EMPLOYEE SERVICES BENEFITS MODULE
2 Employee Service Module Table of Contents 3 Part I Benefits Module 1 Benefits Prerequisites... 3 2 Accessing Benefits... 3 3 Administration... Benefits 4 Company Benefit... Providers Benefit Provider... 4 4 4 Benefit Plan... 8 Company Benefit... Plans Benefit Plan... 8 9 5 Payroll Benefits... 13 Available Benefit... Plans Benefit Plan... Benefit Plan... Approval Process... Index 13 15 17 18 21
Benefits Module 1 3 Benefits Module Benefits Module The Benefits Module offers the following functionality: 1.1 Offers three classes of benefit providers: Health, Retirement and Variable Administrators can create Benefits Providers and Benefit Plans. This allows employee enrollment which can create or update a scheduled deduction in PayChoice Online. Plans can be modified that will automatically create or update scheduled deductions in PayChoice Online for all employees enrolled in the modified plan. Reports will provide information on Benefit Plans and Employee Enrollment. Benefits Prerequisites For a company to use the Benefits Module, they must have access to the following systems: 1. PayChoice Online 2. Employee Services 3. In order to have access to the Benefits Module, the user must have Administrator Access to Employee Services 4. Employees may self enroll if the Administrator allows this function in the provider setup 1.2 Accessing Benefits There are two points of entry into Benefits I from Employee Services and they are from the following menu items: 1. Administration To create Benefit Providers and Benefit Plans 2. Payroll/Benefits To enroll an employee in an existing Plan. Before an employee can be enrolled in a Benefit Plan the Provider and Plan must first be created. To create a Provider and Plan select option 1 - Administration.
4 1.3 Employee Services Module Administration Benefits This area allows the Administrator to add, modify or delete Company Benefit Providers. Providers can be added for Health, Retirement and Variable type plans. Within the Benefit Provider, the Administrator must define the available plan selection. 1.3.1 Company Benefit Providers When the Benefits Option is selected from the Administration menu, a list of Benefits Providers is displayed. From this page the administrator can do the following: 1.3.2 Add a New Benefit Provider Edit an Existing Benefit Provider Access the Plans available for a particular Benefits Provider Allow Enrollment Process on the employee level Benefit Provider Benefit Provider Creating and Editing Benefit Provider When you click the Add New or Edit buttons from Company Benefit Provider page, you will be taken to the Benefit Provider page. The below example refers to a Health Provider.
Benefits Module 5 On this page you can add or edit basic provider and enrollment information. Once the information is complete, the changes can be saved by selecting the Save Button at the bottom right of the setup screen. Provider Type Enter provider class; Health, Retirement or Variable Provider Name Enter provider name
6 Employee Services Module Provider Number Enter provider policy or group number Contact Enter provider contact name Phone Enter provider phone number URL Enter provider website/url link Active Date Enter date provider became active. This date is for informational purposes only and does not flow through to PayChoice Online Allow Employee Self-Employee Check this box if the employee will be allowed to self-enroll in selected plan Allow Selection due to Life Change Event Check this box if the employee will be allowed to change providers to due a life changing event such as marriage or birth of a child New Hire Eligibility Effective Select the appropriate box when a new hire is eligible to enroll with the provider. Selections are date of new hire or the first day of the month following their date of hire based on a 12 month period. Open Enrollment Period Enter the first day employee can begin open enrollment. Selection is based on the first day of any selected calendar month along with a duration period. During open enrollment, employees will be able to edit or select a new benefit provider if employee self-enrollment is allowed. Dependent Eligibility - Partner Select the appropriate partner if allowed, spouse or domestic partner Dependent Eligibility - Child Select student or non-student, age and time of coverage
Benefits Module 7 States If a Benefit Provider is state specific use the check boxes for each applicable state. If the provider covers all states check the All States box. Buttons Use the button to save your changes. Upon execution a message will display the status of the changes Use the button to cancel and exit the screen. Upon execution you will be returned to the Company Provider Listing and any modifications that had been made will be cleared if they were not saved first, leaving the record unchanged. Retirement Provider Sample Screen Variable Provider Sample Screen
8 1.4 Employee Services Module Benefit Plan Benefit Plan This area allows the Administrator to add, modify or delete Benefit Plans per Provider. 1.4.1 Company Benefit Plans When the Plans button is selected for a Provider, list of Benefits Plans available for that Provider is displayed. From this page the administrator can do the following: Add a New Benefits Plan Edit an Existing Benefits Plan
Benefits Module 1.4.2 9 Benefit Plan Use the Benefit Plan Screen to add a new plan for the provider. Below is an example of a Health Plan for Employee & Child Plan Information - Per Provider Once add or change is selected the plan information screen and provider name will display
10 Employee Services Module Plan Name Enter the provider plan name and description. For example if this is a health provider enter family, employee only or employee & child...etc. Plan Number Enter the provider plan number Deduction Codes Employee Enter the deduction code that PayChoice Online uses for the per pay employee deduction. This deduction must be previously setup in PayChoice/PayChoice Online. This deduction code will be used to withhold the employee's per pay deduction amount. Deduction Codes Employer Enter the deduction code that PayChoice Online uses for the per pay employer contribution (if applicable). This deduction must be previously setup in PayChoice/PayChoice Online. This deduction does not effect the employee's net pay. Monthly Premium Enter the total monthly premium for the provider plan Company Contribution Enter the percentage the company contributes of the total monthly premium for the provider plan Effective Date Enter effective date of provider plan. This date if for informational purposes only base on when the plan was added. Group Payroll Deduction Update for Applicable Employees Update Date o This option only appears when editing a provider plan. It will not display when the initial setup occurs o This option allows the administrator to perform a global rate change without entering a new amount per employee o Enter effective date of payroll change for plan. This date will take effect in the appropriate period end date (not check date).
Benefits Module 11 o The new deduction amounts will automatically interface with PayChoice Online and be added to the future dated deductions area. Once that effective date is meet, the deductions will change and the new amount will be withheld from the employees. Buttons Use the button to save your changes. Upon execution a message will display the status of the changes Use the button to cancel and exit the screen. Upon execution you will be returned to the Company Benefits Plan Listing and any modifications that had been made will be cleared if they were not saved first, leaving the record unchanged. Below is an example of a 401k Retirement Plan Plan Information - Per Provider Once add or change is selected the plan information screen and provider name will display Plan Name Enter the provider plan name and description. Plan Number
12 Employee Services Module Enter the provider plan number Retirement Plan Deduction Percent and Dollar Enter the correct deduction code for the employee percentage or flat dollar amount deduction. These deductions must first be setup in PayChoice/PayChoice Online. Catch-up Deduction Percent and Dollar Enter the correct deduction code for the employee percentage or flat dollar amount deduction. These deductions must first be setup in PayChoice/PayChoice Online. Below is an example of a Dependent Care Variable Plan Plan Information - Per Provider Once add or change is selected the plan information screen and provider name will display Plan Name Enter the provider plan name and description Plan Number Enter the provider plan number Employee Dollar and Percent Deduction Enter the correct deduction code for the employee percentage or flat dollar amount
Benefits Module 13 deduction. These deductions must first be setup in PayChoice/PayChoice Online. 1.5 Payroll Benefits This section will explain how an administrator/employee can view, enroll and/or make life change events via the Benefit Module. If an employee is allowed to self-enroll, the administrator must allow for this type of change in the benefit provider setup as previously explained under Company Benefit Providers. The administrator can also add or make changes to any employee's benefit plans. 1.5.1 Available Benefit Plans The Available Benefit Plans table in Employee Service is intended to: Displays the current selected plans for the employee Displays the available plans. Each class category, health, retirement and variable plans can be expanded or collapsed for easy viewing. Permits administrative access to select a benefit plan with the ability to review, modify or cancel a plan for an employee; Once an available plan is selected for the employee, it will be removed from the available plans for the employee. Permits the employee to select available plans due to open enrollment or a life changing event. The below screen represents the employee and administrator view.
14 Employee Services Module Features Rows Each row represents a specific employee benefit selection and employer provided plans. Columns Each column relates to a benefit plan as follows: View Click the view link to review available plans or review, modify or add to the employee record; Provider Name Displays benefit provider; Provider Number Displays provider group number; Plan Displays plan type offered by the benefit provider; Number Displays plan group number associated with each plan type Use the View History button to view previously selected plans for the employee
Benefits Module 1.5.2 15 Benefit Plan Benefit Plan To add a plan to an employee, use the view link from the Available Benefit Plan List. An Administrator can add,change or view the Benefit Plan information to any employee. An employee may select a benefit plan if the Benefit Provider was initially setup for the employee to have access during the new hire process, open enrollment or a live change event.
16 Employee Services Module Plan Summary When a plan is selected, the Plan Summary information will display Deduction Enter the per pay deduction amount based on the plan/provider selected Payroll Deduction Effective (State) Date Enter the effective date of the deductions. Use the to save the changes The deduction along with the effective date will automatically be passed to PayChoice Online. The deduction will take place based on the period end date of the effected payroll, meaning you can future date benefit plan deductions. If the employee is allowed to self-enroll, the administrator must approve the change. Once approved, the deduction changes will be passed to PayChoice Online. Open Enrollment or Life Change Event will be noted on the top of the employee's screen if applicable.
Benefits Module 1.5.3 17 Benefit Plan To edit or remove a plan from an employee, use the view link from the Selected Plan List
18 Employee Services Module Use the to remove the plan from the employee. Once the cancel button is selected the following warning will appear. Add a new plan to the employee if needed 1.5.4 Approval Process If a Benefit Provider is setup for employees to have the ability to select a Benefit Plan, the company Administrator must approve or reject the employee changes. An employee may select a Benefit Plan if they meet the new hire required waiting period, open enrollment or have a life changing event. After the employee selects a Benefit Plan the company Administrator must approve the changes. When the changes are approved, the applicable deductions will be
Benefits Module 19 activated in PayChoice Online for the employee contributions. To approve the Benefit Plan changes, the Administrator logs into the company under Employee Services. On the main Employee Services screen a list of Pending Approvals will be noted. The Administrator clicks on the blue OPEN link to approve the Benefit Plan selection. The Administrator must Approve or Reject the request. If approved the applicable deductions codes will be activated in PayChoice Online. The only field that may be changed is the effective date.
20 Employee Services Module Once approved, the employees Benefit Plan Screen will display. Use the History Link to view any changes made to the employee.
Index Index Enrollment by Employee Event 13, 15 Existing 4 -A- -H- Access 4 Active Date 4 approve 18 Available Benefit Plans Health 15 -BBenefit Plans 3, 8 Benefits Module 3 Benefits Provider 4 Benefits Providers 3 -C- 3 -LLife 15 life changing event Link 4 Listing 9 13 -MMonthly 9 Monthly Premium 9 Change 15 Child 4 Child Student 4 Close the Page 4 Codes 9 Company Benefits Provider 4 Company Contribution 9 Company Provider Listing 9 Contact 4 Contribution 9 coverage 4 -N- -D- -P- Date 9 De-Activate 4 delete 8 drop down 4 page 4 Partner 4 Pending Approvals 18 Phone 4 Plan Name 9 Plan Number 9 Plans 3 Premium 9 Provide Name 4 Provider 9 Provider Number 4 Providers 3 -EEffective 9 Effective Date 9 Employee Enrollment 3 Employee Premium 17 enrollment 3, 13 New 4 New Hire 4 Non-Student 4 -OOpen 4 open enrollment 4, 13 4 21
22 Employee Services Module -Rreason 4 reject 18 Reports 3 Retirement 3 -SSave Changes 4 scheduled 3 scheduled deduction 3 Selected Plan List 17 Student 4 -TType 9 -UUntil 4 -VVariable 3