Contents Procedure Overview Step 1: Create Family Member/Dependents (IT 0021) Step 2: Enroll an Employee in the Health/Insurance Plans Procedure Overview Overview To gain an understanding on how to process the benefits enrollment on HRIS by recording the following: Effective Date Family Member Family Member s Last Name Family Member s First Name Family Member s Date of Birth Family Member s Gender Family Member s Nationality Enrollment Date Health Plans Dependent Coverage for Health Plans Insurance Plans Beneficiary Percentage for Insurance Plans HRIS Procedure Document FINAL - 1 - For Assistance with this Process
Step 1: Create Family Member/Dependents (IT 0021) Click on the following path: Human Resources Personnel Management Benefits Enrollment Enrollment 1. Enter the employee s personnel number. 2. Click or press ENTER. 3. Click on Maintain HR Master Data 4. Select under Employee Information tab. 5. Click on to CREATE. 6. Select Family Member/Dependent Type 7. Click. Create Family Member/Dependents (0021) 1. Enter the effective date in the. Note: The To field will default to 31.12.9999. Do Not Change. 2. The Last Name field defaults to employee s Last Name as saved in the Personal Data screen (IT 0002). Change if necessary. 3. Enter, if applicable. 4. Enter first name of the family member/dependent 5. The Nationality field defaults to CA (Canadian). Change if necessary. 6. Select applicable family member/dependent s gender. HRIS Procedure Document FINAL - 2 - For Assistance with this Process
7. Enter the family member/dependent s date of birth Note: There is no need to enter Date of Birth for Emergency Contact family member/dependent type. 8. Click or press ENTER. 9. Click to SAVE. Repeat Step 1 for each family member/dependent person to be updated. To view the family member/dependent that have been updated, click Overview. Once completed entering family member/dependent information, click to Go Back to the Enrollment Screen. If the employee does not enroll into a health/insurance plan at the time of hire, the individual may not be enrolled until the next available opening date. Step 2: Enroll an Employee in the Health/Insurance Plans Enrollment 1. Enter the employee s personnel number. 2. Click or press ENTER. 3. The Enrollment Date will default to today s date. If a different enrollment date is applicable, click on Click on the Date Field to change the enrollment date. 4. To access the Enrollment screen, double click, OR Select once and click. HRIS Procedure Document FINAL - 3 - For Assistance with this Process
Open Enrollment If the employee has dependents, they must be enrolled in each benefit plan individually along with the beneficiary (ies) for any of the insurance plans that the employee has enrolled in (Pension Plan, Basic Group Insurance and Supplemental Group Insurance). The employee may elect to assign different percentages to various beneficiaries. The percentages assigned must equal 100%. If the percentages assigned exceed 100%, a message will be displayed that the "Total distributed is greater than 100% ". If the employee elects to enroll in the Supplemental Life Insurance Plan, they must also be enrolled in the Basic Life Insurance Plan. If not enrolled in the plan, the system will display an error message. 1. If applicable, select health plan. Note: For Academic staff group, select the benefit plan with ACAD beside the plan name. Maintain Health Plan (Pop Up Window) a. Update Option Tab i. The Health Plan Option first selection on the list. Change if necessary by clicking select from the list. ii. Select the required Dependent Coverage defaults to the and necessary by clicking and select from the list.. Change if b. Update Dependents Tab. A list of all the Family Member/Dependent created will be displayed i. Click on the selection box for each dependent to be enrolled in the health plan or click boxes for all the dependents. ii. Click. Select All icon to mark all the HRIS Procedure Document FINAL - 4 - For Assistance with this Process
2. The Activity column will have a Green Check Mark against the accepted benefit plan. 3. Repeat Steps 1 2 for each applicable health plans. 4. If applicable, select the insurance plan Maintain Insurance Plan (Pop Up Window) a. Update Coverage Tab i. Select the required Insurance Option necessary by clicking and select from the list.. Change if b. Update Beneficiaries Tab. A list of all the Family Member/Dependent created will be displayed i. Enter the corresponding percentage(s) for each beneficiary. Total percentage should be 100%. ii. Click. 5. The Activity column will have a Green Check Mark against the accepted benefit plan. 6. Repeat Steps 4 5 for each applicable insurance plans. 7. Verify all the selections. If all are correct, click on. HRIS Procedure Document FINAL - 5 - For Assistance with this Process
If you wish to change or delete any of the beneficiaries, dependents or plans displayed, click on the. If you wish to delete the plan, click on the applicable plan. Click on the Undo button. If you wish to make a change to the plan, double click on the plan name. Make the necessary changes. Then, click on 8. In the Confirmation of Selected Action (pop up window), it displays all the health and insurance plans that was created for the employee. 9. If all are correct, click on. 10. In the Enrollment (pop up window), the following message will be displayed: 11. Click to print a copy of the Benefits Confirmation Letter. This can be given to the employee for verification. 12. Click to return to the Enrollment main screen. END OF BENEFITS ENROLLMENT PROCEDURE HRIS Procedure Document FINAL - 6 - For Assistance with this Process