Enrolling Employees Using Overrides

Access the Enrollment Overrides form.

To enroll employees using overrides:

1. On the Enrollment Overrides form, to locate the employee for whom you need to enter plans, complete the Employee Identification field and click Find.

   The system displays all of the plans in which the employee is enrolled.

2. To enroll the employee in a plan, complete these fields in a blank record in the detail area:

   • Plan ID

   • Begin Status

   • Begin Date

   • Eligible Date

   • Participation Date

3. To track a user-defined date, complete the Use Def Date field.

4. If the plan has associated options, complete the Plan Option field.

   If the plan requires an amount or rate, the Change Amount or Rate form appears.

5. On the Change Amount or Rate form, enter the amount or rate that the employee pays in the unlabeled field to the right of the Employee Payroll Ded DBA field.

6. If applicable, complete the unlabeled field to the right of the Employer Paid Benefit DBA field.

   If the company has set up the system so that it calculates the employer-paid DBA based on information in the employee-paid DBA, do not complete the unlabeled field to the right of the Employer Paid Benefit DBA field. For this type of setup, the system calculates the amount or rate based on the value in the employee-paid field. If the company has not set up the system to calculate the employer-paid DBA based on information in the employee-paid DBA, enter the amount or rate in the unlabeled field to the right of the Employer Paid Benefit DBA field.

7. When you have entered the amounts or rates, click OK to close the Change Amount or Rate form.

8. To enroll the same employee in another plan, repeat the preceding steps.

9. When you are finished entering the plans, click OK.

10. To verify changes to an amount or rate for a plan, review the DBA instructions for the employee.

    • Begin Status

      Enter a code from UDC 08/ES that indicates the status of an employee's enrollment in a plan. You must use these guidelines for the definitions:

      All statuses indicating active participation in a plan must begin with the letter A.

      All statuses indicating an ending status that does not result in a new enrollment (such as a termination) must have the letter X in the first position of the Description 2 field value (data item DL02) on the General User-Defined Codes form.

      A status beginning with the letter X, when used as an ending status, represents a mistaken enrollment. No employee DBA instructions are written.

      An asterisk (*) indicates all statuses not otherwise specified.

    • Begin Date

      Enter the date that the benefit plan goes into effect after the employee's eligibility is verified.

    • Eligible Date

      Enter the date on which the employee is eligible to enroll in the benefit plan. This date is not necessarily the date that the employee begins participating in the plan.

      For example, the XYZ company requires that employees work for the company for six months before they are eligible to participate in the 401(k) plan. Employees can enroll in 401(k) two times per year, on January 1 and July 1. Therefore, an employee who begins working for the company on March 1, 2008, has an eligibility date of January 1, 2009.

      The eligibility date is the date on which the employee becomes eligible, provided that eligibility continues. If the employee changes to an ineligible status, the eligibility date on the new record is blank.

    • Participation Date

      Enter the date on which the employee begins participating in the plan for the specified enrollment period.

      Here is an example. XYZ company requires that employees work for the company for six months before they are eligible to participate in the 401(k) plan. Employees can enroll in 401(k) two times per year, on January 1 and July 1. An employee who begins working for the company on March 1, 2008, is eligible to participate in the plan on January 1, 2009. However, if the employee does not enroll in the plan until July 1, 2009, the employee's participation date is July 1, 2009.

      The participation date is the first date on which the employee begins participating in the plan, provided that the employee continues to participate. When participation stops, the participation date on the new record is blank. If the employee has a break in eligibility, the participation date is the date that participation began for the latest enrollment period.

    • User Def Date (user-defined date)

      Enter a user-defined date that you can use in enrollment for any date tracking need.

      For example, you can use this field to display the employee's hire date as in this example:

      Empl No - 6001, Plan ID 401K

      Ineligible Status, Begin 04/13/97, End 12/31/97, User Date 04/13/98

      Elig/Not Particp Status, Begin 01/01/98, End 05/31/98, Eligible 01/01/98, User Date 04/13/98

      Active Status, Begin 06/01/98, End 08/31/99, Eligible 01/01/98, Particip 06/01/98, User Date 04/13/98

      Ineligible Status, Begin 09/01/99, End 05/31/99, User Date 04/13/98

      Active Status, Begin 06/01/99, End 06/01/99, Eligible 06/01/99, User Date 04/13/98

      For this example, you would change the User Date column heading to Hire Date.