adp workforce now hr & beneﬁts open enrollment · if data flows from your adp hr &...

V04161277342HR19WFN2

© 2012 ADP, Inc.

HR & Benefits Open Enrollment

ADP Workforce Now

Handout Manual

_

ADP’s Trademarks The ADP Logo and ADP Workforce Now are registered trademarks of ADP, Inc. In the Business of Your Success is a service mark of ADP, Inc.

Third-Party Trademarks Adobe and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Global Crossing and Ready-Access are registered trademarks of Global Crossing Holdings, Ltd. in the United States and other countries. Microsoft and Word are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners.

© 2012 ADP, Inc. and its licensors. All rights reserved.

The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied, transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or recording, or through any information storage or retrieval system, without the express written permission of ADP.

OPEN ENROLLMENT HANDOUT MANUAL

2012 ADP, Inc. iii V04161277342HR19WFN2

Contents

Course Introduction

Welcome ................................................................................................................. 1

Navigating Live Meeting ........................................................................................ 2

Navigating the Prerecorded Webcast ...................................................................... 2

Course Purpose ....................................................................................................... 3

Course Agenda ........................................................................................................ 3

Implementing Benefit Plan Questions .................................................................... 3

Module 1: Implementing Benefit Plan Changes

Module 1 Introduction ............................................................................................... 1-1

Purpose ............................................................................................................... 1-1

Topics ................................................................................................................. 1-1

Creating an Open Enrollment Plan ............................................................................ 1-2

Overview ............................................................................................................. 1-2

The Open Enrollment Process ............................................................................ 1-2

Creating Your Open Enrollment Plan ................................................................. 1-3

Benefit Plans and Dataflow ................................................................................ 1-4

Updating Benefit Plans .............................................................................................. 1-7

Overview ............................................................................................................. 1-7

The Benefit Plans Update Process ...................................................................... 1-7

Adding a Provider Job Aid ................................................................................. 1-9

Explore: Benefits Plan Setup Page ................................................................... 1-10

Adding a Benefit Plan Job Aid ......................................................................... 1-11

Editing a Benefit Plan Job Aid ......................................................................... 1-13

Editing Benefit Plans with Different Termination Rules Job Aid .................... 1-14

Terminating a Benefit Plan Job Aid ................................................................. 1-15

Explore: Deduction Mapping ............................................................................ 1-17

Explore: Pay Calendars Tab ............................................................................. 1-18

Adding Years to a Pay Calendar Job Aid ......................................................... 1-19

Review: Updating Benefit Plans ....................................................................... 1-20

Module 1 Summary .................................................................................................. 1-21

What's Next ....................................................................................................... 1-21

Module 2: Managing Employee Enrollments


Purpose ............................................................................................................... 2-1


2012 ADP, Inc. iv V04161277342HR19WFN2

Topics ................................................................................................................. 2-1

Managing Employee Enrollment Questions ....................................................... 2-1

Entering and Approving Enrollments ........................................................................ 2-2

Overview ............................................................................................................. 2-2

Processing Employee Changes ........................................................................... 2-2

What Is Auto-Enrollment? .................................................................................. 2-3

Approving Employee Changes Job Aid .............................................................. 2-4

Entering and Printing an Employee's Benefits Enrollments Job Aid.................. 2-6

Correcting an Employee's Enrollments Job Aid ................................................. 2-9

Entering Enrollments Using EnrollEase Job Aid .............................................. 2-10

Review: Entering and Approving Enrollments ................................................. 2-11

Reporting on Enrollment Data ................................................................................. 2-12

Overview ........................................................................................................... 2-12

Reporting Options ............................................................................................. 2-12

Running a Point-in-Time Enrollment Report Job Aid ...................................... 2-13

Running a Comparison Report Job Aid ............................................................ 2-15

Statement Reports ............................................................................................. 2-16

Creating Statements .......................................................................................... 2-16

Creating a Benefits Statement Job Aid ............................................................. 2-17

Running an Open Enrollment Profile Activity Report Job Aid ........................ 2-19

Invoices ............................................................................................................. 2-20

Creating an Invoice Report Job Aid ................................................................. 2-21

Closing Open Enrollment ......................................................................................... 2-23

Overview ........................................................................................................... 2-23

After Open Enrollment ..................................................................................... 2-23

Finalizing Enrollment Data ............................................................................... 2-23

Module 2 Summary .................................................................................................. 2-24

What’s Next ...................................................................................................... 2-24

Module 3: Setting Up Employee Self Service for Open Enrollment


Purpose ............................................................................................................... 3-1

Topics ................................................................................................................. 3-1

Setting Up Employee Self Service for Open Enrollment Questions .................. 3-1

Making Changes to Employee Self Service for Open Enrollment ............................. 3-2

Overview ............................................................................................................. 3-2

The Employee Self Service Setup Process ......................................................... 3-2

Working with User Rights ......................................................................................... 3-4


2012 ADP, Inc. v V04161277342HR19WFN2

Overview ............................................................................................................. 3-4

Open Enrollment Workflow Rights .................................................................... 3-4

Updating Workflow Rights Job Aid ................................................................... 3-5

Open Enrollment Content Rights ........................................................................ 3-6

Updating Content Rights Job Aid ....................................................................... 3-8

Activating the Data Update Wizard Job Aid ..................................................... 3-9

Customizing Employee Self Service ........................................................................ 3-10

Overview ........................................................................................................... 3-10

The E-Access Page Tabs ................................................................................... 3-10

The Enrollment Setup Process .......................................................................... 3-11

Updating Plan Categories Job Aid .................................................................... 3-12

Updating Enrollment Pages Job Aid ................................................................. 3-13

Multiple Enrollment Profiles ............................................................................ 3-14

Explore: Add a New Enrollment Profile – Available Actions Page ................. 3-15

Creating an Open Enrollment Profile Job Aid .................................................. 3-17

Adding Sidebar Content Job Aid ...................................................................... 3-19

Adding Plan Info Job Aid ................................................................................. 3-20

Enrolling Using Employee Self Service ........................................................... 3-21

Review: Setting Up Employee Self Service for Open Enrollment ................... 3-22

Course Closing ......................................................................................................... 3-23

Continuing Education Credits ........................................................................... 3-23

Next Steps ......................................................................................................... 3-23

Training Evaluation .......................................................................................... 3-24

HR & Benefits – Open Enrollment for ADP Workforce Now (77340HRWFN) ............................................................................................... 3-25

HR & Benefits – Open Enrollment for ADP Workforce Now (Prerecorded Webcast) (77340HRWFN_R) ..................................................... 3-26

Appendix


2012 ADP, Inc. 1 V04161277342HR19WFN2

Course Introduction

Welcome


2012 ADP, Inc. 2 V04161277342HR19WFN2

Navigating Live Meeting

Navigating the Prerecorded Webcast


2012 ADP, Inc. 3 V04161277342HR19WFN2

Course Purpose This course prepares you to use the tools in your HR & Benefits module to plan and manage your open enrollment activities.

Course Agenda

Module Topics

Module 1: Implementing Benefit Plan Changes Creating an Open Enrollment Plan

Updating Benefit Plans

Module 2: Managing Employee Enrollments Entering and Approving Enrollments

Reporting on Enrollment Data

Closing Open Enrollment


Making Changes to Employee Self Service for Open Enrollment

Working with User Rights

Customizing Employee Self Service

Implementing Benefit Plan Questions Use the following table to list any follow-up items you may need to discuss with an ADP representative.

Questions:

Open Enrollment

Module 1: Implementing Benefit Plan Changes

Handout Manual

MODULE 1: IMPLEMENTING BENEFIT PLAN CHANGES HANDOUT MANUAL

2012 ADP, Inc. 1-1 V04161277342HRB0312WFN2

Module 1 Introduction

Purpose This module prepares you to plan for your open enrollment and update your benefit plans.

Topics This module includes the following topics:

Creating an Open Enrollment Plan



2012 ADP, Inc. 1-2 V04161277342HRB0312WFN2

Creating an Open Enrollment Plan

Overview Companies use an open enrollment period to allow employees to choose their benefits for the upcoming benefit year. Your HR & Benefits module offers many tools to assist you in performing open enrollment activities.

The Open Enrollment Process

Overview Before the open enrollment period, you need to complete several tasks in a process to ensure employees choose their benefits correctly in the established timeframe.

Description When preparing for your open enrollment, you plan for events that occur before, during, and after your open enrollment period. The following graphic illustrates a sample open enrollment process:

Additional Resources For detailed instructions for preparing for open enrollment, see the Open Enrollment Checklist at the location specified below.

For ADP solutions other than ADP Workforce Now:

For ADP Workforce Now:

HR & Benefits Community Support Center


2012 ADP, Inc. 1-3 V04161277342HRB0312WFN2

Creating Your Open Enrollment Plan

Overview As listed on your Open Enrollment Checklist, you need to perform several steps before open enrollment.

Planning Considerations Part of your preparation is to consider how the open enrollment dates may affect payroll dataflow and your existing benefit plans. You may also want to consider the impact on Employee Self Service and HR & Benefits employee records.

Affected Areas What to Consider

Dates The start and end dates of your open enrollment period

The effective date of your new plans

The start date of your open enrollment communication

The amount of time that will be required to negotiate with your brokers and carriers

The expected transmission date of your first payroll for the new plan year

Payroll Changes to pay cycles

Changes to company payroll codes

Changes to codes for benefit plan payroll deductions

Changes affecting your dataflow

Benefit plans Contacting your brokers and carriers to negotiate new plans and rates

Provider changes

Adding new benefit plans

Changes to existing benefit plans

Terminating benefit plans

Changes affecting your pay calendars

Changes affecting your carrier connections

The need for new carrier connections

Changes affecting other solutions, such as ADP FSA, ADP 401(k), or ADP COBRA

Employee Self Service Use of Employee Self Service for enrollments

Need for assistance with rolling out Employee Self Service

Rights for your Employee Self Service users

Content for Employee Self Service

HR & Benefits module Employee data that you would like to confirm or update

Processing of employee changes and enrollments

Verifying enrollments using statements

Special considerations for your company


2012 ADP, Inc. 1-4 V04161277342HRB0312WFN2

Benefit Plans and Dataflow

Overview While planning your open enrollment, contact ADP and your providers if you expect any of your plan changes to:

Affect existing dataflow or carrier connections

Result in your company wanting to purchase a carrier connection

Dataflow Guidelines If data flows from your ADP HR & Benefits module to your ADP Payroll module or if you have a carrier connection that transmits benefits-related data from your HR & Benefits module to a carrier, you need to tell ADP about any benefit plan changes you have planned before entering the changes into your HR & Benefits module.

If you are currently using pay calendars, add a year to the schedule to ensure that your payroll will continue running after your current calendar expires. The addition of a new year also ensures that the pay calendar includes a current date that can be used to calculate the remaining number of pay periods.

The following table summarizes the dataflow guidelines.

Dataflow Type Contact… When you have…

Payroll An ADP representative Changes to deduction codes

Changes to deduction frequency

Additions of flexible spending account (FSA) goals

Additions of plans with pre-tax deductions

Carrier An ADP representative Changes to corporate structure

Changes to eligibility rules

An addition of a new plan class

Changes to providers for an existing connection

An addition of a new plan for which you want a connection

A termination of an existing plan that uses a connection

Note: If you need to make similar changes at any time outside of your annual open enrollment event, contact your ADP service team.

Important Information If you have an existing carrier connection, it is imperative that you notify your ADP service team of any additions, changes, or terminations to your benefit-plan data. If you do not notify ADP, the appropriate information cannot be sent to your carrier(s), and your employees will not have benefits coverage.


2012 ADP, Inc. 1-5 V04161277342HRB0312WFN2

Carrier Connection Considerations Whether you are modifying an existing plan or adding a new one, if you think you may be interested in purchasing a carrier connection, contact ADP as far in advance as possible.

Provide ADP with the contact information (name, e-mail, and phone number) of the carrier’s account manager.

Participate in the testing of carrier connection files. You will need to review any data discrepancies between ADP’s files and your carrier’s. You are responsible for ensuring that the data changes to your HR & Benefits module, your Payroll module, and your benefit carrier’s system are in sync.

The following table summarizes new and existing carrier connection considerations:

Carrier Connection Type

Considerations

New Notify ADP if you are interested in establishing a new carrier connection.

Allow 8–12 weeks to implement a new carrier connection.

Significant cooperation from carriers is required to move a connection into production. Contact your carrier account manager to discuss approval. Note: Not all carriers accept connections from ADP. ADP cannot make commitments on behalf of a carrier for existing or new connections.

Complete all the paperwork required by ADP and your carrier. ADP requires a signed sales order and a completed Carrier Connection Request form.

Until your new connection file is active, continue using your current method to send enrollments to your carrier.

Ask representatives from your carrier whether they temporarily halt implementation of new connection files during heavy open enrollment periods. Each carrier has cutoff dates for implementing new connection files.

Existing Discuss benefit plan changes, incorporate group changes, or address anticipated carrier connection changes with ADP; all such changes may significantly affect your connection file.

Review the list of open enrollment file transmission dates for various providers on the OE File Transmission Schedule.

Obtain the updated account structure from your carrier if you are making any plan changes; adding, deleting, or terminating any component of your corporate structure; or changing the format in which you are billed by your carrier.

Provide ADP with all plan changes six weeks before the plan's effective date. Allow two to three weeks for modifications and testing of existing carrier connection files.

Once the open enrollment file is loaded into your carrier’s system, you may need to manually provide your carrier with any changes for the current plan year. Some carriers cannot accept current plan year elections after future elections are loaded. Talk to your carrier account manager about how you will update your carrier with any current-year changes. (Examples of current-year changes are new hires and terminations.)

Note: You may incur a charge from your carrier when changing carrier connections.


2012 ADP, Inc. 1-6 V04161277342HRB0312WFN2

Additional Resources Refer to the following resources for more information on carrier connections:



HR & Benefits Community > Client Support > Open Enrollment Tools > Keeping Your Connections Running Smoothly

Support > HR & Benefits tab > Open Enrollment or Carrier Connections knowledge base topics > Additional Resources > Payroll and Carrier Connection Tips

The Carrier Connections Web-based training on Learn@ADP

The Carrier Connections Web-based training on Learn@ADP


2012 ADP, Inc. 1-7 V04161277342HRB0312WFN2


Overview Before you can use your HR & Benefits module to enter benefit enrollments during your company's open enrollment period, you need to prepare for any changes to the plans, carriers, eligibility rules, and costs that your company intends to implement for the upcoming year.

The Benefit Plans Update Process

Description This process may include adding new plans, editing existing plans, terminating old plans, or updating pay calendars. The following illustration shows the tasks associated with updating benefit plans in your HR & Benefits module, the locations in which changes are entered, and available options for updating.


2012 ADP, Inc. 1-8 V04161277342HRB0312WFN2

Important Information

On the Company > Providers tab, do not click Delete Provider or edit the entry for a provider if there is any history associated with the provider. Provider information is not effective dated. Deleting or editing the data for an existing provider will erase all the history associated with it.

As an alternative to editing the entry for an existing provider, add a new provider and enter the desired updates for that provider rather than for the existing one.

Edits to a provider may affect the carrier connection.

Note: You can delete or edit an entry for a provider if there is no history associated with the provider.

Additional Resources To learn more about setting up benefits, complete the HR & Benefits – Benefits Setup course.

To learn more about updating deduction mappings, complete the HR & Benefits – Deduction Mapping course.


2012 ADP, Inc. 1-9 V04161277342HRB0312WFN2

Adding a Provider Job Aid

Overview Every plan requires an associated provider. To make your updating process more efficient, set up all of your providers before you begin setting up your plans.

Scenario For next year, you are offering a new benefit plan from a new provider. You want to add this provider so it will be available during plan setup and invoicing.

Instructions

Step Action

1 Access the Company Edit page.



Select Company. On the HR & Benefits menu, select Company.

Result: The Company Edit page displays.

2 Select the Providers tab.

3 In the first selection list, verify that Add New Provider displays.

Note: Add New Provider is the default option for this field. The remaining options include the providers you have set up for your company. To edit information about a provider, select the provider from this list, and click Go.

4 In the Link to Master Provider field, make sure the following message displays: "Provider is not linked to master list."

Note: Click the down arrow to review the list of supplied providers. If your provider is included in the list, select it. If not, select "Provider is not linked to master list," and enter the provider's name.

5 In the Provider Name field, enter the name.

6 Enter any other information about this provider at your discretion.

7 Click Save Changes.

Result: The provider is added to your list of providers in the first selection list, and a success message displays.


2012 ADP, Inc. 1-10 V04161277342HRB0312WFN2

Explore: Benefits Plan Setup Page Use the Benefits Plan Setup page when you want to add, edit, or terminate plans. This page, arranged in several sections, includes all the fields needed to define each plan type.

Elements and Descriptions

Element Description

New Plan button Begins the Plan Setup wizard

Edit button Enables you to change the information in an existing plan

Terminate button Ends a benefit plan and/or benefit plan class or classes associated with the plan


2012 ADP, Inc. 1-11 V04161277342HRB0312WFN2

Adding a Benefit Plan Job Aid

Overview In preparation for your open enrollment period, you may need to set up new benefit plans by offering a new plan or having employees re-enroll in an existing plan.

Scenario Your company requires employees to re-enroll in a benefit plan each year. To facilitate this, you need to create a new plan.

Instructions

Step Action

1 Access the Benefits Plan Setup page.



Select Benefits. On the HR & Benefits menu, select Benefits.

Result: The Benefits Plan Setup page displays.

2 From the Select a Plan Type list, select a type.

3 Click Go.

Result: If you have already set up one or more plans of the selected type, they will display in the middle of the page. Otherwise, this area will be blank.

4 Click New Plan.

Result: The Plan Setup page displays.

5 Enter your plan information, and click Next.

Result: The Eligibility and Rules page displays.

6 Enter your plan information on the Eligibility and Rules page and click Next.

Result: The Plan Information Summary page displays.

7 Review the information. If your plan setup is correct, click Finish.

Result: You return to the Benefits Plan Setup page, and a message displays, indicating that your changes have been made successfully.


2012 ADP, Inc. 1-12 V04161277342HRB0312WFN2

Best Practices

If you have a carrier connection and change the name of an existing plan, do not edit the plan. Instead, you should terminate the old plan and create a new one.

If the majority of the employees eligible for your plan fall into one of the rule categories, select the option that applies to them. You can then override the rules for specific employees, as needed.

By selecting the Evidence of Insurability Required option when setting up life plans, you can determine which pending requests require evidence of insurability (EOI). This Evidence of Insurability Required feature allows you to search for and run reports for open EOI requests.

If you will be using a connection to send benefit plan enrollments to your carrier, be sure to select both Enable and Display Signature Date and Editable Signature Date for each plan included on the connection. This allows the signature date to be included in the carrier connection data file.

Important Information If you have Domestic Partner plans, inform ADP to ensure that your dataflow is correct.


2012 ADP, Inc. 1-13 V04161277342HRB0312WFN2

Editing a Benefit Plan Job Aid

Overview You may need to modify existing benefit plans for the new plan year. These modifications may include adjustments to rates, eligibility, and maximum contribution amounts.

Scenario You need to update your benefit plan information for the new plan year without overwriting the current year's information.

Instructions

Step Action






2 From the Select a Plan Type list, select a type and then click Go.

3 Select the plan you would like to update and then click Edit.

Result: The Edit Plan page displays.

4 If the plan is currently grandfathered but is losing its grandfathered status, clear Grandfathered Plan.

Note: Grandfathered plans may be exempt from some provisions of Health Care Reform. A health care plan provider may determine that certain group health plans are grandfathered. Or, if the plan is self-insured, you make your own determination.

5 If the plan you want to edit includes a Dates and Billing section, in the Rate Guarantee Expiration field, enter the date (month, day, and year) on which the plan information will expire.

6 In those sections that include an Effective Date field, enter the date (month, day, and year) on which the new information will go into effect.

7 Click the Add, Change This, or View/Edit button associated with those sections that include an effective date.

8 Enter your new plan information, click Save Changes or Save, and then click Exit or Close.

9 Scroll to the bottom of the page, confirm the effective date, and click Save Changes.


When you are updating your rates, always update the effective date before you click the View/Edit Rates button. If you click View/Edit Rates without first updating the effective date, you will overwrite the existing plan rates.


2012 ADP, Inc. 1-14 V04161277342HRB0312WFN2

Editing Benefit Plans with Different Termination Rules Job Aid

Scenario The Acme Medical plan has different termination rules for hourly and salaried employees.

Coverage for the hourly employees terminates on the last day of employment.

Coverage for the salaried employees terminates on the last day of the month after termination of employment.

Edit the benefit plan accordingly.

Instructions

Step Action






2 From the Select a Plan Type list, select a plan type.

3 Click Go.

4 Select a plan to update, and click Edit.

Result: The Edit Plan page displays.

5 In the Plan Class Settings section, in the Selected Plan Class list, select the plan class you want to edit.

6 In the Eligibility/Termination section, in the Coverage Terminates list, select the termination plan for that class.

7 Scroll to the bottom of the page, confirm the effective date, and click Save Changes.



If you have more than one benefit class, you will need to select each class from the Selected Plan Class list.

Not all sections include an Effective Date field. For sections that do not include this field, use the date shown at the bottom of the page as the effective date. You may change this date as necessary.


2012 ADP, Inc. 1-15 V04161277342HRB0312WFN2

Terminating a Benefit Plan Job Aid

Overview When preparing for a new plan year, you may need to terminate plans or plan classes that you currently offer your employees. When you do so, employees remain enrolled in the plan through the last day of coverage you enter.

Before terminating a plan, make sure that you really want to do so. While the application allows you to reactivate a terminated plan, it does not restore any employee enrollments.

The application also allows you to keep the historical election data associated with a plan or plan class that you terminate. When you delete – rather than terminate – a plan or plan class, however, you lose all election history along with the plan or plan class. Note: If a benefit plan class is terminated, it cannot be reactivated.

Scenario You have created a new flexible spending account (FSA) plan for next year. Now you need to terminate the one that has been in effect for this year so that employees will not enroll in the wrong plan by mistake.

Instructions

Step Action




Select Benefits. Point to HR & Benefits and select Benefits.


2 From the Select a Plan Type list, select a type, and click Go.

3 Select a plan to terminate, and click Terminate.

Result: The Terminate Plan page displays.

4 In the Last Day of Coverage field, enter the date (month, day, and year) on which the plan or plan class will end.

Note: Plan classes display only if the benefit plan contains more than one.

5

IF you want to terminate the: THEN:

Benefit plan Select Terminate Entire Plan

Plan class from the benefit plan In the Plan Class Name column, select the plan class you want to terminate

6 Click Terminate.

Result: A warning displays, listing the employees currently enrolled in the plan or plan class to be terminated.

7 From the Select a Reason list, select the reason why the plan is ending.

8 Click Confirm Changes.

Result: A message displays, indicating that your changes have been made successfully.


2012 ADP, Inc. 1-16 V04161277342HRB0312WFN2

Best Practices

Before you terminate a plan, generate an enrollment report so that you have a record of the employees who are currently enrolled in the plan and any contingent plans.

When updating your benefit plans, consider the impact on your other ADP solutions, such as ADP FSA, ADP COBRA, or ADP 401(k). Work with an ADP representative to make sure your enrollments are updated appropriately.

Terminate existing FSA plans and create new FSA plans each year.

The process of terminating a plan might have an impact on your carrier connections. Please check with ADP before terminating plans with carrier connections.


You cannot terminate a parent plan with contingencies unless you first edit the benefit plan to remove the contingency.

If you terminate a plan with a connection before the end of the plan year, the next connection file may include the plan termination date and will be sent to the carrier. This chain of events can cause problems. For example, if a plan termination is sent and then employment termination data for an employee is sent, the latter data may not be handled properly by the carrier system because the system cannot accept more than one termination date.

When you terminate a plan in your HR & Benefits module, deleted deductions for employees enrolled in the plan flow to Payroll on the termination date you specify.


2012 ADP, Inc. 1-17 V04161277342HRB0312WFN2

Explore: Deduction Mapping Deduction mapping enables you to associate benefit plans with Payroll deduction codes. By mapping plans to deduction codes, you enable your employees’ deduction data, including codes and amounts, to flow to Payroll when enrollment changes are made. Depending upon how your data is shared with Payroll, you use either the Benefits > Deductions tab or the Connections > Config tab to map your deductions.

Example The following is an example of the Deductions page.

Additional Resources

For more information on deduction mapping, refer to the HR & Benefits – Deduction Mapping course on Learn@ADP.

Consult your ADP representative if you would like to add this feature.


2012 ADP, Inc. 1-18 V04161277342HRB0312WFN2

Explore: Pay Calendars Tab Pay calendars define the pay period start and end dates for your company's payrolls. The default pay calendars provided by your HR & Benefits module identify the number of pay cycles in a given year.

When you created your current FSA and retirement plans, you may have used custom pay calendars to calculate an employee's pay period or annual contribution amount. Your HR & Benefits module uses a custom pay calendar to identify the number of pay periods remaining in a plan year and to calculate an employee's deductions automatically.

To prepare for your open enrollment period and the upcoming plan year, you may need to add years to an existing custom pay calendar.

Element and Description

Element Description

Add Year button Allows you to continue using a custom pay calendar from one year to the next. You can also add a year if the anniversary of your plan falls on a date other than January 1, which means the plan straddles two calendar years.

Important Information Once you have created a plan that uses pay calendar functionality, you cannot change the setting. In other words, if you choose to set up a plan without a pay calendar, you cannot decide later to use the pay calendar. Conversely, if you set up a plan with pay calendar functionality, you cannot later remove this setting.

Additional Resources For more information on pay calendars, refer to online Help or the HR & Benefits Administration Guide on the Support Center.


2012 ADP, Inc. 1-19 V04161277342HRB0312WFN2

Adding Years to a Pay Calendar Job Aid

Overview If you currently use custom pay calendars to calculate amounts for pay periods or annual contributions, you can add years to your existing custom pay calendar.

Add years to existing calendars when:

The anniversary of an FSA or retirement plan falls on a date other than January 1, which means the plan straddles calendar years

You would like to continue using the same pay calendar from one year to the next

Instructions

Step Action

1 Access the Company page.



Select Company. On the HR & Benefits menu, select Company.

2 Select the Pay Calendars tab.

3 In the Select a Pay Calendar list, select your pay calendar.

4 Click Add Year.

Result: The Add Year page displays.

5 Review the Pay Period Starts information and click Next.

Result: The Add Year: Set Up Calendar Details page displays.

6 Review the pay-period date ranges that display and click Next.

Result: The Add Year: Confirm New Periods page displays.

7 Review the pay calendar that displays and click Finish.


If you would like to continue using the same custom pay calendar from one year to the next and all of your pay periods fall within a single calendar year, it is important that you add a year to your existing pay calendar before the first pay period of the new year so that the application can calculate the next year's deductions.

If your company plans to offer FSA or retirement plans that become effective in the upcoming year, contact ADP for more information on custom pay calendars and whether they are appropriate for your company.


2012 ADP, Inc. 1-20 V04161277342HRB0312WFN2

Review: Updating Benefit Plans Write down the steps you will take to update the benefit plans you will offer in your upcoming open enrollment period.

Providers to Add

Benefit Plans to Add

Benefit Plans to Edit

Benefit Plans to Terminate

Pay Calendar Updates

Impacts on Carrier Connections and Payroll Dataflow


2012 ADP, Inc. 1-21 V04161277342HRB0312WFN2

Module 1 Summary

What's Next Upon completing module 2, you will be prepared to:

Process employee changes

Report on enrollment data

Close open enrollment

Open Enrollment

Module 2: Managing Employee Enrollments

Handout Manual

MODULE 2: MANAGING EMPLOYEE ENROLLMENTS HANDOUT MANUAL

2012 ADP, Inc. 2-1 V04161277342HRB0312WFN2


Purpose This module prepares you to enter and approve employee enrollments and to report on enrollment data.


Entering and Approving Enrollments



Managing Employee Enrollment Questions Use the following table to list any items you may need to discuss with an ADP representative.

Questions:


2012 ADP, Inc. 2-2 V04161277342HRB0312WFN2

Entering and Approving Enrollments

Overview During open enrollment, you will perform tasks required to process employee's enrollment changes. Depending on the rules you define and your company's practices, you or your employees may update all or some of their benefit enrollments during the open enrollment period.

You can set up your HR & Benefits module so that:

Employees automatically enroll for the upcoming plan year

Employees enroll themselves via Employee Self Service

You enroll employees on an individual basis or as a group

In addition, there may be times when you have to make corrections to employees' enrollments or you may want to print benefit statements for them.

Processing Employee Changes

Description You can enter enrollments through automatic enrollment, Employee Self Service, the employee's Benefits page, or the EnrollEase tool. The following graphic illustrates the options for processing employee changes:

Options and Descriptions

Enrollment Option Description

Auto-Enrollment This option enrolls an employee without any processing action by the employee or the HR practitioner.

Employee Self Service This option enables employees to enroll themselves. Based on how workflow rights have been set up, the HR practitioner may need to approve enrollments.

Employee's Benefits page This option allows HR practitioners to use an employee's Benefits page to enroll an employee in benefits, change or terminate enrollments, and view current/historical benefits information.

EnrollEase This option allows HR practitioners to enroll multiple employees in a benefit plan or to update multiple enrollments quickly and easily.


2012 ADP, Inc. 2-3 V04161277342HRB0312WFN2

What Is Auto-Enrollment? The Auto-Enrollment option, selected during plan setup, does not require any action by the employee or the HR practitioner. Select this option to enroll eligible employees in a plan on their eligibility date. The base-coverage level is used when multiple coverage options are available.

Example Your company sponsors a basic life insurance plan. All employees are eligible for this plan on their date of hire and do not have to enroll.

Best Practice If Auto-Enrollment is added to an existing benefit plan (effective on a particular date), your current active employees will not be enrolled automatically. To auto-enroll active employees, you need to create a new benefit plan and select Auto-Enrollment.

Important Information If you enter the effective date retroactively and that date falls before an employee's termination date, the terminated employee will be enrolled in the plan.


2012 ADP, Inc. 2-4 V04161277342HRB0312WFN2

Approving Employee Changes Job Aid

Overview Depending on the approval rights you define for your open enrollment events, you may receive anywhere from a few to many requests for approval from Employee Self Service users.

Scenario You have communicated your open enrollment information, and your employees have gone into Employee Self Service to elect their benefits. Next, you need to approve their selections.

Instructions

Step Action

1 Access the Employee page.



Select Employee. On the HR & Benefits menu, select Employee.

2 Click the Pending Approval link.

Result: The Search Requests Basic Approval page displays.

3 Evaluate the requests and mark them accordingly.

IF you want to: THEN select:

Approve all the requests on the page Check all as approved

Confirm individual requests Approve next to the individual request

Deny individual requests Reject next to the individual request

Address a request at a later time Ignore next to the individual request

Note: If you want to divide employees’ requests into categories with different approval options, then select Line Item Approval.

4 At the bottom of the page, click Process Above Requests.

Result: The Search Requests page refreshes to display the number of updated events.


2012 ADP, Inc. 2-5 V04161277342HRB0312WFN2

Tip Use the Evidence of Insurability button on the Employee > Search Request page to run a report on requests for which approval is pending evidence of insurability.

EOI Request Report The EOI Request report offers three options for determining which transactions are included in the report:

EOI only

OGI only

Both EOI and OGI

Additional Resources For more information on processing Employee Self Service requests, refer to the Processing Self-Service Requests Web-based training on Learn@ADP.


2012 ADP, Inc. 2-6 V04161277342HRB0312WFN2

Entering and Printing an Employee's Benefits Enrollments Job Aid

Overview Another option for entering and approving enrollments is to have an HR practitioner enter enrollments directly on the employee's Benefits page.

Scenario Your employee has completed her open enrollment form, indicating changes to take effect next year. You need to update her record and print a statement for her.

Instructions – Entering an Employee's Benefits Enrollments

Step Action





2 Search for the employee whose benefits require correction and select Benefits: Edit.

Result: The employee's Benefits Summary page displays.

3 In the Refresh View field, enter the date (month, day, and year) of the new benefit year and then click Refresh View.

4 In the Select a Benefits Screen list, select the benefit plan you would like to update.

Result: The selected benefit page displays.

5 Enter the new enrollment information.

6 In the Signature Date field, enter the appropriate date.

7 In the Effective/Change Date field, enter the month, day, and year of the new benefit year.

8 Scroll to the bottom of the page and, in the Reason list, select the reason for the change.

9 Select Terminate Existing Coverage in Plan Type (if applicable), and click Update Enrollment.

Result: The Benefits Summary page displays a message, indicating that your changes have been made successfully.


2012 ADP, Inc. 2-7 V04161277342HRB0312WFN2

Instructions – Printing an Employee's Benefits Statement

Step Action

1 In the EE Toolbox at the bottom of the screen, click Benefits Statement to display the employee's benefits statement.

2 Click Print on your Internet browser’s standard toolbar to print the statement.


2012 ADP, Inc. 2-8 V04161277342HRB0312WFN2

Enter Pay Cycles In this example of the Flex: Medical Reimbursement benefits page, you enter the number of pay cycles included in the FSA plan year (26) and the total annual amount ($1,000). In the calculation window that displays, click This to calculate the per pay cycle amount.

Calculate Pay Cycles Your HR & Benefits module populates the per pay cycle amount and recalculates the annual contribution. You can overwrite either of these figures, if necessary.

Important Information An employee's Benefits page displays current eligibility and enrollment information by

default. To display future eligibility in HR & Benefits, enter the start date of the new plan year in the Refresh View field and click Refresh View.

When you enroll employees in a flexible spending account (FSA) through your HR & Benefits module, you will see the same calculator, regardless of the pay-calendar enrollment option.


2012 ADP, Inc. 2-9 V04161277342HRB0312WFN2

Correcting an Employee's Enrollments Job Aid

Overview Once an employee is enrolled in a benefit plan, a Never Enrolled option displays in the coverage-level Enrollment list. This option removes all history of the employee's coverage; use it when the employee should not have been enrolled in the plan.

Scenario You have entered an enrollment on an employee's Benefits page and sent the employee a benefits statement for review. You receive a call and are told that there is an error on the statement. You want to erase all evidence that the employee was enrolled in the plan.

Instructions

Step Action





2 Search for the employee whose benefits require correction and select Benefits: Edit.

Result: The employee's Benefits Summary page displays.

3 In the Refresh View field, enter the month, day, and year of the new benefit year and then click Refresh View.

4 In the Select a Benefits Screen list, select the benefit plan you would like to update.

Result: The selected benefit page displays.

5 In the Enrollment list, select Never Enrolled.


7 In the Effective/Change Date field, enter the month, day, and year of the new benefit year.

8 Scroll to the bottom of the page and, in the Reason list, select the reason for the change.

9 Click Update Enrollment.

Result: The Benefits Summary page displays with a message indicating your changes have been made successfully.

Important Information You can terminate an employee's existing coverage on an effective date by selecting Terminate from the Enrollment list.


2012 ADP, Inc. 2-10 V04161277342HRB0312WFN2

Entering Enrollments Using EnrollEase Job Aid

Overview Use the EnrollEase tool to quickly and easily enroll or update the enrollment for multiple employees in a benefit plan. The EnrollEase tool provides all the necessary enrollment information for the selected plan on one enrollment page.

Scenario Several employees opt for various coverage levels in the same benefit plan during open enrollment. You would like to use EnrollEase to enroll the eligible employees in the plan.

Instructions

Step Action

1 Access the Benefits page.




2 Click EnrollEase.

Result: The EnrollEase window opens.

3 In the Select a Plan/Plan Class list, select the plan in which you would like to enroll employees.

4 In the Go To list, select the letter of the employee's last name (if applicable).

5 In the Date field, enter the date on which the changes are to take effect and click Refresh View.

6 In the Benefits Reason list, select a reason for the change.

7 In the Enrollment list, select an enrollment option for each employee.


9 In the Effective/Change date field, enter the date on which the change takes effect and click Refresh View.

Result: The updated enrollments are saved to the system, and a summary displays at the top of the page.

EnrollEase does not validate coverage levels for custom plans.

Important Information Contingent plans are not available through EnrollEase.


2012 ADP, Inc. 2-11 V04161277342HRB0312WFN2

Review: Entering and Approving Enrollments Write down the steps you will take to enter and approve employee enrollments for your upcoming open enrollment period.

Plans you will approve using Auto-Enrollment

Plans for which your employees can enroll through Employee Self Service

Plans for which you will enter enrollments using the employee's Benefits Summary page

Plans for which you will enter enrollments using EnrollEase

Best Practice Print a copy of the basic benefits statement for employee reference or approval after you enter an employee's benefits enrollments. The command to access this statement is located in the EE Toolbox bar at the bottom of the employee's record.


2012 ADP, Inc. 2-12 V04161277342HRB0312WFN2


Overview The Open Enrollment Checklist lists tasks for running reports before, during, and after open enrollment. You can use these reports to:

Display enrollments before and after open enrollment

Compare the enrollment at two different points in time

Generate statements for employees

Reporting Options

Overview The Open Enrollment Checklist describes several reporting options that you are likely to use during open enrollment.

Report Types, Descriptions, and Locations

Report Type Description Location

Point-in-Time Used to report on specific employee data stored in your HR & Benefits module. Standard reports are used to report data that is effective as of a past, current, or future date.

Comparison Used to compare data in two point-in-time reports so you can identify changes over time. Comparison reports help you identify the changes that occurred during open enrollment.

Statement Used to generate benefits, primary care physician (PCP), confirmation, or beneficiary statements.

Note: Statements display only for authorized practitioners.

Open Enrollment Profile Activity

Used to monitor enrollment activity during your open enrollment period. This report specifies the total number of employees who have and have not been through the Enrollment wizard in Employee Self Service.

Invoices Used to view detailed benefit plan information by provider. Invoice reports are available as summary, list bill, changes, or adjustment invoice statements.

Benefits - Play or Pay Preparation

Used to determine whether employees are enrolling in or waiving employer-offered benefit plans

New York New Hire Used by all employers (regardless of where they are based) who have employees who work in the state of New York to report information about new hires in the state of New York

Group Health Insurance Costs on W-2

Used to report the cost of benefit coverage for employees enrolled in health plans. When you run this report, HR & Benefits creates a file containing the Form W-2 coverage amount for each employee. You can download this file from HR & Benefits and import it into Payroll.


2012 ADP, Inc. 2-13 V04161277342HRB0312WFN2

Running a Point-in-Time Enrollment Report Job Aid

Overview You can date a standard point-in-time report to see a projection of the enrollments at the beginning of your new plan year or at the end of your current plan year. Enrollment reports can reflect pre-open enrollment or post-open enrollment data, based on the information you choose to capture.

Scenario You want to run a report to project your benefit enrollments at a particular time in the future.

Instructions: Part 1 – Define Your Template

Step Action

1 Access the Reports page.



Select Reports. On the Reports menu, select HR & Benefits Reports.

Result: The Report Management page displays.

2 In the All Templates section, select the Enrollment template.

3 Click Edit Template.

Result: The Templates > Setup page, People subtab displays.

4 Select Use Report Run Date.

5 In the Who Should Appear on the Point-in-Time Employee Report? section, select an employee population to include in your report.

6 Select the Content subtab, and then select the content to include in your report.

7 Select the Display subtab, and then select how your report should display.

8 Determine whether you want to create a template.

IF you: THEN:

Do not want to create a template Go to step 9.

Want to create a template 1. Click Save as Template.

2. In the Report window that displays, enter a new name for the template or select an existing template to overwrite.

3. Select Add to Favorites (optional).

4. Click Save as Template.

9 Click Run Report.

Result: The Run Report page displays.

Best Practice Save and reuse templates. When you use the same template to run two reports, you guarantee that the criteria in both will be the same.


2012 ADP, Inc. 2-14 V04161277342HRB0312WFN2

Instructions: Part 2 – Run Your Report

Step Action

1 In the Report Name field, enter the name of the report.

2 In the Report Date field, enter the month, day, and year for which you want to see the enrollment information.

IF you are running a: THEN the report run date must be:

Post-Open Enrollment report Equal to or later than the criteria effective date

Pre-Open Enrollment report In the past

3 Make the remaining selections, as desired.

4 Click Run Report and select the Reports Bin tab to access the report.

5 Click HTML or TXT to view the report.

Note: You can display the report in either format.

Best Practice Before open enrollment, run a report showing the benefits enrollments as of the first day of the new plan year. This report can sit in your Reports Bin and serve as a baseline for monitoring changes throughout open enrollment. Once your open enrollment concludes, you can run a second benefits enrollment report and use the comparison reporting feature to monitor the future-dated enrollment changes.

Important Information To restrict an HR practitioner from viewing benefits data in reports:



Rights > Administrative Users > Add or Edit an Administrative User page > HRMS Role Rights > Employee Management Center module > Employee Tab Benefits Page > Select off

Create a separate security group with those restrictions and assign the practitioner to that group.


2012 ADP, Inc. 2-15 V04161277342HRB0312WFN2

Running a Comparison Report Job Aid

Overview Use comparison reports to compare data changes between two standard point-in-time reports. The criteria and content for each report must be the same, but the date and time of day can be different. Comparison reports can help you to identify changes that occurred during open enrollment.

Scenario You have created two point-in-time reports that are now in your Reports Bin. You can now create a comparison report to show enrollment changes between the two reports.

Instructions

Step Action

1 Access the Reports Management page.



Select Reports. On the Reports menu, select HR & Benefits Reports.

Results: The Report Management page displays.

2 Select the Reports Bin tab.

Result: The Reports Bin displays.

3 Click Compare Reports.

Result: The Compare Reports page displays.

4 In the Report Name field, enter the name of the new report.

5 In the Select a Baseline Report for the Comparison field, click the past-dated report.

6 In the Select a Second Report to Compare to the Baseline Report field, click the future-dated report.

7 In the Display Options section, select Adds, Changes, and Display Baseline Info.

8 Click Run Comparison.

9 On the Reports Bin page, click HTML or TXT to view the report.

Important Information The Compare Reports icon in the Reports Bin is active only when at least two reports with the same criteria reside in the bin.

The comparison report will not run if one of the reports to be compared contains no records.

Best Practice Create a custom template (or save a standard template) with the criteria you want to compare and use it to generate each report. This practice will ensure that the two reports contain identical criteria.


2012 ADP, Inc. 2-16 V04161277342HRB0312WFN2

Statement Reports

Overview The Report Type list at the top of the Reports Management page offers you four types of statement reports. You can run these statements to share with employees or to keep in the employee's file. The benefit and confirmation statement reports are useful during open enrollment to allow employees to view and confirm their enrollments.

Types and Descriptions The following table describes the four types of statement reports.

Statement Type Description

Benefits Displays current salary and benefits enrollment details

Confirmation Displays information used to verify benefits enrollment, including dependent enrollments

PCP Displays primary care physician information tied to plan enrollments

Beneficiary Displays employee's beneficiary assignments listed by benefit type, plan name, and effective date

Creating Statements

Overview Statement reports are designed to work with the Microsoft® Word Mail Merge feature. When you generate a statement, your HR & Benefits module creates two files: a data file and a Microsoft Word template file. You download both files and use the Microsoft Word Mail Merge feature to generate individual employee statements. Make sure you save both files; verify that the statement (a Word document) has been saved to the same location as the data file.

Description The following table describes the stages of running a benefits statement.

Stage Description

1 Create the benefits statement.

2 Save the report files to your computer in the same location.

3 Merge the files in Microsoft Word.

Additional Resources For more information on:

Creating benefits statements, refer to online Help

Using the Mail Merge functionality, refer to Microsoft Word Help


2012 ADP, Inc. 2-17 V04161277342HRB0312WFN2

Creating a Benefits Statement Job Aid

Overview When you create a benefits statement, you generate a report, download the report and data file, and merge them in Microsoft Word.

Like point-in-time reports, benefits and confirmation statements are date-sensitive. If you are setting up benefits and confirmation reports before your open enrollment period, be sure to indicate, in the Report Date field, the actual date on which the enrollment is effective.

Scenario Your open enrollment period has ended, and you would like to create a benefits statement for employees to verify their enrollments.

Instructions: Part 1 – Create the Benefits Statement

Step Action

1 Access the Reports Management page.



Select Reports. On the HR & Benefits menu, select Reports.

2 In the Create a New Report/Template section, in the Report Type list, select Benefits Statement.

3 Click Create.

Result: The Templates > Setup page, People subtab displays.

4 Confirm that Use Report Run Date is selected.

5 In the Who Should Appear on the Benefits Statement? section, select the report parameters and click Run Report.

Result: The Run Report page displays.

6 In the Report Name field, enter the name you want to assign to the benefits statement report.

7 In the Report Date field, enter the month, day, and year of the new plans.

8 Click Run Report.

9 Select the Reports Bin tab to access the report.


2012 ADP, Inc. 2-18 V04161277342HRB0312WFN2

Instructions: Part 2 – Save the Report File

Step Action

1 Once the status of the report displays as Completed, click the Txt icon.

Note: The Txt file is the data file. You need to save the .txt file before saving the .doc file (a Microsoft Word document).

Result: The File Download window opens.

2 Click Save.

Result: The Save As window opens.

3 In the Save In list, select the folder to which you want to save your report, and then click Save.

Result: The Download Complete window opens.

4 Click Close.

Result: The Reports Bin page displays.

5 Click the Doc icon and click Save.

6 In the Save In list, verify the location to which you are saving the report.

7 Click Save.

Result: The Download Complete window opens.

8 Click Close.

Result: The Reports Bin page displays.

Mail Merge will not run unless the statement file has been saved to the same location as the data file. Be sure both files are saved to the same location.

Instructions: Part 3 – Merge the Files

Step Action

1 Navigate to the location where you saved the files and double-click the Word document.

Note: The Microsoft Word Benefits Statement Mail Merge template.doc file searches for the .txt data file to perform the merge.

Result: A Microsoft Office Word window opens.

2 Click Yes.

Result: The File Conversion window opens.

3 Confirm Windows (Default) is selected and click OK.

Result: A Microsoft Office Word window opens.

4 Click Yes.

Result: The Benefits Statement template displays.

5 Update the Benefits Statement template with your company information (if applicable).

6 Display the Mail Merge toolbar by selecting View > Toolbars > Mail Merge.

7 On the Mail Merge toolbar, click ABC to view a sample of the data.

Result: The first record merges with the template, giving you a preview of the result.

8 On the Mail Merge toolbar, click Merge to New Document.

Result: The Merge to New Document window opens.

9 Confirm All is selected and click OK.

Result: A new document containing all employees' benefits statements displays.


2012 ADP, Inc. 2-19 V04161277342HRB0312WFN2

Running an Open Enrollment Profile Activity Report Job Aid

Overview If you are using Employee Self Service for your open enrollment and want to monitor your enrollment activity, you can generate an open enrollment profile activity report.

Scenario You are in the second week of your open enrollment period and would like to see which employees have completed their enrollments so you can send reminders to those who have not started.

Instructions

Step Action

1 Access the E-Access page.



Select E-Access. On the HR & Benefits menu, select E-Access.

2 Select the Enrollment tab.

3 Confirm that Enrollment Profiles is selected.

4 Select the open enrollment profile.

5 Click Activity Report.

Result: The Profile Activity Report window opens.

6 Click Show for each activity option you want to view.

7 Choose your next action.

IF you want to: THEN:

Hide an activity option Click Hide.

Download the report Click Download Report to save or open the report in a different application.

Note: Once the downloaded report displays in another application, you can format the data and print the report.

Close the window Click your Internet browser's Close button.


2012 ADP, Inc. 2-20 V04161277342HRB0312WFN2

Invoices

Overview The invoicing feature allows you to generate monthly reports that capture covered employees and related costs by carrier and plan. Invoices reflect the data that is in your system at the time you generate the invoice.

Invoice Reports and Descriptions The following table describes the available invoice reports.

Invoice Report Description

Summary Provides the combined premium amount (paid by employee and employer), the number of enrollments, and the subtotal cost by plan, per coverage level or age

List Bill Provides a comprehensive list of covered employees, with separate employee and employer costs, and the total premium

Changes Includes any premium changes from the prior month’s bill, including new hires, terminations, salary and class changes, and the purchase or dropping of additional buy-up coverage

Note: The first invoice serves as the baseline from which future changes are identified, calculated, and presented in subsequent bills.

Adjustments Captures changes your company enters into the system during the current month's invoice period that are effective in a previous month's invoice period, based on the retroactive term limits (RTL) set for the specific plan. RTL is the number of days in which previously invoiced enrollment transactions can be retroactively corrected for adjustments to current invoices. The RTL is defined in 30-day increments for the purpose of setting up a benefit plan.


2012 ADP, Inc. 2-21 V04161277342HRB0312WFN2

Creating an Invoice Report Job Aid

Overview When you first use the invoicing feature, you select the month and year in which you want to start the invoice cycle. After that, the invoice date automatically moves forward to the following month.

Scenario You have requested a new carrier connection that will not be fully implemented by the start date for open enrollment. In the meantime, your benefits practitioner will generate invoice reports to verify and reconcile billing statements from each of your carriers.

Instructions

Step Action

1 Access the Invoice page.



Select Invoice. On the HR & Benefits menu, select Invoice.

2 Select the provider for which you would like to generate the report.

3 Select the appropriate month and year from the lists on the right, and click Run Invoice.

Note: You need to click Run Invoice only the first time you use the feature for a particular provider.

4 Click Refresh View until the invoice's status is Completed.

5 Select the invoice and click View.

6 Select the business units, locations, and home departments that you want to include in the report, and choose your display options.

7 Click the type of invoice report you would like to view.

Result: The Invoices window opens.

8 Choose your next action.

IF you want to: THEN:

Print the report Click your Internet browser's Print button.

Download the report Click Download to save the report to a different application.

Note: Once the downloaded report displays in another application, you can format the data.

Close the window Click Exit.


2012 ADP, Inc. 2-22 V04161277342HRB0312WFN2


When one provider is used for multiple plans, the invoice displays all of the plan information on the same invoice.

You cannot generate invoices for FSAs or defined contribution plans, such as 401(k)s.

Additional Resources For more information on reporting or invoicing, visit the Support Center or see the Maintaining Employee Information course.


2012 ADP, Inc. 2-23 V04161277342HRB0312WFN2


Overview Your Open Enrollment Checklist describes several steps you take to close your open enrollment.

After Open Enrollment

Description The following table describes the stages of closing open enrollment.

Stage Description

1 Finalize enrollment data to send to the carrier.

2 Forward completed forms to the carrier.

3 If the carrier connection is changing, use an alternative method until the connection is active.

4 If you use Employee Self Service for open enrollment, remove the content created specifically for open enrollment and, if necessary, modify employee user rights to their pre-open enrollment values.

Finalizing Enrollment Data

Description When it is time to close open enrollment, you must perform the following tasks to finalize your enrollment data.

Step Action

1 Update the employee record with approvals for amounts above Guarantee Issue.

2 Send each employee a confirmation or benefits statement.


2012 ADP, Inc. 2-24 V04161277342HRB0312WFN2

Module 2 Summary

What's Next Upon completing module 3, you will be prepared to:

Make changes to Employee Self Service for open enrollment

Work with user rights

Customize Employee Self Service

Open Enrollment


Handout Manual

MODULE 3: SETTING UP EMPLOYEE SELF SERVICE FOR OPEN ENROLLMENT HANDOUT MANUAL

2012 ADP, Inc. 3-1 V04161277342HR19WFN2


Purpose This module prepares you to use the tools and complete the tasks necessary for setting up Employee Self Service for open enrollment.





Setting Up Employee Self Service for Open Enrollment Questions Use the following table to list any follow-up items that you may need to discuss with an ADP representative.

Questions:


2012 ADP, Inc. 3-2 V04161277342HR19WFN2


Overview Part of planning for open enrollment is determining whether you need to make any additions or other changes to your current Employee Self Service setup. For example, you may want to make changes to your existing rights or customize your enrollment pages or sidebar content.

The Employee Self Service Setup Process

Description When you implemented Employee Self Service, you:

Defined employee user rights and enrollment profiles

Designed and organized your pages

Added links and documents

Employee Self Service Changes The following diagram shows the tasks associated with setting up Employee Self Service, plus the system options and location for each task.


2012 ADP, Inc. 3-3 V04161277342HR19WFN2

Setting Up Employee Self Service

Additional Resources To prepare for your open enrollment, refer to the Open Enrollment Checklist on the Support Center.


2012 ADP, Inc. 3-4 V04161277342HR19WFN2


Overview During open enrollment, Employee Self Service users' workflow and content rights may differ, requiring you to revise them. After making these updates, you need to activate the Data Update wizard so that employees can view and update the appropriate open enrollment information.

Open Enrollment Workflow Rights Your first task in customizing Employee Self Service for open enrollment is to determine your user rights. User rights control what your employees can do and see in Employee Self Service. They also set an approval level for the available functions.

Workflow Rights and Descriptions Consider updating these three workflow rights for your open enrollment period.

Workflow Right Description

Beneficiaries Includes the right to add beneficiaries and assign beneficiaries to plans

Data Update wizard When activated, the Data Update wizard displays the first time, during an enrollment period, that an employee logs on Employee Self Service. It allows employees to confirm and change personal data in their records, such as address and dependents.

Enroll Profiles Includes the rights for life events, new hire, open enrollment, and year-round enrollments


2012 ADP, Inc. 3-5 V04161277342HR19WFN2

Updating Workflow Rights Job Aid

Overview You may want to make changes to what employees can do during open enrollment. Review your current workflow rights for Beneficiaries, Data Update wizard, and Enroll Profiles, and determine whether any changes are appropriate.

Scenario You want to gather updated demographic information from your employees during open enrollment. Additionally, you want to turn off notifications due to the increased number of changes processed during open enrollment.

Instructions

Step Action

1 From the HR & Benefits menu, select Rights.

Result: The Self-Service Rights page displays.

2 In the Edit/View list, verify that Workflow Rights displays.

3 Select the workflow you would like to update and click Edit.

Result: The Workflow page displays.

4 Click to select your workflow rights and click Next.

Result: The Request Approval and Notification Rights page displays.

5 Click to select approval and notification settings for your selected workflow, and click Next.

6 Review your settings and click Finish.

Use the Approval Required option judiciously. Requiring approval creates more work for you and delays employees from completing an election until you enter your approval.

Important Information Consult with your carriers before deciding to track beneficiaries in your HR & Benefits module. Some carriers may require a signature when beneficiaries are designated.

Best Practice Run a report with assigned Employee Self Service administrators to verify the work e-mail addresses for notifications before open enrollment begins.


2012 ADP, Inc. 3-6 V04161277342HR19WFN2

Open Enrollment Content Rights You may also want to change or update what employees can see during your company's open enrollment period. Review your current Employee Self Service content rights for Benefits and Message Center to determine whether any changes are appropriate.


2012 ADP, Inc. 3-7 V04161277342HR19WFN2

Content Rights and Descriptions

Content Right Description

Benefits Summary Displays elected benefits on the Compensation and Benefits page. For each plan, the elected coverage and corresponding monthly employee and employer costs or contributions display.

Compare Plans Displays all plans for which the employee is eligible, each plan’s coverage options, and the monthly cost to the employee

Benefits Statements Displays a link that enables employees to view their current benefits statements

Show Future Changes Displays a link to view the employee's future-dated benefits

Note: To select this option, you must first select Benefits Statement.

Coverage Details Displays plan information in the sidebar for each plan in which the employee is enrolled when this information has been added to the E-Access Plan Info tab.

Plan Drop Warning Activates the plan drop warning to display a message to employees enrolled in a plan that has been terminated. The message warns the employees that the plan will terminate on a specified date.

Note: To select this option, you must first select Coverage Details.

Rate Change Warning Indicates the date of a scheduled change and the employee's new contribution amount

Passive Enrollment Disabled Turns off the option in Employee Self Service that allows employees to submit enrollments without changes. When this option is selected, your employees must make at least one change when they enroll. When this option is not selected, your employees can click the Accept with No Changes button.

Sent by Employee (to Administrator)

Notifies the practitioner (by e-mail) whenever a change is made to a plan. If your company is large and/or you expect a lot of changes during open enrollment, you may want to turn off this option.


2012 ADP, Inc. 3-8 V04161277342HR19WFN2

Updating Content Rights Job Aid

Overview You may want your employees to have access to additional or different information in Employee Self Service during open enrollment.

Scenario You would like to broaden employees' existing content rights to support your communication strategy for open enrollment.

Instructions

Step Action

1 On the HR & Benefits menu, select Rights.

Result: The Self-Service Workflow Rights Administration page displays.

2 In the Edit/View list, select Content Rights.

3 Click Go.

Result: The Self-Service Content Rights Administration page displays.

4 Select Employee Access Content.

5 Click Edit.

Result: The Employee Access Content Rights page displays.

6 Select your content and message center rights.


Result: A success message displays. If you are setting up new sections, the message will indicate that new pages are now available in Employee Self Service and instruct you to use E-Access setup to enable them.

Important Information If you modify employee user rights for your open enrollment event, remember to reset them when the open enrollment period is over.

Additional Resources For more information on each of these setup tasks, refer to the Self Service Administration guide on the Support Center.


2012 ADP, Inc. 3-9 V04161277342HR19WFN2

Activating the Data Update Wizard Job Aid

Overview Activating the Data Update wizard prompts employees to update their personal information in your HR & Benefits module.

Scenario You do not have the Data Update wizard activated year-round, but you would like to activate it for your open enrollment period.

Instructions

Step Action

1 On the HR & Benefits menu, select Rights.

Result: The Self Service Workflow Rights Administration page displays.

2 Select the Self Service Users tab.

3 In the Turn On or Off Wizard for User Accounts By section, select the business units, locations, classes, and home departments of the employees for whom you want to turn on the Data Update wizard.

4 Click Turn On Wizard.

Result: A list of affected employees displays at the bottom of the page.

Additional Resources For more information on the Data Update wizard, refer to the Support Center and the Self Service Administration guide.


2012 ADP, Inc. 3-10 V04161277342HR19WFN2


Overview You can create custom profiles for open enrollment and modify the self service pages seen by employees as they complete the open enrollment process.

The E-Access Page Tabs In addition to reviewing the settings for your employee's user rights, you will complete setup tasks on the E-Access page. You will also customize Employee Self Service for your open enrollment by using the tabs at the top of the E-Access page.

Tabs and Descriptions

Tab Description

Enrollment Use to customize enrollment pages and categories and to define eligible plans and enrollment restrictions for Employee Self Service benefit enrollment events

Plan Info Use to enter and customize sidebar content for benefit plans

Data Update Wizard Use to update sidebar content for the Data Update wizard pages. The Data Update wizard displays information to be updated when employees first log on.

Content Use to enter and customize content for sidebars and custom pages

Files Use to download or delete any files you previously uploaded


2012 ADP, Inc. 3-11 V04161277342HR19WFN2

The Enrollment Setup Process

Overview You can group and organize your benefit plans on customized pages in Employee Self Service.

Description If you plan to customize Employee Self Service for enrollment, complete the following process.

Stage Description

1 Set up plan categories.

2 Set up enrollment pages.

3 Set up or modify enrollment profiles.

Enrollment Page Example In this example, the Health and Welfare page has three plan categories: Medical, Dental, and Fitness. The Medical plan category, in turn, has two plan options: Ameri-Care HMO and First Health: Acme Medical.


2012 ADP, Inc. 3-12 V04161277342HR19WFN2

Updating Plan Categories Job Aid

Overview You use the Plan Categories page to add, edit, or delete benefit plan categories. By default, plans are categorized by type. Depending on the number and variety of benefits offered by your company, you may want to create custom categories to help employees compare and select the plans that are best for them.

Scenario You have added new benefit plans for the upcoming plan year. Now you need to put them in the right categories.

Instructions

Step Action

1 On the HR & Benefits menu, select E-Access.


3 Click Plan Categories.

4 To create a custom category, click Add. To modify an existing category, select it from the list and click Edit.

5 In the Plan Category Name field, enter a name for a new category, modify the name of an existing category, or leave the name of an existing category as is.

6 In the Enrollment Page list, select the Employee Access enrollment page your category will display.

Note: This step applies only when you are setting up a new plan category.

7 In the Plan Category list, select the category in which the plan you want to move currently resides.

8 Select the plans you want to include in the new category and click Move Up.


Important Information You can create an unlimited number of plan categories.

Any plan type that you create will have a default plan category of the same name.


2012 ADP, Inc. 3-13 V04161277342HR19WFN2

Updating Enrollment Pages Job Aid

Overview You use the Enrollment Pages page to add, edit, or delete enrollment pages in Employee Self Service. The pages are listed in the same order in which they will display to employees in Employee Self Service during open enrollment. For each plan category you create, you will see a corresponding default enrollment page. You may want to rearrange the default settings for your open enrollment.

Scenario After reviewing your plans, you have decided to group some of them on a new enrollment page so your employees will have fewer pages to review during enrollment.

Instructions

Step Action



3 Click Enrollment Pages.

Result: The Enrollment Pages page displays.

4 In the New Enrollment Page field, enter the name of your new page and click Create.

Result: The new enrollment page displays at the bottom of the page.

5 Select the new enrollment page, and drag it to the location in which you would like it to display in the Enrollment wizard.

6 Select the plan category you want to display on your enrollment page, and drag it under your new enrollment page.

7 Click the pencil icon shown beside the plan category, and select Allow Enrollment in Only One Plan for each plan category (if applicable).

8 Click the X icon to delete any pages you are no longer using (if applicable).


Important Information The default option for plan category enrollment is Allow Enrollment in More than One Plan. Even if you use the default categories and enrollment pages, you need to select Allow Enrollment in Only One Plan for the plan categories, if applicable.


2012 ADP, Inc. 3-14 V04161277342HR19WFN2

Multiple Enrollment Profiles You can define up to five types of enrollment profiles. Once defined, your New Hire, Life Events, Work Events, and Year Round profiles are available year-round.

The fifth type, the Open Enrollment profile, is defined for a specified period of time. As a result, employees can experience multiple enrollment events simultaneously. After employees complete the first set of enrollment options, Employee Self Service gives them the option of continuing on to the next set of options.

For employees who are eligible to participate in multiple enrollment profiles, the enrollments are offered in the following order of precedence:

1. Life Events

2. New Hire

3. Work Events

4. Open Enrollment

5. Year Round

Example A new employee is hired during your company's open enrollment period. The employee is prompted to complete the New Hire enrollment profile first for current benefits and then the Open Enrollment profile for next year.

Best Practices

If you added new benefit plans for your new plan year, update your other enrollment profiles to include the new plans.

If you define your enrollment profile before adding your plan categories or enrollment pages, edit the enrollment profile to account for the changes.

Before your open enrollment period, run an open enrollment profile activity report for your other profiles to identify employees who may be participating in multiple enrollment profiles.


2012 ADP, Inc. 3-15 V04161277342HR19WFN2

Explore: Add a New Enrollment Profile – Available Actions Page The Add a New Enrollment Profile – Available Actions page allows you to specify rules for adding, declining, and changing coverage during your enrollment event.

Actions and Descriptions

Action Description

New Coverage – Add/Decline Select this option if employees can add or decline any new plans for which they are eligible.

Existing Coverage – Decline Select this option if employees can decline the plan in which they are currently enrolled.

Existing Coverage – Change Coverage Select this option if employees can change their coverage levels, for example, if they can switch from Employee coverage to Employee + Spouse coverage.

Existing Coverage – Change Plans Select this option if employees can switch to other plans for which they are eligible in a particular plan category.


2012 ADP, Inc. 3-16 V04161277342HR19WFN2


To prevent employees from making changes to plans that are employer-paid or available through Auto-Enrollment, do not include such changes in the enrollment profile.

If you allow employees to make changes to an auto-enroll or employer-paid plan, such as adding beneficiaries, configure the available actions such that changes to existing coverage are allowed, but do not allow other options.

Permissible Benefit Offering Results In this example, the employee can change the amount of coverage elected but cannot decline the coverage itself.


2012 ADP, Inc. 3-17 V04161277342HR19WFN2

Creating an Open Enrollment Profile Job Aid

Overview In your open enrollment profile, you define the rules that will govern the enrollment process for Employee Self Service users. In every enrollment profile you create, you define who can enroll, when they can enroll, the available benefit plans, the rules for the event, and the messages that employees will view before and after the enrollment process.

Scenario You have added your benefit plans, created plan categories, and created enrollment pages. Next, you will create an open enrollment profile for the new plan year.

Instructions: Part 1 – General Settings Page

Step Action



Result: The Enrollment Profiles page displays.

3 Click Add.

Result: The Add a New Enrollment Profile – General Settings page displays.

4 In the Profile Name field, enter a name for your profile.

5 In the Profile Type list, select Open Enrollment.

6 In the Start Date field, enter the first day of the open enrollment period.

7 In the Determine Who Is Eligible for This Profile section, select the business units, locations, and classes of employees that are eligible for this open enrollment event. Then click Next.

Result: The Add a New Enrollment Profile – Enrollment Window page displays.

Instructions: Part 2 – Additional Profile Pages

Step Action

1 In the Enrollment Ends field, enter the last day of the open enrollment period.

2 In the Coverage Effective field, enter the month, day, and year on which the upcoming plan year goes into effect. Then click Next.

Result: The Add a New Enrollment Profile – Plans page displays.

3 While pressing Ctrl, select all the plans you would like to include in your profile and click Next.

Result: The Add a New Enrollment Profile – Available Actions page displays.

4 Select the Permissible Benefit Offering Actions options, and click Next.

Result: The Add a New Enrollment Profile – Enrollment Note page displays.

5 In the Enrollment Note field, enter a message about enrollment that will be shown to employees in Employee Access. Then click Next.

Result: The Add a New Enrollment Profile – Confirmation Note page displays.

6 In the Confirmation Note field, enter a message that confirms enrollment. It will be displayed, after open enrollment, in Employee Access. Then click Next.

Result: The Add a New Enrollment Profile – Confirm Settings page displays.

7 Review your open enrollment profile and click Finish.


2012 ADP, Inc. 3-18 V04161277342HR19WFN2

Additional Resources

IF you want more information on: THEN refer to the following resources on the Support Center:

Enrollment Setup Process

Self Service Administration guide

Setting Up Benefit Plan Categories job aid

Setting Up Enrollment Pages job aid

Setting Up Enrollment Profiles job aid

Setting Up Employee Self Service Self Service Administration guide

Employee Self Service Rollout Presentation

Employee Self Service Setup job aid


2012 ADP, Inc. 3-19 V04161277342HR19WFN2

Adding Sidebar Content Job Aid

Overview You can update the information you provide to employees by loading documents, adding links, and adding text directly into the application. You should add or modify your enrollment pages before adding sidebar content to them.

Scenario You are now ready to add sidebar content to a benefit plan page.

Instructions

Step Action


2 Select the Content tab.

3 In the Select Page to Edit section, select the page to which you would like to

add content.

Result: A formatting toolbar and field for page content displays.

4 In the Sidebar Title field, type a title for the content.

5 In the Sidebar Content field, enter your information and format the text by using the formatting toolbar.


Result: Your content displays in Employee Self Service.

Tip The formatting toolbar contains some of the same icons used in Microsoft® Word.

Important Information Not all formatting displays in the content field. To see how the formatting will look in Employee Self Service, click the Preview icon on the formatting toolbar.

Best Practices

If you require employees to submit paper forms, such as beneficiary designation or evidence of insurability, make the forms available online.

While updating your content for the new benefit plan year, remember to remove any obsolete content.


2012 ADP, Inc. 3-20 V04161277342HR19WFN2

Adding Plan Info Job Aid

Overview Using the Plan Info tab, you can provide important information about a specific benefit plan using the plan's sidebar. The sidebar content may contain links to forms, links to provider Web sites, and important information about your plan.

Scenario You have added a new benefit plan for the upcoming open enrollment period. The provider requires prospective participants to submit a signed authorization form. You would like to provide two related items in the sidebar: a link to the authorization form and additional information about the new plan.

Instructions

Step Action


2 Select the Plan Info tab.

3 In the Select a Plan Sidebar to Edit list, click the benefit plan to which you would like to add sidebar content.

4 Click Edit Sidebar.

Result: A formatting toolbar displays, along with a field in which you can enter sidebar content.

5 In the Sidebar Content field, enter your information and format the text by using the formatting toolbar.



2012 ADP, Inc. 3-21 V04161277342HR19WFN2

Enrolling Using Employee Self Service

Welcome Page

Health and Welfare Page


2012 ADP, Inc. 3-22 V04161277342HR19WFN2

Review: Setting Up Employee Self Service for Open Enrollment Select the options you will update in Employee Self Service for your upcoming open enrollment period.

Workflow Rights to Update

Beneficiaries

Data Update Wizard

Enroll Profiles

Content Rights to Update

Annual Compensation

Benefits

Message Center

Self-Service Rights to Update

Activate the Data Update Wizard

Enrollment Pages to Update

Set Up Plan Categories

Set Up Enrollment Pages

Set Up Open Enrollment Profile

Content to Add to Employee Self Service

Add Documents

Add Sidebar Content

Notes:


2012 ADP, Inc. 3-23 V04161277342HR19WFN2

Course Closing

Continuing Education Credits

Introduction ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA), and is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA 22102. Most ADP courses are eligible for RCHs, CPE credits, and continuing education units (CEUs).

RCHs, CPE credits, and CEUs provide recognition for updating or broadening professional competencies and may be used to maintain certifications such as the Certified Payroll Professional (CPP), Certified Public Accountant (CPA), or the Society for Human Resource Management (SHRM). Professional organizations establish their own certification procedures, which are subject to change.

Professional organizations often require documentation of class objectives, agenda, and duration, along with a certificate of completion. This information is provided on the following pages. At your request, your instructor may provide you with a certificate of completion at the end of this class.

Next Steps

Access the Support Center and review the following:

Open Enrollment Checklist

Job aids

Additional resources and webinars

Complete the Knowledge Check in the Appendix.

Refer to your Learn@ADP training plan for additional training opportunities.

Review your questions with an ADP representative.


2012 ADP, Inc. 3-24 V04161277342HR19WFN2

Training Evaluation Thank you for attending this course. Please take a moment to complete the evaluation.

ADP Course Description

HR & Benefits – Open Enrollment for ADP Workforce Now (77340HRWFN)

Program Content

HR practitioners only: This course prepares participants to use their HR & Benefits module to manage their open enrollment activities. Topics include implementing benefit plan changes, managing employee enrollments, and setting up Employee Self Service for open enrollment. The course also allows time for participants to ask questions.

Objectives

Upon completing this course, participants will be prepared to:

Identify the HR & Benefits tasks they need to perform before, during, and after open enrollment

Use HR & Benefits tools and resources to complete their open enrollment tasks

Audience

This course is intended for clients who will complete their first open enrollment using their HR & Benefits module.

Prerequisites

Before beginning this course, participants should have a working knowledge of personal computers, Microsoft® Windows®, and Internet navigation. Participants must have a working knowledge of the HR & Benefits module.

Advance Preparation

Before beginning this course, participants must complete the HR & Benefits – Benefits Setup training.

Participant Materials

Participants need to print the HR & Benefits – Open Enrollment for ADP Workforce Now handout manual prior to attending the course. In addition, participants should print the Open Enrollment Checklist from the Support Center.

Method of Presentation

Virtual class

Duration

3 hours


This course may be eligible for the following recertification credit hours (RCHs), continuing professional education (CPE) credits, and continuing education units (CEUs):

RCH: 3.5

CPE: 3.5

CEU: .3

In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour.

ADP, Inc., Major Accounts, Training & Performance Systems is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN 37219-2417. Web site: www.nasba.org.

ADP, Inc. is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA 22102.

In accordance with the American Payroll Association (APA), RCHs apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials.

Cost and Training Policy

For information on course cost, registration, and cancellation policies, refer to the Training Policy.

V04161277340HR19WFN2

© 2012 ADP, Inc.

ADP Course Description

HR & Benefits – Open Enrollment for ADP Workforce Now (77340HRWFN_R) (Prerecorded Webcast)

Program Content

HR practitioners only: This course prepares participants to use their HR & Benefits module to manage their open enrollment activities. Topics include implementing benefit plan changes, managing employee enrollments, and setting up Employee Self Service for open enrollment.

Objectives

Upon completing this course, participants will be prepared to:

Identify the HR & Benefits tasks they need to perform before, during, and after open enrollment

Use HR & Benefits tools and resources to complete their open enrollment tasks

Audience

This course is intended for clients who have completed at least one open enrollment using their HR & Benefits module and need a refresher of open enrollment tasks and processes.

Prerequisites

Before beginning this course, participants should have a working knowledge of personal computers, Microsoft® Windows®, and Internet navigation.

Advance Preparation

Before beginning this course, participants must complete the HR & Benefits – Benefits Setup training and must have attended the Open Enrollment live virtual class for their first open enrollment with the HR & Benefits module.

Participant Materials

Participants need to print the HR & Benefits – Open Enrollment for ADP Workforce Now handout manual prior to attending the course. In addition, participants should print the Open Enrollment Checklist from the Support Center.

Method of Presentation

Prerecorded webcast

Duration

2 hours, 30 minutes


This course may be eligible for the following continuing education units (CEUs):

CEU: .3

ADP, Inc. is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA 22102.

Cost and Training Policy

Not applicable

V04161277340RHR19WFN2

© 2012 ADP, Inc.

Appendix Knowledge Check

Contents

Appendix – Knowledge Check ................................................................................... 1

Implementing Benefit Plan Changes ............................................................................. 1

Managing Employee Enrollments ................................................................................. 2

Setting Up Employee Self Service for Open Enrollment .............................................. 3

Answer Key: Implementing Benefit Plan Changes ....................................................... 4

Answer Key: Managing Employee Enrollments ........................................................... 5

Answer Key: Setting Up Employee Self Service for Open Enrollment ........................ 6

KNOWLEDGE CHECK – OPEN ENROLLMENT APPENDIX

2012 ADP, Inc. 1 V04161277342HRB0312WFN2

Knowledge Check If you would like to test your understanding of this course, answer the questions in the following three sections, and then compare your responses to the correct answers, provided in the appropriate Answer Key section.

Implementing Benefit Plan Changes

1. For which of the following changes to your plans and providers do you need to contact an ADP representative to discuss the impact to your carrier connection? Select all that apply.

a. Addition of a plan that will require a carrier connection

b. Change of provider for an existing carrier connection

c. Termination of a plan without a carrier connection

d. Addition of a plan class for an existing carrier connection

2. You need all your employees to re-enroll in their FSA plan for the new benefit year. To prepare, you should:

a. Add a new plan for next year and terminate the existing FSA plan

b. Edit the existing FSA plan with information for the new plan year

c. Edit the existing FSA plan with information for the new plan year and terminate employee enrollments

d. Leave the existing FSA plan unedited and add a new FSA plan for the new benefit year

3. Consider the following factors when planning your open enrollment. Select all that apply.

a. The start and end dates of your open enrollment period

b. The effective date of your new plans

c. The amount of time required to negotiate with your brokers and carriers

d. The expected transmission date of your first payroll for the new plan year


2012 ADP, Inc. 2 V04161277342HRB0312WFN2

Managing Employee Enrollments

1. You offer a flexible spending account (FSA) for medical expenses to any employees enrolled in a medical plan. The FSA plan requires active re-enrollment each year. Which of the following options are available for entering and approving employees' enrollments in this plan? Select all that apply.

a. Auto-Enrollment

b. Enrollment in HR & Benefits by an HR practitioner

c. Enrollment in Employee Self Service by an employee

d. Enrollment by an HR practitioner using EnrollEase

2. You would like to run a report that shows which employees have not yet entered their enrollments in Employee Self Service. Which report would you run?

a. Open enrollment profile activity

b. Standard Enrollment

c. Benefits Statement

d. Confirmation Statement

3. Which of the following conditions must be met before you can create a comparison report?

a. Your Reports Bin is empty.

b. You have saved one or more standard reports to your Reports Bin.

c. You have saved two or more standard reports with identical parameters to your Reports Bin.

d. You have saved one or more change reports to your Reports Bin.


2012 ADP, Inc. 3 V04161277342HRB0312WFN2

Setting Up Employee Self Service for Open Enrollment

1. You have created an open enrollment plan and decided to update Employee Self Service. Which tasks will you complete to update your site for open enrollment? Select all that apply.

a. Update your content and workflow rights.

b. Update your enrollment page setup and content.

c. Update your plan categories and enrollment profiles.

d. Update your benefits statements to make them available online.

2. Which of the following actions do you need to complete before you create your open enrollment profile?

a. Update your rights.

b. Set up plan categories.

c. Set up enrollment pages.

d. All of the above

3. An employee cannot access the open enrollment profile in Employee Self Service. Which of the following circumstances might be causing this "problem"? Select all that apply.

a. The HR practitioner did not customize the plan categories and enrollment pages before creating the profile.

b. The employee is trying to access the profile without completing the Data Update wizard.

c. The employee is eligible to participate in multiple enrollment profiles and needs to complete the first set of enrollment options before making open enrollment elections.

d. The employee is trying to access the profile before the start date.


2012 ADP, Inc. 4 V04161277342HRB0312WFN2

Answer Key: Implementing Benefit Plan Changes

1. For which of the following changes to your plans and providers do you need to contact an ADP representative to discuss the impact to your carrier connection? Select all that apply.

a. Addition of a plan that will require a carrier connection

b. Change of provider for an existing carrier connection

c. Termination of plan without a carrier connection

d. Addition of a plan class for an existing carrier connection

Rationale: You do not need to contact an ADP representative if you are terminating a benefit plan without an existing connection.

2. You need all your employees to re-enroll in their FSA plan for the new benefit year. To prepare, you should:

a. Add a new plan for next year and terminate the existing FSA plan

b. Edit the existing FSA plan with information for the new plan year

c. Edit the existing FSA plan with information for the new plan year and terminate the employee enrollments

d. Leave the existing FSA plan unedited and add a new FSA plan for the new benefit year

Rationale: You should create a new plan for the new benefit plan year and terminate your existing plan the day before your new benefit plan year begins.

3. Consider the following dates when planning your open enrollment. Select all that apply.

a. The start and end dates of your open enrollment period

b. The effective date of your new plans

c. The amount of time required to negotiate with your brokers and carriers

d. The expected transmission date of your first payroll for the new plan year

Rationale: Part of your preparation is to consider the open enrollment dates and how they may impact payroll dataflow and your existing benefit plans. You may also have Employee Self Service and HR & Benefits employee record considerations.


2012 ADP, Inc. 5 V04161277342HRB0312WFN2

Answer Key: Managing Employee Enrollments

1. You offer a flexible spending account (FSA) for medical expenses to any employees enrolled in a medical plan. The FSA plan requires active re-enrollment each year. Which of the following options are available for entering and approving employees' enrollments in this plan? Select all that apply.

a. Auto-Enrollment

b. Enrollment in HR & Benefits by an HR practitioner

c. Enrollment in Employee Self Service by an employee

d. Enrollment by an HR practitioner using EnrollEase

Rationale: Auto-Enrollment is not available for FSA plans, and EnrollEase is not available for plans with contingencies.

2. You would like to run a report that shows which employees have not yet entered their enrollments in Employee Self Service. Which report would you run?

a. Open enrollment profile activity

b. Standard enrollment

c. Benefits statement

d. Confirmation statement

Rationale: The open enrollment profile activity report shows which employees have not yet entered their enrollments in Employee Self Service.

3. Which one of the following conditions must be met before you can create a comparison report?

a. Your Reports Bin is empty.

b. You have saved one or more standard reports to your Reports Bin.

c. You have saved two or more standard reports with identical parameters to your Reports Bin.

d. You have saved one or more change reports to your Reports Bin.

Rationale: The only time you can create a comparison report is when you have two or more standard reports with identical parameters in your Reports Bin.


2012 ADP, Inc. 6 V04161277342HRB0312WFN2

Answer Key: Setting Up Employee Self Service for Open Enrollment

1. You have created an open enrollment plan and decided to update Employee Self Service. Which tasks will you complete to update your site for open enrollment? Select all that apply.

a. Update your content and workflow rights.

b. Update your enrollment page setup and content.

c. Update your plan categories and enrollment profiles.

d. Update your benefits statements to make them available online.

Rationale: Your HR & Benefits module can automatically create benefits statements for employees if you select the Benefits Statement option when setting up your content rights.

2. Which of the following actions do you need to complete before you create your open enrollment profile?

a. Update your rights.

b. Set up plan categories.

c. Set up enrollment pages.

d. All of the above

Rationale: You should set up your plan categories and enrollment pages before creating your open enrollment profile.

3. An employee cannot access the open enrollment profile in Employee Self Service. Which of the following circumstances might be causing this "problem"? Select all that apply.

a. The HR practitioner did not customize the plan categories and enrollment pages before creating the profile.

b. The employee is trying to access the profile without completing the Data Update wizard.

c. The employee is eligible to participate in multiple enrollment profiles and needs to complete the first set of enrollment options before making open enrollment elections.

d. The employee is trying to access the profile before the start date.

Rationale: You are not required to customize your plan categories and enrollment pages; your employees' access to the open enrollment profile will not be affected by whether or not you do so. If plan categories and enrollment pages are not updated, your profile will use the existing settings.