with the new plan. If a new plan is not selected, it only closes the old assignment. You can override the ACA information in the New Information section after it was defaulted from the benefit definition for the new plan.
  • Entity ID: Indicate the entity for which the utility was run. This is required because different entities may have unique benefit plans, amounts, or special codes.
  • Benefit Search Date: Defaults to the current date. This field is only used if you selected I in the Option field.
  • Test: Indicate whether the utility is run in test mode.
  • Benefit Plan: Enter the benefit plan to be selected from the Benefit Assignments window.
  • Contribution CDH: Enter the contributions, deductions, and hours (CDH ) contribution code associated with the employer amount or premium.
  • Deduction CDH: Enter the CDH deduction code associated with the employee amount or premium.
  • Benefit Package: Enter the benefit code entered on the Benefit Master tab or on the Benefit Assignments tab of the Benefit Assignments window.
  • Benefit Begin Date: Enter the effective date of the benefit assignment.
  • Benefit End Date: Enter the end date of the benefit assignment.
  • Employee ID: Enter the employee ID in this field to select a single employee.
  • Type: Enter the employee type from the Employee Master window.
  • Employee HR Status: Enter the status of the employee from the Employee Master window.
  • Employee PY Status: Enter the employee pay status from the Employee Master window.
  • Bargaining Unit: Enter the bargaining unit associated with the employee record. A bargaining unit is a group of workers within a plant, firm, occupation, or industry that on the basis of commonality of interest or production process, is determined to be the appropriate unit for collective bargaining purposes.
  • Department: Enter a valid department for the employee from the Employee Master window.
  • Division: Enter a valid division for the employee from the Employee Master window.
  • Location: Enter a valid location for the employee from the Employee Master window.
  • Pre-Defined SQL Code: Indicate the pre-defined structured query language (SQL) code.
  • Custom Select SQL: Enter the custom select SQL code. This field provides a facility to enter a custom structured query language if necessary.
  1. Complete the following fields in the New Information section:
  • New Effective Begin Date: Enter the new effective date of the benefit assignment.
  • New Effective End Date: Enter the new effective end date of the benefit assignment.
  • New Benefit Plan: Enter the new benefit plan. The amounts, status, frequency, box, special codes, etc. will display once the benefit plan has been entered. NOTE: This is only used if you selected I or C in the Option field.
  • Benefit Salary Code: Indicate the benefit salary code to be used in calculations. This requires every employee in the selected group to have the same benefit salary. If this is not the case, then a benefit salary may be chosen at an employee level. Depending on the code chosen, an employee’s base annual, actual annual, base per period, actual per period, or hourly rate from their primary pay assignment may be used as the benefit salary.
  • Benefit FTE Code: Enter the benefit full-time equivalency code.

Note: A full-time equivalency (FTE) is a way to measure a worker's involvement in a project. An FTE of 1.0 means that the person is equivalent to a full-time worker, while an FTE of 0.5 signals that the worker is only half-time.

  • Contribution AXP: Indicate how the contribution amount is to be expressed in Payroll. For example, "Annual," "Bi-weekly," "Monthly," etc. The listing of codes is system-defined and may not be updated.
  • Employer Cost: Enter the employer benefit amount.
  • Contribution CDH: Enter the CDH contribution code associated with the employer amount or premium.
  • Deduction AXP: Indicate how the deduction amount is expressed in Payroll. The listing of codes is system-defined and may not be updated.
  • Employee Cost: Enter the employee benefit amount.
  • Deduction CDH: Enter the CDH deduction code associated with the employee amount or premium.
  • Contribution Status: Enter the contribution status for the benefits. For example, "Active," "Inactive," or "Override" status.
  • Contribution Frequency: Enter the contribution frequency for the benefits. For example, "Always," "First check," "Second check," or "Quarterly."
  • Contribution Frequency Type: Enter the frequency type for which the benefit contribution will be effective.  If the frequency will not be used, enter A.  Possible values are restricted to those defined in the Human Resources Non-Entity Specific Codes table.
  • Spec Code: Enter any special codes used to calculate contributions. Special codes are used for various purposes and are mostly client-defined based on Payroll setup.
  • Deduction Status: Enter the deduction status for the benefits. For example, "Active," "Inactive," or "Override."
  • Deduction Frequency: Enter the deduction frequency for the benefits.
  • Deduction Frequency Type: Enter the frequency type for which the deduction will be effective. If frequency will not be used, enter A.  Possible values are restricted to those defined in the Human Resources Non-Entity Specific Codes table.
  • Spec Code: Enter any special codes used to calculate deductions. Special codes are used for various purposes and are mostly client-defined based on Payroll setup.
  • Calc Code: Indicate the calculation code to be used when the benefit plan is assigned to an employee.
  • Date Calc: Indicate whether this benefit plan requires any special date calculations.
  • Use Date Calc Formula: Indicate whether you want to take the date calculation adjustment from the Benefit Definitions window.
  • Salary 1: The Salary 1 field amount from the Benefit Definitions window displays.
  • Salary 2: The Salary 2 field amount from the Benefit Definitions window displays.
  • Vendor Code: Indicate the vendor associated with the entry.
  • Group: Enter the group number from the Benefit Definitions window.
  • Sub Group: Enter the sub-group number from the Benefit Definitions window.
  • Salary Index: Enter the salary index key used in calculating employee pay. This enables the system to determine the employee's base and actual pay.
  • Benefit Salary: Enter the benefit salary. This is the employee's base salary plus the benefit amount.
  • Benefit FTE: Enter the employee's benefit full-time equivalencies that can be applied to the salary.
  • Coverage Begin Date: Select the date coverage started for this employee.
  • Coverage End Date: Select the date coverage ended for this employee.
  • Offer of Coverage: Select the offer of coverage code for this employee.
  • Minimum Employee Cost: Select the minimum cost of coverage for this employee
  • Safe Harbor: Select the safe harbor code that applies to this employee.
  • Coverage Plan: Select whether there is a coverage plan for this employee.
  • Error Code: Indicates whether an error code was processed during the transaction.
  1. Select Save Changes or press Enter when your entries are complete.

Result: You have established the setting for the employee benefit assignments. You can review these assignments on the Benefit Assignment Utility List window (HRUTBL).

Related Information: