Creating Dependent and Beneficiary Records
Access the Dependent/Beneficiary Entry form.
To create dependent and beneficiary records:
Complete the Address Number field to assign a specific address number to the person.
If you leave this field blank, the system assigns the next available number.
Complete these fields:
Gender
Date of Birth
If the dependent or beneficiary has the same address as the employee, select the Employee Identification option.
The Employee Identification field appears.
Complete the Employee Identification field:
A colored box following the employee's name indicates the current payroll status of the employee. Green indicates an active employee who is not included in the current payroll cycle. Fuchsia indicates an active employee who is included in the current payroll cycle. Red indicates a terminated employee, and yellow indicates an employee who is on a leave of absence.
Complete these optional fields:
Disability Flag
Date of Disability
Date of Medicare
Send Initial Letter (Y/N)
Date of Notification
If the person is a dependent, complete these fields and click OK:
High School Graduate
Employed
Full Time Student
School Attending
When you click OK, Dependent/Beneficiary Entry closes.
On the Address Book Revision form, click the Address Book tab.
Complete these fields:
Alpha Name
Tax ID
Click the Mailing tab, and then complete the Mailing Name field:
If you did not select the employee's address for the dependent or beneficiary, complete these fields:
Address Line 1
City
State
Postal Code
Country
County
Complete these optional fields:
Address Line 2
Address Line 3
Address Line 4
Click OK.
Address Number
Enter a number that identifies an address book entry, such as employee, applicant, participant, customer, supplier, tenant, or location.
Gender
Enter a code to indicate gender. Values are:
M: Male
F: Female
Date of Birth
Enter the birth date of the dependent or beneficiary.
Disability Flag
Specify whether the participant is currently disabled. Values are:
Y: Yes, the participant is disabled.
N: No, the participant is not disabled.
If the participant is currently disabled, you must enter a date in the Date of Disability field.
Date of Disability
Enter the date on which the participant became disabled, if applicable. If the code in the Disability Flag field is Y, you must enter a date in this field.
Date of Medicare
Enter the date on which the participant elected to receive Medicare Hospital Insurance versus any health insurance supplied by the company, if applicable.
Send Initial Letter (Y/N) (Send Initial Letter (Yes/No))
Specify whether the participant was sent the initial notification letter explaining his or her rights under COBRA. Both employees and spouses are required to receive an initial notice. Values are:
Y: Yes, the participant was sent an initial COBRA notice. You should enter the date the letter was sent to the participant in the Date Notice Sent field.
N: No, the participant was not sent an initial COBRA notice.
This field is informational only.
Date of Notification
Enter the date the initial COBRA notification letter was sent to the participant.
High School Graduate
Specify whether the participant is a high school graduate. Values are:
Y: Yes, the participant is a graduate.
N: No, the participant is not a graduate.
Employed
Specify whether the participant is employed (anywhere). Values are:
Y: Yes, the participant is employed.
N: No, the participant is not employed.
Full Time Student
Specify whether the participant is a full time student. Values are:
Y: Yes, the participant is a full time student. The SCA (School Attending) field must contain the name of the school if the processing option is set to require this information.
N: No, the participant is not a full time student. The SCA (School Attending) field cannot contain an entry.
School Attending
Enter the name of the school the participant is attending, if any. This field is used in conjunction with the FTS field. If the FTS field contains a Y, you must enter the name of the school in this field if the processing option is set to require this information.
Alpha Name
Enter the text that names or describes an address. This 40-character alphabetic field appears on a number of forms and reports. You can enter dashes, commas, and other special characters, but the system cannot search on them when you use this field to search for a name.
Tax ID (tax identification)
Enter the identification code required by various tax authorities. This can be a social security number, federal or state corporate tax ID, sales tax number, and so on. The system verifies the number and prints the separators in their correct format, according to the value of TAXC (Person/Corporation Code). If no value exists for TAXC, the system uses the Corporate Entity.
For US employees and participants, the Tax ID is a social security number.
For Canadian employees, the Tax ID must be a valid and unique Social Insurance Number (SIN).
Mailing Name
Enter the company or person to whom billing or correspondence is addressed.
Address Line 1
Enter the first line of a mailing address for an employee, customer, or supplier in the JD Edwards EnterpriseOne Address Book system. The U.S. Internal Revenue Service (IRS) restricts the size of the address that prints on an employee's year-end tax return. To comply with IRS regulations, the system has the following restrictions:
On W-2 returns, the system prints only the last three non-blank address lines plus the city, state, and postal code.
On 1099 returns, the system prints only the last non-blank address line plus the city, state, and postal code.
On other U.S. federal magnetic media, the system prints only the last non-blank address line plus the city, state, and postal code.
City
Enter a name that indicates the city associated with the address.
State
Enter a user-defined code (UDC) (00/S) that specifies the state or province. This code is usually a postal service abbreviation.
Postal Code
Enter the United States ZIP code or the postal code that specifies where a letter is to be routed. Attach this code to the address for delivery in other countries. This code is used as the low end value when doing Postal Code Transaction range processing.
Country
Enter a UDC (00/CN) that identifies a country. The country code has no effect on currency conversion.
JD Edwards EnterpriseOne Address Book uses the country code for data selection and address formatting.
County
Enter the name of a county, parish, or other political district that is necessary for the address or for tax purposes.
Address Line 2
Enter the second line of the mailing address for an employee, customer, or supplier in the JD Edwards EnterpriseOne Address Book system.
Note: Attention JD Edwards EnterpriseOne Payroll users: The Internal Revenue Service (IRS) restricts the size of the address that prints on employee's year-end forms. To comply with IRS regulations, the address that prints on W-2 forms includes only the last three non-blank address lines plus the city, state, and postal code. The address that prints on 1099 forms includes only the last non-blank address line plus the city, state, and postal code. If you process year-end information using the federal magnetic media format, the address that prints on those forms contains only the last non-blank address line plus the city, state, and postal code.Address Line 3
Enter the third line of the mailing address for an employee, customer, or supplier in the JD Edwards EnterpriseOne Address Book system.
Note: Attention JD Edwards EnterpriseOne Payroll users: The Internal Revenue Service (IRS) restricts the size of the address that prints on employee's year-end forms. To comply with IRS regulations, the address that prints on W-2 forms includes only the last three non-blank address lines plus the city, state, and postal code. The address that prints on 1099 forms includes only the last non-blank address line plus the city, state, and postal code. If you process year-end information using the federal magnetic media format, the address that prints on those forms contains only the last non-blank address line plus the city, state, and postal code.Address Line 4
Enter the fourth line of the mailing address for an employee, customer, or supplier in the JD Edwards EnterpriseOne Address Book system.
Note: Attention JD Edwards EnterpriseOne Payroll users: The Internal Revenue Service (IRS) restricts the size of the address that prints on employee's year-end forms. To comply with IRS regulations, the address that prints on W-2 forms includes only the last three non-blank address lines plus the city, state, and postal code. The address that prints on 1099 forms includes only the last non-blank address line plus the city, state, and postal code. If you process year-end information using the federal magnetic media format, the address that prints on those forms contains only the last non-blank address line plus the city, state, and postal code.