benefits administration - broward county public schools · module in sap. benefits administration...

School Board of Broward County

BRITE Implementation

Benefits Administration – 6/25/2008

Benefits AdministrationBenefits Administration




2Benefits Administration

At the end of this course, participants will be able to:Understand the benefits enrollment and participation policies and transactions in SAPUnderstand termination of participation and COBRA policies and transactions in SAPRun needed reports

Course Objectives





Agenda

Three: Termination of Participation and COBRAFour: Reports

Two: Benefits Enrollment and ParticipationOne: Introduction to Benefits Administration

TimeLesson




Introduction to Introduction to Benefits AdministrationBenefits Administration





At the end of this lesson, participants will be able to:

Describe the role of the Benefits Administrator in SAPName 3 common Infotypes used in Benefits Administration and explain what they are used forDisplay employee benefits plans

Lesson Objectives





Introduction to Benefits Administration

Employee Benefits are processed through the Benefits Administration module in SAP.

Benefits Administration contains all the processes required to offer and enroll an employee into benefit plans such as:

Medical, Dental, and Vision Plans

Medical Care and Dependent Care Spending Accounts

Life (enhanced and core), Accidental Death and Dismemberment (AD&D), and Disability

Florida Retirement System (FRS)

Tax Sheltered Annuities (403B)

Employees renew their benefits annually, through Employee Self-Service, during the Open Enrollment period.

DefinitionEmployee Self-Service (ESS): Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval.





Key Terminology

The Bargaining Group that represents an area within SBBC as determined by personnel administration, time management, and payroll accounting area.

Personnel Area

A subdivision of the employee group which allows for further definitions of employees according to their status. For example, a distinction can be made between union, non-union, salaried, hourly, temporary, and substitute employees.

Employee Subgroup

Allows for the division of employees into groups that define their relationship within SBBC for reporting purposes. For example: active, inactive, terminated, or retired.

Employee Group

Allows for division of employees into groups that define their relationship within SBBC for payroll purposes. For Example: active, inactive, withdrawn.

Employment Status





Benefits Data and Infotypes

Infotypes are groups of personal data that is categorized based on content.Each infotype contains different pieces of employee data.

Infotype 167Health Plans

NamePersonnel Number

Plan TypeOption

Coverage

InfotypeInfotype 167167Health PlansHealth Plans

NameNamePersonnel NumberPersonnel Number

Plan TypePlan TypeOptionOption

CoverageCoverage

NameNameName

Plan TypePlan TypePlan TypeCoverageCoverageCoverage

Personnel Number

Personnel Personnel NumberNumber

OptionOptionOption

Employee master data can be found on more than one infotype.If a piece of employee’s master data is changed, the new information will be displayed on all affected infotypes.





Common Employee Benefits Infotypes

Flexible Spending Accounts – Display Only

0170

Credit Plans0236

Savings Plans – Display Only0169

Insurance Plans – Display Only0168

Health Plans – Display Only0167

Family Member/Dependents0021

Adjustment Reasons0378

General Benefits Data – Display Only0171

ActionInfotype





PA20: Displaying Benefits Data

Transaction PA20 allows for viewing of employee data.When viewing employee records through this transaction, other users may also view the same employee record. Changes to employee data cannot be made using this transaction.All benefits related infotypes may be viewed using this transaction, security permitting.





PA20: Display HR Master Data

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PA20 allows for viewing of employee information. Information cannot be manipulated through this transaction.

1. Type the employee’s personnel number in the Personnel no. field and click the Enter key on your keyboard.2. Click the appropriate tab to display infotypes for that functional area.3. Click the selection box to the left of the infotype.4. Enter time period if appropriate or click All (not all infotypes will require period selection).5. An alternative to selecting the appropriate tab and infotype in steps 2 and 3 is to simply type the infotype

number (if known) in the Infotype field.6. Click the Display button.

DefinitionPersonnel Number: Number assigned to an employee as a method of identification.





Infotype 0171: General Benefits Data

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1. Benefit Area is displayed.2. 1st Program Grouping is displayed3. 2nd Program Grouping is displayed.

DefinitionsBenefit Area: The highest level within the benefits administration application. Defining a benefit area is based on existing organizational structure and the specific benefit programs offered to the various employees within the organizational structure. SB is the only Benefit area used by SBBC.

1st Program Grouping: Indicates Personnel Area

2nd Program Grouping: Indicates full time, part time, no benefits, temp, pool subs, retirees, etc.





Infotype 0167: Health Plans

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1. Displays Health Plan employee is enrolled in.2. Displays detailed information for Plan.3. Click on tabs for additional information.





Infotype 0168: Insurance Plans

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1. Displays Insurance Plan employee is enrolled in.2. Displays detailed information for Plan.3. Click on tabs for additional information.





Infotype 0169: Savings Plans

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1. Displays Savings Plan employee is enrolled in.2. Displays detailed information for Plan.3. Click on tabs for additional information.





Infotype 0170: Flexible Spending Accounts

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1. Displays Flexible Spending Accounts employee is enrolled in.2. Displays detailed information for Plan.3. Click on tabs for additional information.





Knowledge Check

Transaction PA20 allows for:

A. Delimiting employee informationB. Displaying employee informationC. Viewing employee benefit informationD. All of the above





Questions?





Agenda



TimeLesson




Benefits Enrollment Benefits Enrollment and Participation and Participation





At the end of this lesson, participants will be able to:

Describe the SBBC benefits enrollment process.Enroll an employee in a benefits plan.Make changes to an employee’s participation in a benefits plan.

Lesson Objectives





Benefits Enrollment Process

All benefits enrollments are to begin with an adjustment reason. Listed below are the BCPS adjustment reasons:ADMI: Benefits Administration (Benefits Dept only)BRTH: Birth Adoption (Role TBD)DETH: Death of enrolled dependent (Role TBD)TSA : Savings Plan Enrollment (Benefits Dept only)DIVC: Divorce/Separation (Role TBD)HIRE: Hire / Rehire (Role TBD)LDPC: Loss of Dependent’s coverage (Role TBD)MARR: Marriage / DP Relationship (Role TBD)ORGC: Organizational Change (Role TBD)RETI: Delimit Plans for Retiree (Role TBD)UPLV: Unpaid Leave of Absence (Role TBD)RFLV: Return from Unpaid Leave (Role TBD) BENF: Add or change beneficiaries (ESS User)

The enrollment permissions for each of these adjustment reasons will vary by each reason and will allow the addition, deletion or changing of benefit plans, the changing of benefit options, the addition of dependents and beneficiaries or the increase or decrease in employee contributions.The adjustment reasons infotype 0378 can be the final infotype of a PA action or can be created separately via transaction PA30. The adjustment reason provides two purposes: 1) to maintain a record of all enrollments for an employee and 2) to initiate an enrollment from the enrollment workbench. Using the enrollment workbench (transaction HRBEN0001) is the required process for all enrollments. Completing the enrollment will create the necessary benefits infotypes. These infotypes should never be created using the transaction PA30 because thistransaction does not validate the input defaults that have been configured. For this reason, update authorization to these infotypes from PA30 will be limited only to benefit decision makers.





Enrollment Prerequisites

Before an employee can enroll in a benefits plan, they must have a General Benefits Data (Infotype 0171) established in SAP.All dependents enrolled in a health plan must have a Family Member/Dependent (Infotype 0021) record in SAP.

Key Improvements in Benefits

Employees input their own life insurance beneficiaries in SAP through ESS.

General Benefits Data is usually created during the hiring process.





Benefit Enrollment

Employees may be enrolled in benefits plans in the following ways:

New Hire offerOpen Enrollment offer through ESS





Benefits Enrollment: New Hire

All employees new to SBBC will have a “New Hire offer”plan available for 30 days from their date of hire.Benefit Dept will enroll employees based on what they select on their forms.The current process has not changed. See appendix from current manual. Employees are enrolled through PA40In the future employees may have more options to enroll themselves online.





Benefits Enrollment: Automatic Offer

Automatic PlansCore life insurance & disability insurance are plans paid by SBBC with no cost to the employee. Do not require employee selection.All SBBC employees are enrolled in Automatic Plans; however an employee may choose to increase coverage in these plans.





Benefit Enrollment: Open Enrollment

During the “open enrollment” period employees select benefit plans for the upcoming year through ESS.Employees who changed their health plan during open enrollment will not begin with their new health plan until their old plan has expired. Health plans effective dates are usually Jan. 1 – Dec. 31.





Change Notification to Vendors

All changes to benefits selections, including new hires and open enrollment must be communicated to benefits provider.Active enrollments will be communicated to the Benefits Provider on a monthly basis via interface/report.





New Hire/Rehire Enrollment Process





HRBEN0001: Enrollment

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Enter HRBEN0001 in the FastPath field; orDouble-click HRBEN0001 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Administration HR Master Data PA40-Personnel Actions.

Purpose: Use this procedure to enroll employees in eligible benefits plans upon initial hire or re-hire. As noted earlier, all employees must have an adjustment reason before this transaction can be performed.Trigger: Perform the Benefits follow-up action upon notification of a new or rehired employee.Prerequisites: An employee must have a General Benefits Information (Infotype 171) record established in SAP before enrolling in a benefits plan. Additionally, a new hire enrollment action PA40, which includes the creation of pertinent infotypes, is necessary for this benefits enrollment.

Steps:1. Enter the personnel number for the employee.2. Click the Enter key on your keyboard to display the employee’s information.3. Complete or review date of hire for employee.4. This section outlines the New Hire offers. See the Business Process Procedure (BPP) for more details.5. Use the Print Form button to print the confirmation form.





HRBEN0015: Print Confirmation Form (continued)

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This is the top half of the sample Confirmation Form that will be printed with this transaction.

1. Employee Personnel Number and Name.2. Detailed Employee Health and Insurance Plan information.





PA30: Maintain Benefits Data

Once an employee is participating in a benefit plan, PA30 gives you access to infotypes where employee data can be changed.When accessing an employee record, this record is locked from all other users preventing them from viewing or changing the record.Any personal information changed on one infotype will automatically be updated in all other applicable infotypes.Some employee information can only be delimited, not deleted.

PA30 allows for manipulation of employee information. Change notifications must be sent to insurance company and/or third party vendor when changes are made to employee information that affects employee coverage.

NOTE: This transaction locks out other users from the record being used, therefore do not use PA30 for viewing only purposes, use PA20.

DefinitionsDelimit: Delimiting data does not delete old data. A record is maintained in SAP of the old and new data including the active dates associated with all data sets.





PA30: Maintain HR Master Data

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Enter PA30 in the FastPath field; orDouble-click PA30 from your User Menu or Favorites menu

1. Type the employee’s personnel number in the Personnel no. field and press the Enter key on your keyboard. Employee’s information will automatically populate.

2. Click the appropriate tab to display infotypes for that functional area.3. Click the selection button to the left of the infotype.4. Select the period if appropriate or click All (not all infotypes will require period selection).5. An alternative to selecting the appropriate tab and infotype in steps 2 and 3 is to simply type the

infotype number (if known) in the infotype field.6. Click on the Change button.7. Once chosen infotype is displayed, make necessary changes.





Infotype 0378: Adjustment Reasons

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See BPP for detailed instructions.

SBBC Adjustment Reasons:ADMI: Benefits Administration (Benefits Dept only)BRTH: Birth Adoption (Role TBD)DETH: Death of enrolled dependent (Role TBD)TSA : Savings Plan Enrollment (Benefits Dept only)DIVC: Divorce/Separation (Role TBD)HIRE: Hire / Rehire (Role TBD)LDPC: Loss of Dependent’s coverage (Role TBD)MARR: Marriage / DP Relationship (Role TBD)ORGC: Organizational Change (Role TBD)RETI: Delimit Plans for Retiree (Role TBD)UPLV: Unpaid Leave of Absence (Role TBD)RFLV: Return from Unpaid Leave (Role TBD) BENF: Add or change beneficiaries (ESS User)





Infotype 0021: Family Member/Dependents

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Use this infotype to create or make adjustments to family members, dependents, or beneficiaries.

1. Displays family member.2. Displays beneficiaries.

NOTE: As noted before, when an employee makes a change to their family members or dependents, notification must be sent to the insurance company and/or third party vendors.





Infotype 0236: Credit Plans





PA40: Benefits Follow-Up Personnel Action





Knowledge Check

Which of the following ways can an employee be enrolled in a benefits plan:

A. AutomaticallyB. Open enrollmentC. DefaultD. All of the above





Knowledge Check

To enroll an employee in a benefits plan, the employee must first have a General Benefits record, Infotype 0171, established in SAP.

A. TrueB. False





Knowledge Check

Use PA30 to:

A. Change employee dataB. View employee dataC. Delimit employee dataD. All of the above





Questions?





Agenda



TimeLesson




Termination of Participation Termination of Participation and COBRAand COBRA





At the end of this lesson, participants will be able to:Terminate an employee’s benefits plan.Initiate the COBRA process.

Lesson Objectives





Benefit Terminations and COBRA Process

Plan terminations can be the result of an action that triggers the termination of benefits, a voluntary termination of benefits or from a COBRA qualifying event. Therefore there are 3 separate methods to delimit benefit plans:

1) the creation of a benefit adjustment as the final step of a PA action 2) from a COBRA qualifying event 1 3) from the execution of the termination transaction HRBEN0014.

The COBRA qualifying event collection and the generation of the COBRA letter creates infotype 0211 and delimits the health plan automatically. However, it does not delimit other plans that may need to be delimited as well. The termination transaction HRBEN0014 must be used to delimit these plans using the termination rule established for each plan to be delimitedWhile benefits infotypes can be delimited via transaction PA30, SAP recommends using the delivered tools to take advantage of the termination rules that have been configured





Termination of Participation

Upon termination of employment with SBBC, benefits plans must be terminated in accordance with the plans’provisions.COBRA benefits coverage must be offered to employee.

COBRA (Consolidated Omnibus Budget Reconciliation Act) is a law enacted by Congress that offers the employee and qualified dependents continuation of health care coverage when group coverage is lost due to a qualifying condition.

Qualifying conditions for COBRA benefit coverage:TerminationDeath of employeeReduction in work hoursMedicare entitlementDivorceLegal separationLoss of dependent status





COBRA Benefits

The COBRA Process:• SAP event collection process is run to generate a list

of COBRA eligible employees and dependents• Notification letter is generated for eligible individuals

which specifies premium costs and length of coverage• Individual’s group health plan coverage is delimited

according to plan termination rules

Employee or dependent contacts insurance company directly to enroll in COBRA coverage and monthly payments are made directly to the insurance company.

The Separation personnel action must be executed before COBRA process can begin.





HRBEN0014: Termination of Participation

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Enter HRBEN0014 in the FastPath field; orDouble-click HRBEN0014 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Benefits Termination

Purpose: Use this transaction to terminate all or part of employee(s) benefits plan(s).Trigger: Perform this procedure when there is a need to terminate participation in an employee’s benefits plan(s) due to the following:

Termination of employmentLife change event

1. Select all plans to be terminated.2. Click Stop Participation button.





HRBENUSCOB01: Collection of Qualifying COBRA Events

Enter HRBENUSCOB01 in the FastPath field; orDouble-click HRBENUSCOB01 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Benefits COBRA Event Collection

Trigger: COBRA events are triggered in SAP when the Human Resources Department changes the employee’s master data record (Infotype-Action 0000). The system identifies potential COBRA-qualifying events by checking HR master data records for information that indicates that one of the following qualifying event types has taken place:

Termination of employment Reduction in working hours Death of employee Employee's entitlement to Medicare Divorce Legal separation Child's loss of dependent status Bankruptcy of employer

When the system has identified a potential event, it checks whether the employee who has experienced these events is actually enrolled in any plans subject to COBRA. Only those employees and/or dependents who have actually lost group health coverage are COBRA-qualified beneficiaries.

Hint: The collection of COBRA events is the first step in the COBRA administration process. Event collection should be run at frequent intervals for all employees.





HRBENUSCOB02: COBRA Letter Generation





Knowledge Check

The COBRA process can only be initiated after:

A. Employee submits resignationB. Employee’s last day of employmentC. Separation Personnel Action has

been executed





Questions?





Agenda

Three: Termination of Participation and COBRAFour: Plan Overview Reports


TimeLesson




ReportsReports





Reports

Plan Overview ReportsEligibility ReportsChange Reports





Selection Criteria for Reports

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Most of the Benefits reports use the same selection criteria to extract their information. Instead of showing this process multiple times, the selection criteria steps are documented only on this slide. Unless otherwise noted, use this process when pulling a report.

Steps:1. Complete the Key date criteria. The Key date automatically defaults to today’s date unless otherwise

specified. 2. Enter Personnel Number of employee or group of employees; or 3. Complete Additional selection fields to identify a specific group of employees by their Program Groupings.

If no Personnel Number or Additional selection criteria is completed the system will display a list of all applicable employees.

4. Click Display.

DefinitionsBenefit area: The highest level within the benefits administration application. Defining a benefit area is based on existing organizational structure and the specific benefit programs offered to the various employees within the organizational structure.For SBBC this field will always be SB.

1st Program Grouping: Indicates Permanent (PERM) or Retirees (RETI, RPLN).

2nd Program Grouping: Indicates Food Service – 3hrs (3PTM), Full Time (FTIM), Part Time (PTIM), Pool Subs (PSUB), Retirees (RETI, RPLN, RRAP, RRIP).





HRBEN0006: Benefits Plan Overview

Enter HRBEN0006 in the FastPath field; orDouble-click HRBEN0006 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Benefits HRBEN006





HRBEN0072: Participation Report

Enter HRBEN0072 in the FastPath field; orDouble-click HRBEN0072 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Benefits Info System Report Participation.

This report details employees participating in a specified benefits plan on a given date or during a certain period of time.

HINT: You must know the BenefitsArea, Program Grouping, Benefit Plan or Personnel Number(s) for the employees you are interested in reviewing. Employees must be enrolled in a benefits plan to appear on this report.





HRBEN003: Participation Monitor

Enter HRBEN0003 in the FastPath field; orDouble-click HRBEN0003 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Benefits Participation Monitor.

This report detects employees who are no longer eligible for the plans in which they are enrolled. Inconsistencies can easily be detected and corrected with this transaction.

Employees must fulfill the following two eligibility requirements to participate in plans:

Macro Level of Eligibility: The employee’s plan is in the program defined for the combination of benefit area and first/second program grouping to which they belong (as stored on the General Benefits Information, Infotype 171 record.

The employee therefore becomes ineligible if:The plan in which they are participating in is removed from the program that is applicable to their benefit area or program grouping.Due to an organization change, an employee becomes assigned to a different benefit area or first/second grouping and the plans in which they are participating in is not in the applicable program.

Micro Level of Eligibility: If an employee no longer fulfills the eligibility rule for the plan, the corequisite conditions for the plan are no longer fulfilled.

Steps:1. Displayed is a list of employees who are enrolled in plans they are no longer eligible for and the reason.2. To withdraw an employee, select the plan(s) by clicking on the box next to the plan.3. Click Stop Participation.4. The Delimiting of Plans screen is displayed.5. Click Execute to delimit the plan. This action delimits the plans the day before the selection date. Any infotype

records for future participation in plans within the same plan type remain unchanges.





HRBEN004: Evidence of Insurability (EOI) Monitor

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Enter HRBEN0004 in the FastPath field; orDouble-click HRBEN0004 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Benefits Insurability.

This report displays a list of selected employees for which Evidence of Insurability (EOI) has been requested. EOI may be necessary when an employee elects to enhance their life insurance plan. For each employee, the plans requiring EOI are shown with their options or coverage, status of EOI provision and the ending date of their grace period.

Trigger: Perform this procedure after the open enrollment period to get an overview of employees for whom EOI is pending or to register receipt of EOI from the insurance company. This procedure can also close pending enrollments for employees who have not provided EOI within the grace period.

Steps:1. If EOI has been provided and approval notification received from the Life Insurance Company, select the

appropriate plan. 2. Click on Insurability proven. On the screen, the traffic light will change from yellow (pending) to green

(active).3. If EOI has been denied by the Life Insurance company or the employee(s) have failed to provide insurability

within the grace period, click Stop participation to delimit or delete the plan.





HRBEN0077: Changes in Benefits Elections

Enter HRBEN0077 in the FastPath field; orDouble-click HRBEN0077 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Benefits Info System Participation Changes in Benefits Elections.

Use this report to view changes to a benefits plan infotype record on a specific date or period. The following changes may be viewed:

New enrollmentTerminationsEmployee elections for a plan

Hint: Records whose validity started after the election period, yet have been changed or delimited are not listed. However, records whose validity ends on the last day of the election period are listed. In each case, the report indicates whether a new record exists to renew the employee’s enrollment.





HRBEN0083: Changes in General Benefits

Enter HRBEN0083 in the FastPath field; orDouble-click HRBEN0083 from your User Menu or Favorites menu; or Click Human Resources Personnel Management Benefits Info System Reports Participation

Changes in General Benefits Information.

Use this report to view changes to a benefits plan infotype record on a specific date or period. The following changes may be viewed:

New enrollmentTerminationsEmployee elections for a plan

NOTE: This report can be exported to a Microsoft Excel spreadsheet.





Questions?

benefits administration - broward county public schools · module in sap. benefits administration...

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