Employee Benefits - Initial Procedures
Before using the Employee Benefits System, verify the following:
- Confirm that the Benefits checkbox in your Human Resources Profile is selected. This setting allows Employee Benefits to interface with Human Resources, enabling you to access existing table information on employees and their assigned benefits.
Verify that the benefits data in the Deduction table in Human Resources is correct. In particular, review entries in the following fields:
Benefit Method
Determines whether a record is for a benefit. If a field contains N (for none), then the record is not for a benefit or deduction‑benefit combination but solely for a deduction.
Benefit Amount/Rate
A value greater than zero must be entered here in order to determine the employer’s cost in Payroll. This value, which can be an amount or percentage, enables the system to project a benefit’s annual cost.
You also can review this data by running Human Resources' Deduction Table report. For additional information, refer to Benefit Codes Table.
- Verify the following information in employees' primary pay rates in Human Resources, so that Employee Benefits can project benefit costs:
- Annual Salary Applies to employees whose benefit costs are projected as a percentage of their annual salary.
- Pays/Year Applies to employees whose benefits are projected on a per pay basis. The system multiplies the pays per year times the amount entered in either the employee's Deduction record or the benefit's table record in Payroll. The amounts used can be verified by following the next procedural step.
- These fields appear in employees' Pay Rate Data pages. You can access this page from Human Resources' Employee Information page.
Verify that the benefits assigned in Employee Deductions pages in Human Resources are correct. Also verify the amounts or rates charged. The fields to check include:
Deduction
Identifies records in the Deduction table. The table contains employee paid deductions, employer paid benefits, and deduction/benefit combinations.
Benefit Amount/Rate
If a value other than zero appears in this field, then the Deduction record references a benefit. This value can come from either the Deduction table or the Employee Deductions page.
The Employee Deductions page can be accessed from the Employee Information. For additional information, refer to Employee Benefit Records.
- Verify that the setup procedures for ACA employee enrollment have been completed.
Verify that you have the proper security for using Employee Benefits. The following resources, which control access to the system's basic features, are assigned to users in System Administration > Administration > Security > User Access.
Resources
Package
SubPackage
Description
250
BEN
*
SUPER USER FOR BENEFITS
251
BEN
*
SYSTEM ADMINISTRATOR FOR BENEFITS
252
BEN
*
SUPERVISOR FOR BENEFITS
253
BEN
*
MAY UPDATE BENEFIT TABLES
254
BEN
*
MAY UPDATE EMPLOYEE INFORMATION
255
BEN
*
MAY PRINT/QUERY EMPLOYEE INFORMATION
256
BEN
*
MAY UPDATE/PROCESS COBRA INFO/BILLS/PMTS
257
BEN
*
MAY PRINT COBRA REPORTS
258
BEN
*
MAY BACKUP BENEFITS TO DISK
262
BEN
*
MAY RUN BENEFIT RECORD UPDATES
Verify that you have the proper Social Security Number security for Employee Benefits. The following options are assigned to users in System Administration > Administration > Security > User Access.
Resources
Package
SubPackage
Description
259
SSN
BEN
MAY VIEW/UPDATE SOCIAL SECURITY NUMBER
260
SSN
BEN
MAY SEARCH ON SOCIAL SECURITY NUMBER
261
SSN
BEN
MAY VIEW SOCIAL SECURITY NUM ON REPORTS
- Verify that the proper Attachment groups are set up for security in using the Attachments options in Employee Benefits. The following groups are set up in System Administration > Administration > Security > Attachment Security:
- Benefit Beneficiary
- Benefit Dependent
- Benefit Employee