Adding a Benefit Profile:
When an employee is hired and will be eligible for benefits after the waiting period is completed, assign a blank Benefit Profile during the hiring process. After the waiting period is completed you will update the employee’s Benefit Profile with an effective date they become eligible.
After the employee has completed the waiting period, on the MAIN tab of the employee profile, go to the Profiles section and select the link Manage Profiles. Under the Benefit section select , this will add an additional Benefit Profile to display the employee’s history.
Click the lookup icon to select the appropriate Benefit Profile and then add the date the employee will be eligible to receive benefits. (example: An employee is hired 1/5/2021 and is eligible to receive benefits the first of the following month after 60 days, they are then eligible on 4/1/2021). Then click ‘Save’ to update your settings.
The employee should list two profiles, one blank with an Effective Date 12/31/1900 (beginning of time) and another profile stating their “eligible” profile with an Effective Date they are eligible.
Creating Account Contacts
Account contacts will be used when an employee selects a Benefit Plan that has dependents/beneficiaries. To add an Account Contact, go to the MAIN tab, then click the "Jump To" link on the left for the Account Contacts section. Click in the in the top right of the widget to add a contact.
A sub-window will appear to enter the contact information
#1: Contact Type: If this is a dependent or spouse ensure you check “Dependent”
#2: First Name and Last Name: **Required**
#3: Relationship: If the option you need is not in the drop-down, you can type directly into this field. **Required**
#4: Social Security: **Required**
#5: Birthday: **Required**
#6: Full Time Student: **Required**
Click at the bottom of the sub-window to complete adding the dependent/contact.
Adding Benefit Plans:
Upon eligibility, you must add to the system whether an employee chose to enroll or waive coverage. In the employee's information screen, under either the HR tab (if applicable) or the Payroll tab, select the "Jump To" link on the left for Benefit Plans.
Within the Benefit Plans widget select link on the right. This will pull up all your available benefit plans.
In the sub-window, enter the Effective From date for the benefit plan that reflects the date the employee became eligible for benefits. Then select the lookup list icon to choose a life benefit plan from your list. You can utilize the Search option in the top right to search for a plan by name (i.e. “Life"), then select the radio dial next to the Coverage Name and Benefit Plan Name you want to enroll or waive. Once a selection is made, click in the sub-window
This will pull up a new window. The Benefit Plan Effective From dates are the dates of the benefit plan year - those cannot be adjusted. You must add the deduction and coverage effective dates. The 'Coverage Effective From' date should be the same date the employee is eligible for coverage. The 'Deduction #1 Effective From' date should be the effective date of the deduction.
Select in the top right corner.
If your life plan requires you to identify a beneficiary, select them in the Dependents/Beneficiaries section. Select to choose an existing dependent or to add a new dependent
Then select the Effective From date to add this dependent/beneficiary. The Effective To date should remain as 12/31/999, unless the child(ren) are beyond 26 years of age.
Then select to save the life benefit plan assignment
If an employee chooses to add, cancel or change coverage during the year, this must be updated in the benefit plans section of the system.
Example: An employee is currently enrolled in the "Employee Voluntary Life" benefit plan and has a life change event of marriage and wants to add Spouse coverage. The employee now enrolls in the "Spouse Voluntary Life" benefit plan effective 7/1/2021.
Select in the Benefit Plans widget to add a new "Spouse Voluntary Life" plan and select their new plan from the list.
In the sub-window, enter the Effective From date for the new life benefit plan that reflects the date of enrollment (i.e. 7/1/2021 is when Spouse coverage will begin). Then select the lookup list icon to choose a benefit plan from your list. You can utilize the Search option in the top right to search for a plan by name (i.e. “life”), then select the radio dial next to the Coverage Name and Benefit Plan Name you want to enroll/waive. Once a selection is made, click in the sub window
You can then see plans by selecting the view for "All" to see enrolled plans or select the button to see waived plan enrollment.
Terminating an Employee:
When an employee is terminated, you must end-date their benefit plans to be the last day of coverage of the month they were terminated.
Example 1: If a benefit plan year is from 12/1/2019-11/30/2020 and an employee is terminated 1/12/2020 the benefit plan must be end-dated 1/31/2020.
Example 2: If a benefit plan year is 12/15/2019-12/14/2020 and an employee is terminated 1/12/2020, coverage must be end-dated 1/15/2020.
Update the Account Status to ‘Terminated’, on the Termination Details screen once a Termination Date is entered, the End Dates widget will display with the End of Month Date for the coverage to end.
Select in the top right corner.