Entering Dependent and Beneficiary Information

This chapter provides an overview of dependent and beneficiary information and discusses how to:

Enter dependents and beneficiary information.
Enter dependent and beneficiary comments.
Update benefit certifications.
(USF) Designate beneficiaries for a final check.
Terminate dependent enrollments or beneficiary status.
Enter court orders and spousal waivers.

Understanding Dependent and Beneficiary Information

Accurate dependent and beneficiary information—name, address, birth date, gender, and relationship—helps ensure that benefit claims are quickly and correctly processed.

By setting up dependent/beneficiary data, you can:

Simplify benefit enrollment for dependents and beneficiaries.
Review data and print reports.

Additionally, requirements such as a Qualified Medical Child Support Order (QMCSO) and Qualified Domestic Relations Order (QDRO) mandate that employees provide benefits to dependents and beneficiaries. When you enter a court order, the system checks to see if a court order is tied to an employee record. If the system finds a court order, it checks to see if any changes are allowed to the benefit enrollments. If changes are not allowed, then a warning appears.

When you set up dependent/beneficiary data, you need an employee identification number. So you need to enter employee administration data—personal information, compensation allowances, and job data—first.

You can view basic human resources information for employees by using personnel administration components such as Personal Data and Job Data in PeopleSoft Enterprise Human Resources or by viewing the Employee Data Summary in the Manage Base Benefits business process. Employees can review, update and add their own dependent and beneficiary information using the PeopleSoft Enterprise eBenefits application pages.

Entering Dependent and Beneficiary Information

Dependent and beneficiary information is entered in the Dependent Data component of PeopleSoft Enterprise Human Resources Administer Workforce and is fully documented in the PeopleSoft Enterprise Human Resources 9.0 PeopleBook: Administer Workforce .

Entering Dependent and Beneficiary Comments

Comments you make about dependents and beneficiaries are for your use only; they are not used by the system.

Page Used to Enter Dependent and Beneficiary Comments

Page Name	Object Name	Navigation	Usage
Benefit Comments	BENEFIT_COMMENTS	Benefits, Employee/Dependent Information, Record Dep/Ben Comments, Benefit Comments	Enter notes about a dependent or beneficiary.

Recording Dependent/Beneficiary Comments

Access the Benefit Comments page.

Action Date	Enter the date on which the comment becomes or became effective.
Comments By	Enter your name or the name of the person providing the information.

Editing Benefits Certifications

This section discusses how to edit benefit certifications.

Page Used to Edit Benefits Certifications

Page Name	Object Name	Navigation	Usage
Benefit Certifications	BN_CERTIF_PARTC	Benefits, Employee/Dependent Information, Maintain Certifications, Benefit Certifications	Updating employee benefit certifications.

Updating Employee Benefit Certifications

Access the Benefit Certifications page.

CertificateID

An ID that represents a certificate created in Certification Definition page.

Status

Select Active, or Inactive.

Plan Type

Select from all available plan types for a participant's assigned benefit program with an associated certificate.

Effective Date

A date the system uses to calculate the length of time from this initial start date of a certificate.

Expiration Date

An informational field that can be used to enter the expiration date of the certificate.

Value

Enter a minimum value allowed to consider the certificate as complete or valid.

Certificate Maximum Value

Displays the maximum value of the certificate as defined in the Certificate Definition.

Dependent/Beneficiary ID

Select from all available dependents or beneficiaries for the participant.

(USF) Designating Beneficiaries for a Final Check

You can designate dependents or beneficiaries to receive an employee's final check in the event that the employee dies. This page is used for informational purposes only; the system does not use the data entered on this page for benefits processing.

Page Used to Designate Beneficiaries for a Final Check

Page Name	Object Name	Navigation	Usage
Final Check	GVT_FIN_CHK_BEN	Benefits, Employee/Dependent Information, Assign Final Check Beneficiary, Final Check	Specify dependents or beneficiaries to receive an employee’s final check.

Specifying Beneficiaries for a Final Check

Access the Final Check page.

Percent of Benefit and Flat Amount

Enter a flat amount or percentage for the beneficiary to receive from the final paycheck.

The total percentage for all beneficiaries should equal 100, unless you have contingent beneficiaries. The sum of the flat amounts cannot be greater than the paycheck.

Excess

If flat amounts are used, select to designate a beneficiary to receive any excess funds.

Contingent

Select if this dependent or beneficiary is not a primary beneficiary.

Amounts attributed to contingent beneficiaries must also add up to 100 percent.

Terminating Dependent Enrollments or Beneficiary Status

Remember that you enroll dependents and assign beneficiaries when you enroll employees. To terminate a dependent enrollment or beneficiary status, you must enter a row of data with the termination date (just as you do with employees). You make these changes on the enrollment page for the benefit in question, such as Life & AD/D Benefits page. You do not make the changes in the Update Dependent/Beneficiary component.

If you try to delete dependent/beneficiary records on benefit enrollment pages that have court orders applied to them, the system informs you that the dependent or beneficiary has a court order that provides a legal right to benefit coverage.

Warning! If you delete dependent/beneficiary data using the Update Dependent/Beneficiary component, you’ll destroy history. Once you change enrollment data, it won’t matter that the dependent or beneficiary data is available on the Update Dependent/Beneficiary component. In fact, it must remain to provide correct historical information.

Entering Court Orders and Spousal Waivers

Spouses, ex-spouses, and children of employees may have court orders that provide them with a legal right to benefit coverage from those employees. In addition, certain benefit plans may require that a spouse have a required minimum coverage amount.

Court orders are entered on the Dependent/Beneficiary Riders page, and minimal spousal amounts are entered on the Benefit Plan Table.

To track court-ordered benefits, print the Court Ordered Coverage Audit report.

CertificateID	An ID that represents a certificate created in Certification Definition page.
Status	Select Active, or Inactive.
Plan Type	Select from all available plan types for a participant's assigned benefit program with an associated certificate.
Effective Date	A date the system uses to calculate the length of time from this initial start date of a certificate.
Expiration Date	An informational field that can be used to enter the expiration date of the certificate.
Value	Enter a minimum value allowed to consider the certificate as complete or valid.
Certificate Maximum Value	Displays the maximum value of the certificate as defined in the Certificate Definition.
Dependent/Beneficiary ID	Select from all available dependents or beneficiaries for the participant.