Enrolling Participants

This chapter describes how to:

Review employee eligibility.
Enroll participants in benefit programs and plans.
(USF) Enroll employees in benefit programs and plans through PAR (personnel action request).
(USF) Assign Federal Employee Group Life Insurance (FEGLI) benefits.
(USF) Enroll employees in TSP (Thrift Savings Plan) Agency Automatic Contribution plan.
Terminating dependent enrollment or beneficiary status.
Generating HIPAA Certificates.

Reviewing Employee Eligibility

Before you can enroll a participant, your Human Resources department must set up personnel administration data: personal information, compensation allowances, and job data.

Page Used to Review Employee Eligibility

Page Name	Object Name	Navigation	Usage
Employee Data Summ (employee data summary)	EMPLOYEE_SUMMARY1	Benefits, Employee/Dependent Information, Review HR/Job/Payroll Data, Employee Data Summ	View the personnel administration data.

Viewing Personnel Administration Data

Access the Employee Data Summ page.

Annual Benefits Base Rate

This field is blank if your organization uses a benefits base different from regular pay.

Set up the Primary annual benefits base rate in the Compensation page of the Job Data Component, in the Annual Benefits Base Rate field.

Add multiple annual benefits base rates (ABBRs) using the Update ABBR component.

Note. The only ABBR displayed on this page is the primary ABBR entered in the Job component for the employee.

Enrolling Participants in Benefit Programs and Plans

Using the Manage Base Benefits business process to enroll participants consists of two parts:

Enroll a participant in a benefit program.

Initially, an employee’s benefit program assignment is assigned to the employee based on his or her employee pay group, but you can override this assignment at the employee level. Verify that the employee is enrolled in the correct benefit program, because you can only enroll participants in benefit plans that are associated with their assigned benefit program.
Using individual benefit pages, enroll the participant in all appropriate benefit plans within the benefit program.

When you enroll employees in health, life, savings, FSA, and Canadian pension benefit plans, you also enroll dependents and assign beneficiaries.

Note. You should set up that data before you start enrollments. That way, for each dependent enrollment and beneficiary assignment, you can prompt for the data once rather than enter it several times.

Pages Used to Enroll Participants in Benefit Programs and Plans

Page Name	Object Name	Navigation	Usage
Benefit Program Participation	BEN_PROG_PARTICPTN	Benefits, Enroll In Benefits, Assign to Benefit Program, Benefit Program Participation	Enroll the employee in the appropriate benefit program.
Health Benefit Elections	HEALTH_BENEFITS1	Benefits, Enroll In Benefits, Health Benefits, Health Benefit Elections	Enroll employees and dependents in health plan types: medical, dental, and vision.
Life/ADD Elections	LIFE_ADD_BENEF1	Benefits, Enroll In Benefits, Life and AD/D Benefits, Life/ADD Elections	Enroll participants in life plans and to assign beneficiaries those plans.
Benefits Person Data	BN_PERSON_EFFDT	Benefits, Employee/Dependent Information, Benefits Personal Data, Benefits Person Data	Enter Medicare information.
Update Annual Ben Base Rates	BN_ANNL_BENEF_BASE	Benefits, Employee/Dependent Information, Update ABBRs, Update Annual Ben Base Rates	Enter and maintain multiple ABBRs for an employee.
Review Annual Benef Base Rates	BN_ANN_BENBASE_INQ	Benefits, Employee/Dependent Information, Review ABBRs, Review Annual Benef Base Rates	Review annual benefit base rate.
Disability Benefit	DISABILITY_BENEFIT	Benefits, Enroll in Benefits, Disability Benefits, Disability Benefit	Enroll employees in disability benefit plans.
Savings Plan Elections	SAVINGS_PLANS1	Benefits, Enroll In Benefits, Savings Plans, Savings Plan Elections	Enroll employees in savings benefit plans, assign beneficiaries, and identify investment elections.
Leave Plans (USA) Leave Plans	LEAVE_PLANS LEAVE_PLANSA	Benefits, Enroll In Benefits, Leave Plans, Leave Plans (USA) Benefits, Enroll in Benefits, Leave Plans - CAN/INTL, Leave Plans	Enroll employees in leave plans.
Spending Accounts	FSA_BENEFITS	Benefits, Enroll In Benefits, Spending Accounts, Spending Accounts	Enroll employees in FSA plans.
Retirement Plans	RTRMNT_PLANS	Benefits, Enroll In Benefits, Retirement Plans, Retirement Plans	Enroll employees in Public Employees Retirement System (PERS) benefit plans.
Pension Plan Elections	PENSION_PLAN1	Benefits, Enroll In Benefits, CAN-Pension Plans, Pension Plan Elections Benefits, Enroll in Benefits, USA-Pension Plans, Pension Plan Elections	Enroll employees in benefit plans.
Vacation Benefit	VACATION_BENEFIT	Benefits, Enroll In Benefits, Vacation Benefits, Vacation Benefit	Enroll employees in vacation buy and sell plans.
Simple Benefit	SIMPLE_BENEFIT	Benefits, Enroll in Benefits, Simple Benefits, Simple Benefit	Maintain employee enrollment in “simple” benefit plans.

Enrolling Employee in a Benefit Program

Access the Benefit Program Participation page.

Benefit Program

Enter the benefit program for the employee.

Set up a default benefit program on the Pay Group table. If you run a payroll before you enter a benefit program, payroll cannot process the employee.

You can override the default benefit programs with the correct benefit program.

Enrolling in Health Benefit Plans

Access the Health Benefit Elections page

Health Provider ID

Tracks the primary care physician information for the employee's health provider. You can enter the name of the employee's doctor, an ID number, or any other format the health provider may require.

Previously Seen

Select to indicate that the employee is a current patient of the indicated physician.

Other Covrg (other coverage)

(USF) This check box indicates the dependent has another active insurance plan.

Insurance Name

(USF) Enter the name of the other insurance plan.

FEHB Ind (Federal Employee Health Benefits indicator)

(USF) This check box indicates the dependent in enrolled in FEHB.

Enrolling in Life Plans

Access the Life/ADD Elections page.

Coverage

Smoker

Smoker is selected if you have indicated that the dependent is a smoker in the Dependent/Beneficiary - Personal Profile page.

On this page, the Smoker check box is a display-only field. When Smoker is selected, the system uses the age-graded rates that have been defined for smokers when calculating the employee's life benefit cost.

Coverage Options

Use these group boxes to define plan coverage and the benefits base calculation rules.

These sections are active only if, in the Life and AD/D Plan Table page, you indicate that Coverage should be Specified in Employee Record.

Flat Amount

Enter an amount.

Dependent/Beneficiaries

Select the beneficiary ID. The selection list includes all of the beneficiaries that you set up for the employee using the Dependent/Beneficiary Data pages. Only beneficiaries that you identified as Beneficiary or Both (beneficiary or dependent) can be selected.

To delete a dependent enrollment, position the cursor at the line for the dependent that you want to delete and click Delete.

Percent of Benefit and Flat Amount

Define the distribution benefit as a percent of benefit or a flat amount. If you enter a flat amount and more than one beneficiary, select one of the beneficiaries to receive any excess funds. Select the beneficiary by selecting the Excess check box.

Contingent

(Optional) Indicate whether a beneficiary is primary or contingent (secondary to a primary beneficiary) by selecting this check box.

If you set up a primary beneficiary to receive 100 percent of the benefit, all other beneficiaries have Contingent selected.

Note. If you are working with a dependent life plan, add dependent IDs for all of the dependents that will be covered by the plan. In dependent life plans, the dependents are covered by life insurance, and the employee is the beneficiary.

If you have defined the coverage method of the Life or AD/D plan that you're working with to be the Sum of Dependent Coverage in the Life and AD/D Plan Table, the Percent of Benefit field is not available for entry.

The totals for all beneficiaries must equal 100 percent. If they do not, the system displays an error message and does not allow you to save your entries. To correct the entry, change one or more of the percentages so that the totals are equal to 100 percent.

Entering Medicare Options

Access the Benefits Person Data page.

Medicare Number

Enter the medicare number.

Medicare A Indicator

Select to indicate Enrollment in Medicare A.

Medicare Reason A

The Administrator enters a description.

Medicare B Indicator

Select to indicate supplemental governmental insurance other than hospitalization costs

Medicare Reason B

The Administrator enters a description.

Medicare D Indicator

Select to indicate enrollment in the Medicare D prescription drug plan.

Medicare Reason D

The Administrator enters a description.

Entering Multiple Annual Benefits Base Rates

Access the Update Annual Ben Base Rates page.

Annual Benefits Base Rate Type

Select the ABBR type.

ABBR types are defined on the ABBR Type page.

Annual Benefits Base Rate

Enter the amount of the ABBR.

Note. The Primary ABBR can only be set in the Job component.

Enrolling in Disability Benefit Plans

Access the Disability Benefit page.

Enrolling in Savings Plans

Access the Savings Plan Elections page.

Before Tax Investment and After Tax Investment

Flat Amount and Percent of Earnings

Define investment contributions as a flat amount or percent of earnings.

The system compares the Percent of Earnings to the percent of gross limits for employee before- and after-tax investment values. The system also verifies that the sum of the before- and after-tax investment values does not exceed the overall investment limit percentage that you defined for the savings benefit plan on Savings Plan Table.

Dependent/Beneficiaries

Select the beneficiary ID. The selection list includes the beneficiaries that you set up for the employee using Dependent/Beneficiary Information component.

To delete a beneficiary., position the cursor at the line for the beneficiary that you want to delete and click the delete button.

Beneficiary Percentage

Enter the percent of benefit for each beneficiary.

Note. The total for all beneficiaries must equal 100 percent. If it does not, the system displays an error message and does not allow you to save your entry. To correct the entry, change one or more of the percentages so that total is equal to 100 percent.

Investments

Investment Option

Select an investment option and allocate an investment percentage. Investment percentages must total 100 percent before they can be saved into the system. If there is more than one investment option associated with the chosen employee's savings plan, add more rows.

Rollover Options

You can enter rollover options only if Specified at Employee Level is selected on Savings Plan Table — Rollover of Funds page.

Enter the Before Tax to and After Tax to rollover Plan Type, Benefit Plan, Deduction, and (if applicable) Deduction Class in the appropriate fields.

Enrolling in Leave Plans

Access the Leave Plans (USA) or the Leave Plans page.

Note. The Leave Plans page for Canadian and International users is identical to the page for U.S. users with the exception that it does not offer the option of choosing the FMLA (Family Medical Leave Act) benefit plan type.

Enrolling in Spending Account Plans

Access the Spending Accounts page.

Note. The FSA Benefits (CAN) page is essentially the same as the page for U.S. users with two exceptions. It offers a choice between Canadian Health Care and Canadian Retirement Counseling plan types (plan types 65 and 66) instead of Health and Dependent Care plan types (plan types 60 and 61), and it displays a Carryforward option of either Claim or Credit, if applicable.

Contribution Level

Annual Pledge

Enter the employee’s annual pledge amount.

Credit Rollover Included in Pledge

(Used by Benefits Administration.) It displays the amount of the excess benefits credits that have been assigned to an FSA plan at the end of a plan year. The Benefits Administration system automatically provides the Credit Rollover Included in Pledge from the previous year, if you have designated that excess credits should be assigned to FSA plans in the Benefit Program Table.

Empl Contribution Override (employee contribution override)

If you do not implement Payroll for North America or Payroll Interface, this is optional.

Enter a value to have the system use this amount to calculate the employee's Spending Account contribution.

Leave the field blank to have the system use the Annual Pledge amount to calculate the employee’s Spending Account contribution.

Account Information

The system reflects the FSA Account Status of the employee's FSA plan, as well as the employee's FSA Contributions YTD (contributions year-to-date).

Employees cannot transfer FSA funds from one account to another. As a rule, unused funds in an account at the end of a plan year are transferred to the employer.

Carryforward

This value appears for Canadian Pension Plans and is automatically set to the value that you entered for the Employer Carryforward Choice in the FSA Benefits Table (Canada).

Enrolling in PERS Plans

Access the Retirement Plans page.

Enrolling in Pension Plans

Access the Pension Plan Elections page.

For U.S. users the plan types are 80 or 81. For Canadian users, the plan types are 82 through 87.

Salary for Pension Calculation

Use to calculate the pension using a salary other than the employee pay rate.

Voluntary Contributions

Enter an amount that the employee voluntarily contributes to the pension plan. This is an amount over the amount that you define in the Pension Plan Table. Enter a flat amount or a percent of earnings.

Dependent/Beneficiaries

Select the beneficiary ID.

The selection list includes the beneficiaries that you set up for the employee using Dependent/Beneficiary Data.

To delete a beneficiary., position the cursor at the line for the beneficiary that you want to delete and click Delete.

Percent of Benefit and Flat Amount

Define the distribution benefit as a percent of benefit or a flat amount. If you enter a Flat Amount and more than one beneficiary, select one of the beneficiaries to receive any excess funds. Select the beneficiary by selecting the Excess check box.

Enrolling in Vacation Benefit Plans

Access the Vacation Benefit page.

When you define vacation buy or sell benefit plans with the Vacation Buy/Sell Table, you define increments for the vacation hours and minimum and maximum amounts that an employee can buy or sell.

Vacation Hours

Number of hours that an employee buys or sells for the full plan year (a 12-month period).

The vacation hours that you enter must be at least the minimum and not more than the maximum numbers of vacation hours that are defined in the Vacation Buy/Sell Table. In addition, they must be entered in the increment specified in the Vacation Buy/Sell Table.

Goal Balance

Updated by payroll. The system automatically stops deductions when the Current Goal Balance equals the Goal Balance.

Vacation Accrual Processed

During the first payroll processing cycle of the plan year, Payroll calculates bought and sold vacation earnings for each participant. The system automatically selects this check box.

You will not see the buy or sell transactions reflected in employee leave balances until after you perform leave accrual processing, at which time, the system clears the check box.

Note. If you change employee job data after the system performs vacation buy and sell processing, it does not update its calculations based on the new job data. For example, an employee is hired on September 1 and is paid monthly, at a rate of $20.00 per hour. The employee wants to buy 40 hours of vacation. The system assumes a 12-month period in which to spread the deduction. It calculates the Goal Amount as $800.00 (40 hours X $20 an hour), and calculated the pay period deduction as $66.67 (40 hours X $20 an hour/12 monthly periods per year). However, the company wanted the vacation amount based on the hire date. Because there were 4 months remaining in the year, September through December, the company manually calculated and entered $200, or $800 divided by 4.

Enrolling in Simple Benefit Plans

Access the Simple Benefit page.

There are no required attributes for creating a Simple Benefit Plan and costs are calculated from the Benefit Rate Table.

(USF) Enrolling Employees in Benefit Programs and Plans

This section describes how to:

Enroll participants into FEHB benefit programs using the Human Resources PAR process.
Determine FEGLI Plan Coverage, Managing Retirement Coverage, and Designating FICA Status.
Assign FEGLI benefits.
Designate beneficiaries.
Selecting medicare options.
Enroll employees in the TSP Agency automated contribution plan.

Pages Used to Enroll Employees in Benefit Programs and Plans Through the PAR

Page Name	Object Name	Navigation	Usage
Benefits/FEHB Data (benefits/federal employee health benefits data)	GVT_BENDATA_SEC	Workforce Administration, Job Information, HR Processing USF Select the Job tab. Click the Benefits/FEHB Data link.	Enroll participants into benefit programs and plans.
FEGLI/Retirement Data/FICA (federal employee government life insurance/retirement data/Federal Insurance Contributions Act)	GVT_BENDATA1_SEC	Workforce Administration, Job Information, HR Processing USF Select the Job tab. Click the FEGLI/Retirement/FICA link.	Select the participant's FEGLI plan coverage, manage the employee’s retirement coverage, designate and FICA status.
FEGLI Assignments - Assignee (federal employee government life insurance - assignee)	GVT_ASSIGNEE	Benefits, Enroll in Benefits, Assign FEGLI Beneficiaries, Assignee	Designate one or more assignees for an employee's FEGLI benefits coverage. Each assignee is given a share of the total coverage being assigned. The total of these percentages must be 100.
FEGLI Assignments - Assignee Benef (federal employee government life insurance - assignee beneficiary)	GVT_ASSIGNEE_BEN	Benefits, Enroll In Benefits, Assign FEGLI Beneficiaries, Assignee Benef	Designate one or more beneficiaries. Use to assign the FEGLI benefits of U.S. federal government employees and retirees.
TSP - Agency Basic (thrift savings plan - agency basic)	GVT_TSP_AUTO	Benefits, Enroll In Benefits, TSP Agency Basic, TSP - Agency Basic	Enroll employees in the TSP Agency Automatic 1% Contribution plan.
TSP Investment Elections (thrift savings plan investment elections)	GVT_TSP_INVEST	Benefits, Enroll In Benefits, TSP Investment Allocations, TSP Investment Elections	Select investment options.

(USF) Enrolling Participants Into FEHB Benefit Programs and Plans

Access the Benefits/FEHB Data page.

Benefits Control

This group box is used for Benefits Administration processing.

BAS Group ID (benefits administration group identification)	Applies only if your benefits system uses Benefits Administration. It is used to link the participant to a particular Benefits Administration Group for Benefits Administration processing later.
Benefit Program	Automatically set to the benefits program specified for the employee's Pay Group, which you specify in the Position Data page.

FEHB Eligibility

This group box identifies FEHB eligibility.

Permanent	Select this option for employees with a career conditional career appointment. Employees are eligible for FEHB if fields 1−9 in the Eligibility group box are also for users of Benefits Administration. Here you enter eligibility values that refer to eligibility configuration values in the Eligibility Rules Table.
Continuing Coverage	Select this option for employees who are transferring into a position from another agency without a break in service and for rehires with a break in service of less than 30 days. Employees are eligible for FEHB.
Temporary Appointment > 1 yr (temporary appointment greater than one year)	Select this option for an employee with a temporary appointment greater than one year. Employees are eligible for FEHB.
Temporary Appointment < 1 yr + FedSvc > 1 yr (temporary appointment less than one year plus federal service greater than one year)	Select this option for an employee with a temporary appointment less than one year and continuous service greater than one year. Employees with this eligibility pay the entire cost of their FEHB coverage.
Not Eligible	Select this option for employees ineligible for FEHB plan coverage. Most commonly used for employees with a temporary appointment of less than one year of service.

Eligibility

This group box is for Benefits Administration only. You enter the eligibility values that refer to the refer to eligibility configuration values in the Eligibility Rules Table.

FEHB Date

This group box is for Federal users. Enter the future date on which an employee will be eligible for FEHB coverage. Typically, the FEHB Date is one year from the employee's hire date.

Benefits System

Select the appropriate benefits system. Select Not Managed in PeopleSoft (benefits managed by a system other than PeopleSoft) to filter out persons who have insufficient employment and job information to support benefit enrollment.

Determining FEGLI Plan Coverage, Managing Retirement Coverage, and Designating FICA Status

Access the FEGLI/Retirement Data/FICA page.

FEGLI

FEGLI Code	Use this field to select the participant's FEGLI plan coverage, including termination, waiving coverage, and coverage ineligibility. Only active employees are allowed to increase their FEGLI coverage. You can assign beneficiaries and allocate survivor benefits through the Life and AD/D Benefits - Beneficiaries page. Note. When you have two or more FEGLI-related transactions to process for one employee that are effective on the same date, each one must be processed separately. You must enter the first transaction and save it before inserting a row to process the second transaction. When a second transaction is entered without saving the first, the system returns a message reporting that the transaction will be canceled. Federal employees may assign their FEGLI benefits to another person, trust, or to a settlement company that will pay them a cash amount for these benefits. Assignation of benefits is handled in the FEGLI Assignments page group of the Administer Base Benefits (USF) menu.
Post 65 Basic Life Reduction	After federal employees pass the age of 65, their Basic Life plan coverage may be reduced. In the Post 65 Basic Life Reduction field, determine whether the chosen employee's life plan value will be reduced by 50%, 75%, or not at all.
Living Benefits	Select for terminally ill federal employees and retirees who have a life expectancy of nine months or less. With living benefits, a full or partial payment of the FEGLI Basic Life Insurance benefit is paid directly to the employee or retiree. When an employee's request for living benefits has been approved by OFEGLI, use the PAR pages to process the election. Select an NOA Code of 805 (Elect Full Living Benefit) or 806 (Elect Partial Living Benefit). When you select Living Benefits to process a partial living benefit, the Coverage Amount field becomes available. After an employee selects living benefits, the only FEGLI code values available to the employee are the following: Terminate All and Waive All Life Insurance.
Coverage Amount	Used for employees who elect a partial living benefit. In this field, enter the Basic Insurance Amount (BIA). This is the balance of the coverage amount remaining.

Retirement

Retirement Plan	Select the employee's retirement plan coverage. You can select from entire list of available U.S. federal government retirement programs that may be available to your employees. Whether or not your agency actually offers all of these programs depends upon whether or not you have set them up in the Retirement Plan Table and have associated them with the benefit programs that your agency offers.
FERS Coverage	Indicate the level of FERS coverage allocated to employees who had federal retirement plan coverage prior to 1984. Employees before 1984, can select from the following valid values: Elected Coverage Under FERS or Not Covered by FERS. All employees, who started federal retirement coverage after 1984, have a FERS Coverage of Automatically Covered by FERS.
Previous Retirement Coverage	Employees transferring in from another agency previously covered by a federal benefit plan should select Previously Covered. If the employee was not covered, select Never Covered.
Annuitant Indicator	Use for employees who are being rehired from retirement. If a formerly retired employee is receiving an annuity such as a pension plan payment, their pay may be offset by that annuity amount. Determine whether or not the retirement annuity is applicable to the employee's wages. Indicate the former employment status of the employee, whether or not the employee was a retired enlisted or military officer, and the employee’s retirement plan type (CSRS or FERS).
Annuity Commencement Date	Date when retirement annuities for a retired or soon-to-be-retired employee began or will begin. The system uses this date when determining how to calculate agency contributions and employee deductions for FEHB and FEGLI during the employee's last pay period. Note. When an employee has worked less than a full pay period, Payroll's Pay Calculation process prorates FEHB and FEGLI deductions according to OPM (Office of Personnel Management) rules.
CSRS Frozen Service	Frozen service is the U.S. federal government term for the total years and months of civilian and military service that is creditable in a CSRS component of an FERS employee (retirement plans FERS and FICA, FERS and FICA - Air Traffic Control, FERS and FICA - Special, and FERS and FICA - Reserve Tech), or in the case of a CSRS Offset employee (Retirement plans FICA + CSRS - Partial and FICA + CSRS Special - Partial), the service that would be covered in a CSRS component if the employee ever becomes covered by FERS. In the CSRS Frozen Service field, enter this time span as a four-number code. The first and second positions indicate the number of years, while the third and fourth positions indicate the number of months. For example, a time span of 5 years and 3 months would be entered in CSRS Frozen Service as 0503.

FICA Status - Employee

Select the employee’s FICA status. Select from the following valid values: E − Exempt, M − Medicare only, or N − Subject.

Once you set up an employee's initial benefit program and plan enrollments through the PAR, you're ready to go on to the individual benefit pages to continue benefit plan enrollments, add plan coverage detail, enroll dependents, and assign beneficiaries. You can make changes in these pages without opening a PAR.

Assigning FEGLI Benefits

Access the FEGLI Assignments - Assignee page.

Assignee Number

Designated automatically by the system; it automatically increases by one with each new assignee that you designate for an employee.

Assignee Name, National ID, and Assignee Share (Pct) (assignee share percentage)

Enter the information for each assignee.

The total assignee shares for all assignees associated with an employee should equal 100.

Once you enter assignee information and save it, the system selects the Assigned check box in the FEGLI - Elections page for coverage that has been assigned, with the exception of FEGLI plan options that have been Waived. When an employee elects a partial living benefit, the BIA is assigned along with any optional insurance. This is with the exception of Option C - Family coverage.

Designating Beneficiaries

Access the FEGLI Assignments - Assignee Benef page.

Assignee Beneficiary Number	The system designates and automatically increases by one for each beneficiary added to an assignee.
Assignee Name, Relationship, and Benef Share (Pct) (benefit share percentage)	Enter the information for each assignee.
Same Address as Assignee	Select this check box if the beneficiary shares this information with the assignee. While this check box is selected, the Address and Phone Information fields are unavailable.

Enrolling Employees in the TSP Agency Automatic Contribution Plan

Access the TSP - Agency Basic page.

Enter the Effective Date. By default, the system sets Participation Election to Elect and the Elect Date to the system date.

Use Benefit Plan to enroll the employee in the TSP 1% Agency Contribution plan. TSP 1% Agency Contribution plans have a plan type of 7Z.

Employees typically must complete a waiting period of two open seasons after their hire date before they can be enrolled in the TSP 1% Agency Contribution plan.

Selecting Investment Options for TSP Plans

Access the TSP Investment Elections page.

Option

Enter the type of investment in which you are allocating an investment percentage. If there is more than one investment option associated with the chosen employee's savings plan, you can add more rows.

Percent

Enter the investment percentage allocated for each Option associated with this savings plan. Investment percentages must total 100 before they can be saved into the system.

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 benefit enrollment page for the benefit in question, such as Life & AD/D Benefits. You do not make the changes in the Dependent/Beneficiary Information component.

If you try to delete dependent/beneficiary records on benefit election 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 Dependent/Beneficiary Information component, you’ll destroy history. Once you change enrollment data, it won’t matter that the dependent or beneficiary data is available in the Dependent/Beneficiary Information component. In fact, it must remain to provide correct historical information.

Generating HIPAA Certificates

This section discusses how to:

Run the HIPAA Medical Certificate process.
View HIPAA letter printing dates.

Pages Used to Generate HIPAA Certificates

Page Name	Object Name	Navigation	Usage
HIPAA Medical Cert	RUN_CTL_HIPAA	Benefits, Reports, Regulatory and Compliance, HIPAA, HIPAA Medical Cert	Run the report of the history of former employee's group health coverage.
Notification Letters	BENEF_LETTER_HIST	Benefits, Review Employee Benefits, Notification Letters, Notification Letters	View HIPAA certificate printing for an employee and dependents.

Generating a HIPAA Certificate

Access the HIPAA Medical Cert. page.

From Date

Enter the beginning date of the time period for which you want to generate HIPAA certificates.

Thru Date

Enter the ending date of the time period for which you want to generate HIPAA certificates.

Viewing HIPAA Letter Printing Dates

Access the Notification Letters page.

Health Provider ID	Tracks the primary care physician information for the employee's health provider. You can enter the name of the employee's doctor, an ID number, or any other format the health provider may require.
Previously Seen	Select to indicate that the employee is a current patient of the indicated physician.
Other Covrg (other coverage)	(USF) This check box indicates the dependent has another active insurance plan.
Insurance Name	(USF) Enter the name of the other insurance plan.
FEHB Ind (Federal Employee Health Benefits indicator)	(USF) This check box indicates the dependent in enrolled in FEHB.

Medicare Number	Enter the medicare number.
Medicare A Indicator	Select to indicate Enrollment in Medicare A.
Medicare Reason A	The Administrator enters a description.
Medicare B Indicator	Select to indicate supplemental governmental insurance other than hospitalization costs
Medicare Reason B	The Administrator enters a description.
Medicare D Indicator	Select to indicate enrollment in the Medicare D prescription drug plan.
Medicare Reason D	The Administrator enters a description.

Salary for Pension Calculation	Use to calculate the pension using a salary other than the employee pay rate.
Voluntary Contributions	Enter an amount that the employee voluntarily contributes to the pension plan. This is an amount over the amount that you define in the Pension Plan Table. Enter a flat amount or a percent of earnings.

Option	Enter the type of investment in which you are allocating an investment percentage. If there is more than one investment option associated with the chosen employee's savings plan, you can add more rows.
Percent	Enter the investment percentage allocated for each Option associated with this savings plan. Investment percentages must total 100 before they can be saved into the system.

From Date	Enter the beginning date of the time period for which you want to generate HIPAA certificates.
Thru Date	Enter the ending date of the time period for which you want to generate HIPAA certificates.