MANGROVE. Benefit Setup & Online Enrollments

Transcription

1 MANGROVE Benefit Setup & Online Enrollments Updated

2 Contents Benefit Setup Tables & How They Link Together... 2 Essential Validation Tables... 3 Profile Codes Table Benefit Eligibility Rules Vendor Codes Benefit Category Codes Benefit Type Codes Coverage Codes Deduction Codes Hours Accruals Table Benefit Codes Benefit Costs Codes Benefit Plans Benefit Enrollment Selection Setting up Open Enrollment Periods... 5 There is a logical breakdown and linkage between validation tables... 6 Complex Benefit Costing... 7 Benefit Cost Banding... 8 HSA/FSA Accumulators... 9 Employee Transaction Approval Setup Employee Self-Service Benefit Enrollments Setting up & Attaching a Direct HSA Account in Mangrove Page 1

3 Benefit Setup Tables & How They Link Together There are a variety of tables that work together in the creation of, and linkage between the benefits plan. These validation tables all help in supplying information for all drop downs in other validation tables All information must be completed for the entire system to work Each Benefit will have its own record in the benefit codes table and furthermore tie out to separate records of each of the corresponding validation tables. Imputed Income - To initiate the system computation for imputed income (for plans such as GTL in excess of $50,000). Auto Enroll -To allow new hire processing to automatically enroll eligible employees in benefit packages according to the selected benefit profile Waived Coverage Plan - The waived coverage indicator should only be marked for the waived coverage benefit code for this particular benefit type. If an employee selects this, they are rejecting that specific category of benefit. Open Enrollment Eligible - allows this plan to available for benefit self service enrollments for the associated benefit type and eligible employees. Track EE ACA/Track Dependent ACA The Benefit Codes Table has fields to define the maximum dependent age and to identify if waived/deny reasons are required. To enforce a limit on dependent age during the enrollment, define the Max Dependent Age on the Benefit code setup record. Define Max Dependent Age according to regulatory guidelines and your plan s policies. To require the reason for opting out of a plan during benefit enrollment, on the Benefit Codes table record, select Track EE ACA and Track Dependent ACA. o o When Track EE ACA is enabled, the employee will need to select a reason for waiving the coverage as part of self-service enrollment. After the enrollment is approved, this information will be available on the waived Employee Benefit Detail for the plan type. When the Track ACA Dependent is enabled, the employee will need to give a reason for all eligible dependents of a plan that the employee isn t extending coverage to that individual. These individuals will have dependent records created with the reason listed. Page 2

4 Essential Validation Tables Benefit Category Codes This lists the Code of the specific type of benefit (Medical, Dental, STD, Life, etc) Profile Codes Table Lists the different categories of employees in which benefits are effected/ essentially if particular benefits are only offered to a particular group in a company that would require a separate profile code Benefit Eligibility Rules- this helps to define the eligibility for particular individuals (often times closely related to the profile codes) This is also where you set the when the benefit will kick in and cost is processed Benefit Type Codes This will help to clarify the type of sequence that this benefit should follow in terms of enrollment (for example, will the benefit require to pick a beneficiary or amount)- This is only found in the Web Administrator Role Coverage Codes Table This lists the different coverages and allows you to define what benefits will use these coverages. (For example, Medical will have EE only, EESP, EECHRN, Family) In the Eligible Benefits Types area you will add the exact benefit type verbage to allow for selection of that coverage. **The symbols that separate these sections are unique and better copied and pasted than reinserted.** This table helps to link the particular costs associated with the benefits. Vendor Codes This lists all the Vendor information, including payment information- All providers will need to be added in here Page 3

5 Deduction Codes This defines and links the particular benefits to payroll in terms of what cost is associated with each benefits **note that benefits typically require both an employee and employer cost** Benefits Cost Table This table links the deductions, and the benefit Codes to actual costs ($$$numbers%%%). These can be standard or this can be set by a cost rule that will calculate based on some criteria. Hours Accrual Table This defines the rate by which benefits may accrue. You can set the rate, carryover, reset, total max, and a variety of ways the accrual and frequency may happen. Benefit Plan Information This is listed in the enrollment selection portion of benefits. This allows you to illustrate plan details and a link to a website. Benefit Codes Table This table pull together all the information you have filled out in all prior validation boxes. This actually defines the benefit itself. (for every benefit plan type that is not Auto Enroll, there needs to be a waive option/waive code) Finally, after all this information is correct, you must access the New Hire Profile Setup from the BackEnd/FatClient of the system. This will allow you to pick which benefits are tied to the different profiles. Page 4

6 Setting up Open Enrollment Periods In order to create separate enrollment periods throughout the year: Validation Tables>Benefit Enrollment Checklist>Enrollment Selection Once here, you will define what will be offered in the particular enrollment Select the dates this period will be open **keep in mind you will not want 2 like enrollments during the same period of time. ex:) Only 1 Open Enrollment, New Hire, and Status Change enrollment during any given dates Select the radio button: Open Enrollment **Only select the benefits that will be available during this enrollment. These choices will also be further filtered when looking at each benefit profile and what they are available to offer. This table is only found in the HR role through the benefit enrollment checklist table. Page 5

7 There is a logical breakdown and linkage between validation tables Benefit Category > Benefit Code > Benefit Cost Codes (define the options in coverage codes) > Benefit Type Medical BCBS MEDICAL EE, EESP,EECHRN, FAMILY, DPEESP, DPFAMILY 1, Covers Dependents Benefit Category Codes Table *These options are also available bc of the new hire profile setup and open enrollment selection* Benefit Codes Table Cost Codes Table (price and separate plan options) Benefit Plan Information Table (more info link not shown in this example, but would be listed after the plan option) Basic Life example: this cost is being drawn from the benefit cost table Basic Life example: this sequence is being pulled from the benefit type codes table Page 6

8 Complex Benefit Costing Cost rule amount = rate x 12 Page 7

9 Benefit Cost Banding Open the online Benefit Cost Codes Table for a plan with bands to be able to launch the Cost Band Codes table. Define cost bands if cost banding is used for one or more of the plans. If cost banding is not used, skip this step. Benefit Cost Band Codes Table (Online Only) For cost banded benefits, annualize the cost bands for each level prior to beginning the setup. A spreadsheet is helpful for this process. In the case of monthly costs, bands can typically be annualized by multiplying each rate by 12. Don t multiply the years by 12. Know which benefit plans or coverage levels use exactly the same cost band tables (and which don t). Any difference in the cost band tables between plans will require a new Benefit Cost Band Code. Page 8

10 HSA/FSA Accumulators Accumulator codes are sometimes part of an earning and/or deduction code's processing information. If this earning/deduction is a percentage of an accumulated amount or calculated amount, a payroll accumulator is used to identify that calculation. Payroll processing accumulators are SQL Stored Procedures formatted to accumulate specific amounts or hours. The first time that a new payroll accumulator is used, process the payroll through gross-to-net to initialize it. The HSA/FSA Accumulators, during payroll processing, looks for the number of Payroll Calendars marked Scheduled for the year to determine how many Payroll Calendars remain in the calendar year. The system then looks at the annual employee amount for processing and divides by the number of scheduled payrolls remaining in the year. This calculation takes place every time payroll is run gross to net. So, for this example, this person has chosen to contribute $1200/year. Each pay period the remainder of allotted $1200 is divided by the remaining scheduled payments to decipher what needs to be deducted to ultimately reach the chosen $1200/year. **Since this processing is looking specifically for Payroll Calendars marked Scheduled for the rest of the year, it is crucial that any adjustment, demand, or supplemental payroll calendars be defined without the Scheduled option selected. Page 9

11 Employee Transaction Approval Setup Employee Transaction Approval Setup for 08, Benefit Enrollment Know who approvals for the 08, Benefit Enrollment, transaction should be routed to. This requires that Supervisor codes be defined in the system. For proper functionality, those Supervisor codes need to have an employee designated as each supervisor. In cases where selected approver doesn t exist, a Default Routing Supervisor receives the transaction instead. Define any notifications on the System Notifications setup instead of on the Employee Transaction Approval Policy. Page 10

12 Employee Self-Service Benefit Enrollments Once the employee is logged into ESS, from the left navigation column and under Benefits the employee will select Benefit Enrollment. Then follow the wizard to get to the Online Enrollment Screen. Page 11

13 Once the employee has selected or waived their benefits the following screen will allow employees to review their selections. Page 12

14 Employees will need to check the box that they agree/authorize, then enter their name and password. The name must be entered as it appears on the screen, and the password will be the same as when they logged in. Click Finalize. The standard transaction approvals console limits approvals to only those users authorized to approve or reject a particular employee s benefit enrollment or associated change to address information. Page 13

15 WHEN MAKING A CHANGE TO A BENEFIT BOTH BENEFIT AND DEDUCTION Anytime you edit anything on the benefit detail be sure to save then click the update costs to reflect the new updates to costs The Payroll Effective Date needs to be within a given pay period in order to be processed. It is suggested to If this box says ELECTED it will resort back to the election processes for coverage and payroll effective date If the box is blank it means that this benefit was added by the key administrator and will take the dates off this record. IF ELECTED See Below- Even though the benefit detail says coverage of 1/1 and payroll 1/1 - it will take 1/1 and 1/21 Page 14

16 BENEFIT CHANGES in the DEDUCTION If there is not a benefit detail tied to the particular deduction the begin date will drive when the deduction will begin processing in payroll. **The begin date will always revert back the benefit detail and furthermore open enrollment plan setup (if applicable) if tied to a benefit detail. So, even though this begin date says 1/1/15 it will begin on 1/21/15 because the benefit detail says ELECTED therefore routing to the open enrollment setup that states a payroll effective date of 1/21/15 IF THE DEDUCTION IS MANAGABLE IN THE ESS Anytime an employee adds or makes changes in the manage deductions screen of the ESS, a key administrator would need to physically go in to add or adjust the information in the Benefit Detail Screen. Page 15

17 Setting up & Attaching a Direct HSA Account in Mangrove Step 1: A Vendor code will need to be created for the funds to be deposited into: NOTE: By setting this up as a vendor payment instead of as a direct deposit this ensures that if the deduction is not taken from the employees pay there would not be a deposit into the employee s account. Navigate to Company > Validation Tables > Vendor Codes Table To add a new HSA account for an employee: Select the Add Icon 1. Enter the employee Number plus HSA as the code (This is a suggestion you can use what other coding you want) 2. Enter the Description (This is recommended the employee s name and HSA is noted in the description) 3. Company Name would be HSA Account 4. The Bank Transit Code* will be the ABA number provided from the bank - select the ellipsis box and enter in the transit number and the Employee s assigned account number. 5. Payment Type should be flagged as ACH 6. Create Escrow Pay to Vendor should be assigned to VENDESCRO 7. Liability Due Rule should be 0DAYS Page 16

18 Step 2: Add the deduction to the employees record: 1. Select the Add Icon (Employee you are added in the deduction on should auto populate) 2. Selec the HSA Deduction Code 3. Enter in the Amount of the per pay period deduction 4. Enter in the Begin date that the deduction should start (NOTE: This is based on Check date) 5. Select the Employees HSA Vendor code that was created in step 1 Item to Consider By setting these up there could be additional charges to the client per each employee who has this set up. Page 17