Ceridian Source Self-Service Benefits 2001 by Ceridian Corporation All rights reserved. Ceridian is a registered trademark of Ceridian Corporation. Ceridian Source Self-Service and Source are trademarks of Ceridian Corporation. Product names mentioned herein may be trademarks and/or registered trademarks of other companies. Source Self-Service Benefits 1 of 12
Benefits in Source Self-Service are tightly integrated with Source. Before users can take advantage of enrolling in benefits through Source Self-Service, several items must be verified and configured in Source as well as Source Self-Service. Once set up is complete, Benefits Administrators must also rely on Source to complete the enrolment process. This document covers: Benefits Configuration in Source Benefits Configuration in Source Self-Service Open Enrolment Process Benefit Update Process Benefits Configuration in Source The following items in Source must be configured correctly prior to configuring and conducting enrolment in Source Self-Service. Benefits All benefits must exist with the necessary rate and eligibility information. Beneficiaries Define which benefits should accept beneficiaries. Only benefits flagged to accept beneficiaries allow beneficiary setup. Covered Dependants Define which benefits should cover dependants. Only benefits flagged to accept covered dependants allow dependant setup. Primary Care Physicians All medical and dental benefits automatically allow employees to enter Primary Care Physician (PCP) information. Configure whether or not PCP is required for each benefit. If the benefit configuration indicates that a PCP is required, employees cannot complete enrolment without entering a value in this field. The Source Self-Service enrolment wizard displays employees current elections, and only 10 characters are allowed for PCP Code. Election Sets It is beneficial to use benefit election sets. Existing benefits can only be terminated if the existing benefit is the same benefit as the new benefit or the existing benefit is in the same election set as the new benefit. In addition, enrolment wizards are easier for employees to use if election sets are used. Benefits of the same election set are grouped together on the wizard panel and are controlled by radio buttons. Benefits that are not part of an election set are controlled by checkboxes, requiring extra clicks by the employee to change elections. Mandatory Benefits Mandatory benefits are displayed in the enrolment wizard as already elected, and they are automatically assigned to the employee. Source Self-Service Benefits 2 of 12
Dependent Relationship The tier logic that Source Self-Service provides (see next section) is dependent on the choices available for dependant relationship. If you have customised the Dependant Relationship choice list to include values such as Husband, Wife, Son, and/or Daughter and entered dependants with these relationships, the correct benefit tiers may not display within Source Self-Service. If your company needs these values (for third party vendor interfaces, etc.), administrators may choose not to use the tier logic that Source Self-Service provides. If administrators want to take advantage of the tier logic functionality, existing dependant relationship information needs to change at the dependant level to conform to the tier logic within Source Self-Service. In addition, your company may have established benefit eligibility based on these values. If administrators decide not to use them, benefit eligibility has to change. Company-Provided Benefits Company-provided benefits are not distinguished from other benefits in Source Self- Service. They only display as another option to the employee. There is no guarantee that employees select all company-provided benefits that are given to them. Benefit Administrators have to mass allocate these benefits to all employees during open enrolment. It may be easiest to make company-provided benefits into mandatory benefits. Benefits Configuration in Source Self-Service The following items in Source Self-Service must be configured correctly prior to configuring and conducting enrolment. Benefit Tiers Benefit Administrators set parameters for each benefit tier that exists in the Tiers choice list of the Source database. For each tier, the administrator must specify a level of coverage from the list below. Only one item is chosen for each tier. Employee only Employee and any children Employee and spouse Employee and any dependants (no logic configured) The administrator must also specify the minimum and maximum number of dependants allowed in the selected tier. If no maximum is indicated, the number of lines displayed in the dependant wizard is equal to the number of dependants for that employee. When an employee enrolls in tiered benefits (usually medical, dental, vision, etc.), only the appropriate tiers appear. For example, if the employee has one dependant in the system, only the Employee and Employee + 1 tiers are available for election. For this reason, dependants should be entered into the system prior to enrolling in benefits. When dependants are enrolled in benefits, Source Self-Service checks to be sure they are eligible for the benefit. For example, if the benefit tiers information is set to Employee and any children, the employee s spouse is not allowed to enroll in the benefit. Source Self-Service Benefits 3 of 12
This information is stored with the Source Tiers choice list and is visible in the Extra Info field. The first digit in the Extra Info field indicates which type of dependants are allowed in the plan: E = Employee Only (no dependants) C = Employee and Any Children S = Employee and Spouse F = Employee and Any Dependants The second digit indicates the minimum number of dependants that must be enrolled if this tier is chosen. The third digit indicates the maximum number of dependants that may be enrolled if this tier is chosen. In Source, Extra Info is a free-form field. The use of this field changes with Source Self-Service as described above. Benefit Links For each plan, the administrator enters links to Internet web sites. Four different types of links are available: Summary Plan Description (SPD) Primary Care Physician (PCP) Provider s homepage Defined Contribution Plan (DCP) fund information Only SPD and PCP links are set up from this screen, and the data for these two types of links is stored in the Notes table. You can view the notes in Source by editing the associated benefit and clicking the Notes button. These records can also be viewed in Mass Edit. The URL displays in the Benefit Information section of the Plan Information page. The DCP fund and provider homepage links are stored in the CardFile table. They are set up when the user creates carrier and DCP fund cards in the Card File. This field displays in the Provider Information section of the Plan Information page. Source Self-Service Benefits 4 of 12
Expiration for Benefit Changes The administrator enters the number of days an employee has to make benefit plan changes that result from a qualifying life event. When employees experience life events, Source Self-Service adds this number of days to the date of the life event change. When an employee experiences a life event, the Home page displays a message every time the employee enters the system until the expiration date is reached. Choice Calculation Settings When calculating choices in Source, administrators specifiy parameters for the calculation, including which employees to calculate for, the benefits to calculate, the Date As Of to calculate on, and whether to fill the end date with the plan year end date. In Source Self-Service, choice calculations are done behind the scenes and the user is unaware of them. Selections on this screen supply the parameters that the calculation needs. Administrators can configure generic settings for choice calculations, such as how to obtain the Date As Of for benefit update choice calculations and whether to fill the end date with the plan year end date. For open enrolment, the Date As Of is always the next plan year start date. The benefits administrator can select from the following list of options for how to obtain the Date As Of for benefit updates: Date benefit update processed Date As Of is the current date. Date life event processed Date As Of is the date the life event was completed. When this option is selected and a trigger field change is detected, the current date is stored in the employee s profile. This date is referenced for the Date As Of for benefit update choice calculations. Effective date of life event change Date As Of is the effective date entered on the edit screen for the life event change. When this option is selected and a trigger field change is detected, the effective date from the change is stored in the employee s profile. This date is referenced for the Date As Of for benefit update choice calculations. Source Self-Service Benefits 5 of 12
Benefit Eligibility Triggers Administrators define database changes that affect eligibility. These changes can be configured to trigger a benefit update, or they can simply be used in the verification process of benefit enrolment. Define the trigger fields on this screen by indicating the field and the screen that contains the field. It is necessary to enter both the field and the screen where it resides because the field/screen relationship is not stored anywhere within the Source Self-Service or Source systems. The checkboxes on this screen are used to indicate how the trigger should be used. If the Include in verification box is checked, employees are to verify the information in this field as the first step of the enrolment process. If the Trigger benefit updates box is checked, employees who make a change to this field see a link on the main page and have an opportunity to update their benefits. Benefit triggers are only appropriate for fields that the employee can modify through Source Self-Service. Manager maintained fields should not be included. Please Note If a trigger field is changed in Source, the update benefits link does not appear in Source Self-Service. Adding a dependant always triggers a benefit update. Dependant-related fields are not included in the dropdown box on this screen because they re automatically included in the triggers. Benefit Wizard Panels This screen lists each benefit type that is available. The administrator indicates which types of benefits should appear in the enrolment wizard, and he/she can change the title that displays at the top of each panel so it s more familiar to employees. The administrator can also change the order in which the panels display when the employee is using the wizard. Administrators choose to use one set of screens for open enrolment and another set of screens for benefit updates. For example, if Holiday Trade plans can only be elected during open enrolment, the administrator would un-check the Include in Update Benefits Wizard checkbox. However, the order of panels must be the same for both wizards. The settings on this screen only affect the enrolment wizards within Source Self- Service. They have no effect on the wizards within Source. Similarly, the enrolment wizard settings in Source have no effect on the wizards within Source Self-Service. Underwritten Benefits This screen is used to indicate which benefit plans require the employee to provide additional information that is not in Source Self-Service. After selecting the plans which are underwritten, specify the workflow route they will follow. When an employee enrolls in an underwritten benefit, it enters workflow waiting for approval. Once the necessary information has been submitted and workflow is approved the benefit must be keyed manually in Source. Source Self-Service Benefits 6 of 12
Employees Who Have Not Completed Their Benefits Enrolment This screen displays employees who have not finished the enrolment process. This applies to open enrolment and benefit update. This screen let s Benefits Administrators send email reminders to employees if necessary. Open Enrolment Setup in Source After benefits have been set up in Source and configured in Source Self-Service, there are a number of steps that must be completed before employees can enroll in benefits through Open Enrolment. Enrolment Calendars The open enrolment status is based on the employee s enrolment calendar. Set up the proper enrolment calendars at the system level, and then be sure employees have the correct enrolment calendar in their employment records. Add an enrolment group (System Manager>System>Calendar>Enrolment Group tab) or update the dates for an existing group. Employees are reminded to complete open enrolment every time they log into the system during this time period. A company can have multiple enrolment groups if necessary. Be sure the employees Employment records contain the proper enrolment calendar. Edit the employment record and choose the appropriate calendar from the Enrolment Cal. dropdown. If all employees have the same enrolment calendar, you can run a SQL statement to update this field. Enrolment Status Elections only process for employees whose enrolment status is Needs Enrolment Form or Waiting for Enrolment Form to be Returned. Reset a single employee s status via Employee Editor (Employees>View>Benefits>Summary tab>enr. Status button) or reset status for all employees via HR & Payroll Activities (Activities>Benefits>Mass Enrolment>Reset Enrolment Statuses). Benefit Coverage If there are benefits where the variable coverage amount is based on the employee s benefit compensation (BenComp), bonus (BONS), commission (COMM), or other comp record, these records need to be established with appropriate effective dates. If these figures are not entered, relevant benefit choices display coverage of zero. Benefit Calculation Calculate benefits in Source as of the first of the new plan year. Open Enrolment in Source Self-Service - Employee If the steps above have been done correctly, employees see a link on the home page that reminds them to enroll in their benefits. An additional link is also placed in the Benefits section: 200X Open Enrolment. Employees begin the enrolment process by clicking on either link. Enrolment involves the following steps: 1. Verify Eligibility Information Any dependants that are in the system are listed at the top of the screen for verification. If any dependant information needs to be changed, employees can click the Dependants link in the Correct? section. Employees can also add dependants by clicking this link. It s important to be sure all dependants that need coverage are in Source Self-Service Benefits 7 of 12
the system because only relevant tiers display in the enrolment wizard. For example, if the employee s spouse is the only dependant in the system because his new child hasn t been added, he won t even see the option for the Employee+2 coverage that s available. Employees are also asked to verify other information on this screen. Any items that have been set up as triggers display here if the Include in verification checkbox on the Benefit Eligibility Triggers screen is checked. If the information is incorrect, employees can click a link to change it. If it s correct, they re asked to check a box to confirm the information, and then click the Done button. 2. Review Current Elections Clicking this link launches a choice calculation. Although choices have already been calculated within Source, Source Self-Service does it again in case an employee changed data on the verification screen that affects eligibility. For example, if an employee changed his Post Code on the verification screen, he might not qualify for the same benefits anymore. The choice calc is done to ensure there are no invalid choices when the employee gets to the enrolment wizard. Employees current benefits are displayed on the screen, and they have the option to click the Re-elect button to keep the same benefits for the new year. Benefits for which the employee is no longer eligible appear in red. If the Re-elect button is clicked, the next step in the enrolment process is viewing the confirmation statement and authorising the benefit elections. Employees who want to make changes to their existing benefits should click the Exit button to proceed to the next step in the enrolment process. 3. Elect Benefits This link launches the enrolment wizard, and another choice calculation is done behind the scenes to ensure that valid options are presented to the employee. The first panel explains what to do in the wizard. The panel number and total number of panels are displayed in the Open Enrolment tab in the upper left corner of the screen. Employees click Next to move through the wizard. The panels that display and the order of panels is determined by the Benefit Wizard Panels settings that the benefits administrator established. Current elections are displayed on each screen. Elections are made by clicking the appropriate checkbox or radio button. Primary care physicians can be entered for medical and dental plans, and if the benefit administrator has established links, employees can click a button to visit the appropriate web site to choose a PCP. The site is launched in a separate browser window so employees can easily get back to the enrolment wizard. PCPs are stored in the Primary Care Physician choice list in Source. If employees choose PCPs who don t exist in the choice list, Source Self-Service automatically add them to the list. Because of this, it is possible that a physician may exist multiple times if different employees enter the name in different ways. For example, if one employee enters PCP information with code 80113 and another enters the same PCP with code 80133 by mistake, the physician s name appears in the choice list twice. 4. Cover Dependants and Elect Beneficiaries This link launches the Elect Covered Dependants and Beneficiaries Wizard. The first panel explains what to do in the wizard. The panel number and total number of panels are displayed in the tab in the upper left corner of the screen. Employees click Next to move through the wizard. On the second panel of the wizard, employees click Source Self-Service Benefits 8 of 12
the dropdown boxes and associate the appropriate dependants with each benefit. The third panel of the wizard lets the employee know that the dependant/beneficiary elections are complete. Clicking the Finish button takes the employee to another dependant/beneficiary screen where he/she can click the Process button to commit the elections to the Mass Enrolment Dependants and Beneficiaries table. Then the Benefits Wizard Finished screen displays, and the employee can click the Complete button to return to the benefit enrolment tasks screen. If the Source benefit setup indicates that a PCP is required for employees, Source Self-Service also requires the user to enter a PCP for each dependant who enrolls in that benefit. For some benefits, the users enter both dependants and beneficiaries. 5. Review and Submit Confirmation Statement This is the final step in the enrolment process. Employees view the confirmation statement for the elections they ve made, and if they re correct they click the Authorise button. Authorising elections commits them to the Mass Enrolment table in the Source database. When the Authorise button is clicked, a special record is created in the Mass Enrolment table to indicate that the user has finished making his elections. It s commonly called the MFIN record. Source Self-Service detects this record, and if it is present the open enrolment reminder no longer appears on the employee s home page. Employees who need to make changes to their elections should click the Exit button and return to the enrolment wizard. Open Enrolment in Source Benefits Administrator When employees finish their elections, the benefit administrator (or another benefits employee) must run Mass Enrolment Processing in Source to complete the process and commit the employees elections to the Employee Benefits and Employee Beneficiary tables. This gives the administrator control over the enrolment process. Elections should be validated before the mass enrolment processing. Use the Mass Enrolment Processing wizard to process open enrolment. In the Processing Options section of panel 3, be sure to select Only employees who have completed their changes. Source Self-Service Benefits 9 of 12
Selecting this option only processes elections for employees who have submitted the confirmation statement in Source Self-Service and have the MFIN record in the Mass Enrolment table. This wizard can be run multiple times throughout the enrolment process or once at the very end. The mass enrolment tables should not be purged until after the open enrolment period has passed. This is true even when all current elections have been processed. These tables include the indicator that the employee has finished enrolling (the MFIN record). Purging the tables too early results in the employee being able to enroll again. Benefit Updates in Source Self-Service Employee After benefits have been set up in Source and configured in Source Self-Service, there are a number Items that trigger benefit updates are defined on the Benefit Eligibility Triggers screen. Any field that has a Y in the For Update column of this screen triggers a life event when the data in the field is changed. For example, if marital status is defined as a trigger that affects benefit updates, the employee is prompted to update benefits when his/her marital status changes. Source Self-Service Benefits 10 of 12
When the employee clicks the link to update benefits, the Tasks for Changing Benefits screen displays. The steps in changing existing benefits are similar to the steps involved in open enrolment. Verify Eligibility Information Any dependants that are in the system are listed at the top of the screen for verification. If any dependant information needs to be changed, employees can click the Dependants link in the Correct? section. Employees can also add dependants by clicking this link. It s important to be sure all dependants that need coverage are in the system because only relevant tiers display in the enrolment wizard. For example, if the employee s spouse is the only dependant in the system because his new child hasn t been added, he won t even see the option for the Employee+2 coverage that s available. Employees are also asked to verify other information on this screen. Any items that have been set up as triggers display here if the Include in verification checkbox on the Benefit Eligibility Triggers screen is checked. If the information is incorrect, employees can click a link to change it. If it is correct, they are asked to check a box to confirm the information, and then click the Done button. Review Current Elections Clicking this link launches a choice calculation (ben calc). Source Self-Service calculates benefits in case an employee changed data on the verification screen that affects eligibility. For example, if an employee changed his Post Code on the verification screen, he might not qualify for the same benefits anymore. The choice calculation is done to ensure there are no invalid choices when the employee gets to the enrolment wizard. Employees current benefits are displayed on the screen, and they have the option to click the Re-elect button to keep the same benefits. Benefits for which the employee is no longer eligible appear in red. If the Re-elect button is clicked, the employee s benefit selections are committed to the Employee Benefit table immediately (unless workflow has been set up). Benefit updates do not use the Mass Enrolment tables. Source Self-Service Benefits 11 of 12
Employees who want to make changes to their existing benefits should click the Exit button to proceed to the next step in the benefit update process. Change Benefits Because employees may verify eligibility information and review current benefits on one day and then return a week later to complete the process, this task also launches a choice calculation behind the scenes to ensure that valid choices appear for the employee to elect. The screens in this section are similar to the open enrolment wizard, and employees select benefits by clicking the appropriate checkboxes or radio buttons. When the employee finishes the wizard, changes are committed to Employee Benefit. Cover Dependants and Elect Beneficiaries This link launches the Elect Covered Dependants and Beneficiaries Wizard. The first panel explains what to do in the wizard. The panel number and total number of panels are displayed in the tab in the upper left corner of the screen. Employees click Next to move through the wizard. If the Source benefit setup indicates that a PCP is required for employees, Source Self-Service also requires the user to enter a PCP for each dependant who enrolls in that benefit. For some benefits, the users enter both dependants and beneficiaries. Source Self-Service Benefits 12 of 12