With Standard and Advanced Benefits administration, you can enroll participants in plans and options for which they are eligible. It includes enrollments entered by benefits administrators, as well as web-based self-service enrollments. You can use non-flex enrollment windows for most programs that are not funded by flex credits.
Oracle US Federal HR includes predefined US Federal Employee Health Benefits (FEHB) and Thrift Savings Plan programs and plans. You can enroll employees in FEHB or TSP when you process an Appointment, Conversion to Appointment, or Extension RPA action. You can also enroll and manage benefits using self-service.
See: US Federal Self Service Benefits
For other agency-specific programs and plans, you can use the administration features of Standard and Advanced Benefits to manage your benefits programs.
You can assign programs and plans to reporting groups that you define, then generate reports to meet regulatory or other reporting needs. You can write your own reports or select from reports delivered with Oracle HRMS.
Various predefined reports let you monitor the enrollment cycle during and after an election period, reconcile premiums, and, for Advanced Benefits, track life events.
See: Reports and Processes in Oracle HRMS, Oracle HRMS Configuring, Reporting, and System Administration
To broaden your understanding of Standard Benefits Administration and administrative features common to both Standard and Advanced Benefits, see:
Running the Maintain Participant Eligibility Process (Standard Benefits)
Oracle HRMS provides a solution for managing benefits for US federal employees. Your Oracle Human Resources license includes an extended Standard benefits feature set that enables you to manage your agency's benefit offerings.
The Oracle Advanced Benefits license provides the Standard Benefits feature set plus additional functionality, such as communication features and processing requests using online benefit service centers.
Standard Benefits provides the functionality you need to administer benefit programs that do not offer flex credit based benefits.
Yes, you can enroll participants when processing Appointment, Conversion to Appointment and Extension RPA actions.
If the application determines that someone is ineligibile, you can enroll that person. You can also override a participant's benefit elections, and define whether or not a person can elect to waive participation in a benefit for which they are eligible.
For self-service plans, eligibility is based on predefined factors, such as the work or residence location for Federal Employee Health Benefits. For benefit plans that are not predefined, you link each benefit plan to employment conditions, such as grades, organizations, full-time or part-time, jobs, salary bases, or any other employee grouping you need to define. Only employees that meet the link conditions can enroll in the plan.
You can enroll an employee in Federal Health Benefits, Federal Employee Group Life Insurance, and Thrift Savings Plans when you appoint that person.
You can also assign non-RPA elements, such as an entitlement, using the Element Entry window.
Yes, for benefits classified as Medical you can establish coverage for the employee's dependents.
You can use the product for "what-if" eligibility modeling. For a given person, you can view what their benefit eligibility results would be if a particular life event occurred. The system does not save these results.
In your plan design, you define the qualifying life events that generate enrollment actions and participant communications. Batch processes that your system administrator can schedule to run on a nightly basis detect when a life event has occurred to a participant. Enrollment opportunities are then generated for the participant based on the life event and the rules of your plan design.
You can also define automatic and default enrollments to reduce the time you spend processing enrollments.
Federal government employees can elect, change, or cancel Federal Employee Health Benefits (FEHB). Employees enroll and manage their FEHB benefits using Oracle Self-Service Human Resources (SSHR). The information entered using self-service is the same information required for the SF-2809 (Health Benefits Election Form for Federal Employees). As an HR administrator, you can enroll employees when you process an Appointment, Conversion to Appointment, or Extension RPA action. Afterwards, you can administer benefits for employees using the benefits user interface.
See: Appointment, Conversion, and Extension Enrolments
The application simplifies the process of determining health benefit eligibility through life events. With the exception of employees who waive the pre-tax deductions, employees can change their benefits selection only when a valid life event change occurs.
The Office of Personnel Management (OPM) defines life events that permit benefits enrollment or changes to benefit elections. Some life events result from RPA updates, such as an Appointment or Change in Duty Station personnel action. Other life events result from employee entering or changing their personal details, such as the addition of a dependent or change in primary address. Some life events are not automated, such as when a family member loses coverage due to the discontinuance of a FEHB plan. In these cases, you initiate a life event for that employee, so the employee can make a new election.
Before the employees or you can enroll and make changes to employee benefits through SSHR or the professional user interface, you must set up FEHB.
See: FEHB Administration, Setting up FEHB
When you process an Appointment, Conversion to Appointment, or Extension RPA actions, you can enter health benefits, Federal Employee Group Life Insurance (FEGLI), and Thrift Savings Plans (TSP) benefits information.
Note: For Extension actions, you can change health benefit information, but not FEGLI or TSP benefits. (The Office of Personnel Management does not authorize changes to existing FEGLI or TSP benefits for Extension actions.)
To make data entry faster when processing these RPA actions, the application enters default benefit values in the US Federal Benefits RPA extra information.
Upon update to HR, the application creates Assignment elements associated to the benefits using the effective date entered for the RPA as the element's start date. The application:
Creates the Health Benefits Assignment element
If you have implemented advanced benefits and entered Yes for the Pre-Tax Waiver, the application creates a Health Benefit Assignment element; if you entered No, the application creates a Health Benefit Pre-Tax Assignment element.
If you have not implemented advanced benefits, the application creates a Health Benefit Assignment element with the Pre-Tax Waiver information.
Creates the Federal Employee Group Life Insurance Assignment element
Creates the Thrift Savings Plan (TSP) Assignment elements for employees enrolled in a Federal Employee Retirement System (FERS) or Civil Service Retirement System (CSRS) or equivalent retirement plans
Updates the appropriate fields of the People extra information (US Federal Person Benefit Information and US Federal SCD) with the information not stored in the elements, such as the eligibility and expiration dates
Initiates the appropriate potential life events, such as Initial Opportunity to Enroll if you have implemented Advanced Benefits
The employee can then modify the elections during the life event period using self-service, or you can enter the elections for the employee using the professional user interface. If you have not implemented Advanced Benefits, you must correct and update the element entries manually.
If you need to correct the benefit elections originally entered in the RPA, do not process a Corrections action; update the information in the benefits professional user interface.
See: Enrolling a Person in a Non-Flex Program
You can use Standard Benefits to administer and manage employee enrollment in Federal Employee Health Benefits (FEHB) plans and options based on the full range of Office of Personnel Management (OPM) qualified life events.
The employee's work or residence location determines the employee's plan enrollment eligibility. Employees participating in FEHB may elect predefined plans and options specific to their state or county of residence, or to their work location. (Overseas employees can elect nationwide plans only.)
In certain situations, you may need to override the eligibility results. For example, if you extend an employee's Leave Without Pay (LWOP) beyond 365 days, the employee may become ineligible for FEHB. If this extension occurs, you can grant an exception so that the employee can enroll in a plan or option.
In other situations, you may need to waive someone's eligibility. For example, if OPM removes a plan from a FEHB program, an employee can neither select nor remain with the plan. In that case, you can waive the employee's participation in the plan so that the employee can enroll in another plan.
See: Overriding Enrollment Results for a Plan, Oracle HRMS Compensation and Benefits Management Guide
Electable benefit choices occur as a result of one of the OPM defined life events. The application triggers a life event when the employee initiates a change in health benefits through SSHR or when you:
Process an Appointment, Conversion to Appointment, or Extension action that gives the employee an opportunity to enroll in health benefits
Update an RPA to the database that changes the employee's eligibility, such as a NOAC 781 Change in Work Schedule
Initiate a potential life event through the benefits user interface, such as a life event for someone who now qualifies for medicare (Employee Becomes Eligible for Medicare life event)
Additional non-OPM life events ensure smooth transitions, such as the continued coverage for rehires and transfers, the termination of life events for separation actions, and opening the enrollment period for an employee on after tax deductions.
The following table lists life events and indicates which life events the HR administrator manually initiates (HR) and which life events the application initiates as a result of actions such as RPA updates. Life event codes starting with 1 denote employees participating in premium conversion (pre tax deductions), and codes starting with 5 denote employees who declined participation in premium conversion (after tax deductions).
| Life Event Name | Life Event Code | Life Event Triggered (Auto/HR) |
|---|---|---|
| Initial Opportunity to Enroll | 1A / 5A | Auto |
| Open Season | 1B / 5B | Auto (time period specified by customer) |
| Change in Family Status | 1C / 5C | HR |
| Change in Employment Status Affecting Entitlement to Coverage | 1D / 5D | Auto |
| Change in Employment Status Affecting Cost of Insurance | 1E | Auto |
| Employee Returns from Uniformed Service | 1F | HR |
| Begin or Return from Non-Pay Status or Insufficient Salary - Coverage Continued | 1G | HR |
| Salary of Temporary Insufficient to Make Withholdings for Plan in Which Enrolled | 1H / 5M | HR |
| Employee/Family Member Moves Outside HMO Enrollment Area | 1I /5J | HR |
| Transfer From a Post of Duty Within US to Post of Duty Outside US or Vice Versa | 1J / 5F | Auto |
| Separation from Federal Employment When Employee or Spouse is Pregnant | 1K / 5E | HR |
| Employee Becomes Eligible for Medicare | 1L / 5K | HR |
| Employee/Family Member Loses Coverage Under FEHB or Another Group Plan | 1M / 5G | Auto |
| Loss of Coverage Under a Non-Federal Health Plan-Moves Out of Commuting Area | 1N / 5I | HR |
| Employee/Family Member Loses Coverage Due to Discontinuance of an FEHB plan | 1O / 5H | HR |
| Employee/Family Member Gains Coverage Under FEHB or Another Group Insurance Plan | 1P | HR |
| Change in Spouse's/ Dependent's Coverage Under a Non-Federal Health Plan | 1Q | HR |
| Temporary Employee Completed One Year of Continuous Service - Pre-Tax Waiver | 5L | HR |
The employee has the option upon initial enrollment to choose a plan with a pre-tax deduction or after tax option. If an employee wants to change from a pre-tax to an after tax option after the period of initial enrollment has expired, the employee must wait until a valid life event occurs, such as Open Season.
If an employee chooses after tax deductions, the employee can make the following changes without waiting for a valid life event:
Terminate health benefits by declining coverage (pre-tax employees can only terminate coverage with a life event such as Open Season)
Change to a lower option, for example from Family to Self, or from a High to Low option
Change to pre-tax option
Benefits processing requires a life event, so when an employee on after-tax deductions wants to change their benefit elections, such as decline coverage, the employee must contact HR to have the HR administrator initiate an After Tax Deductions life event.
Using the benefits user interface, you can manually initiate life events for an employee, enroll an employee in a plan, and make changes to that person's benefit selections. You may need to manually initiate a life event when:
An employee does not have access to a computer
The application does not automatically detect the life event, such as an employee or eligible family member losing coverage under FEHB or another group plan
A Cancellation or Correction action requires that you back out a life event
At the time of the Appointment action, the employee wishes to continue coverage in an agency health plan, for example in a state health plan
You terminate health benefits by processing a Separation action. The application automatically initiates a Terminate Contributions life event that enters an end date for all restricted and non-restricted benefit enrollments and enters an end date for all element records.
The application determines the date on which a life event occurs based on the effective date or the user-entered date.
| Where Information Changed | Date Used |
|---|---|
| RPA action | RPA's effective date |
| Address window | From Date of the primary address |
For all Appointment actions other than transfers or rehires with a break in service of less than 3 days, the FEHB effective date is the beginning of the pay period following the receipt of the employee's elections.
See: Administration of Specific Federal Life Events
When you process Retroactive, Cancellation, or Correction action, you may find that potential life events no longer apply. For example, if you cancel a Change in Work Schedule action that initiated a Change in Employment Status life event, the triggered life event no longer applies. After processing a Retroactive, Cancellation, or Correction action, review the employee's life events and determine whether you need to take further action.
If you process a Retroactive action such as a Retroactive NOAC 508 Conversion to Term Appointment NTE and the enrollment date has expired, the employee cannot make benefit elections through self service. You can extend that date by changing the end date, or by closing the event and initiating a new life event.
See: Manually Creating a Potential Life Event for a Person, Manually Voiding a Potential Life Event for a Person, Purging Person Data for Backed-Out and Voided Life Events
When you process a Cancellation or Correction action, you should review the status of the life events for that person to determine whether to void or back out the events. If the life event is open, you can void the life event. If the life event is closed, you can back out the life event and, if appropriate, initiate a new life event. For example, if you cancel a Change in Duty Station action that involves a relocation to a duty station outside the United States, you would void the life event for a Transfer From a Post of Duty Within US to Post of Duty Outside US.
See: Manually Creating a Potential Life Event for a Person, Viewing a Person's Life Event Information, Manually Voiding a Potential Life Event for a Person, Purging Person Data for Backed-Out and Voided Life Events
Federal government employees covered by the Federal Employee's Retirement System (FERS), the Civil Service Retirement System (CSRS), and Foreign Service Retirement and Disability System (FSRDS) can participate in Thrift Savings and Thrift Savings Catch-up plans.
See: Thrift Savings Catch-Up Contributions
Employees can enroll, change, or terminate their contributions at any time during the year. As an HR administrator, you can enroll employees when you process an Appointment, Conversion to Appointment or Extension RPA action. In the RPA extra information, you indicate the employee's eligibility status and the amount or percent the person wishes to contribute each pay period.
If you do not know the employee's election choices, the employee can use self-service later to enter that information. If the employee does not have access to a computer, you can enroll employees and change their contributions in the Non-flex Program window.
See: Enrolling in TSP, Enrolling in a Non-Flex Program
After entering the TSP information, the application validates the employee's eligibility status and then updates the TSP element with the contribution amount and rate.
See: Enrolling Employees in TSP
If an employee makes an unintentional change to the contribution information, the employee can correct that information within the current pay period. If the employee wants to de-enroll before the start of the first pay period when the contributions take effect, you or the employee must terminate the contributions. Any changes to enrollment take effect the first day of the pay period following the elections.
Employees can terminate their contributions at any time in self-service. As an HR administrator, you can terminate their contributions for them through the professional user interface. When employees use TSP for a hardship loan, you can terminate the TSP contributions and enter the date on which the employee can begin contributing to TSP again.
See: Suspending TSP for Hardship Loans
The coverage and rate start date begin on the same day, usually the start of the first pay period following the agency's acceptance of the election form. An exception to this start date includes those employees that you transferred or rehired within 31 days of a Separation or Transfer action. For these employees, the coverage and rate start date correspond to their hire date.
When employees enroll or change their TSP elections, you can have the application send a notification to the Personnel Office (POI) groupbox. You can review the linked confirmation page and, if necessary, contact the employee to correct and resubmit the elections. If the employee does not have access to a computer, you can transfer the data from the employee's TSP-1 form, or consult with the employee and then make the necessary elections through the professional user interface.
See: Enabling US Federal Notifications
If you process a Retroactive action, Cancellation, or Correction action for an employee that changes the person's eligibility, you must review and update the person's TSP information.
For example, if a retroactive Conversion to Appointment action changes a data element such as the retirement plan from FERS to CSRS, you must update the employee's Person Benefit Extra Information and review or update the employee's enrollment status in the TSP element, and the contribution amount or rate in the Non-Flex Program window.
If you have placed an employee on Non Pay status (LWOP), the employee can continue to make elections to TSP and TSP Catch-up contributions. When an employee returns to duty (Active Assignment), the TSP contributions resume based upon the most recent contribution election.
Oracle US Federal Human Resources (HR) enables employees and HR professionals acting on behalf of employees to manage TSP contributions and changes using self-service. Employees and HR professionals can view and update information about their TSPs using the TSP For Employees self-service page. For more information, see Managing the Thrift Savings Plans (TSP) Information Using Self-Service, Oracle HRMS Deploy Self-Service Capability Guide.
After enrolling in Thrift Savings Plan (TSP), eligible TSP participants can make tax-deferred catch-up contributions from their basic pay up to the maximum allowable amount. Employees can enroll, change or terminate their contributions at any time during the year. At the end of the year you de-enroll all employees; they can re-enroll at the beginning of the next year.
Employees must meet eligibility conditions to participate in TSP Catch-up. TSP participants qualify for TSP Catch-up if they:
Have an Active assignment status
Are 50 years old or will become 50 in the same calendar year as their enrollment
Contribute the maximum amount to TSP
To participate in TSP Catch-up using self-service, employees must first enroll in TSP. The next time the employee uses self-service, the benefit enrollment opportunities include TSP Catch-up. The amount the employee enters for the TSP Catch-up represents the amount contributed each pay period, not a total annual amount. An employee's TSP Catch-up contribution begins the first full pay period after the agency accepts the employee's TSP Catch-up election form.
If an employee does not have access to a computer or other circumstances require your intervention, you can enroll the employee in TSP Catch-up using the benefits interface.
See: Enrolling a Person in a Non-Flex Program
The application uses pay period pay dates, the date on which the agency issues employee pay checks, as a basis for validating an employee's eligibility for enrolling in TSP Catch-up and determining whether the employee has exceeded the maximum contribution amounts.
See: Defining Pay Dates, Oracle HRMS Payroll Management Guide
The application uses the pay period pay date to determine which annual limits apply to TSP Catch-up elections made at the end of the year. If an employee changes an election in the last full pay period of the year with a pay date in the same year, the application verifies the amount based on the next year's allowable contributions. For example, if the pay periods occur from December 4 to December 17 with a pay date of December 23, and from December 18 to December 31 with a pay date of January 6, elections made in the December 4-17 pay period take effect in the next pay period December 18-31 but the December 18-31 pay period has a pay date that falls in the next calendar year, January 6. As a result, the application applies the next year's annual amounts when verifying the contribution amount.
During the year, when an employee de-enrolls from TSP Catch-up or you de-enroll that person from the benefits interface, you run the Participation Process: Selection concurrent program to complete the de-enrollment and end the person's element.
At the end of the year, you run the Participation Process: Selection program on the last day of the last pay period of the year in which the pay date occurs. The program de-enrolls all employees who have no future-dated enrollments and ends their TSP Catch-up elements. Employees can re-enroll after the annual de-enrollment.
Employees cannot make changes to their TSP Catch-up contributions on that annual de-enrollment date. For example, if the last pay period begins December 9 and ends December 22 with a pay date of December 28, you schedule the de-enrollment date for December 22. Employees can change their elections before and after December 22, but not on December 22.
You should schedule the Participation Process: Selection concurrent program to run daily to ensure that you de-enroll employees from:
TSP Catch-up in the same pay period as their de-enrollment from TSP
TSP Catch-up at the end of the calendar year
See: Running the Participation Batch Process
Managing employee benefits sometimes requires manual intervention, such as generating a potential life event or voiding one, or making the benefit elections for the employee through the professional user interface.
When employees relocate their primary residence to a different state or their duty station changes to a different state, the application triggers an Employee/Family Member Loses Coverage under FEHB or Another Group Plan life event. The employees can then revise their benefit elections using Oracle Self-Service Human Resources (SSHR). If an employee's residence or duty station relocation occurs within the same state, you must manually initiate the life event.
See: Manually Creating a Potential Life Event for a Person
See: Viewing a Person's Life Event Information
For employees participating in premium conversion (pre-tax option), the application automatically triggers the potential life event for Change in Employment Status Affecting Cost of Insurance when an employee changes work schedules. For employees participating in After Tax Deductions, the application automatically triggers the life event Change in Employment Status Affecting Entitlement to Coverage. These life events permit the employees to change their benefit elections.
In practice, work schedule changes in some agencies do not change employee benefits. In these cases, you can void the potential life event.
See: Manually Voiding a Potential Life Event for a Person
See: Purging Person Data for Backed-Out and Voided Life Events
The Continued Coverage life event ensures a smooth transition for employee transfers and rehires. The effective date for FEHB depends on the type of appointment:
If you process a Conversion to Appointment (NOAC 500s's), a Conversion to Appointment or a Reinstatement action (NOACs 140, 141, 143) within 3 days of the Separation action, and the person has no change in duty station or work schedule, the application maintains that person's benefit elections as of the Conversion effective date
If you process a Reinstatement action (NOACs 140, 141, 143) within 30 days of the Separation action, and the person has no change in duty station or work schedule, the employee's FEHB elections take effect the beginning of the pay period following receipt of election
If you process a Reinstatement action (NOACs 140, 141, 143) and the employee is not on the database as an active employee or ex-employee, the employee's FEHB elections take effect the beginning of the pay period following receipt of election
After the application generates the Continued Coverage life event, you can consult with the employee, and then enter the enrollment elections for that person in the Non-Flex Enrollment window.
See: Enrolling a Person in a Non-Flex Program
As an HR administrator, you can enroll employees when you process an Appointment, Conversion to Appointment, or Extension RPA action. Later, the employee can manage benefit elections through self service or you can manage that person's benefit elections using the benefits user interface. For example, if an employee wishes to switch from after tax to pre-tax deductions, you can initiate an After Tax Deduction life event and make that change for the employee.
Use the Request for Personnel Action window for Appointment enrolments:
To enroll an employee using an RPA
Process an Appointment action.
If you process an Appointment action, the application automatically generates an Initial Opportunity to Enroll life event. If you process a transfer or rehire action, the application processes an appropriate life event based on the information entered for the employee, such as a Continuing Coverage life event or Change in Location life event.
See: Appointment, Conversion, and Extension Enrolments, Administration of Specific Life Events, Processing a Request for Personnel Action (RPA), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Click Extra Information, select the US Federal Benefit RPA extra information, click in the Details field to display the extra information, and enter the benefits information.
Complete, approve, and update the Appointment action following your agency's practices.
See: Processing a Request for Personnel Action (RPA), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
To manage benefits using the benefits user interface
Initiate a potential life event, if required.
Manually initiate a life event when RPA actions or updates to the employee information such as a change in primary address do not automatically initiate one. For example, you might initiate an open season life event or a life event for an employee who now qualifies for medicare.
See: FEHB Administration, Manually Creating a Potential Life Event for a Person
If you initiated a life event, run the Participation Process: Life Event concurrent manager process.
See: Running the Participation Batch Process, Oracle HRMS Compensation and Benefits Management Guide
Use the Non Flex Enrollment to change benefit options.
HR administrators can enroll employees in agency-sponsored health plans that are not part of the Federal Employees' Health Benefits program administered by the OPM. For example, if you hire an employee who previously worked for the state, that person might wish to continue the state benefit health plan.
To enroll an employee in an agency health plan
Process an Appointment action.
If you process an Appointment action, the application automatically generates an Initial Opportunity to Enroll life event. If you process a transfer or rehire action, the application processes a Continuing Coverage life event.
See: Appointment, Conversion, and Extension Enrolments, Administration of Specific Life Events
Click Extra Information, select the US Federal Benefit RPA extra information, click in the Details field to display the extra information, and enter the benefits information.
In the FEHB Enrollment field, select W Agency Sponsored Health Plan.
In the FEHB Health Plan field, select plan ZZ Federal Employee Health Benefit Special Code.
Complete the benefits information and the remaining fields of the Appointment action. Approve and update the RPA following your agency's practices.
See: Processing a Request for Personnel Action (RPA), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
When you appoint an employee, you define the employe's enrollment status, for example pending enrollment. If the employee's initial opportunity to enroll expires without the employee making an election, the application changes the pending status to waived/cancelled. The employee can enroll at the next valid life event, such as Open Season.
Note: If you have not implemented advanced benefits and the enrollment period expires, you must change the employee's enrollment status to waived/cancelled in the Health Benefit element.
If the employee's enrollment status is ineligible, you can change that status when the person becomes eligible so that the employee can enroll when the next life event occurs.
Use the employee's Assignment Element Entries window to change the Health Benefit element entries.
To change the enrollment status to eligible
Select the Health Benefits Pre-Tax element and click Entry Values.
In the Health Enrollment option, select X to indicate that the employee is eligible for coverage.
In the Health Plan option, select ZZ Federal Employee Health Benefit Special Code.
Note: When you update the element entries with W, X, Y, and Z, you must also enter the Health Plan option ZZ, Federal Employee Health Benefits Special Code.
Save your work.
Run the Participation Process: Selection concurrent manager process.
See:Running the Participation Batch Process, Oracle HRMS Compensation and Benefits Management Guide
When you receive a child equity court order date from the judicial system, you must restrict the choice of benefit enrollment options so that the employee can no longer choose Self Only or Decline Coverage. Later when you receive the official notification that the child equity court order has elapsed, you must reinstate the enrollment options. You can easily administer this change.
Navigate to the employee's US Federal Person Benefits Extra Information and enter the official Child Equity Court Order Date.
Manually initiate a Change in Family Status.
The employee can then select Self and Family enrollment options in self-service.
Note: The application does not enforce this enrollment election. It is up to the HR specialist to ensure that the employee has made the appropriate enrollment change.
To reinstate the enrollment options after receiving the official notification, clear the Child Equity Court Order Date in the US Federal Person Benefits Extra Information, and manually initiate a Change in Family Status.
Employees covered by the Federal Employee Retirement System (FERS), Civil Service Retirement System (CSRS), or Foreign Service Retirement and Disability System (FSRDS) can participate in Thrift Savings Plans.
As an HR administrator, you can initially enroll employees when you process an Appointment, Conversion to Appointment or Extension RPA action. Employees can then manage their TSP benefits using self-service.
As an HR administrator, you can also manage TSP benefits for the employees using the benefits user interface. For example, if the employee does not have access to a computer, you can enroll the person in TSP and later if the employee decides to stop contributing to TSP, you can terminate TSP contributions for that person.
See: Enrolling a Person in a Non-Flex Program
See: De-enrolling Employees in TSP and TSP Catch-Up
To enroll employees in TSP
Process an Appointment RPA action.
See: Appointment, Conversion, and Extension Enrolments
See: Processing a Request for Personnel Action, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Click Extra Information, select the US Federal Benefit RPA extra information, click in the Details field to display the extra information, and enter the TSP information.
Enter the TSP status:
For CSRS employees, enter an E for Eligible to Contribute.
For FERS employees, enter an I for Ineligible for Agency Contributions.
The application automatically enters the Appointment's effective date as the TSP Status Date.
For FERS employees, enter an Agency Contribution Eligibility Date.
The FERS employee is ineligible for agency contributions until the TSP Agency Contribution Eligibility Date occurs. After the date has passed, you can change the TSP eligibility status from I to E in the TSP Contributions element.
Complete the TSP fields based on the employee's elections.
Complete, approve, and update the Appointment action according to your agency's practices.
See: Processing a Request for Personnel Action (RPA), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If employees use their TSP savings for a hardship loan, you can terminate their TSP contributions until they become eligible to participate in the saving program again.
To terminate enrollment for hardship loans
Query the employee record in the Person window.
Click Extra Information, select the US Federal Person Benefit Information and click the Details field to display the extra information.
In the TSP Employee Contribution Eligibility Date, enter the date that the employee must reach before changing TSP elections.
Save your work.
Navigate to the Non-flex Program window and query the employee's record in the Person Find window.
In the Program field, scroll to display the Federal Thrift Savings Plan (TSP).
In the Plan and Option region, select TSP Terminate Contributions.
Save your work.
The application prevents the employee from changing the TSP elections until the day following the TSP Employee Contribution Eligibility Date.
Rehired or transferred employees can continue their TSP coverage. When you rehire ex-employees (NOACs 140, 141, 143) within 30 days of a Separation action, the application continues their TSP coverage as of the Reinstatement effective date. If employees change their elections, those changes take effect the pay period after the HR office receives the information.
When you transfer employees, their TSP coverage continues uninterrupted. At any time following the transfer, the employee can change the elections using self service or you can for that person using the benefits Non-flex Program window.
For both rehires and transfers, you must specify the eligibility status as you did for the original appointment action.
To specify eligibility
Process a reinstatement or transfer action.
See: Processing a Request for Personnel Action, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Click Extra Information, select the US Federal Benefit RPA extra information, click in the Details field to display the extra information, and enter the benefits information in the fields.
Enter a TSP Status.
For CSRS employees, enter an E for Eligible to Contribute.
For FERS employees, enter an:
I if the effective date of the rehire or transfer occurs before the Agency Contribution Eligibility Date
E if the effective date of the rehire or transfer occurs after the Agency Contribution Eligibility Date
For FERS employees, enter an Agency Contribution Eligibility Date.
The FERS employee is ineligible for agency contributions until the TSP Agency Contribution Eligibility Date occurs. After the date has passed, you can change the TSP eligibility status from I to E in the TSP Contributions element.
If the employee currently has a hardship loan restriction, enter the TSP Employee Contribution Eligibility Date.
The TSP Employee Contribution Eligibility Date is the date when the restriction ends and the employee can resume TSP elections.
Complete the TSP fields based on the employee's elections.
Complete, approve, and update a reinstatement or transfer action.
See: Processing a Request for Personnel Action, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Employees can terminate their contributions to TSP at any time during the year. When an employee de-enrolls from TSP, the next time the Participation Process:Selection concurrent manager program runs, the program automatically de-enrolls that person from TSP at the start of the next pay period and ends the element.
Employees can use self-service to de-enroll from TSP by changing their contribution to zero. If an employee does not have access to a computer or to self-service, you can de-enroll that person using the:
Non-Flex Program window, if you have implemented benefits
Assignment elements window, if you have not implemented benefits
To de-enroll an employee from TSP using the Non-Flex Program window
Set the effective date to the pay period end date.
Query the employee record.
In the Program field, scroll to display the TSP program.
Select Terminate Contributions.
The application creates a new element after ending the previous one. The new element maintains the TSP Status and Status Date information. If the employee is also enrolled in TSP Catch-up, the Participation Process: Selection concurrent program de-enrolls that person from TSP Catch-up.
To de-enroll an employee from TSP using the Assignment Element Entries window
Select the element.
In the Element Entries window, change the amount or percent to zero.
Choose the appropriate Status and Status Date.
Save your work.
During the year, employees can terminate their contributions to TSP Catch-up at any time. At the end of the year, you must de-enroll employees from TSP Catch-up. If the employee chooses to continue contributing to TSP Catch-up, the employee must enroll again in the new calendar year.
To complete the de-enrollment, you run the Participation Process-Selection program. This program ends the TSP Catch-up element at the start of the next pay period. At the end of the year you must schedule the program to de-enroll employees on the last day of the last pay period of the calendar year in which the pay date occurs. Employees cannot make changes to their TSP Catch-up elections on that day.
See: Thrift Savings Catch-up Contribution
We recommend that you schedule the Participation Process: Selection concurrent program to run daily to ensure that you de-enroll employees from:
TSP Catch-up in the same pay period as their de-enrollment from TSP
TSP Catch-up at the end of the calendar year
See: Thrift Savings Catchup Contributions
Employees de-enroll from TSP Catch-up using self-service by selecting Terminate Contributions. If an employee does not have access to a computer or to self-service, you can de-enroll that person using the:
Non-Flex Program window, if you have implemented benefits
Assignment elements window, if you have not implemented benefits
To de-enroll an employee from TSP Catch-up using the Non-Flex Program window
Set the effective date to the date when the employee wants to terminate TSP Catch-up contributions.
Query the employee record.
In the Program field, scroll to display the TSP Catch-up program.
Delete the TSP Catch-up entry.
The application ends the current element at the end of the pay period. For example, if the pay period runs from January 8 to January 22 and you set the effective date to January 10, the application ends the element as of January 22.
To de-enroll an employee from TSP Catch-up using the Assignment Element Entries window
Select the element and delete it.
Save your work.
To enroll eligible employees in a benefit, you make entries for them to the benefit element's input values. You must manage some benefits, such as the Federal Employees Group Life Insurance and Retirement Plan with the RPA. These management tasks include adding, changing, or terminating these benefits.
After enrolling an employee in a benefit that provides dependent coverage, you set up coverage as appropriate for his or her dependents. Before setting up this coverage, you enter the dependents into the database as contacts of the employee.
After enrolling someone in a benefit for which there can be beneficiaries, you record the employee's named beneficiaries. Employees can name both individuals and organizations as beneficiaries. Further, they can specify a benefit percentage for each beneficiary, and name both primary beneficiaries and those at lower levels.
You enter individuals named as beneficiaries into the database as contacts of the employee, and organizations or institutions named as beneficiaries as organizations with the classification Beneficiary Organization.
Benefits can provide coverage both to employees and their dependents.
After enrolling an employee in a benefit such as Federal Employees Group Life Insurance (FEGLI) using an RPA, you establish coverage for the employee's dependents using the Covered Dependents window. You access this window from the Element Entries window.
Enroll an employee in a benefit plan using the Element Entries window then open the Covered Dependents window.
Note: First use the Contact window to check that the dependents have been entered on the system. If not, enter them now. Be sure to check the Dependent box for each person, and to enter his or her gender, birth date, social security number, and address. See: Entering Next of Kin and Other Contacts, Workforce Sourcing, Deployment, and Talent Management Guide
To establish benefit coverage for a dependent
Set your effective date to the date this insurance coverage begins for the dependent.
In the Element Entries window for the employee's primary assignment, select the element representing the benefit for which you are entering dependent coverage. Choose the Others button and select Dependent Coverage to open the Covered Dependents window.
In the Full Name field of the Covered Dependents window, select the dependent's name. The social security number, relationship, and coverage start date all display.
Note: The name of a dependent who already has coverage in effect as of the effective date does not appear on the list. The name of a dependent with coverage scheduled to begin on a future date does appear. You receive a message about the previously scheduled coverage when saving your entries in this window.
Save your work.
To establish coverage under this benefit for another dependent of the employee, repeat steps 3 and 4.
Note: To purge a dependent from the database, you must first purge his or her record as a covered dependent, and then purge the person as a contact.
To stop benefit coverage for a dependent while the employee's coverage remains in effect, you must use the Covered Dependents window. Unchecking the Dependent box in the Contact window for a dependent with existing dependent coverage prevents this person from receiving new dependent coverage, but is not sufficient to stop existing coverage.
To stop dependent coverage:
Enter or query the employee in question, and select the Assignment button.
Set the effective date to the stop date of the dependent's coverage.
In the Element Entries window for the employee's primary assignment, select the element representing the benefit for which you are stopping dependent coverage. Choose the Others button and select Dependent Coverage to open the Covered Dependents window.
Query the dependent whose coverage is stopping and choose Edit - Delete Record.
To retain a record of this person in the database as a dependent, choose End Date and save.
If the person is no longer a dependent of the employee, go to the Contact window, uncheck the Dependent box, and save.
Note: The person must remain in the database as a contact if any of the following apply:
He or she is the recipient of a garnishment payment or other payment from the employee
He or she is named as a beneficiary for one or more of the employee's benefits
He or she is a primary contact of the employee.
Employees may name beneficiaries for benefits in these classifications:
Life (insurance coverage)
Defined Contribution plans for retirement savings
Pension (Defined Benefit pension plan)
Retirement Plans (Federal Employee's Retirement System or Civil Service Retirement System contributions)
Enroll an employee in a benefit plan using the Element Entries window then open the Beneficiaries window.
Employees may name as their beneficiaries both individuals and organizations, such as charities, hospitals, and educational or religious institutions.
Note: Enter organizations that are beneficiaries into the system using the Organization window, giving them the classification Beneficiary Organization.
To record a beneficiary for a benefit
Set your effective date to the date the person or organization becomes a beneficiary of the benefit.
In the Element Entries window for the employee's primary assignment, select the element representing the benefit. Choose the Others button and select Beneficiaries to open the Beneficiaries window.
In the Level field, select Primary, Second, Third, or Fourth as the level of the beneficiary you are entering. All primary-level beneficiaries who survive the employee become the actual beneficiaries of the benefit.
If no primary beneficiaries survive the employee, the second-level beneficiaries become the actual beneficiaries, and so forth through levels three and four. There is no limit on the number of beneficiaries you can enter at a level.
In the Name field, select the name of the beneficiary. The list includes all contacts marked as beneficiaries for this employee, and all organizations with the classification Beneficiary Organization. The system displays the beneficiary's type (contact or organization) and start date.
Note: A beneficiary already on record as of the current effective date for this benefit of the employee does not appear on the list. A beneficiary already entered to go into effect on a future date does appear. You receive a message about the future-dated entry when saving your entries in this window.
In the Percentage field, enter to two decimal places the percentage of the benefit to which this beneficiary is entitled. For example, for 33.34% enter 33.34. If the total of percentages entered for beneficiaries at a level does not equal 100.00 as of the current effective date, you receive an error message.
If you enter a percentage that causes the total for beneficiaries at this level to be greater or less than 100.00 as of another date, the system notifies you of the date but permits you to save the entry. Change your effective date to this date, and make the necessary adjustments.
Note: If some but not all of the beneficiaries at a level predecease the employee and he or she does not specify an adjustment of the percentages for the remaining beneficiaries, such adjustment must be done off line.
To list additional beneficiaries for this benefit, repeat steps 3 through 5.
Save your work.
Note: To purge a beneficiary from the database, you must first purge the record of the person or organization as a beneficiary, and then purge the entry of a contact or an organization.
When you terminate an employee with a Separation action, the system automatically end dates all elements for that employee as well as the coverage for his or her dependents.
To stop a particular benefit for an employee, you place an end date on the element entry enrolling the employee in the benefit. To accomplish this you delete the entry as of the end date. This end date then automatically applies to the coverage of the employee's dependents under this benefit, and appears in the Covered Dependents window.
For example, if you put in an end date for an element entry that enrolls an employee in Dental Plan A, coverage of the employee's dependents under this plan automatically receives this end date also. This ensures that when the employee's benefit coverage ends, the coverage of his or her dependents also automatically ends. However a record of the dependent remains in the database.
If you must later change or remove an end date placed on the employee's element entry, perhaps to correct an error, the change or removal automatically applies to the coverage of the employee's dependents. So, if you later remove the end date from the employee's element entry for Dental Plan A, the system automatically removes any end dates it finds for coverage of the employee's dependents under Dental Plan A.
This means that if you must correct or remove an end date of an element entry that enrolls an employee in a benefit, and must for other reasons end the coverage of one or more dependents of the employee, you should complete the work on the element entry before ending coverage for individual dependents.
When you terminate an employee with a separation action, the system automatically end dates all elements for that employee as well as the coverage for his or her beneficiaries.
To stop a benefit for an employee, you place an end date on the element entry enrolling the employee in the benefit. To accomplish this you delete the entry as of the end date. This end date then automatically applies to the beneficiaries for this benefit named in the Beneficiaries window. If you later change or remove the end date placed on the employee's element entry, perhaps to correct an error, the change or removal automatically applies as well to end dates existing for the beneficiaries.
The automatic entry, change or removal of the beneficiaries' end date ensures that people and organizations do not remain in the system as beneficiaries of benefits that no longer cover the employee.
If you must correct or remove an end date of an element entry that enrolls an employee in a benefit, and must for other reasons supply an end date for one or more beneficiaries named for the benefit, you should complete the work on the element entry before providing end dates for the beneficiaries.
To remove a beneficiary while a benefit remains in effect for the employee, you must use the Beneficiaries window. Unchecking the Beneficiary box in the Contact window prevents a person from being named as a beneficiary in the future, and removing the classification Beneficiary Organization prevents an organization from being named as a beneficiary in the future. However these actions are not sufficient to remove the person or organization as a currently-named beneficiary.
To remove a beneficiary while maintaining coverage:
Enter or query the employee, and choose the Assignment button.
Set your effective date to the end date for the beneficiary.
In the Element Entries window for the employee's primary assignment, select the element representing the benefit for which you are removing the beneficiary. Choose the Others button and select Beneficiaries to open the Beneficiaries window.
Query the beneficiary to be removed, choose Edit - Delete Record, and save.
To retain a historical record of the removed beneficiary, select End Date and save.
If the removed beneficiary is no longer a beneficiary of any of the employee's benefits, go to the Contact window, uncheck the Beneficiary box, and save.
Note: A contact removed as a beneficiary of a benefit must remain in the database as a contact if any of the following apply:
He or she is the recipient of a garnishment payment or other payment from the employee
He or she is named as a beneficiary for any other benefits of the employee
He or she is a primary contact of the employee.
Use the View Employee Dental, Medical and Vision Benefits window.
To review an employee's enrollment in health care benefit plans
Select the employee assignment to view from the Assignments folder. You can then see for this employee the plan name, benefit classification and COBRA eligibility for each plan in which he or she is enrolled.
For each plan that holds information in the Benefits Table, you also see the coverage level, the employer and employee contributions at this level, the total contribution, and the unit of measure for the contributions, which is usually money.
Note: To review coverage of an employee's dependents in a health care plan, use the Covered Dependents window.
If you use Standard Benefits in Oracle HRMS, you can determine eligibility and ineligibility for current and potential benefits participants through the Maintain Participant Eligibility batch process.
If the eligibility process finds a person newly eligible for one or more compensation objects, the process creates or updates the person's eligibility record. Typically, a gain in eligibility indicates an enrollment opportunity.
If the eligibility process finds a currently enrolled participant ineligible, the process de-enrolls the participant from the newly ineligible compensation object and ends the participant's coverage and rate.
Note: You can define an Oracle Alert to notify a benefits administrator, participant, or other personnel when the process detects a change in eligibility status. For example, you can send an alert to an administrator indicating that the process has de-enrolled a participant. The administrator can then process an unrestricted enrollment to determine if the participant has any new enrollment opportunities, such as for continuing coverage.
Schedule this process before your payroll run so that deductions are not calculated for coverages which should be ended. You should also run the process before writing system extracts to transmit coverage changes to third party carriers.
See: Running the Maintain Participant Eligibility Process
As a Standard Benefits user, you run the Maintain Participant Eligibility Process on a regular basis to manage eligibility for your employer-sponsored benefits programs.
You run this process from the Submit Requests window.
To run the Maintain Participant Eligibility Process
Select the Maintain Participant Eligibility Process in the Name field.
Enter the Parameters field to open the Parameters window.
Enter the Effective Date on which you are running the process.
Select one or more parameters to limit the eligibility determination to a segment of your employee and benefits participant population.
For example, you can determine eligibility for participants currently enrolled in a particular benefits plan or for employees in an organization you select.
Select a Person Selection rule to restrict the process to persons who need to be de-enrolled. For example, persons who are newly terminated or deceased and currently enrolled in an active program.
Reducing the number of persons selected by the Maintain Participant Eligibility Process improves application performance by reducing the number of records written to the eligibility tables.
Choose the OK button.
Complete the batch process request and choose Submit.
Run the Eligibility and Enrollment List to display the total number of eligible and enrolled participants in plans used for Standard and Advanced Benefits and Individual Compensation Distribution. The report also lists recently ineligible and de-enrolled participants.
Recently ineligible persons are those people found ineligible in a compensation object for which they were previously eligible.
This report enables you to:
Reconcile total participant counts with third-party providers
Determine the effectiveness of a plan by comparing the number of eligible people to the actual number of enrolled participants
Monitor trends in changes to the volume of currently enrolled participants
Analyze the impact of potential changes to plan offerings on participants
Generate a mailing list of currently enrolled participants
You run reports from the Submit Requests window.
To run the Eligibility and Enrollment List
Select Eligibility and Enrollment List in the Name field.
In the Parameters window, enter the Reporting Start Date and the Reporting End Date to limit the eligibility and enrollment list to this period.
To view eligibility results, enter the eligibility start and end dates. Or, enter coverage start and end dates for enrollment results.
You can also select other criteria to limit the results of the report:
Person, Person Type
Program
Plan Type, Plan: limits the report to the selected plan type or the plan.
Note: You must select either the Plan Type or the Plan.
Plan Not in Program
Option
Enrollment Method (select a value of Generated for enrollments processed through data conversion or IVR transaction)
Person Selection Rule
Organization
Location
Benefits Group
Reporting Group
Payroll
Person Identifier: the report displays the selected identifier.
Sort Order 1 to Sort Order 3: sorts the report based on your selection.
Indicate if you want to view report results such as:
Note: The default value for the following is Yes:
Display Eligibility and Enrollment Summary: lists people who are Eligible, Currently Enrolled, Enrolled by each Enrollment Method Type, Newly De-enrolled, and Newly Ineligible.
Display Enrolled Participants by Plan: lists people enrolled for the selected plan.
Display All Enrolled Plans by Participant: lists all plans in which the selected participant is enrolled.
Display Mailing Address: displays participant address details in the Enrolled Plans by Participant Section.
Display Email Address: displays participant email addresses in the Enrolled Plans by Participant Section.
Display Date of Birth: displays participant date of birth in the Enrolled Plans by Participant Section.
Display Gender: displays participant gender in the Enrolled Plans by Participant Section.
Choose OK.
In the Submit Request window, verify the parameters you selected, set the schedule and the options for running the report.
Choose the Submit button.
The Participation batch process uses your plan design to determine eligibility and enrollment information for the persons and benefit plans that you select. When you run the batch process, the system performs the following actions:
It determines how system-triggered life events impact a person's eligibility, electability, enrollment, de-enrollment, activity rates and coverage.
It creates related person life events based on these system-triggered life events.
It determines when automatic enrollment is appropriate for benefits, and then automatically enrolls those eligible persons.
It de-enrolls participants who lose their eligibility in programs, plans or options and cancels any of their related current enrollment events.
How often you run the Participation batch process depends on the size of your employee population and the timing of your payroll run. Typically, plan sponsors with large employee populations will run the Participation process daily. Because temporal life events (such as birthdays and length of service anniversaries) occur each day for employees of such large enterprises, these events impact employees' eligibility and electability on a daily basis.
On the other hand, a small employer using a single, biweekly payroll run for all of its employees might find running the Participation batch process before each payroll run sufficient.
When the system encounters multiple active life events, it processes the one with the earliest effective date first. A person can have more than one potential life event at a time, but only one active life event at any point in time.
The Participation process produces a user log file that details what operations took place and what database objects the system updated.
Note: You can process a potential life event for an individual employee using the Process Event button in the Person Life Events window, Potential Life Events tab. See: Viewing a Person's Life Event Information.
If the Benefits Service Center function is setup, then you can also process an individual's active life event from the Desktop Activities list in the Benefits Service Center window. See: Online Benefits Administration (Advanced Benefits).
After processing employee terminations, Advanced Benefits customers run the Participation Process in life event mode to de-enroll a person from any compensation objects.
Note: You should set up the application to detect a life event based on termination. Standard Benefits users can de-enroll a terminated employee by processing an unrestricted enrollment or by running the Maintain Participant Eligibility process.
Because you define all benefits elements with a termination of Final Close, the HR termination process end-dates the person's benefits element entries based on the Final Process Date. However, the Participation process recalculates the element entry end date based on the activity rate end date code for a compensation object according to the following rules.
If the Participation process derives an element entry end date that is earlier than the date derived by the termination process, the Participation process resets the element entry end date to the new date.
If the Participation process derives an element entry end date that is earlier than the date of an existing payroll run result, the Participation process sets the element entry end date to the run result date.
If the Participation process derives an element entry end date that is later than the date derived by the termination process, the Participation process errors for that person. In this instance, an HR professional must reverse the termination and set the Final Processed Date to a future date.
Note: The Participation process only updates the end dates of element entries for elements attached to standard activity rates.
You select a run mode for the Participation process based when you are determining eligibility for a scheduled enrollment or an enrollment based on a life event. You can run the process so that results are not saved or so that results are saved to the database.
The following table describes the different batch process modes.
| Batch Process Mode | Description |
| Selection | Determines eligibility for selected persons for selected compensation objects, but does not create electable choices. You can use Selection mode when determining how many persons are eligible for a compensation object. You can choose to commit the eligibility results to the database or rollback the results of the batch process and not update the database. |
| Scheduled | Determines eligibility, electable choices, and enrollment information for selected persons for selected compensation objects based on a scheduled enrollment event. This mode also determines eligibility for the dependents and beneficiaries of eligible participants. |
| Life Event | Determines eligibility, electable choices, and enrollment information for selected persons for selected compensation objects based on a life event. This mode also determines eligibility for the dependents and beneficiaries of eligible participants.
Note: The Date Earned context for the formula type, Rate Value Calculations has changed from life event occurred date to either the life event occurred date or effective date which ever is later. |
| Temporal | Determines temporal life events based on the derived factors of compensation level, percent of full-time employment, hours worked in period, age, length of service, and combination age and length of service. Note: Life events created by the temporal process must be processed in life event mode. |
Each time you run one of the following batch processes the system creates an audit log if you set the Audit Log parameter to Yes:
Close Action Items Process
Close Enrollments Process
Default Enrollment Process
Participation Process: Life Event
Participation Process: Scheduled
Participation Process: Selection
Participation Process: Temporal
Temporal Communications (Action Item Reminder)
Temporal Communications (Emerging Events)
Temporal Communications (Enrollment Reminder)
Temporal Communications (Mass Mailing)
Audit log files accumulate until you purge them. You should periodically purge batch related tables to help the system run more efficiently.
If the audit logs become full, the application prevents you from running any of the processes which create an Audit log. Run the purge process, then restart the process which was interrupted when the log became full.
Note: By default, the application sets the Audit Log parameter to No.
The Participation Audit Activity Purge process protects ongoing activities by purging data only from completed batch processes. Purging the audit logs does not affect life event or election information.
You can purge the log associated with a single concurrent request ID or purge all logs that were created for a Business Group on a date you select.
The process purges data from the following tables:
BEN_REPORTING
BEN_PERSON_ACTIONS
BEN_BENEFIT_ACTIONS
BEN_BATCH_RANGES
You run the Life Event Back-out process from the Concurrent Manager when a life event has been started for a group of persons in error. For example, you might run this process if a salary increase is incorrectly applied to a group of persons, or if a transfer has been incorrectly processed for an organization.
You can back-out all kinds of life events, including:
Temporal life events (such as number of hours worked)
Scheduled life events (such as an open enrollment period)
Explicit life events (such as an address change or assignment transfer)
When you back-out a life event, the system marks all electable choices and related information, such as payroll contributions, dependent designations, and communications, with a status of backed-out.
Life events can be backed out that have a status of started or processed; you can only back-out a person's most recent life event.
You select run-time criteria to control the persons for whom you are backing out a life event. If you use person selection criteria, such as organization, the person must meet all the criteria you specify.
If you do not select person criteria, the process backs out the life event for all persons who experience the event within the date range you specify.
Note: Enter the same date in the From Occurred Date and To Occurred Date fields to run the life event back-out process for a single date.
You can view the results of the Life Event Back-out process in the Process Report. The Summary Report identifies the run-time parameters you selected and provides the total number of persons for whom the selected life event was backed-out.
Note: Use the Person Life Event window to back-out a life event for a single person.
You can purge person data associated with backed-out and voided life events to reduce the volume of data that you store.
See: Purging Person Data for Backed-Out and Voided Life Events
After you run the Participation batch process to determine eligibility and electable choices for your benefits participants, you use the following batch processes to help you process your enrollments:
Default Enrollment Process
Close Unresolved Action Items Process
Close Enrollments
You run the Default Enrollment batch process to enroll a participant into a plan when the participant fails to make an election by a certain date and you have defined a default enrollment for a plan or option.
You also use this process to enroll a participant in a plan or option that you define as mandatory if the person fails to elect this required plan or option by a certain date.
As a prerequisite, you run the Participation batch process before you run the default enrollment process so that eligible participants can be identified.
The Default Enrollment process also determines any action items that must be completed before the enrollment is considered valid.
Note: If a participant is currently enrolled in a plan or option that is not a default for this enrollment period, the default enrollment process will de-enroll the participant from the compensation object if the participant has not made an explicit election.
As part of your plan design, you define the action items that are required for an enrollment to be valid. You can also define action items as optional.
For example, you may require that a person must provide the date of birth for all dependents covered by a plan if the participant enrolls in the Employee Plus Family option of a medical plan.
You use the Close Unresolved Action Items batch process to close any required or optional action items that have not been completed by the participant. This process also deletes any suspended enrollments for the persons who meet the criteria you specify.
You run this process before you run the close enrollment process.
If a plan that you include as a parameter in this process provides interim coverage to a participant with a suspended enrollment, the process closes the suspended enrollment and preserves the interim coverage. The interim coverage is effective until the interim coverage end date that you define in your plan design.
You run the Close Enrollments batch process to close a person's enrollment after elections have been made and to resolve any incomplete election information. This process marks a person's qualifying life event reason as processed.
Use one of the following close modes when you run the Close Enrollments process:
Force Close closes a person's life event regardless of the enrollment period or any pending workflow approvals.
Normal Close closes a person's life event only after the enrollment period has passed for all unenrolled choices.
Preserve Pending Transactions performs a force close if the process finds no pending workflow approvals.
Some benefit plans require that dependents covered under the plan meet certain eligibility criteria in order to receive coverage. For those plans that require dependents to be under a certain age, you need to run the Maintain Designee Eligibility batch process to determine when a dependent becomes ineligible for benefits coverage based on an age change.
This change in age is called aging out of a benefit.
Each time you run an enrollment batch process or the Maintain Designee Eligibility batch process, the system automatically generates the Activity Summary Report. You can also run this report directly from the Concurrent Manager.
The activity summary report groups information about a batch process into four main categories:
Processing Summary
Number of participants successfully processed
Number of participants processed in error
Number of participants unprocessed
Total number of participants selected
Successful Processing Summary- By Event Type
Number of participants with a life event created
Number of participants without a life event created
Number of participants with a temporal life event created
Total number of participants successfully processed
Successful Processing Summary- By Action
Number of participants without a life event created
Number of participants with a newlife event created
Number of participants with a replaced life event
Total number of participants successfully processed
Error Summary
The activity summary report also lists the total number of errors in the batch process categorized by error type.
This report also includes standard report header information such as the Business Group for which the report was run, the execution start and end times, and the number of people selected and processed in the batch run.
Each time you run an enrollment batch process, the system automatically generates the Audit Log Report. You can also run this report directly from the Concurrent Manager.
The audit log identifies each person in the report by personal and assignment information such as their name, social security number or national identifier, job title, grade level, and organization.
For an audit log report that you generate against a Participation batch process that is run in Life Event mode, the audit log displays information about the life events processed in the batch run.
This report also includes standard report header information, such as the Business Group for which the report was run, the execution start and end times, and the number of people selected and processed in the batch run.
Each time you run an enrollment batch process, the system automatically generates the Errors By Error Type Report and the Errors By Person Report. You can also run these error reports directly from the Concurrent Manager.
Both reports return the same error data but format the data in different ways. The Errors By Error Type Report lists all the errors that occurred for the batch process you select. For each error type, the report lists all the persons with this error and their social security number or national identifier.
The Errors By Person Report lists all the errors that occurred for each person with an error in the batch process you select.
Both reports also include standard report header information such as the Business Group for which the report was run, the execution start and end times, and the number of person selected and processed in the batch run.
If a batch process stops processing before it is complete due to errors or other reasons, you can restart the batch process. The following benefits batch processes can be restarted:
Participation Process
Default Enrollment
Close Unresolved Action Items
Close Enrollments
Note: You use the Batch Process Parameters window to specify the maximum number of errors that can occur for a batch process before the process is aborted.
You run the Participation batch process from the Concurrent Manager to determine eligibility and electable choices for those persons who meet the batch process selection criteria that you specify.
The results of the Participation process contain participation information that you can review before you record any participant's benefit elections.
For each person included in the Participation process results, you can review the compensation objects for which the person is eligible or ineligible, activity rate amounts, the life event reason that determined the electable choice, and other enrollment related information.
You can manually generate a life event for a person, or void a life event that was created in error, if you need to supplement the results of the Participation process.
The system also provides a "what-if" eligibility modeling feature that lets you enter proposed data changes to a participant's record and then view the eligibility results that would occur. The eligibility modeling feature is useful for helping a participant understand how a potential life event, such as a marriage or a work re-location, will effect their benefits eligibility.
You use the View Participation Information window to display, by person, the eligibility results of the Participation batch process. The following data is displayed according to the structure of the compensation object hierarchy:
All programs, plans, and options in plan for which a person is eligible
All programs, plans, and options in plan for which a person is ineligible if you check the Track Ineligible Person field for that compensation object in your plan design
Standard activity rates and actual premiums for plans and options in which a person is enrolled
Important: In order to ensure that the information you display for a person is current, you must first run the Participation batch process for that person.
After you run the Participation process, you can use the Person Life Event window to view any active life event or potential life events that were created for a person. You can also manually create or void a potential life event.
For active life events, you can view the status of the life event, including when the event occurred, when it was processed, and when it was closed.
You can also view any enrollment opportunities that were created for a person and any elections made by the participant in association with the active life event. This information includes:
Enrollment period dates
Enrollment coverage dates
Assignment dates for default and automatic enrollments
Benefit limitations such as required certifications or earliest de-enrollment dates
Activity rate information
Potential life events are database changes that the system detects based on your life event reason definitions. You can review potential life events for a person to ensure that life events are correctly defined, detected, evaluated, and processed.
The system displays the following information for each potential life event detected for a person:
Status
Enrollment period start date, if applicable
Processing dates, such as the date the event occurred and the date it was detected
You can define a user role that restricts which participant life events display on the Person Life Events window when accessed by various HR professionals within your enterprise.
For example, you can restrict employees in your Benefits department from viewing life events related to compensation. Similarly, you can ensure that a Compensation Administrator sees only compensation-related life events.
See: Setting Up a Role Based on a Life Event
You can manually create a life event for a person if the system fails to detect a life event based on your life event definitions. You then run the Participation batch process to create a potential or active life event from the manual life event.
You can void potential life events that the system detects in error. Invalid potential life events may be created if your life event definitions do not fully account for situations where the system detects multiple life events.
You can model eligibility for benefits based on proposed changes to a person's HR record. When you model eligibility, changes are not saved to the database, so you can view different eligibility scenarios without having to manually rollback data.
For example, you can inform an employee of the benefits impact of a re-location or a change in weekly hours worked. You can view eligibility, electable choices, and a plan or option's enrollment rate.
When you model eligibility, the system ignores current life events that are in progress for a given person. What-if eligibility is based only on the data changes you elect to model.
Define the life events for your benefits program and link one or more person changes to each life event
Note: You cannot model eligibility for scheduled life events.
When you define a person change for a life event, you enter a What-if Label that appears as the field label for the data changes you can model.
You select runtime parameters to limit the persons and compensation objects that the system processes when determining eligibility, electable choices, and enrollment information. The parameters that the system displays for selection depend on the mode you select for your batch run. Effective date, derived factor, and validate are required parameters. Some parameters contain default values that you can override if necessary.
Note: A person or compensation object must meet all of the criteria, based on the parameters you select, in order to be included in the batch process run result.
Note: The Participation batch process only processes compensation objects with an active status.
An alphabetical listing of all possible runtime parameters follows.
Benefits GroupSelect a Benefits Group to specify that the system process persons assigned to this Benefits Group.
Comp Object Select Rule Select a formula to limit the compensation objects that are processed in the batch run.
Derived Factors This parameter is required. Select Yes (default) to instruct the system to calculate derived factors (such as age and length of service) in order to determine participation eligibility and activity rates for a compensation object.
Select No if you do not use derived factors to determine participation eligibility or activity rates for the compensation objects you are processing in this batch run.
Effective DateThis parameter is required. Enter the date to use for the Participation process. It is used for determining eligibility, electability, and as a reference point for determining other dates such as start and stop dates for enrollment/coverage and rates.
If you select a mode of Life Event, the Effective Date refers to the date the life event occurs.
If you select a mode of Scheduled or Selection, the Effective Date refers to when this person's elections take effect, such as 1 Jan 2000.
Eligibility ProfileThis parameter is only used for the Selection mode. Select an Eligibility Profile to specify that the system process all persons for all active compensation objects that use the selected eligibility profile.
Enrollment Start Date This parameter is only used for the Scheduled mode. Enter the enrollment start date to specify that the system process only persons with this enrollment start date.
Legal EntitySelect a Legal Entity (GRE) to specify that the system process all active employees (and their related persons) whose primary assignment is to the Legal Entity (US only).
Life Event This parameter is only used for the Life Event mode and Temporal mode. Select a Life Event to specify that the system process persons experiencing this Life Event.
Life Event Occurred on Date This parameter is only used for the Scheduled mode. Enter the life event occurred on date to specify that the system process only persons experiencing a life event that occurred on this date.
LocationSelect a Location to specify that the system process all employees (and their related persons) assigned to that Location.
Only Programs Select Yes to specify that the system process all persons for all programs.
Plans Not in Programs The system does not determine eligibility, electable choices, or enrollment information for any plans in programs or options in plans.
Select Yes to specify that the system process all persons for all not in program plans.
Option Name This parameter is only used for the Selection mode. Select the name of the option whose participants and eligible persons the system processes during this batch run.
OrganizationSelect an Organization to specify that the system process all employees (and their related persons) whose primary assignment is to the Organization.
PayrollSelect a Payroll to specify that the system process employees (and their related persons) whose primary assignment is to this Payroll.
Person NameSelect one person for processing.
Person Selection Rule Select a FastFormula rule designed to limit which persons are processed by the batch run. The Person Selection Rule and the Person Name parameters are mutually exclusive.
Person TypeSelect one person type for processing.
Plan Name Select the name of the plan whose participants and eligible persons the system processes during this batch run.
Plan TypeSelect the Plan Type whose participants and eligible persons the system processes during this batch run. This includes all active plans and options in plan of the selected plan type.
Postal Zip RangeSelect a Postal Zip Range to specify that the system process employees (and their related persons) whose primary assignment is located within or is equal to this postal or zip code (US) range.
Program Name Select one program for processing. The system processes all participants and eligible person for the specified program, plans in that program, and options in plan in that program.
Reporting Group Select a Reporting Group to specify that the system process all persons for all active programs and plans associated with this Reporting Group.
Validate This parameter is required. Selecting a value of Rollback lets you view the results of this batch run but prevents the system from making any changes to database data.
Running the Participation batch process first with a Validate value of Rollback is a good idea. After the batch run is processed, you can view the results in the log. When you are satisfied with the results, rerun the batch process using a Validate value of Commit.
Variable Rate Profile This parameter is only used for the Selection mode. Select a Variable Rate Profile to specify that the system process all persons for all active compensation objects that use the selected variable rate profile.
You use the Batch Process Parameters window to set the parameters for a batch process before you run the process. Based on your processing needs, you can define the number of processing threads, the chunk size, and the maximum number of errors allowed in a batch run.
To define parameters for a batch process
Select the batch process for which you are defining parameters in the Name field.
Enter the number of Threads to use for this process.
Enter the number of persons who can be processed per thread in the Chunk Size field.
Enter the maximum number of errors to allow per thread in the Max Errors field.
Save your work.
You run the Participation Batch Process from the Submit Requests window. Select runtime parameters as needed. The parameters of effective date, derived factor, and validate are required each time you run the process.
To run the Participation batch process
Check the Single Request field.
Select a Participation batch process in the Request Name field. Choose one of the following:
Participation Process: Selection
Participation Process: Scheduled
Participation Process: Life Event
Note: You can process a potential life event for an individual employee using the Process Event button in the Person Life Events window, Potential Life Events tab. See: Viewing a Person's Life Event Information.
If the Benefits Service Center function is setup, then you can also process an individual's active life event from the Desktop Activities list in the Benefits Service Center window. See: Online Benefits Administration (Advanced Benefits).
Select one or more runtime parameters in the resulting Parameters window to limit the group of persons the system will process during this batch run.
See: Runtime Parameters for the Participation Batch Process
Important: If you select more than one runtime parameter for a batch run, the system only returns persons who satisfy all the criteria you specify.
Choose the Submit Request button to submit this batch run for system processing.
You use the Monitor Batch Process window to view information about a batch process that you have started, including the percentage of completion of that process.
To monitor a batch process
Query the process you want to view by its request ID.
The system displays the:
Request ID
Batch Process name
process Status
% Complete
You can restrict the display of participant life events based on the role of an HR professional in your enterprise. Choose from the following windows that enable this restriction:
Person Life Events
View Enrollment Results
Enrollment Override
For example, you can restrict employees in your Benefits department from viewing enrollment results related to compensation. Similarly, you can ensure that a Compensation Administrator sees only compensation-related life events.
Navigate to the Information Types Security window.
Select the Information Type of BEN_LER_TYP_CD and attach the type to the required Responsibility.
Save your work and close the Information Types Security window.
Navigate to the Roles window.
Create a new Role and select a Role Type.
Choose the Extra Information tab.
Select a Life Event Type based on the kind of life events you want to display to this user. You can have multiple types for the same user.
Choose one or more:
Benefits
Compensation (for Compensation Workbench)
Absence (UK only)
Grade Step Progression
Note: Selecting Benefits restricts the view to life events you define with a type of Work, Personal, or Unrestricted or to any of the seeded life events for Advanced Benefits.
For each type, indicate if the person has Read/Write access.
Employees with Write access can void and back out life events.
Choose the Users tab.
Select the person to whom you are assigning this role.
If you do not define a role for a user with specific life event types, the user can access all the life event types with no restrictions.
Run the Life Events Summary Report to analyze life events that occur to your compensation and benefits participants.
The report enables administrators to monitor changes to the employee population. This helps you to:
Determine the number of participants with detected life events so you can resource for upcoming administrative needs
Analyze the frequency of a given life event among your employees
Analyze the status of a life event for participants during a specified period
Compare the number of events occurring during two periods
The report provides:
A summary total of the number of potential and active life events that occur within the reporting and comparison periods
All life events by life event status, life event name, and by the person's assignment location
Life Events by plan with person details, such as name, Social Security Number, and location, and other life event information such as status, type, and the life event occurred on or notification date
You run reports from the Submit Requests window.
To run the Life Events Summary Report
Select Life Events Summary Report in the Name field.
In the Parameters window, select the Report Module. Choose from:
Summary Totals
Life Events by Plan with Person Details
All Modules
Enter the Report Run Date.
Select other criteria to limit the results of the report to a specific person:
Person Name, National Identifier
Enter the Reporting Period Start Date and the Reporting Period End Date to limit the report to this period.
You can also select other criteria to limit the results of the report:
Comparison Period Start Date, Comparison Period End Date
Note: If you specify one of these dates, you must also specify the other.
Location
Assignment Type
Organization
Reporting Group: limits the report to all plans attached to the selected reporting group.
Benefit Group
Plan: limits the report to the selected plan.
Note: You cannot process the report if you select a plan that is not attached to the selected reporting group.
Life Event
Life Event Type
Select the Sort Order:
Sort Order 1: The default value is Person Name
Sort Order 2: The default value is Life Event Status
Sort Order 3: The default value is Life Event Name
Sort Order 4: The default value is Life Event Occurred Date
The default value for Display Flexfields is No. Select Yes to report on information contained in the flexfields.
Choose OK.
In the Submit Request window, verify the parameters you selected, set the schedule and the options for running the report.
Choose the Submit button.
You use the Reopen Life Events Process to reopen a large volume of life events as a batch. You do this using the Submit Requests window.
To run the Reopen Life Events Process:
Enter Reopen Life Events Process in the Name field. Click the Parameters field to open the Parameters window.
In the Parameters window, enter the following details:
Effective Date
Validate
Life Event
From Occurred Date
Organization
Location
Person Benefit Group
Legal Entity
Person Selection Rule
Click OK and submit your request.
The Participation Audit Activity Purge process purges data that accumulates in the audit tables when you run the Participation batch process--or any Advanced Benefits process which creates an audit log-- with the audit log turned on.
You run reports from the Submit Requests window.
See: Purging Batch Related Tables
To run the Participant Audit Activity Purge Process
Select the Participation Audit Activity Purge process in the Name field.
Enter the Parameters field to open the Parameters window.
Do one of the following:
Enter a Concurrent Request ID to purge the audit logs associated with a single batch process.
Or
Select a Business Group to purge all the audit logs for the business group on a date you specify, then
Enter the Effective Date for which you want to purge all audit logs for the Business Group.
Choose the OK button.
Complete the batch process request and choose Submit.
With the exception of unrestricted life events, you can back out or void any type of life event for a person. You should periodically purge this backed-out and voided data to reduce the volume of person data stored in your database.
You can purge person data related to backed-out and voided life events for Advanced Benefits and Compensation Workbench plans. The purge process removes a variety of data such as enrollment rates, premium results, and electable choice information.
You run processes from the Submit Requests window.
To purge person data for backed-out and voided life events
Select Purge Backed-out Or Voided Life Events in the Name field.
Enter the Effective Date of the process.
Select the Life Event for which you want to purge backed-out or voided person data.
Or, select a Life Event Type to purge all backed-out or voided instances of that life event type.
Enter a From and To Occurred Date to limit the purge to events that occurred within that date range.
You can select from a variety of parameters that limit the purge to a specific group of persons:
Person Name
Person Selection Rule
Organization
Location
Benefits Group
Legal Entity
Payroll
Select a Backed Out Status of Voided or Backed Out.
If you select Backed Out, the process purges data related to both backed-out and voided life events.
Select Yes in the Audit Log field to generate a results log for this process that indicates the number of rows deleted.
Select Yes in the Delete Life Events field to remove potential life events with a status of Voided.
Selecting Yes does not remove potential life events with a status of Unprocessed.
Click OK.
Complete the batch process request and click Submit.
The purge process deletes data from the tables listed below. To improve system performance, a database administrator should optimize these tables through sizing, indexing, and standard performance tuning after purging data.
Ben_elig_per_f
Ben_elig_per_opt_f
Ben_enrt_rt
Ben_enrt_prem
Ben_enrt_bnft
ben_elctbl_chc_ctfn
ben_elig_per_elctbl_chc
ben_pil_elctbl_chc_popl
ben_elig_dpnt
ben_prtt_rt_val
ben_prtt_enrt_actn_f
ben_prtt_prem_f
ben_prtt_enrt_ctfn_prvdd_f
ben_elig_cvrd_dpnt_f
ben_prtt_enrt_rslt_f
ben_pl_bnf_f
You use the View Participation Information window to display information that the Participation batch process generates for a person.
Important: In order to ensure that the information you display for a person is current, you must first run the Participation batch process for that person.
To display participation information for a person
Query a person whose participation information you want to view.
The system displays the hierarchy of compensation objects for which this person is eligible or ineligible and the participation start and end dates.
Choose the Info Online button from the toolbar--available if you license the third party product Authoria HR--to display a context-sensitive list of pages in the Authoria HR repository.
You use the Person Life Events window to date effectively view information about a life event that occurs to a person. Although a person can have more than one potential life event at a time, the system only displays information about the active life event.
To view a person's life events
Find the person for whom you are viewing life event information.
The system displays a list of life events for the person on the Life Events and Potential Life Events tabs.
Event is the name of the life event experienced by this person as of the effective date.
Status indicates the degree to which the system has processed this life event.
Started: An enrollment opportunity that is available to make elections and changes.
Manual: Prevents a life event from processing without manual intervention.
Detected:The Participation batch process has detected the change in data as a potential life event.
Processed:The Participation batch process has determined whether this potential life event is an actual life event.
Unprocessed:You have created this life event manually. (The next time you run the Participation batch process, this process will change its status to Detected.)
Voided: You have specified that this potential life event is not an actual life event.
Important: Only the Participation batch process can set the status of a potential life event to Detected or Processed. You can manually set the status of a potential life event to Unprocessed or Voided; the system cannot set the status to Unprocessed or Voided.
Life Event Occurred On Dateindicates the date the potential life event occurred.
On the Life Events tab, select a life event and do one of the following:
Choose the Enrollment Opportunities button to view enrollment information based on this life event, such as the enrollment period start and end dates.
Choose the Close Event button to prevent any further processing of the life event.
Choose the Back Out Event button to roll back any updates generated by the Participation Process (such as updates to eligibility, rates, automatic de-enrollments, and so on)
You can only back out the latest life event.
If the life event is related to an absence, choose the View Absence Details button to see the absence record.
Check the Show Backed Out Events check box to view life events with a status of Backed-Out.
On the Potential Life Events tab:
Select the Show Voided Potential Life Event check box to view unprocessed life events that were voided.
Change the status of Unprocessed or Detected life events to Void or Manual.
Add potential life events.
Select the earliest occurring potential life event in the Unprocessed or Detected status and click Process Event to process the life event.
Choose the Info Online button from the toolbar--available if you license the third party product Authoria HR--to display a context-sensitive list of pages in the Authoria HR repository.
You use the Display Enrollment Information window to view any electable choices a person has based on an active life event.
You navigate to this window by querying a person's record in the View Person Life Event Information window and then choosing the Enrollment Opportunities button.
To view a person's electable choices based on a life event
Select a program or plan from the list of electable choices.
The system displays information about the program or plan.
Status indicates the status of the program or plan.
UOM is the unit of measure in which the benefit is expressed.
Enrollment Period Start Date is the date on which this person can enroll in this program or plan.
Enrollment Period End Date is the last date on which this person can enroll in this program or plan.
Default Enrollment Date is the date on which this person is enrolled in this program or plan if they fail to make an election.
Enrollment Type Cycle indicates the type of enrollment cycle (open, unrestricted, administrative, or life event) that resulted in the electable choice for this person and this program or plan.
Election Made Date is the date this person elected this benefit.
Processing End Date identifies the latest date on which the plan sponsor can apply elections for this enrollment period.
Close Enrollment Date to Use is the date on which enrollments are considered closed for this program or plan.
Activity Reference Period identifies the time period in which activity rates are expressed.
Default Assigned Date identifies the date on which this program or plan was assigned as the default if the person failed to make an election.
Automatically Assigned Date is the date on which this program or plan was automatically assigned to this person.
When the system fails to detect a change to a person's record as a potential life event, you can use the Person Life Event window to create that potential life event manually.
After you create a potential life event for a person, you run the Participation batch process to determine eligibility and electable choices based on the life event.
To manually create a potential life event for a person
Query the name of the person for whom you are manually creating a potential life event.
The list of current potential life events for this person is displayed.
Create a new row in the Potential Life Events block.
Select the name of this potential life event in the Life Event field.
Select a Status of Unprocessed to indicate that this potential life event has been created manually.
Enter the Occurred Date to indicate the date the potential life event occurred.
Save your work.
You can process a potential life event with the Unprocessed status using the Process Event button.
When the system improperly identifies a data change as a potential life event, you can manually void that potential life event using the Person Life Event window.
To manually void a potential life event for a person
Query the name of the person for whom you are manually voiding a potential life event.
The list of current potential life events for this person is displayed.
Select the potential life event.
Select a Status of Voided to indicate that this potential life event has been manually voided.
Save your work.
You can use the Person Life Events window to re-open the most recently processed life event for a person by changing the life event status from Processed to Started.
After you re-open a person's life event, you can make election changes, dependent designation changes, or changes to the participant's enrollment window. Use this feature when you do not want to back-out and re-process life events or override enrollments.
Re-opening a person's life event does not cause the application to re-evaluate eligibility or electability. However, if the initial processing of the person's life event caused an eligibility loss to one or more COBRA qualified beneficiaries, re-opening the life event forces the application to re-evaluate eligibility for COBRA qualified beneficiaries.
The application does not re-calculate activity rates--other than those rates you or the participant enter during enrollment--when you re-open a processed life event.
Note: You cannot re-open a life event when a future-dated life event exists with a status of Started or Processed.
To re-open a processed life event for a person
Query the name of the person for whom you are re-opening a processed life event.
Choose the Life Events tab.
Select the person's most recent life event.
If the application allows you to re-open this life event, the Close Event button changes to read Re-open.
Choose the Re-open button.
Verify that the application changed the life event status from Processed to Started.
Save your work.
You can now navigate to the appropriate enrollment window and re-process elections for the person as necessary.
To set up What-if Modeling, you need to do the following:
In the Person Change window, add the What-if label to person data changes. You must do this for data changes to display in Self-Service Benefits What-if.
Attach the Benefit Compensation Objects EIT to the Responsibility. Your EIT setup determines the compensation objects you want to include or exclude from the compensation object hierarchy.
See: Setting Up Extra Information Types Against a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide
Define Roles from the Maintain Roles window. This is optional, and you can configure this if you want to restrict which plans display based on the role of the self-service user.
See: Associating Transaction Workflow Roles to Users, Oracle HRMS Configuring, Reporting, and System Administration Guide
Save your work.
You use the Determine What-If Eligibility/Ineligibility Participation window to model the impact of an HR change to a person's eligibility and electability for benefits.
Note: The system automatically rolls back the proposed data changes and eligibility results when you clear or exit the window.
To model a person's benefits eligibility
Query the Name of the person for whom you want to model benefits eligibility.
Note: The person's current eligibility and electability for benefits is displayed in the Eligibility and Electability tabbed regions.
Choose the Data Changes tabbed region.
Enter the data change or changes for which you want to model eligibility by clicking into the appropriate field and entering or selecting a value.
Note: The available data change fields are limited to the data changes associated with your life event definitions and to derived factors such as salary and hours worked.
Enter the Effective Date of the proposed data changes.
Choose the Process Events button to determine eligibility and electability for benefits.
The system displays the hierarchical structure of compensation objects for which the person is eligible based on the data changes you selected.
Choose the Eligibility or Electability tabbed region to view the results of the eligibility modeling.
You can view rate information for a plan or option by highlighting the rate in the Eligibility or Electability tabbed region and choosing the traffic light button.
Enrollment management is the process of registering your employees and other eligible participants in benefit plans and options. It includes recording contribution rates and coverage amounts and entering the dependents and beneficiaries of the primary participant into the system.
Enrollments commonly occur when a benefits specialist enters a participant's elections into the HR system. However, for Advanced Benefits users, enrollments can also include default enrollments for persons who do not specify elections during an enrollment period and automatic enrollments which are typically used to enter newly hired employees into interim coverage until they can make their own elections.
Because enrolling employees in benefits programs can be a labor intensive process for an organization with many employees, the product enables self-service enrollments using web enrollment forms and interactive voice response technology (IVR).
Enrollment eligibility and electable benefit choices are based on the eligibility profiles and enrollment requirements that you associate with a benefit.
You can override eligibility results if you are an Advanced Benefits customer. You can grant an exception so that an ineligible person can enroll in a plan or option for which they are otherwise ineligible. Conversely, you can waive a person's participation in a plan for which they have met the eligibility criteria.
The system is delivered with four enrollment forms:
Flex Enrollment (Advanced Benefits)
Non-Flex Enrollment
Savings Plan Enrollment
Miscellaneous Plan Enrollment
You use the Flex enrollment form to enroll participants in flexible benefits programs and vacation buy/sell programs.
You use the Non-Flex enrollment form if you are implementing a benefits program that does not use flex credits.
You use the Savings Plan form to enroll a participant in an investment plan.
You use the Miscellaneous Plan form to enroll participants in plans that are not part of a program.
You manage open enrollment and life event enrollment for a flex program or a flex plus core program using the Flex Enrollment form.
You use the form to enter an eligible person's elections, contribution rates, and coverage levels. As elections are entered, the system calculates the eligible person's spent and unspent flex credits.
From the Flex Enrollment window you can taskflow to windows that enable you to:
View the flex credits an eligible person can spend
Distribute excess flex credits, as allowed by your flex program definition
Record receipt of certifications required for enrollment in the program
Record completed enrollment action items
Enter plan dependents and beneficiaries
Record a participant's primary care provider
You use the Non-Flex Enrollment form to enroll participants in plans and options that are not funded by flex credits. This is the enrollment form you use if you have not purchased the Advanced Benefits product license, or if you are an Advanced Benefits customer who maintains benefit programs that are not funded by flex credits.
You use the form to enter an eligible person's elections, contribution rates, and coverage levels. From the Non-Flex Enrollment window you can taskflow to windows that enable you to:
Record completed enrollment action items (Advanced Benefits)
Record receipt of certifications required for enrollment in the program (Advanced Benefits)
Enter plan dependents and beneficiaries
Record a participant's primary care provider
You use the Savings Plan Enrollment form to record a person's contribution rate and their investment option elections for a savings plan.
From the Savings Plan Enrollment form you can taskflow to windows that enable you to:
Record completed action items (Advanced Benefits)
Record receipt of certifications required for enrollment in the program (Advanced Benefits)
Enter plan dependents and beneficiaries
Important: The product does not accommodate 401(k) balance transfers from other benefits systems for employees who are rolling over 401(k) balances from a previous employer.
You use the Miscellaneous Plan Enrollment form to enroll a participant in a plan that is not part of a program and is not a savings plan. Miscellaneous plans do not provide flex credits to participants.
You use the form to enter an eligible person's elections, contribution rates, and coverage levels. From the Miscellaneous Enrollment form you can taskflow to windows that enable you to:
Record completed action items (Advanced Benefits)
Record receipt of certifications required for enrollment in the program (Advanced Benefits)
Enter plan dependents and beneficiaries
Record a participant's primary care provider
Note: The special plan rates feature is reserved for future use.
Special contribution rates are sometimes offered by a benefits carrier for the joint election of two plans. When a participant elects a plan that is defined as part of a special rate pair, they receive a discounted rate on the second plan.
You use the Special Rates form to view any special rates offered for the plans in a Flex program, Non-Flex program, or for a miscellaneous (not in program) plan.
As part of enrolling a participant in a benefit, you can view the action items that must be completed before the enrollment is valid.
From the Person Enrollment Action Items form, you can navigate to the following forms to enter changes to the record of a participant, dependent, or beneficiary in order to complete the action item.
Person Enrollment Certification
Dependent/Beneficiary Designation
People
You define required action items as part of your plan design.
If you process a subsequent life event for a participant with an open action item, how the application processes the suspended election and any interim coverage for the participant depends on a variety of factors. The scenarios below outline how the application processes action items under different conditions.
Scenario 1: If you process a subsequent life event with an occurred on date that is before the action item due date of the original event, the application retains the action item, certification, interim coverage, and suspended enrollment for the original election. If the subsequent life event occurred on date is after the action item due date, you close the action item by running the Close Unresolved Action Item Process. The application assigns the interim election to the employee as the actual election and deletes the suspended election.
Scenario 2: If you process a subsequent life event before the action item due date, the application creates a new action item. Suspended elections and interim coverage carry forward, and you can complete the action item when you receive the required certification. If you want to close the action item prior to processing the subsequent life event, you must back out the life event; however, if the action item completion date is on or after the subsequent life event, you do not need to back out the life event.
Scenario 3: For a subsequent life event, the participant is eligible for a plan but has no electable choices. In this case, the application does not end date the action item from the original life event. Suspended enrollments and interim coverage carry forward to the subsequent event. The application creates a new action item that corresponds to the new enrollment results created for suspended elections and interim coverage.
Scenario 4: If the participant makes an election change based on a subsequent life event, the application retains the action item and suspended election for the original life event. If necessary, the application creates a new action item with a new due date for the new enrollment based on the subsequent life event.
As part of enrollment processing, you record the persons selected by a participant as dependents or beneficiaries of a plan or option. The system displays eligible designees for participants with enrollments in progress.
Because you can limit the relationship type of the dependents who are eligible to receive coverage under a benefit plan, the system displays only those dependents eligible for coverage. For example, if a participant elects employee plus spouse coverage, the system only displays dependents of the spouse relationship type.
You use the Dependent/Beneficiary Designation form to:
Enter and modify dependent or beneficiary designation information
Assign a benefit to a beneficiary as a percentage or an amount
Monitor certification requirements (Advanced Benefits)
Participants can designate dependents at the plan or option level; beneficiaries are designated at the plan level.
You can record in the system the physician or dentist that a participant elects to be their primary care provider. Providers are categorized by their service provider type, such as General Practitioner, Dentist, or Ob/Gyn. The system provides these and other service provider types and your system administrator can extend this list as part of your implementation.
Note: A person can have only one primary care provider of each provider type within the a plan.
After you enroll a participant in a benefit, you can display the enrollment results for that person.
Enrollment information is date effectively displayed so that you can view historical or future-dated information. You can display enrollment results that are created by one of the following means:
An electable choice is saved on an enrollment form
A default or automatic enrollment is processed
The close enrollment process has completed
The ability to override eligibility results is a requirement for enterprises with a high need for flexible benefits administration. Grand-fathered coverage, special employment terms, or required adjustments for highly compensated employees are all typical reasons for overriding eligibility results.
You use the Person Participation Information window to override eligibility results for a person for one or more plans after you run the Participation process to determine eligibility and electable choices. You then enroll the person using the Enrollment Override window.
You also use the Person Participation Information window to record an election for a person who was not processed in the Participation batch process.
You use the Enrollment Override window to enroll a person in a plan or option for which they have been found ineligible. You can also use this window to override rate and coverage amounts for a plan or an option and to override dependent eligibility results.
You can allow an eligible person to waive participation in a plan type or plan in one of two ways. You can enroll the person in a special plan called a waive plan, or, if you are an Advanced Benefits customer, you can use the Waive Participation form to specify which plan types or plans a person is waiving.
You typically define a waive plan when you want the waive plan to appear to the participant as an electable choice.
When you waive a person's participation in a plan type, the person waives the ability to enroll in all plans in that plan type. You cannot override a plan type waiver for any plans in that plan type.
A variety of common business practices dictate that enrollment coverage may start retroactive to the current system date. These examples include:
Enrollments based on retroactive life events, including enrollments that replace existing coverage
Enrollment coverage and activity rates that start based on the life event occurred date as opposed to the life event notification date
Suspended coverage that becomes unsuspended when interim coverage had been assigned
Note: SSHR users: Suspended plan rates are not included in displayed used amounts, and so are not deducted from Flex credits.
Participant election changes within an enrollment period
Participant elections that replace automatically assigned coverage
Administrative changes to current enrollments
You define enrollment coverage start dates and activity rate start dates for a compensation object as part of your plan design. Because coverage can start based on a date prior to an election, there is the potential for activity rates to also start before the election is recorded.
If a payroll run occurs between the activity rate start date and the election date, the activity rate will not be processed in the payroll run. Since the election had not yet occurred, the activity rate did not exist for the payroll run.
In this scenario, and in other cases where activity rates start before an election is recorded in the system, you may need to create payroll adjustments to deduct payments if your organization requires retroactive benefits payments.
For retroactive enrollments that replace a previous enrollment, the system end-dates the previous enrollment based on the coverage and rate end dates defined for the compensation object. You should define your enrollment coverage and rate start and end dates such that overlapping dates do not occur.
You can use the product to record court orders that require a participant to provide coverage for a dependent or that place restrictions on how a benefit payment can be distributed.
In the US, regulations termed Qualified Medical Child Support Orders (QMCSO) require a participant to cover a dependent when the participant is eligible for a plan and a court order has been issued.
A Qualified Domestic Relations Order (QDRO) is a judgement, decree, or order that relates to the provision of child support, alimony payment, or marital property rights to a spouse, child, or other dependent of a participant.
You can use the product to:
Record those persons subject to a Qualified Medical Child Support Order or a Qualified Domestic Relations Order
Specify the benefit plan or plan type that is subject to the provisions of the court order
Enter the names of the claimants eligible to receive benefit coverages based on the court order
For QDROs, enter the benefit amount or benefit percentage due to each applicable claimant or designee
During enrollment, the system issues a warning message indicating that a participant is subject to a court order. This warning does not prevent the election because the participant may have covered the dependent outside of the employer's plan.
You define enrollment requirements and restrictions for QMCSOs and QDROs as part of your plan design.
You use the Flex Program window to enroll an eligible participant in a flex program. Completing an enrollment involves:
Selecting the plan and option in which the person is enrolling
Entering coverage levels for those plans that provide coverage
Entering the contribution value per activity period for those plans that allow a participant to choose their contribution amount
Entering the annual contribution amount for those plans that allow a participant to specify the annual contribution to a plan
Saving the person's election
Completing dependent and beneficiary designations
Important: Before you use this window, you must run the Participation batch process to 1) ensure that the list of eligible persons for this enrollment cycle is up-to-date, and 2) create available enrollment choices for those persons.
To enroll a person in a flex program
Set the effective date.
Query the Name, Social Security number, or other standard identifying information for the person you are enrolling.
Select the Program in which the person is enrolling.
Important: If you take no enrollment action, the participant will be enrolled in the plans and options that are currently displayed.
Tab into a blank Plan Type field and select the Plan Type that contains the plan and option that the person is electing.
Select the person's election in the Plan and Option field.
Choose the Info Online button from the toolbar--available if you license the third party product Authoria HR--to display a context-sensitive list of pages in the Authoria HR repository.
Complete the election by entering participant values, where appropriate, in the tabbed regions of the enrollment window.
Choose the Recalculate button to update the standard rate or coverage amount based on election information you entered.
You only need to recalculate a rate if your system administrator defined a Post Enrollment Calculation rule for the standard rate or coverage calculation.
Save this person's elections when you have completed the enrollment.
Flex Credit Summary
Based on the participant's current elections, the system displays a flex credit summary for the currently selected plan type.
Provided: The total flex credits provided for the plan type
Less Used: The amount of flex credits spent on the plans and options in this plan type. Typically this is the pre-tax amount.
Excess: The amount of flex credits left unspent.
Forfeited: The amount of flex credits that will be forfeited if they are not spent.
Other: The cash amount spent that does not decrement a benefits pool; this amount typically reflects the amount of after-tax cash spent on a benefit.
Net: The sum of pre-tax and after-tax contributions.
General Tab
Choose the General tab. The system displays the following view-only information:
The Coverage Start and End date for this plan or option
The Start Code used to calculate the coverage start date
The Original Start date that this person enrolled in this plan
The effective date of the enrollment
Note: The Enrolled field appears checked if a person is currently enrolled in this plan or option.
Amount Tab
Choose the Amount tab.
The tax type of this activity rate appears in the Taxability field.
Enter the annual coverage amount that can be elected for this plan or option in the Annual Amount field.
Use this field if the participant can elect an annual amount to contribute to a plan. The system displays the minimum and maximum annual contribution amounts based on your plan definition.
Enter the Defined Amount of the contribution or distribution, if applicable. The system displays the following view-only information:
The Increment by which a contribution or distribution can be increased or decreased.
The Minimum and Maximum contribution or distribution amount.
Note: The fields in the Communicated block indicate the communicated activity rate for this contribution or distribution if this rate is different than the actual amount that is used for element entries.
Rate Tab
Choose the Rate tab. The system displays the following view-only information:
The activity rate Start and End date and the unit of measure in which the rate is expressed
A checkbox indicating if the activity rate has been overriden for this plan or option and the date through which the rate is overriden
Benefit Tab
Choose the Benefit tab.
Enter the benefit Amount if the participant can choose the amount they contribute to this plan or option.
The remainder of the fields in the Benefit tabbed region contain view-only information:
The Type field displays the tax type of this benefit.
The Calculation field displays the calculation method used to derive the activity rate for this benefit.
The Minimum and Maximum fields display this plan or option's coverage limits for this participant.
The Increment field displays the increments in which coverage can be increased or decreased.
Limitation Tab
Select the Limitation tab. The system displays the following view-only information:
The Certification Alert field appears checked if the participant is required to provide certification before being enrolled in this benefit.
The Suspended field appears checked if enrollment in this benefit has been suspended pending the completion of an action item, such as providing required certification.
The Interim field appears checked if this plan or option has been assigned to the participant as interim coverage pending the completion of an action item.
The Automatic field appears checked if the participant has been automatically enrolled in this plan or option.
The Dependents field indicates if dependents are required or optional for this plan.
The Earliest De-enroll field indicates the earliest date on which a participant can de-enroll from this plan or option.
The Must Also Enroll In field displays any plan or option in which a participant must be enrolled in order to make this election.
Note: This field is reserved for future use.
The Override Through date indicates the date through which the enrollment has been overriden.
The Override Reason indicates the reason given for the override.
You use the same process to manually delete an enrollment regardless of the enrollment form in which you entered the enrollment.
To deenroll newly ineligible participants in batch, Standard Benefits users can run the Maintain Participant Eligibility process; Advanced Benefits users can run the Life Event mode of the Participation Process.
To manually delete an enrollment
Open the form in which you entered the enrollment. Choose from:
Flex Program Enrollment form
Non-Flex Program Enrollment form
Savings Plan Enrollment form
Miscellaneous Plan Enrollment form
Set the effective date.
Query the Name, Social Security number, or other standard identifying information for the person whose enrollment you are deleting.
Select the plan and option you are deleting.
Note: To delete a savings plan enrollment, you delete both the savings plan and any options in which the person is enrolled.
Choose the Delete Record icon on the toolbar.
Save your work.
You can view the flex credits available to a participant and the benefit pool that provides the credits.
To view a person's available flex credits
Query a participant in the Flex Enrollment window then choose the Flex Credits button. The system displays:
The flex credits available for various compensation objects
The benefit pool providing the flex credits
The system also indicates if the flex credits for an option may be forfeited.
If you allow participants to specify how they allocate their excess flex credits after they have made their elections, you can view this information for a person in the Excess Credits window.
To allocate excess credits
Choose the Excess Credits button. The system displays:
The benefit pool that provides the flex credits for the plans and options that the participant has elected
The plan types, plans, and options that the participant has elected
The amount of flex credits provided based on elected plans and options
The amount of flex credits used by the participant for each electable plan or option
The amount of flex credits to be distributed as cash, if applicable
The amount of flex credits to be forfeited if the participant does not elect to use them
A check box indicating the credits were rolled over into this plan or option
You use the Non-Flex Program window to enroll an eligible participant in a program that is not funded by flex credits. Completing an enrollment involves:
Selecting the plan and option in which the person is enrolling
Entering coverage levels for those plans that provide coverage
Entering the contribution value per activity period for those plans that allow a participant to choose their contribution amount
Entering the annual contribution amount for those plans that allow a participant to specify the annual contribution to a plan
Saving the person's election
Completing dependent and beneficiary designations
Important: For Advanced Benefits users, you must run the Participation batch process before you use this window to 1) ensure that the list of eligible persons for this enrollment cycle is up-to-date, and 2) create available enrollment choices for those persons.
Important: If you are using Standard Benefits, electable choices are created when you query the program in the enrollment window for a participant.
To enroll a person in a non-flex program
Set the effective date.
Query the Name, Social Security number, or other standard identifying information for the person you are enrolling.
Select the Program in which the person is enrolling.
Important: If you take no enrollment action, the participant will be enrolled in the plans and options that are currently displayed.
Tab into a blank Plan Type field and select the Plan Type that contains the plan and option that the person is electing.
Select the person's election in the Plan and Option field.
Choose the Info Online button from the toolbar--available if you license the third party product Authoria HR--to display a context-sensitive list of pages in the Authoria HR repository.
Complete the election by entering participant values, where appropriate, in the tabbed regions of the enrollment window.
Choose the Recalculate button to update the standard rate or coverage amount based on election information you entered.
You only need to recalculate a rate if your system administrator defined a Post Enrollment Calculation rule for the standard rate or coverage calculation.
Save this person's elections when you have completed the enrollment.
General Tab
Choose the General tab. The system displays the following view-only information:
The Coverage Start and End date for this plan or option
The Start Code used to calculate the coverage start date
The Original Start date that this person enrolled in this plan
The effective date of the enrollment
Note: The Enrolled field appears checked if a person is currently enrolled in this plan or option.
Amount Tab
Choose the Amount tab.
The tax type of this activity rate appears in the Taxability field.
Enter the annual coverage amount that can be elected for this plan or option in the Annual Amount field.
Use this field if the participant can elect an annual amount to contribute to a plan. The system displays the minimum and maximum annual contribution amounts based on your plan definition.
Enter the Defined Amount of the contribution or distribution, if applicable. The system displays the following view-only information:
The Increment by which a contribution or distribution can be increased or decreased.
The Minimum and Maximum contribution or distribution amount.
Note: The fields in the Communicated block indicate the communicated activity rate for this contribution or distribution if this rate is different than the actual amount that is used for element entries.
Rate Tab
Choose the Rate tab. The system displays the following view-only information:
The activity rate Start and End date and the unit of measure in which the rate is expressed
A checkbox indicating if the activity rate has been overriden for this plan or option and the date through which the rate is overriden
Benefit Tab
Choose the Benefit tab.
Enter the benefit Amount if the participant can choose the amount they contribute to this plan or option.
The remainder of the fields in the Benefit tabbed region contain view-only information:
The Type field displays the tax type of this benefit.
The Calculation field displays the calculation method used to derive the activity rate for this benefit.
The Minimum and Maximum fields display this plan or option's coverage limits for this participant.
The Increment field displays the increments in which coverage can be increased or decreased.
Limitation Tab
Select the Limitation tab. The system displays the following view-only information:
The Certification Alert field appears checked if the participant is required to provide certification before being enrolled in this benefit.
The Suspended field appears checked if enrollment in this benefit has been suspended pending the completion of an action item, such as providing required certification.
The Interim field appears checked if this plan or option has been assigned to the participant as interim coverage pending the completion of an action item.
The Automatic field appears checked if the participant has been automatically enrolled in this plan or option.
The Dependents field indicates if dependents are required or optional for this plan.
The Earliest De-enroll field indicates the earliest date on which a participant can de-enroll from this plan or option.
The Must Also Enroll In field displays any plan or option in which a participant must be enrolled in order to make this election.
Note: This field is reserved for future use.
The Override Through date indicates the date through which the enrollment has been overriden.
The Override Reason indicates the reason given for the override.
You use the Savings Plan window to enroll an eligible participant in a savings plan. Completing an enrollment involves:
Selecting the plan and option in which the person is enrolling
Entering the contribution amount or percentage per activity period for those plans that allow a participant to choose their contribution level
Saving the person's election
Completing dependent and beneficiary designations
Important: For Advanced Benefits users, you must run the Participation batch process before you use this window to 1) ensure that the list of eligible persons for this enrollment cycle is up-to-date, and 2) create available enrollment choices for those persons.
Important: If you are using Standard Benefits, electable choices are created for the participant when you query the participant in the enrollment window.
To enroll a person in a savings plan
Set the effective date.
Query the Name, Social Security number, or other standard identifying information for this person.
Select the savings plan in which the person is enrolling in the Name field.
The system displays the following view-only information:
The Life Event reason prompting this savings plan enrollment
In the Coverage block the system displays:
The Coverage Start and End date for this savings plan
The Start Code used to calculate the coverage start date
The Original Start date that this person enrolled in this plan
In the Override block the system displays:
The date through which a savings plan can be overriden and the reason supporting the override
The other fields in the Savings Plan window display information about the status of this savings plan.
Note: The Enrolled field appears checked if a person is currently contributing to this plan.
The Automatic field appears checked if the participant has been automatically enrolled in this plan
The Suspended field appears checked if enrollment in this plan has been suspended pending the completion of an action item, such as providing required certification
The Interim field appears checked if this plan has been assigned to the participant as interim coverage pending the completion of an action item
The Certification Alert field appears checked if the participant is required to provide certification before enrolling in this plan
The Earliest De-enroll field indicates the earliest date on which a participant can de-enroll from this plan
The Currency field indicates the currency in which this benefit is paid.
The Must Also Enroll In field displays any plan in which a participant must be enrolled in order to make this election
Note: This field is reserved for future use.
Choose the Info Online button from the toolbar--available if you license the third party product Authoria HR--to display a context-sensitive list of pages in the Authoria HR repository.
You use the Rates window to enter the total contribution percentage or amount for a savings plan. You then use the Investment Options window to enter the contribution amount for one or more options in the plan.
Note: As a prerequisite, you must check the Enroll in Plan and Option field in the Plan Enrollment Requirements window when you define the savings plan if a participant can enroll in both the plan and the options in that plan.
Query the Name, Social Security number, or other standard identifying information for this person in the Savings Plan window.
Select the savings plan in which the person is enrolling in the Name field.
Choose the Rates button.
General Tab
Choose the General tab. The system displays the following view-only information:
The Name of the activity rate definition
The Activity Type, for example Employee Contribution or Employer Contribution
The unit of measure (UOM) for the currency of the activity rate
The activity rate Start and End dates
Types Tab
Choose the Types tab. The system displays:
The Tax Type of the activity rate, such as pre-tax or aftertax
The Calculation method used to derive the activity rate
Check the Stop Contribution field if the employee's participation in this investment plan has ended.
Defined Amount Tab
Choose the Defined Amount tab.
Enter the Amount or percentage of the contribution or distribution. The system displays the following view-only information:
The activity rate Period
The Minimum and Maximum contribution or distribution amount
The Increment by which a contribution or distribution can be increased or decreased
Note: The Enter Value at Enrollment field appears checked to indicate that the investment amount is entered during the enrollment, as opposed to being a default amount.
Communicated Amount Tab
Note: The fields in the Communicated Amount tabbed region indicate the communicated activity rate for this contribution or distribution if this rate is different than the actual amount that is used for element entries.
Choose the Annual Amount tab.
Enter the annual amount or percentage that is contributed to the investment plan in the Amount field.
Use this field if the participant can elect an annual amount to contribute to a plan. The system displays the minimum and maximum annual contribution amounts based on your savings plan definition.
Save this person's elections.
You use the Investment Options window to enter a participant's elections for a savings plan.
Query the Name, Social Security number, or other standard identifying information for this person in the Savings Plan window.
Select the savings plan in which the person is enrolling in the Name field.
Choose the Investment Options button.
General Tab
Choose the General tab.
Select a savings plan investment option in the Name field.
Note: The Enrolled field appears checked if a person is currently contributing to this option.
The system displays the following view-only information:
The Coverage Start and End date for this option
The Start Code used to calculate the coverage start date
The Original Start date that this person enrolled in this option
Amount Tab
Choose the Amount tab.
Select a savings plan investment option in the Name field.
Check the Stop Contribution field if the employee's participation in this investment option has ended.
Enter the annual amount or percentage that is contributed to the investment option in the Amount field.
Use this field if the participant can elect an annual amount to contribute to an option. The system displays the minimum and maximum annual contribution amounts based on your option definition.
Enter the Defined Amount of the contribution or distribution, if applicable. The system displays the following view-only information:
The Increment by which a contribution or distribution can be increased or decreased.
The Minimum and Maximum contribution or distribution amount.
Note: The fields in the Communicated block indicate the communicated activity rate for this contribution or distribution if this rate is different than the actual amount that is used for element entries.
Rate Tab
Choose the Rate tab. The system displays the following view-only information:
The Taxability of this activity rate
The activity rate Start and End date and the unit of measure (UOM) in which the rate is expressed
A checkbox indicating if the activity rate has been overriden for this option and the date through which the rate is overriden
You use the Miscellaneous Plan window to enroll an eligible participant in a plan that is not associated with a program. Such plans are called not in program plans. Miscellaneous plans do not provide flex credits to participants. Completing an enrollment involves:
Selecting the plan and option in which the person is enrolling
Entering coverage levels for those plans that provide coverage
Entering the contribution value per activity period for those plans that allow a participant to choose their contribution amount
Entering the annual contribution amount for those plans that allow a participant to specify the annual contribution to a plan
Saving the person's election
Completing dependent and beneficiary designations
Important: For Advanced Benefits users, you must run the Participation batch process before you use this window to 1) ensure that the list of eligible persons for this enrollment cycle is up-to-date, and 2) create available enrollment choices for those persons.
Important: If you are using Standard Benefits, electable choices are created for the participant when you query the participant in the enrollment window.
To enroll a person in a miscellaneous plan
Set the effective date.
In the Find Person window, enter the Name, Employee Number, or Social Security number for the person you are enrolling and choose the Find button.
General Tab
Choose the General tab.
Select the not in program Plan and Option in which the person is enrolling.
Note: If you take no enrollment action, the participant will be enrolled in the plans and options that are currently displayed.
The system displays the following view-only information:
The Status of the enrollment
The Plan Type of the electable plan
The Life Event reason prompting this enrollment
The Frequency of the benefit distribution or contribution
The Certification Required Alert field appears checked if the participant is required to provide certification before being enrolled in this benefit.
The Pending Approval field appears checked if enrollment in this benefit has been suspended pending the completion of an action item, such as providing required certification.
The Currency in which this benefit is paid
In the Benefit/Coverage region the system displays:
The Amount of the contribution or distribution and its currency (in the UOM field).
The Coverage Start and End date for this plan
The Original Start date that this person enrolled in this plan
Choose the Info Online button from the toolbar--available if you license the third party product Authoria HR--to display a context-sensitive list of pages in the Authoria HR repository.
Benefit/Coverage Tab
Choose the Benefit/Coverage tab.
The system displays the following view-only information:
The tax Type of this benefit
The Calculation Method used to derive the activity rate for this benefit
The Start Date Code used to calculate the coverage start date
In the Amount Limitations region, the system displays:
The coverage limits for this participant this plan and option
The increments in which coverage can be increased or decrease
Enrollment Tab
Select the Enrollment tab. The system displays the following view-only information:
The Automatic Enrollment field appears checked if the participant has been automatically enrolled in this plan or option.
The Dependents field indicates if dependents are required or optional for this plan.
The Must Also Enroll In field displays any plan or option in which a participant must be enrolled in order to make this election.
Note: This field is reserved for future use.
The Earliest De-enroll field indicates the earliest date on which a participant can de-enroll from this plan or option.
The Override Through date indicates the date through which the enrollment has been overriden.
The Override Reason indicates the reason given for the override.
Save this person's elections.
Before enrolling a participant in a flex program, non-flex program, or plan not in program, you can view special rates for which the participant may be eligible if certain plans are elected in conjunction with one another.
For example, you could define a medical plan so that the participant receives a special rate for a dental plan if they elect both plans. You define special rates using the variable rate profiles window.
See: Defining the Criteria in a Variable Rate Profile
To view special rates for a plan or option
Query a participant in the Flex Enrollment, Non-Flex Enrollment, or Miscellaneous Plan Enrollment window depending on the type of plan in which the participant is enrolling.
Choose the Special Rates button. The system displays:
The plan type, plan, and option that must be elected by the participant to receive the special rate on the related compensation object
The related plan type, plan, and option for which a special rate is available
The standard rate for the related plan if the selected plan is not elected
The special rate for the related plan if the selected plan is elected
You date effectively enter, update, and delete a person's primary care providers in the Primary Care Providers window.
To select a primary care provider for a person
Query the Person whose primary care provider you are entering.
Select the Plan Type and Plan for which you are entering the person's primary care provider.
The available plans are limited to the plans in which the participant or their dependent is currently enrolled.
Select a provider in the Identifier, Name, and Type fields.
If you enter the provider's identifier, the system fills in the Name and Type fields if a provider exists with the same identifier for this plan.
If necessary, select providers of a different service provider type in this plan, or select providers for different plans.
Save your work.
In Oracle iRecruitment, when managers or recruiters create offers for applicants they can select the compensation plans for applicants. iRecruitment includes these compensation plans in the offer letters to applicants. As an HR administrator, you can run the iRecruitment Create Enrollment process to automatically enroll new hires in the compensation plans included in their offer letters. This program processes the compensation plans associated with an offer and creates the enrollment records for the employee.
Using this program, you can create enrollment records for:
An individual person hired for a vacancy.
All the employees hired for a vacancy.
All the employees hired in a business group.
You run this process from the Submit Request window.
To run the iRecruitment Create Enrollment process
Select the iRecruitment Create Enrollment Process in the Name field.
Click in the Parameters field to open the Parameters window.
Select the business group for which you want to run the process. iRecruitment processes the compensation plans for the new hires in this business group and enrolls them into the relevant compensation plans. The business group information is mandatory.
Optionally, you can run the process for a specific vacancy or an employee in the business group.
If you leave these fields blank, then the application creates enrollment records for all the new hires in the business group.
Click Submit, and then OK.
After you run the process, you can view the enrollments in the View Enrollment Results window. For more information, see: Displaying Enrollment Results
You use the View Enrollment Results window to display a person's enrollment information. This is a read-only form.
You can display enrollment information after an enrollment result is created by one of these means: an electable choice is saved on an enrollment form, a default enrollment is processed, or the close enrollment process has completed.
Enrollment information is date effectively displayed so that you can also view historical information.
To display enrollment results for a person
Set the effective date to the date for which you want to view enrollment results.
Query the person for whom you want to view enrollment results.
The system displays enrollment information for the compensation objects in which the person is enrolled.
Check the View By Coverage Date field to view the person's enrollment information as of their coverage start date.
Or, check the View By Session Date to view the person's enrollment information as of the system's effective date.
Choose from the available tabbed regions and task flow windows to view enrollment results.
The system displays the windows that can be accessed from this form in read-only mode.
Choose the Info Online button from the toolbar--available if you license the third party product Authoria HR--to display a context-sensitive list of pages in the Authoria HR repository.
Run the Benefits Enrollment Kit Report to view electable choices for one or more persons. The report also displays enrollment deadlines and indicates any default plans that will be in effect if the person makes no election.
Run the Benefits Confirmation and Summary Report to view enrollment results for one or more benefits participants. The report displays results for participants who are enrolled in:
Plans in program
Plans not in program
Multiple programs
Use the Submit Request window to run either report. You need a postscript viewer to see the results of the report.
To run the benefits enrollment or confirmation report
Select Benefits Reports Wrapper Process in the Name field.
Enter the Parameters field to open the parameters window.
In the Report Name field, select either the Benefits Enrollment Kit Report or the Benefits Confirmation and Summary Report.
Enter the Effective Date of the report.
Select from a variety of criteria to limit the results of the report, such as a:
Compensation object
Life event
Type of assignment
Coverage start and end date
Indicate if you want to report on results such as:
Dependents and beneficiaries
Action items and certifications
Flexfield data
Choose the OK button.
Complete the batch process request and choose Submit.
You use the Manage Open Enrollment Window Process to modify an existing Open Enrollment window's enrollment period end date, processing end date, default enrollment date, and provide a certain number of days of extension. You can run this process for more than an employee at a time. You do this using the Submit Requests window.
To run the Manage Open Enrollment Window Process:
Enter Manage Open Enrollment Window Process in the Name field. Click the Parameters field to open the Parameters window.
In the Parameters window, enter the following details:
Validate
Person Name
Person Selection Rule
Program Name
Plan Name
Life Event Occurred Date
Life Event
New Enrollment End Date
New Processing End Date
New Default Enrollment Date
Number of Days to Extend
Organization
Benefits Group
Location
Postal Zip Range
Click OK and submit your request.
You use the Dependent/Beneficiary Designation window to view enrollment information for the dependent of a participant, including the following:
The plan and option in which the dependent is enrolled
The name of the dependent and their relationship to the participant
Coverage dates
Note: You can only view dependent information when your effective date is between the dependent coverage start and end date for the compensation object.
To view dependent information
Query the name of the participant for whom you are viewing dependent designations.
Choose the View Dependents tab.
Highlight a Plan:Option in which the participant is enrolled.
The system displays the dependents that have been designated for that plan or option.
Choose the Designate Dependents tab or the Designate Beneficiaries tab to create a designation.
Use the Dependent/Beneficiary Designation window to designate a participant's dependents.
The participant must have an open life event to designate a dependent if you are using Advanced Benefits. Standard Benefits customers, or Advanced Benefits customers using the Unrestricted enrollment type, may designate dependents at any time.
Note: As a prerequisite, you must enter the participant's contacts into the system before you can designate a contact as a dependent. Check the Personal Relationship field for each potential dependent on the Contact window. The dependent must also meet the designation requirements defined for the plan and option and the requirements of any dependent eligibility profiles linked to the compensation object before becoming an eligible dependent.
See: Entering Next of Kin and Other Contacts, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
To enter or modify a participant's dependent designation
Query the name of the participant for whom you are entering or modifying dependent designations.
Select the plan and option for which the participant is designating a dependent in the Plan:Option field.
Any eligible dependents for this plan and option are displayed in the Eligible Dependents field.
The Employee field appears checked if this dependent is also an employee.
The Start and Through dates indicate the dependent coverage start and end dates for this plan.
Check the Covered field to indicate that this person is a dependent for this benefit.
Uncheck the Covered field to undesignate a dependent previously covered by this benefit.
Choose the Certifications button to open the Dependent Certifications window.
The system displays any certifications that must be submitted for this dependent.
Enter the Date Received to record receipt of a certification.
Save your work.
Close the Dependent Certifications window.
Choose the Care Providers button to specify a primary care provider for a dependent.
Choose the Contacts button to open the More Contacts window where you can view the dependents who were found ineligible for the selected plan or option.
Select a dependent from the list and choose the Designate button to have the system check for this dependent's eligibility.
If the dependent is found eligible, the dependent will be added to the list of designees in the Eligible Dependents field, the Covered field will appear checked, and the record will automatically be saved.
Choose the Contacts button to open the Contact window where you can add a new contact for this primary participant.
You can designate a person or an organization as a beneficiary for plans that allow or require beneficiary designation using the Dependent/Beneficiary Designation window.
You can designate a beneficiary at any time, even after a life event or enrollment period is closed. However, for Advanced Benefits customers, beneficiary certifications only restrict designations when the participant's life event is open.
Beneficiary designation restrictions are based on your plan design.
See: Maintaining Beneficiary Designation Requirements for a Plan
To enter or modify a participant's beneficiary designation
Query the name of the participant for whom you are entering or modifying beneficiary designations.
Choose the Designate Beneficiaries tab.
Select a Plan for which you are entering or modifying beneficiary designation information for this participant.
Select a beneficiary name in the Beneficiaries field to designate a person or charitable organization as this participant's beneficiary.
Select this beneficiary's Type, either Primary or Contingent.
If the participant is assigning a percentage of the benefit to the beneficiary, enter the % value of the total value of this benefit.
While you do not need to need to enter an Amount value, you must enter at least one % value. The sum of all % values for a plan must equal 100%. If you specify a monetary Amount, the system pays this Amount value before it pays out any % values. In such a case, the % values refer to the paid benefit following the deduction of the Amount value.
If the participant is assigning a monetary amount from this benefit to this beneficiary, enter this monetary Amount.
Choose the Details button to open the Details window if you want to enter trustee information or special instructions regarding this beneficiary designation for this participant for this plan.
If appropriate, select a Trustee to oversee the benefits the participant assigns to this beneficiary.
The trustee is the person you identify for a designated beneficiary who is a minor. During implementation, your system administrator can configure the application to require a participant to identity a trustee for beneficiaries who are minors. You can generate an action item that suspends the election pending the assignment of a trustee.
If appropriate, enter Instructions regarding this beneficiary designation.
Close the Details window.
Choose the Certifications button to open the Beneficiary Certifications window.
The system displays any certifications that must be submitted for this beneficiary.
Enter the Date Received to record receipt of a certification.
Save your work.
To add a new beneficiary for a participant
From the Dependent/Beneficiary Designation window, choose the Designate Beneficiaries tab then choose the Contacts or Organizations button depending on whether the beneficiary is a person or an organization.
Complete the Contacts or Organizations window, as appropriate.
Save your work.
See Also:Entering Next of Kin and Other Contacts, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide
You use the Person Enrollment Action Items window to view and complete enrollment action items that have been created for a person. Action items are based on the enrollment requirements for the compensation objects in which the person is enrolling or de-enrolling. The following action items can be completed using this form:
Beneficiary address
Beneficiary date of birth
Beneficiary social security number
Beneficiary requires spousal consent certification
Dependent date of birth
Dependent social security number
Enrollment certifications
To complete an action item for a person
Query the Name, Social Security number, or other standard identifying information for this person.
Select the action item that the person is requested or required to complete in the Action Items field. The system displays:
A description of this action item
The compensation object in which the person is enrolling, de-enrolling, or changing elections
The life event prompting this enrollment, de-enrollment, or change in elections
The Due Date by which the action item is to be completed
Whether the action item is Required
Use the task flow buttons to navigate to the Certifications, People, or Designee window and complete the missing information, depending on the action item to be completed.
Check the Completed field when the action item is complete.
Note: If the action item is for a missing certification, the Completed field appears checked when you enter the certification received date and save.
Select the Show Completed Action Items check box to display all completed and open action items for a person.
Save your work. You cannot save in this form unless the action item is complete.
Note: When a required action item is completed, the system unsuspends the participant's election if there are no other incomplete required action items and there is no more than one optional action item left incomplete. If a required action item is not completed, the enrollment is end-dated as of the effective date of the Close Enrollment process if the action is due before the close of enrollment.
For more information on how the application processes action items, see: Action Items and Certifications (Advanced Benefits)
You record the receipt of enrollment certifications for a person using the Person Enrollment Certifications window.
You can also add and delete certifications or mark a received certification as denied.
Note: Use the Dependent/Beneficiary Designation window to record receipt of enrollment certifications for dependents and beneficiaries.
To record receipt of an enrollment certification for a person
In the Find Person window, enter the Name, Employee Number, or Social Security number for this person and choose the Find button.
Select the certification type submitted by the participant in the Certifications field. The system displays:
The compensation object and life event that generated the certification
The due date by which the certification must be completed
A check box indicating if certification is required for enrollment in this compensation object
A check box indicating if the participant's enrollment in this compensation object has been suspended pending the completion of any action items.
Check the Received field to indicate that this certification has been received.
Note: You can un-check the Received field after you save, if necessary.
Check the Denied field if this certification has been rejected.
To add a certification for a person
Select a new certification from the list of certification types to add a certification to this participant's election.
Check the Required field to indicate that failure to provide this certification results in a suspended election.
Select the reason for the certification in the Due To field.
Save your work.
To delete a certification for an election
Select the certification type and choose the delete icon from the toolbar.
Save your work.
To record receipt of a certification required by an activity rate
Choose the Rate Certification button.
This button appears for enrollments in compensation objects that have standard rates that require certification.
Do one of the following:
Mark the certification as Received. This enters the element associated with the standard rate on the date calculated by the rate start date code. (This code is specified on the Plan Enrollment Requirements window.)
Mark the certification as Denied. The Rate Certification Required check box remains checked on the View Enrollment Results window.
Note: Once the certification is marked as Received, you cannot change it to Denied. Instead, you can delete the rate on the Miscellaneous Plan enrollment window or set the rate to zero on the Enrollment Override window. You can always update a certification from Denied to Received.
Save your work.
You use the Enrollment Override window to override election information after you have used the Participation Overrides window to specify that a person can enroll in a plan or option for which they have been found ineligible.
You can also override the rate and coverage amounts for a given benefit. If the participant designates a dependent for the plan, you can override the dependents that are covered by the plan.
Caution: You can set your effective date to any date and override enrollment information without backing out subsequent life events. You do not need to reprocess life events after you correct data. However, you must not compromise data integrity when processing an override. The application does not validate data, such as activity rates, that you enter in the Enrollment Override window.
To override enrollment results for a plan
Set the effective date.
Query the Name of the person for whom you want to override enrollment results.
Note: The system displays the programs, plans, and options in which the person is currently enrolled.
General Tab
Choose the General tab if it is not already selected.
Select the plan and option you want to override.
Do one of the following:
Delete the enrollment by choosing the delete icon on the toolbar. Then, add a new row to the enrollment and select the plan and option in which you are enrolling the participant.
Or, override the enrollment by selecting a new plan and option from the list of values in the Plan field.
Note: The list of electable plans is based on the plan type of the plan in which the participant is currently enrolled.
Note: The Overridden field appears checked if this plan is an overriding plan and not a plan in which the participant was enrolled under normal circumstances.
Override Tab
Check the Overridden field to override this plan or option.
Enter the date through which the system overrides the otherwise ineligible person's participation in this plan or option in the Thru field.
Note: You enter the override through date if you only want the override to be in effect for a limited period of time. The override through date cannot be later than the coverage end date.
Select the reason you are allowing this overriding enrollment in the Reason field.
Coverage Tab
Enter the following dates, as applicable:
Coverage Start date
Coverage End date
Note: When you override a plan in which a person is enrolled, the new enrollment begins as of the coverage start date you enter. If you do not enter a coverage end date, coverage for the plan ends based on the coverage end date code defined for the plan.
Original Start Date
Earliest De-enrollment date
Benefit Tab
Enter the new coverage amount for this plan or option in the Value field.
Select the unit of measure of the benefit in the UOM field.
Enter the tax type of this benefit in the Type field.
Save your work.
You use the Override Dependents window to override a participant's dependent designations for a plan.
Note: You use the Dependent/Beneficiary Designation form to enter a participant's beneficiaries for an overriding plan.
You use the Participation Overrides window to maintain override information for a potential benefits participant who is otherwise ineligible to participate in a particular program.
To override participation information for a person
Query the Name of the person for whom you are overriding participation information.
Check the View By Session Date field to view the person's participation information as of the system's effective date.
Or, check the View By Participation Date to view this information as of the person's participation start date.
Select the Level in the compensation object hierarchy at which you are defining override information.
Select the Compensation Object for which you are overriding participation eligibility information for this person.
Check the Eligible field if this person is eligible for this benefit.
Choose the General tab if it is not already selected.
Select the Life Event Reason explaining why you are overriding this person's eligibility/ineligibility for this program or plan.
Enter the Waiting Period Completion Date if the participant must wait until a certain date before enrolling or de-enrolling in this compensation object.
Enter the Participation Start and End Dates through which this person participates in this program or plan.
Check the Restricted Distribution field if some organization (typically a court) has placed a restriction on the distribution of benefits to this participant.
For example, a QDRO (US) specifies a portion of the participant's retirement benefits must be paid to that person's prior spouse.
Check the Highly Compensated field if this person is highly compensated according to the terms of the plan.
Check the Key Employee field if this person is a key employee according to the terms of the plan.
Check the Dependents Only field if this plan only covers this person's dependents.
Save your work.
You can override the run results of the Participation batch process for a person in the Participation Overrides window.
You can also freeze the future calculation of derived factors, such as age or length of service, for a person in a program or plan. The ability to freeze derived factors is useful when you want to exempt a participant from the eligibility rules that are linked to a particular derived factor.
To override eligible participation information for a person
Query the Name of the person for whom you are overriding participation information.
Choose the Eligibility tab if it is not already selected.
Age and Length of Service
Choose the Age/Length of Service alternate region.
If you want the person's age to differ from that shown in the Age field, modify or enter that number.
If you want the person's age UOM to differ, modify or enter the unit of measure.
If you want the person's length of service to differ from that shown in the LOS field, modify or enter that number.
If you want the person's length of service UOM to differ, modify or enter that unit of measure.
If you want the person's number of hours worked to differ from that shown in the Hours Worked field, modify or enter that number.
If you want to modify the period in which the Hours Worked are measured, select a new value in the In Period field.
Enter the person's age and length of service in the Age & LOS field if you are overriding this derived value.
Compensation
Choose the Compensation alternate region.
If you want the person's computed compensation level to differ from that shown in the Compensation Reference field, modify or enter that number.
If you want the person's compensation currency to differ, enter that Currency.
If you want the calendar date the system uses to determine this person's length of service to differ from that shown in the Override Service Date field, modify or enter that date.
If you want the person's percent of full-time employment to differ from that shown in the Percent Full Time field, modify or enter that percentage.
Enter or modify the Hours Worked Qualification value if the system calculates the hours worked once (for a life event or an open enrollment period) or on a continuing basis each time you run the Participation batch process.
Freeze
In the Freeze block, check the derived factors you do not want the system to recalculate the next time it calculates derived factors for this person.
Save your work.
You can use the Participation Overrides window to override the certifications required to enroll in a waive plan.
To override waive participation information for a person
Query the Name of the person for whom you are overriding participation information.
Waive
Choose the Waive tab if it is not already selected.
Check the Waive Plan field if this person is waiving this program or plan.
Select the Certification Type that this person is waiving for this program or plan.
Select a Reason explaining why this person is being allowed to waive this certification type for this program or plan.
Override
Choose the Override tab.
Check the No Maximum Participation field if special circumstances dictate that this person is eligible or ineligible for this plan or program.
Checking this field indicates that this person's eligibility/ ineligibility for the specified compensation object remains in force for an indefinite period of time, regardless of changes to this person's derivable or temporal information.
Check the Override field to override the otherwise ineligible person's participation in this plan.
Enter the date through which the system overrides the otherwise ineligible person's participation in this plan in the Through Date field.
Select a Reason explaining why you are overriding the otherwise ineligible person's participation in this plan.
Save your work.
You can override eligibility results for a person enrolling in a plan option by using the Participation Overrides window.
Choosing to override eligibility results for one or more options in a plan is useful when you do not want to override the eligibility results for all options in a plan.
To override participation information for a person for an option in a plan
Query the Name of the person for whom you are overriding participation information.
Select the program and plan that contains the option to override.
Choose the Options button.
Select the name of the option in this plan for which you are overriding participation information in the Eligible Options field.
Check the Eligible field if you want this otherwise ineligible person to be eligible to participate in this option in this plan.
Conversely, do not check the Eligible field if you want this otherwise eligible person to be ineligible to participate in this option in this plan.
Enter a Waiting Period Completion Date to change the date that must pass before a person is eligible for this benefit.
Enter the Start and End Dates through which this person is eligible/ineligible to participate in this option in this plan.
Check the Override field if special circumstances dictate that this person is deemed eligible or ineligible for this option in this plan.
Check the No Maximum Participation Override Through field if this person's eligibility or ineligibility for this option in plan remains in force for an indefinite period of time regardless of changes to this person's derivable or temporal information.
Select an Hours Worked Qualification code to indicate if the participant must meet the hours worked in period eligibility criteria once or on a recurring basis to qualify for this benefit.
Enter the date through which this override remains effective for this person's participation in the Override Through Date field, and select the Override Reason.
Save your work.
You use the Waive Participation window to enter waive information for plan types and plans in a program.
To manage eligible person waivers for a plan type in a program
Query the Person who is eligible to receive the participation waiver.
Select the Program associated with the plan type or plans that this person is electing to waive.
Choose the Plan Type tab or the Plan tab depending if you are waiving all the plans in a plan type or only selected plans.
Select a Plan Type or Plan in this program that this person is electing to waive.
Select the Waive Reason that supports why this person is waiving participation in this plan type or plan.
Select the Certification Provided code that indicates this person provided the certification required to waive participation in this plan type or plan.
Check the Preferred field if this waive Certification is preferred, but not required.
Save your work.
You use the Court Orders window to record a Qualified Medical Child Support Order or a Qualified Domestic Relation Orders for participants in the US who are subject to either of these court orders.
When a participant enrolls in a plan type or plan that is subject to a court order, the system determines if the participant's dependents that are named in the court order are covered by the plan type or plan in question. A warning message is issued at the time of enrollment notifying the benefits administrator of the court order.
To maintain a court order for a participant
Query the person for whom you are entering a court order.
Select a court order type in the Type field.
Enter a court order identifier in the Order ID field.
Do one of the following:
Select the plan subject to the court order in the Plan field.
Or, select the Plan Type if the court order applies to all plans in the plan type.
Enter the name of the court that issued the order in the Issuing Court field.
Complete these date-related fields.
Issued Date- the date the court issued the order
Received Date- the date your organization received the order
Qualified Date- the date you validated that the order satisfies the criteria of a qualified order
Enter a Description of the court order.
In the Period in Effect block:
Enter the dates on which dependent coverage starts and ends based on this court order.
In the QDRO Payment block:
Specify the QDRO payment amount in either the Amount field or the % (Percent) field.
Enter the unit of measure of this payment, if the order is for an amount.
Select a distribution method in the Distribution field.
Enter the Number of Payments that must be made Per Period
In the Cited block:
Select the name of the dependent or other person cited as a recipient of this benefit based on the court order.
Choose the Contacts button if you need to add a dependent for this participant.
Save your work.
You use the Record Continuing Benefits Payment window to enter the amount paid by a participant for participation in a continuing benefits plan, such as US COBRA plans.
To record a continuing benefits payment
Query the person for whom you are recording a continuing benefits payment.
The system displays all plans in which the participant is currently enrolled.
Select the plan and option for which you are recording a payment.
The system display the activity rate for the plan you select and the Expected Payment Amount.
Enter the participant's payment amount in the Current Payment Amount field.
Save your work.
You use the Record Contributions or Distributions window to enter an amount paid by or paid to a participant in association with a plan or an option.
To record a contribution or distribution
Query the person for whom you are recording a contribution or distribution.
Choose the Activities tab.
Select the activity rate for which you are recording a contribution or distribution in the Activity field.
Enter the Amount of the participant's payment or distribution.
Choose the Compensation Objects tab to view the plans and options associated with the activity rate for which you are recording a contribution or distribution.
Choose the Display Payments button to display the Payments window. You can view the element associated with an activity rate and any payments recorded by the element in this window.
Save your work.
Oracle HRMS uses benefits assignments to maintain eligibility for continuing benefits. The application creates a benefits assignment as a copy of the employee's primary assignment when certain events occur, such as the termination of the employee or a qualifying reduction in hours.
See: Continuing Eligibility: Benefits Assignments
You can view, update, manually create, and end a person's benefits assignment. For example, special circumstances may dictate that you want to change an ex-employee's payroll. If so, you can update the payroll on the person's benefits assignment.
You can update or delete a benefits assignment without affecting the original employee assignment.
See: Maintaining a Benefits Assignment
You use the Benefits Assignment window to view, update, and manually create a person's benefits assignment.
The application automatically creates benefits assignments based on certain events, such as an employee termination, if you set up the auto-generation of benefits assignments when you define the default payroll for a business group.
See: Defining Benefits Defaults Monthly for a Business Group, Oracle HRMS Enterprise and Workforce Management Guide
See: Continuing Eligibility: Benefits Assignments
To maintain a benefits assignment
Query the person for whom you are maintaining a benefits assignment.
Select the person's location and organization.
Insert the person's assignment status in the Status field.
Note: You can only manually insert a person's assignment status. You cannot update an assignment status that the system copies from the person's assignment record.
Update other assignment information as necessary.
Enter the person's people group in the Group field.
Select a Job, Position, and Grade.
Select a payroll.
Note: US and Canadian users must select a payroll with a monthly periodicity.
Save your work.
Choose the Entries button if you want to add, purge, or end element entries for this assignment.
You cannot manually enter or edit entries for elements attached to an activity base rate. These entries are updated by the system when you make an election change or enrollment override.
To delete a benefits assignment
Query the person's benefits assignment and choose the Delete icon from the toolbar. You can choose to purge or end-date the record.
Note: Deleting a benefits assignment does not affect the employee assignment.
You can update activity rates for currently enrolled participants based on plan design changes--such as yearly rate increases--or after a salary review period. You can also recalculate rates if you change the Value Passed to Payroll. For selected persons, you run the Recalculate Participant Values process to calculate:
Participant rates
Coverages
Actual premiums
Imputed income rates (US)
The process provides for a participant to continue coverage in their current benefits elections without the need for re-enrollment or a manual change in rates.
By running the Recalculate Participant Values process close to when plan design changes take effect, you can minimize the impact on currently enrolling participants. Most often, a system administrator schedules the process to run after the end of an annual enrollment period.
As a prerequisite to running the process you should:
Update your plan design (defining the new rate calculations)
Ensure that person records are current
Run the Maintain Participant Eligibility process to update eligibility records and derived factors such as age and length of service
See: Running the Maintain Participant Eligibility Process
See: Running the Recalculate Participant Values process
Note: You can use Total Compensation Setup Wizard, Oracle HRMS Compensation and Benefits Management Guide to update multiple standard and variable activity rates simultaneously.
When activity rates change between plan years, follow these steps to ensure that your rates are updated without any interruption to current enrollments.
Use the Standard Rates window to update activity rates. You can also use Total Compensation Setup Wizard, Oracle HRMS Compensation and Benefits Management Guide to update multiple rates simultaneously.
To update activity rates from year-to-year
Set your effective date to the date and year in which the new rate becomes effective.
Make any changes that you require, such as updating the calculation to establish a new rate.
Important: Occasionally, you may want to change the element and input value of a standard rate for business purposes. If so, set the effective date to the date you want the element to begin for participants that you process. The effective date must be later than the existing element entry start date for a person currently enrolled in a compensation object that uses the rate.
Save your work.
When you process an enrollment or run the Recalculate Participant Values Process, the application calculates the rate according to your changes.
The Recalculate Participant Values process updates activity rates based on changes to plan design.
You run processes from the Submit Requests window.
See: Recalculate Participant Values Overview (Standard Benefits)
To run the Recalculate Participant Values process
Select the Recalculate Participant Values process in the Name field.
Enter the Parameters field to open the Parameters window.
You can select from a variety of criteria to limit the participants for whom you are re-calculating activity rates.
Select an individual in the Person Name field to run the process for a single person.
Select a Person Type if you want to calculate rates only for a particular person type (such as employee) within the compensation objects you select.
Select a compensation object--such as a plan or program--for which you are calculating rates.
If special circumstances apply, select a Compensation Object Selection Rule or a Person Selection Rule you have defined to limit the application of the rate re-calculation. For example, you can write a rule to restrict person selection to those employees with a recent salary change.
Choose the OK button.
Complete the batch process request and choose Submit.
If you run this process in error, you can resubmit the process at a date that is prior to the effective date of the previous run. This will recalculate results using the earlier effective date and remove all future changes.
Note: Anytime you run this process it will remove any future enrollment changes.
Run the Premium Reconciliation Report to support the monthly benefits billing reconciliation process. This report compares monthly premium amounts to standard rates and element entries by pay period, for all participants enrolled during the reporting period.
Use this report as an error check for employees with no rates, rates that differ from element entries, and rates and element entries that do not equal monthly premium amounts. In addition, you can use this report as an account of monthly premium payments by sending it to the benefits provider.
You run reports from the Submit Requests window.
To run the Premium Reconciliation Report
Select Reconciliation of Premium Contributions to Element Entries in the Name field.
In the Parameters window, enter the Reporting Start Date and the Reporting End Date to limit the premium reconciliation to this pay period.
Note: If you select dates beyond the pay period, the report result will not display the reconciliation details.
Select other criteria to limit the report results to a particular employee, such as:
Employee Name
National Identifier
Employee Name Format: this limits the report result to the selected employee.
Note: The default format is the default Employee Name Format you configured during implementation. If you select Japanese, the report result displays the participant details in the full name format as per Japanese legislation requirements.
Program: this limits the report to the specific program.
Note: The list of values contains all active programs in the business group.
Select the Plan to limit the report results to data elements contained in the plan.
Note: If you select a healthcare plan, the report displays details of healthcare options. Similarly, if you select an insurance plan, the report displays details of coverage options.
You can also select other criteria to limit the results of the report, such as:
Person Selection Rule
Organization
Location
Benefits Group
Reporting Group
Payroll
Premium Type
The default value for Output Type is Text. Select Comma Separated Values if you have many premium, rate, and element entry values.
Indicate if you want to view report results, such as:
Note: The default value for the following is Yes:
Display Plan Reconciliation Report: provides total participant monthly premiums, standard rates, element entries, and discrepancy amounts for each payroll frequency in the reporting period.
Display Plan Discrepancies Report: lists all participant records with a discrepancy due to monthly premiums, standard rates, or element entries per pay period.
Display Life Event Report: lists all participants whose life event caused a change to plan premiums in the reporting period. If there are no such participants, the report result does not display this section.
Display Plan Participant Details Report: lists all the participants enrolled in the plan including option/coverage, monthly premium, and coverage start and end date.
Display Participant Details: displays the Plan Reconciliation and Plan Discrepancies sections of the report.
Choose OK.
In the Submit Request window, verify the parameters you selected, set the schedule and the options for running the report.
Choose the Submit button.
Close the Submit Requests window.
Open the Find Requests window.
Click Find.
Select your Request ID and click View Output.
The Discrepancy column highlights the amounts that do not reconcile for a person. The following codes indicate the reason for the discrepancy:
S = Element entries (per pay period) for total contributions subtracted from the standard rate pay period total do not equal zero.
P = Element entries (per pay period) for total contribution subtracted from the participant monthly premium do not equal zero.
SP = Both standard rates and the participant monthly premium do not reconcile with element entries for the period.
You use the Monthly Plan or Option Premium window to view the plans and options for which you have defined a premium calculation.
Use this form if you need to manually adjust the premium result for a plan or an option in plan or if you need to enter or update the costing segment against which the premium is applied.
To view or adjust a monthly premium for a plan or option in plan
Query the Plan or Option for which you want to view premium information.
Select the premium associated with this plan or option in the Premium Name field.
The system displays the following read-only premium information in the General tabbed region:
The premium Type
The premium Payer
The Supplier of the coverage
The Calculation method used to derive the premium.
The system displays premium calculation results in the Monthly Activity tabbed region. The following information is read-only:
Premium unit of measure
the Premium Manually Adjusted field appears checked if you manually adjusted the premium
Enter the new premium in the Value field to manually adjust the result of the premium calculation.
If necessary, change the month or year for which you are manually adjusting the premium.
Enter the Number of Participants included in this premium.
Enter or updates the Costing segment against which to apply the premium for this plan or option in plan.
Save your work.
You use the Monthly Participant Premium window to view the plans and options in which a participant is enrolled that have an associated premium. Use this form if you need to manually adjust a participant's premium or if you need to enter or update the costing segment against which the participant's premium is applied.
To view or adjust a monthly premium for a participant
Query the Person for whom you want to view premium information.
Select the premium associated with this plan or option in the Premium Name field.
The system displays the following read-only premium information in the General tabbed region:
The Plan or Option associated with the premium
The premium Type
The premium Payer
The Calculation method used to derive the premium
The Supplier of the coverage
The Standard Value and Unit of Measure of the premium
The system displays premium calculation results for the selected person in the Monthly Activity tabbed region. The following information is read-only:
Premium unit of measure
Total credits
Net premium (the premium paid minus the total credits applied to the premium)
the Allocated Value field appears checked if this is an allocated premium
the Premium Manually Adjusted field appears checked if you manually adjusted the premium
the Credits Manually Adjusted field appears checked if you manually adjusted the credits applied to this premium
Enter the new premium in the Value field to manually adjust the result of the premium calculation.
If necessary, change the month or year for which you are manually adjusting the premium.
Enter or update the Costing segment against which to apply the premium for this person.
Save your work.
You define a person benefit balance using the Person Benefits Balances window by associating a person with a benefit balance you have defined.
To define a person benefit balance
Select a Person for whom you are defining a benefit balance.
Select a Benefit Balance that you defined in the Benefit Balances window.
Enter a Value for the balance.
Save your work.
You use the Reimbursement Requests window to date-effectively record a request for reimbursement when the participant incurs a cost that is covered by a plan for which you have defined reimbursable goods and services, such as a spending account plan.
To record a reimbursement request
Query the name of the person who is submitting the reimbursement request.
In the From and To fields, record the date range over which the cost was incurred. The Expense Incurred Date defaults to the effective date.
Note: The application saves future-dated reimbursement requests with a status of Pending and does not create an element entry.
Select the Plan against which the submitter is making the reimbursement request.
Request Details Tab
Choose the Request Details tab.
In the For field, select the name of the person receiving the reimbursement.
This person can be the primary participant or a person of a valid relationship type to the primary participant as defined for the reimbursement plan.
Select the Status of the reimbursement request.
Enter the request Amount and select the Currency type of the expense.
Enter the name of the good or service Provider and the Provider's Tax ID.
Check the Adjustment field if this reimbursement request is an adjustment to an existing request.
Optionally, enter an Approved Amount.
Save your work.
When you save the request, the application automatically:
Assigns the request a Request Number
Records the effective date as the Submitted Date of the request
Assigns the request a status of Goods and Services Required
Indicates the Annual Coverage Elected for the current and previous years as well as the previous year's Claims Paid (for spending account plans)
In the Total Claims Submitted field, calculates and displays the total amount of the requests this year for this person for this plan
Goods or Services Tab
Note: As a prerequisite, you must define goods and services during your plan design in order to process a reimbursement request.
Choose the Goods or Services tab.
Select the Good or Service provided.
The Certification Required field appears checked if you indicated this certification was required during your implementation.
Choose the Certification button to open the Reimbursement Certifications window.
Record the Received Date or Denied Date of the certification.
Save your work.
Changing the Status of a Request
You can change the status of a reimbursement request.
To change the status of a request
Choose the Status Tracking tab.
The application populates the Status field with the request status you selected in Step 6 above.
In the Request block:
Select a Reason for this request status.
You can add to the list of Status Reason types by using the Lookup Type BEN_STAT_RSN in the Application Utilities Lookups window.
Check the Overridden field if you override the status of this request for some reason.
Note: This field is reserved for future use.
Select a Reason for the request override.
Note: This field is reserved for future use.
Select the Prior Status of the request before you selected the overriding request status.
Note: This field is reserved for future use.
In the Approved for Payment block:
Select the status of the approved payment in the Current field.
You can add to the list of Approved Payment Status types by using the Lookup Type BEN_APRVD_PYMT_STAT in the Application Utilities Lookups window.
Select an approved payment status Reason.
You can add to the list of Approved Payment Status Reasons by using the Lookup Type BEN_APRVD_PYMT_RSN in the Application Utilities Lookups window.
Check the Overridden field if you override the status of this approved payment for some reason.
Note: This field is reserved for future use.
Select a Reason for this approved payment override.
Note: This field is reserved for future use.
Select the Prior Status of the approved payment request before you selected the overriding status.
Note: This field is reserved for future use.
Save your work.
Entering a Reimbursement Payment
When you save an approved request, the application writes the approved amount to the Reimbursement Payment window and updates the standard distribution rate for the reimbursement. If you link an element to the distribution rate, the process updates the element entry.
You can change the approved amount, provided that the new amount is not for a higher value and that your payroll system has not processed the payment.
To enter a reimbursement payment
Choose the Payment button.
Modify the Approved Payment amount.
Select a payment status and a status reason.
Check the Adjustment check box if you are adjusting the approved amount.
Save your work.
Run the Process Forfeitures concurrent request to calculate and record the total forfeited amount for each participant in a reimbursement plan at the end of a plan year.
Note: As a prerequisite, update the balances to make sure that contribution and distribution totals are current and accurate.
See: Setting Up Reimbursement Plans for Forfeitures (Advanced Benefits)
You run processes from the Submit Requests window.
To run the Process Forfeitures concurrent request
Select Process Forfeitures in the Name field.
Enter the Parameters field to open the Parameters window.
Enter the Effective Date of the process.
In the Commit field, select whether you want to commit or rollback the results of the process.
Select the reimbursement plan for which you are processing forfeitures in the Plan Name field.
Choose the OK button.
Complete the batch process request and choose Submit.
Run the Process Forfeitures Audit Log process or the Process Forfeitures Summary Report for information about errors and process totals.
To view forfeiture results for a participant, open the View Enrollment Results window. Query a person, then choose the Rates button.
To view total forfeitures for the plan, open the Forfeited Values window. Query a plan. Select the Forfeitures tab, then choose the Forfeiture Values button.