HCM 8.

9 Business Process Guide Ben Admin Processing Guide

Last Revised: DRAFT

06/10/08

HCM 8.9 Benefits Administration Processing Guide Business Process Guide

DRAFT

REVISION CONTROL
Document Title: Author: File Reference:
HCM 8.9 Business Process Guide: Ben Admin Processing Guide Tammy Hines (CMS), Maria Sandoval (CMS) 107159381.doc

Date
03/09/07 02/12/08 06/10/08

By
Tammy Hines Maria Sandoval, Maria Sandoval

Action
Draft of New Document Review and modify draft Final Draft

Pages
All All All

Review/Approval History
Date By Action Pages

Last Revised: 06/10/08

HCM 8.9 Benefits Administration Processing Guide Business Process Guide

DRAFT

Table of Contents
Page Introduction.................................................................................................................................................1 Business Process Workflow Diagram..........................................................................................................2 Process Prerequisites/Assumptions.............................................................................................................2 1.0 Fields used by Ben Admin - Ben Admin Triggers...................................................................................3 2.0 Ben Admin Triggers - Personal Information.............................................................................................5 2.1 Personal Information ...................................................................................................................5 3.0 Ben Admin Triggers - Job......................................................................................................................6 3.1 Job Information............................................................................................................................6 4.0 Ben Admin Triggers - CSU Job..............................................................................................................8 4.1 CSU Job.......................................................................................................................................8 5.0 Ben Admin Triggers – Benefit Program Participation..............................................................................9 5.1 Benefit Program Participation.......................................................................................................9 6.0 Processing Overview............................................................................................................................10 7.0 Reviewing BAS Activity ........................................................................................................................10 7.1 BAS Activity................................................................................................................................11 8.0 Batch Processing..................................................................................................................................12 9.0 Ben Admin Daily Tasks.........................................................................................................................13 10.0 Event Maintenance ............................................................................................................................17 10.1 Using the CSU Benefit Summary..............................................................................................17 10.2 Using the Processing Controls Update Pages .........................................................................20 10.3 Event Coordination ..................................................................................................................21 10.4 Voiding Disconnected Events ..................................................................................................22 10.5 Reprocessing ..........................................................................................................................23 11.0 Transactional/ Processing Impacts.....................................................................................................27 11.1 Use of Correction Mode............................................................................................................27 11.2 Impact of Entering Retroactive Transactions ............................................................................27 12.0 Manual Events Using BAS_ACTIVITY................................................................................................27 13.0 Troubleshooting .................................................................................................................................28

Last Revised: 06/10/08

This is due to the fact that Ben Admin will process events and write the results to the Base Benefits tables. All data keyed into Personal and Job data. SCO Interface process. NOTE: Once a campus has implemented Benefits Administration. If the Base Benefits tables are updated manually. Benefits Administration allows you to manage your benefit enrollment activity through automated processes. SSN and date of birth. CMS only recommends that a campus allow the Base Benefits tables to be updated manually for enrollments prior to the Ben Admin Start Date. access to update the Base Benefits tables manually should be restricted or eliminated. Ben Admin processing tables stores information related to the event processed.validate and load the elections to Base Benefits. When data is saved. once saved.HCM 8. There are four basic phases in the Benefits Administration process: • • • Prepare Schedule . Any omission of this data will impact the timely enrollment of the employee into their benefits.determine benefit program eligibility Prepare Options . Last Revised: 06/10/08 Page 1 of 29 . In addition. i. data must be entered accurately the first time.prepare enrollment options • Validate and finalize . is used to determine benefits eligibility. this will cause the Ben Admin processing tables to be out-of-sync and may create issues with other integrated processes that rely on this information. all fields should be entered. As stated in the Ben Admin Implementation Guide.determine the population. including current local address.e. Therefore. This guide is designed for staff in central Human Resources (HR) and Academic Personnel offices that enter job data information into the Oracle/PeopleSoft application for HR. It will review key processing fields used to determine eligibility. If a campus has a need to update this Base Benefits tables manually they should LOG A HELP DESK TICKET and report the issue to CMS. Assign Program .9 Benefits Administration Processing Guide Business Process Guide DRAFT Introduction The Ben Admin Processing Guide provides an overview of the Benefits Administration processing rules. a BAS_ACTIVITY row is created which will be used in the automated benefits process. As of the effective date of a new hire in the system.

calstate.HCM 8.9 Benefits Administration Processing Guide Business Process Guide DRAFT Business Process Workflow Diagram Benefits Administration Overview: Benefits Administration Overview Process Events CSU PreProcessing Schedule CSU BAS Job Assign Program Prepare Options Election Entry Validate & Finalized Finalize Enrolled CSU Printing A Process Events Ben Admin Conversion On Demand Event Processing Ben Admin COBOL Snap Shot Processing CSUBAS Job ξ CSUBAS01. Last Revised: 06/10/08 Page 2 of 29 .SQR ξ CSUBAS01.SAR Process Events ξ Event Status Update ξ Review BAS Activity ξ Update Processing Controls ξ Run Automated Event Processing Run ACES Interface CSU Medical Form Health Benefits Print CSU Batch Medical Form Vis io n O Disability Benefits CSU SCO Dental Form Print CSU Batch Dental Form Ben Admin Nightly Job Run SCO Interface Process nl y Life AD/D Benefits CSU Flex Cash Form CSU PERS Dental Form Savings Plans CSU SCO Interface Inquiry CSU SCO FERP Vision Deduction CSU TSA Form USA FSA Benefits Benefits Administration Visio located on CMS Website: http://cms.SQR ξ PSBARUN ξ CSUBAS02.edu/04_Applications/04C_HumanResources/HCM89_HR/CMS_04B_HR89_01C_Ben Admin.SQR ξ BAS003.SQR ξ BAS027.SQR ξ PSBARUN ξ BAS003.SQR ξ CSUBAS06.SQR ξ BAS008.asp Process Prerequisites/Assumptions Prerequisite/Assumption Ben Admin has been implemented Detail Ben Admin is turned on the Installation Table and the Ben Admin Start date has been set.

Elig Config 1 is updated to a “Y” (Yes) or “N” (No). Each Action/Reason indicates what type of action Ben Admin should take. a position must be used. Any date is okay to enter but note the date as you process benefits and identify your expected results. the system will look at FTE to determine if the minimum FTE requirement has been met. Used to determine Benefit eligibility.Ben Admin Triggers Many of the fields listed below affect eligibility or Ben Admin processing. This field should not be overridden. For employees with one active job.9 Benefits Administration Processing Guide Business Process Guide DRAFT 1. the system will combine the FTE’s for all benefits-eligible jobs and determine if the minimum FTE requirement is met. The Postal Code and State information is used to determine eligibility based on geographic location.HCM 8.0 Fields used by Ben Admin . Any date is okay to enter but note the date as you process benefits and identify your expected results. Used to determine types of benefits available and program eligibility. Gender Birth Date Postal Code State Job Effective Date Action/ Action Reason Expected End Date Position Job Code Union Code FTE Last Revised: 06/10/08 Page 3 of 29 . Gender Birth date is used to determine age limit processing. Record Personal Data Field Effective Date Description of Use Many of the Event Rules are running off of the date entered. It auto populates when a position is entered. The Postal Code and State information is used to determine eligibility based on geographic location. Used to determine Benefit Program eligibility. Some of these fields may trigger an update to BAS Activity after they are saved. It is required for proper assignment of the Benefit Program. In order for an employee to have an Enrollment Worksheet generated. Many of the Event Rules are running off of the date entered. This field is used to determine if a temporary employee meets the eligibility criteria for duration. For employees with more than one active job. Action/Reason values translate to Benefits actions.

This field will be set to a Y if the employee meets the duration requirement. FERP and Rehired Annuitant are the only employee classes that are used in the eligibility rules. Employee Type CSU Job Empl Class AY Duration of Appointment Benefit Program Participation Benefit Record Number Benefits System Elig Config 1 Elig Config 2 Benefit Program Last Revised: 06/10/08 Page 4 of 29 . This is the employee’s job code. The Pay group value of “ACD” is used to identify these employees who use the Academic Year Pay Calendar. but don’t get paid until September. will have a benefits effective date of October 1. This value should initially be set to “NOB”. It drives benefits for AY employees who have a start date prior to a pay period. This field is populated on the Save.9 Benefits Administration Processing Guide Business Process Guide DRAFT Record Field Pay Group Description of Use Used to determine program eligibility. This field is automatically populated on the Save This value will default to Benefits Administration. For example. Elig Config 1 is updated to a “Y” (Yes) or “N” (No). faculty who have a start date in August. All Benefits Eligible jobs should be assigned a Benefit Record Number of 0.HCM 8. It will be populated with the appropriate benefit program after the Ben Admin process runs. (Default is set to “NOB” in Pay group). Used to determine eligibility to Benefit Programs and what types of benefits are available. This field is automatically populated after the custom Ben Admin process is run. otherwise it will be set to N. This is one of the factors used in looking at multiple jobs to determine which job is primary. This value is used to determine if a temporary employee meets the eligibility criteria for duration. Non-eligible jobs should have a Benefit Record Number of 1.

which are used by Ben Admin.9 Benefits Administration Processing Guide Business Process Guide DRAFT 2. Gender 4. The State information is used to determine eligibility based on geographic location. Birth Date 2. It is required for proper assignment of the Benefit Program. Note the date as you process benefits and identify your expected results. 2.0 Ben Admin Triggers . This filed is used to determine age limit processing. State 6. Many of the Event Rules are running off of the date entered. Postal Code is used to determine eligibility based on geographic location.HCM 8. Last Revised: 06/10/08 Page 5 of 29 .Personal Information Displayed below are screen shots of the Personal Information fields. SSN SSN 3. Gender Postal Code 5.1 Personal Information Workforce Administration > Personal Information > Biographical > Modify a Person Screen Shot Navigation: Processing Steps Effective Date 1.

In order for an employee to have an Enrollment Worksheet generated. Expected End Date 3. Job Code 5.HCM 8. Note the date as you process benefits and identify your expected results. Each Action/Reason indicates what type of action Ben Admin should take. Action/Action Reason Action/Reason values translate to Benefits actions. Action Reasons mapped to the HIR event may automatically process and enroll an employee in Vision. based on eligibility. This field is used to determine eligibility. a position must be used. Position 4. This value is stored in Elig Config 2.). 2. 3. Last Revised: 06/10/08 Page 6 of 29 .1 Job Information Workforce Administration > Job Information > Job Data Screen Shot Navigation: Processing Steps Effective Date = Benefits Event Date 1.0 Ben Admin Triggers . Many of the Event Rules use the date entered. Elig Config 1 is updated to a “Y” (Yes) or “N” (No).9 Benefits Administration Processing Guide Business Process Guide DRAFT 3.Job Displayed below are screen shots of the Job fields. This date determines the Benefits Event Date. Life AD&D or LTD benefits. This field is used to determine if a temporary employee meets the eligibility criteria for duration. which are used by Ben Admin to determine eligibility.

FTE used to determine Benefit eligibility. the system will combine the FTEs for all benefits-eligible jobs and determine if the minimum FTE requirement is met.9 Benefits Administration Processing Guide Business Process Guide DRAFT Empl Class 6. the system will look at FTE to determine if the minimum FTE requirement has been met. It drives benefits for AY employees. This field should not be overridden. It auto populates when a position is entered. Employee Type is one of the factors used in looking at multiple jobs to determine which job is primary. For employees with more than one active job. This field is used to determine eligibility. For employees with one active job. Union Code 8. Pay Group used to determine program eligibility. Empl Class used to determine eligibility to Benefit Programs and what types of benefits are available. Last Revised: 06/10/08 Page 7 of 29 . Employee Type 9.HCM 8. Pay Group 10. FERP and Rehired Annuitant are the only employee classes that are used in the eligibility rules. FTE 7.

Last Revised: 06/10/08 Page 8 of 29 .0 Ben Admin Triggers . Elig Config 1 is updated to a “Y” (Yes) or “N” (No).CSU Job Displayed below is a screen shot of the custom CSU Job page.9 Benefits Administration Processing Guide Business Process Guide DRAFT 4.HCM 8. 4. the field which is a Ben Admin trigger is indicated.1 CSU Job Workforce Administration > CSU Job Screen Shot Navigation: Processing Steps Duration of Appointment This value is used to determine if a temporary employee meets the eligibility criteria for duration.

This value will default to Benefits Administration. Benefit Program 6.1 Benefit Program Participation Workforce Administration > Benefit Program Participation Screen Shot Navigation: Processing Steps Benefit Record Number.0 Ben Admin Triggers – Benefit Program Participation Displayed below are screen shots of the Benefit Program fields used by Ben Admin. This value should initially be set to “NOB”. All Benefits Eligible jobs should be assigned a Benefit Record Number of 0. This field is automatically populated after the custom Ben Admin process is run.9 Benefits Administration Processing Guide Business Process Guide DRAFT 5. It is updated as appropriate when the Ben Admin process runs. It will be populated with the appropriate benefit program after the Ben Admin Last Revised: 06/10/08 Page 9 of 29 . This date is used to determine when the employee is eligible for a particular benefit program. This is the employee’s job code.HCM 8. Eligibility Config 2 4. This field will be set to a Y if the employee meets the duration requirement. Eligibility Config 1 3. This date must match the date on job if the Action is Hire. otherwise it will be set to N. (Default is set to “NOB” in Pay group). 1. 5. Benefit Program Effective Date 5. This field is populated on the Save. This field is automatically populated on the Save Benefit System 2. Noneligible jobs should have a Benefit Record Number of 1.

For example. There are five basic phases in the Benefits Administration process: determine the population. prepare enrollment options. validate and load the elections to Base Benefits and create enrollment worksheets to be sent to eligible employees.0 Processing Overview Benefits Administration manages benefit enrollment activity through automated processes. It focuses on the automated processes that run nightly. The BAS Activity page displays the unprocessed events that will be processed by Benefits Administration. Each phase will require analysis and intervention to move events through the process until finalized. •LVE: These actions are assigned to unpaid leave of absence and disability leave actions. This guide is designed for staff in central benefits offices. The Ben Admin COBOL process will run nightly and can be run as needed during the day review and analyze the results of the nightly batch process. The typical business process will include the following steps: 1. Data entered or changed in Personal and Job data fields will create benefit activities to be processed by the Ben Admin COBOL process.9 Benefits Administration Processing Guide Business Process Guide DRAFT Processing Steps process runs. The values relate to the type of benefit activity the action should cause. 4. 2. the benefits office may need to do additional benefits analysis outside the system. 3. automatic enrollment in Life AD & D. this would include changes to duration. These benefit events will most likely cause no change to benefit options and/or eligibility. Screen Shot 6. •ACT: These actions are typically transactions that may have affected benefits. •TER: These actions will create termination benefit actions. This review will include resolution of processing errors and coordinating events that are flagged by the process as needing review. The Benefits Administration System (BAS) Activity table can be reviewed prior to the process running to anticipate the expected outcome. Typically benefits in PeopleSoft will not be affected unless eligibility changes. those processes that must be handled manually. TSA elections. The event class is displayed in BAS Activity. and the management of the results produced. However. LTD and vision). Last Revised: 06/10/08 Page 10 of 29 . Before running the Benefits Administration process. Action reasons reflected in job are classified for benefits purposes by associating an Event Class to each action reason. •MSC: These actions are typically miscellaneous transactions that do not typically affect benefits. 5. Flexible Spending Accounts and Family Status Changes that affect benefits. All enrollments will be terminated due to loss of eligibility if eligibility and employment has ended.HCM 8.0 Reviewing BAS Activity When data is keyed into Personal and Job Data the action is written to the BAS activity table. Enrollment Worksheets can be created as required and sent to employees. •HIR: These actions will create hire benefit actions. 7. determine benefit program eligibility. use the BAS Activity page to: • − Review the unprocessed activities that have been triggered for employees. (Modified for CSU business needs. or union code. time base. Benefits Office staff will process manual events as needed which include health and dental enrollments.

Event Effseq: If there are multiple events on the same day.HCM 8. If 4. Use the BAS Activity page to insert manual events to be processed through On Demand processing as described later in this document.calstate.asp 7. For example. Noneligible jobs should have a Benefit Record Number of 1. 7. Last Revised: 06/10/08 Page 11 of 29 . Name: The name of the employee you are adding a manual event for. 1. 5. Empl Rcd #: The Employment Record Number from Job is displayed. In the example above. an effective sequence must be used. All Benefits Eligible jobs should be assigned a Benefit Record Number of 0. This field is automatically populated on the Save EmplID 2. Action Source: This will default to Manual whenever you key a manual event. It may become useful to delete certain transactions prior to processing.1 BAS Activity Benefits > Manage Automated Enrollment > Events > Review BAS Activity Screen Shot • Navigation: Processing Steps Benefit Record Number. Event Date: The Event Date is the effective date of event. 6. The ID of the employee you are adding a manual event for. indicating that changes on one or more job records have caused an update to occur. The Business Process guide for reviewing BAS Activity is located on the CMS Website at: http://cms. you also see sources of JobChg and MultJobChg. if a person’s hire date is corrected on the same day it is entered the incorrect transaction can be deleted to avoid a disconnected event.9 Benefits Administration Processing Guide Business Process Guide DRAFT • Insert manual events for Event Maintenance processing that can be picked up during the nightly process. Name 3. Delete unprocessed activities—a capability used on a very exceptional basis.edu/T2hr89bp.

Checks primary job settings and makes changes as necessary. COBRA Action: This field is not used. BAS Action: This is the Benefits Administration System action – mapped to Job action/reasons. the default of 0 can remain. 10. 4. 5. terminations and time base changes the batch process should be used. jobrelated information changes (such as Time Base change) and the act of being hired and terminated. When entering health enrollments. This includes family status changes (such as divorce). the BAS action of HBE must be used.9 Benefits Administration Processing Guide Business Process Guide DRAFT Processing Steps there is only one event. The batch process can be run on demand or scheduled to run each night. and data appearing in the example above was for testing purposes only. 2. Set Elig Config 1 field on Job for everyone in the BAS_ACTIVITY table. Benefit record 0 pertains to all jobs that are potentially benefits eligible. Benefit Record 1 is used for all excluded job classifications. When the process runs it identifies open participant events that have occurred since the last run of the process that may (or may not) change the eligibility of the participant. Last Revised: 06/10/08 Page 12 of 29 . eligibility. For hires. 8. Depending on the type of event. Suppress Forms: This field is not used. Elig Config 1 field is used to determine whether an employee has met duration requirements for eligibility. 3. Ben Admin COBOL process runs – this determines population. only certain benefits can be updated/added.0 Batch Processing The Benefits Administration process is used to perform Event maintenance to process changes in employee events that affect eligibility. employees must be finalized. Sets the Benefit Record Number on Job to the appropriate value. prepares enrollment options and validates/loads the elections to Base Benefits. Updates the finalize flag for employees as necessary – in order to process the automated benefits and create the file for transmission to the SCO. 6. hiring of employees and terminations. 9.HCM 8. The CSU does not administer COBRA at the campus level. Screen Shot 8. Update run control for event maintenance to reset for next run. The batch process will perform the following steps: 1.

0 Ben Admin Daily Tasks Daily processing tasks include reviewing processing results.9 Benefits Administration Processing Guide Business Process Guide DRAFT 9. The schedule summary is a collective summary of any activity processed under the schedule ID.HCM 8. Navigation: Benefits>Manage Automated Enrollment>Review Processing Results>Schedule Summary Last Revised: 06/10/08 Page 13 of 29 . The values will increment over time. performing event maintenance and processing manual benefit events such as health and dental enrollments. Review Processing Results View Schedule Summary Review the schedule summary for an overview of process status and open events.

It will continue on in the process.HCM 8. Use these messages to locate the source of the error(s) and correct them before rerunning the process. if you see an event at the AS process status after Event Maintenance Runs. it means that there are employees being processed who have more than one event Next Processing Steps Event will continue on in the process through the prepare options step. Navigation: Benefits>Manage Automated Enrollment>Review Processing Results>Processing Messages Understanding process status values As Ben Admin runs various process statuses are assigned. A complete description of the error message along with tips on where to fix the error is included in the BA troubleshooting guide. the system refreshes the set of error messages associated with that schedule ID.Program Eligibility Assigned Description Participant event is assigned to a benefit program. Employees who still have errors from previous runs will be reviewed and flagged as errors. the system will use eligibility rules to assign the employee to a benefit program. After the events are assigned to a schedule and the open event is identified. These messages are also listed on the BAS003 report. Events will receive a different process status depending on the system evaluation results.9 Benefits Administration Processing Guide Business Process Guide DRAFT Check Messages for Schedule Each time the process for a specific schedule ID runs. Program Assignment Process Status AS . In addition any errors associated with the schedule will be listed. Typically an event will move through Program Assignment. which is part of the batch job. – Process Successful Troubleshooting Steps Typically an event will not stay in an AS status. However. Here is a description of the status’s that can be assigned and the steps to enable the event to continue through the process and be finalized. The outcome will depend on the associated participant's eligibility for benefit options. and continue through prepare options and be finalized. Last Revised: 06/10/08 Page 14 of 29 .

Troubleshooting Steps Event requires Election Entry or finalization. The system cannot process the participant event through the next stage (Option Preparation) until you correct the errors. Run the Eligible Participants report to evaluate employees who are eligible but not being assigned to a program. You should not see events in a status of AN. You'll most likely need to make corrections to participant personal. Next Processing Steps AE .Program Eligibility Assigned None Participant event is not assigned to a benefit program.Program Eligibility Assigned Error Participant event is assigned to multiple programs. employment or job information or to program eligibility information. Prepare Options Process Status PR . Enrollment processing will stop until elections are entered. Each time you run Benefits Administration. the system will reevaluate events with an AE designation and (try to) move them along in the process.Enrolled) When processing manual events this status will be viewed in On Demand. If elections exist in Base Benefits the system will assign them to a prepared status for action on the elections. Last Revised: 06/10/08 Page 15 of 29 . and current elections have been identified for default processing. The system will bring the event to a process status of FE (Finalized .9 Benefits Administration Processing Guide Business Process Guide DRAFT Program Assignment Process Status Description Troubleshooting Steps assigned to them. The event will stay in AS status until the open event has completed. Check Benefit Record number assignment and evaluate job data for cross bargaining unit instances.HCM 8. If the employee is qualified for more than one program EmplID override is necessary. Employee is eligible for more than one Benefit Program. AN . Next Processing Steps The batch process that runs at night will force finalize prepared events so that automated benefits can be written to base benefits.Prepared Description The system has calculated eligible options for the participant associated with the event. All employees should fall into a program assignment. Events with an AN status will continue on through the process and end at a finalized – Assigned None (FA) status if current elections have not been made.

The online page description for this process status (on the Schedule Summary page. Next Processing Steps If the validation process finds no errors with the elections. FP . Prepared none should indicate no change in benefits. and the system will update the process status to FE (Finalized . if there are errors with the elections. the system will reevaluate events with a PE designation and (attempt to) move them along in the Benefits Administration process. Each time you run Benefits Administration. for example) is Prepare None. The online page description for this process status (on the Schedule Summary page. event rules will be consulted to determine whether current elections or defaults should be loaded.Finalized .Finalized Prepared None System has assigned participant event to a benefit program. the elections will be posted to the appropriate benefit and payroll tables.Benefit Program None Description Participant event has no program assignment and no current elections. No further action required. Entering Elections Process Status ET – Entered Description A benefits administrator has entered the participant's new elections into the system and they are ready for validation by the Benefits Administration process. PE . Last Revised: 06/10/08 Page 16 of 29 . The system will set the process status to EE (Elections Error). PeopleBooks suggests running the eligibility reports to determine eligibility issues for this status. Program eligibility should be reviewed.Prepare Error To correct. you should make corrections to the personal/employment/job information of the associated participant or to plan and option eligibility information. for example) is Program None.Enrolled). but the associated participant is ineligible to elect any new options. Troubleshooting Steps Event needs finalization. On the other hand. Next Processing Steps There is no further processing for this event.HCM 8. Event did not change eligibility. No further processing will occur for this participant event. The system has encountered an error during option preparation for the participant associated with the event. Troubleshooting Steps Benefit Program assignment should occur for all employees.9 Benefits Administration Processing Guide Business Process Guide DRAFT Prepare Options Process Status FA . Events are given a PE process status during option eligibility determination or calculation of credits. if any of the employee's choices are invalid.

you can arrange to "force finalize" this participant event (or the entire set of participant events in the Benefits Administration Open Enrollment schedule) to finalize it with errors. the system will automatically start processing the stopped event again. when an event is retroactively entered into the system that has an earlier event date than an event currently in process.Election Error Description System encountered an error in processing the elections for the participant associated with the event.9 Benefits Administration Processing Guide Business Process Guide DRAFT Entering Elections Process Status EE . Some coordination will occur automatically through the Benefits Administration process. Alternatively. No elections are posted to the Base Benefits tables. the system will stop processing the event and change its Event Status from Open to Closed. The previous process status was either ET (entered) or EE (election error).HCM 8. When the Benefits Administration process runs again it will try to carry the event's process status forward to FE (Finalized Enrolled). or rate recalculations. Next Processing Steps No further processing will occur for this participant event. For example. Additionally. Assign Error. Errors are posted to the Message table and are identified by participant and event. However. other coordination will require analysis and manual manipulation of the event. or Prepare Error) and one or more of the eligibility flags are set. It will then open the “new” retroactively entered event and begin processing it. eligibility. Benefits Administration will automatically stage some events for reprocessing if the event has been flagged. If a dependent/beneficiary or investment choice is in error. The event will be flagged as Out of Sequence and you will need to use the Event Status page to queue those events for reprocessing. Troubleshooting Steps You will need to correct the errors by reentering employee elections. Last Revised: 06/10/08 Page 17 of 29 . The data is captured through a custom page and displayed.1 Using the CSU Benefit Summary The CSU Benefits summary page collects JOB and Benefits information on one set of pages so everything can be viewed together from one source. Assign None. This replaces looking at the information on each base record and each job record one at a time. the system will load the employee's option choice but will not load the dependent/beneficiary or investment choice. then the event will get set back to Assign Program before any further processing on this event occurs. (See reprocessing in the next section) 10. The exception occurs when the “new” event requires that an event in process have assignment. Once that event has finished processing. 10. The system will load the default value(s) for the associated participant's erroneous benefit option election(s). If an event has not yet reached Prepared (process status equal to Assigned.0 Event Maintenance Event maintenance is the process of coordinating multiple events for employees and reprocessing flagged events.

calstate.HCM 8. The Review Employee Benefits-CSU Benefits Summary Business Process Guide provides instructions for the user to review employee and benefits information through the custom CSU Benefits Summary page.edu/T2hr89bp. The current benefit enrollments are highlighted in blue for easy reference. Navigation: Home > Benefits> Review Employee Summary >CSU Benefits Summary Last Revised: 06/10/08 Page 18 of 29 .asp.9 Benefits Administration Processing Guide Business Process Guide DRAFT Use the CSU Benefit Summary Inquiry Page to review employee benefits. The page will list the benefits the employee is currently enrolled in and future benefit enrollments. The Business Process guide for reviewing the CSU Benefits Summary pages is located on the CMS Website at: http://cms. This is the starting point to review the event maintenance issues that were reported on the nightly Ben Admin reports.

select view all. Last Revised: 06/10/08 Page 19 of 29 .9 Benefits Administration Processing Guide Business Process Guide DRAFT To view all benefits for the employee.HCM 8.

Last Revised: 06/10/08 Page 20 of 29 .HCM 8. For example.9 Benefits Administration Processing Guide Business Process Guide DRAFT Employee Summary The employee summary gives a recap of job data key fields that are used to determine benefits eligibility. select the set of participant events that belong to a particular schedule or benefit program. Also search for specific values. The system displays the results page to review the process status information of the participant event records that match your search criteria. for example employees assigned to EE (election error).2 Using the Processing Controls Update Pages Use the Processing Controls Update component to locate and review the event processing status of individual participant events. 10. The Processing Controls Update pages can be used to search for participant event records based on a variety of criteria.

union. the system temporarily closes the current event and opens the new event for processing. This event will report on the flagged participant report. The system always tries to process events in a logical sequence. In the meantime. The system may flag a participant event for reprocessing if the event was processed out of sequence or if the address. and address information. the system creates events for changes to employee job. the system reopens the interrupted event. the system will continue to recognize new events as they are triggered. Events are dynamically opened and closed for processing based on event date and event priority. but it can have several events scheduled for later processing. A retroactive row is inserted. Out of Sequence This flag is set if one or more of the following scenarios occurs: • New event date is less than the existing event date. the system continues to recognize new events as they are triggered. If you run Event Maintenance. • New event date is equal to the existing event date but the priority is higher. Closed or Void. The employee’s Event Status value changes from Open to Closed. or job eligibility associated with the event was changed. It also takes note of unprocessed events that were manually inserted through the Ben Admin Activity page. While an employee’s current event is in process. Benefits Administration uses an event status of Open. To manage the schedule.9 Benefits Administration Processing Guide Business Process Guide DRAFT Navigation: Benefits>Manage Automated Enrollment>Events>Update Processing Controls 10. The Last Revised: 06/10/08 Page 21 of 29 . When the new event finalizes and changes to a closed status. labor code.3 Event Coordination Benefits Administration can only actively process one event per employee at a time.HCM 8. The first event's Event Status value is changed from Open to Closed and is flagged as Out of Sequence. If a new event has an earlier date than the current event. The management of multiple events for a participant is referred to as event coordination. While a participant event is in process. usually this means that the system tries to process events in the order that they occur. If a retroactive event is created and an event is currently in process the system closes the event in process and opens the new event for processing. it will continue to process the first event through election validation and finalization. These events need to be coordinated and reprocessed to ensure the Benefits tables correctly reflect their eligible benefits. If the Event Date of a new event is later than the Event Date of the event in progress. the system will simply schedule and assign the second event to a benefit program and close it with a process status of AS (assigned). Events must have Open status to be processed.

Two Bas Activity rows are created: one for the soon-to-be-disconnected June 1. then the employee has already made their benefit elections. if an event is disconnected after it is finalized. you may want to void the event through reprocessing. Void will be the only Process Indicator value the system will allow you to choose). you may have to take action to reverse the enrollment changes it has made to a participant record. Disconnected This flag indicates that the Job. once a participant event becomes disconnected. Voiding a disconnected event involves bringing up the record of the finalized. except to be voided. When the system flags a participant event as being disconnected.9 Benefits Administration Processing Guide Business Process Guide DRAFT Event out of Sequence flag indicates that the eligibility information for this event may have changed and therefore the event might need to be reprocessed. Last Revised: 06/10/08 Page 22 of 29 . 2008 row. Generally. However. and one for the about-to-be-created June 5. or one or more of the eligibility records does not exist. 10. the correction of that mistake will most likely cause the system to create new BAS_ACTIVITY records and possibly a new participant event. or Job Labor record that created this event has been deleted. For example. as these elections will be lost once the void is complete. selecting a Process Indicator value of Void (if you are working with a disconnected event. and when one or more HR records needed for eligibility processing do not exist. it will no longer be picked up by the system. Personal Data.HCM 8. and the new June 5. the system backs out elections associated with the event. and reprocessing the event. 2008 row. Once an event is disconnected. There are two ways a participant event can become disconnected: when the changed HR record that previously triggered the event is deleted. it can no longer be processed by the system. when a disconnected event is identified verify that the disconnection did not occur due to a data entry error in the HR data associated with the event. deleted or another record inserted that may affect the outcome of event that has been flagged.2008 row will be disconnected. The disconnection needs to be analyzed to determine what impact it might have on the benefit processing of the employee associated with the event. it means that information that the system uses to track and/or process the event was deleted at some point after the event was triggered. Example: The effective date on an employee's HIR job row is changed from June 1. 2008 to June 5. 2008 row will be set to open and prepared. To do this. Address eligibility change This flag indicates if the STATE and POSTAL fields in Personal Data have been changed. and the event's process status to RE (reentered).Controls page or Event Status Update page. A common example of a disconnected event is a correction to the effective date.4 Voiding Disconnected Events Under most circumstances. if the disconnection takes place because HR data was inadvertently deleted. When you do this. Any disconnected events in FE status need to be voided so that the elections posted by that event will be rolled back. For any disconnected event review the impact of the event's disconnection as well as the impact of the correction of the event disconnection. you'll void the disconnected event to back out any election information entered by the event. Be sure to write down the employee's benefit choices before voiding the event. 2008. The action taken when an event has been disconnected is dependent upon how far the event has gone in the Benefits Administration cycle. The original June 1. sets the event's Event Status to Void. If a participant event is disconnected after it has been finalized (also because eligibility information related to the event was lost). If the original (now disconnected) event is in a Finalized-Enrolled (FE) status. disconnected event on the Processing Controls Update .

The system moves the event through the process again. If the data changed on the inserted event does not impact the eligibility of the event. the system backs out all the election information you entered for the event. then the event will need to be opened up and set back for reprocessing after the Time Base Change has completed. you may want to reprocess an event when it is processed out of order or when eligibility information related to the event has been changed. been deleted. Listed below you will find steps to reprocess the following events: • A job reclassification changing employees benefits eligibility. You might also need to reprocess the event when a family status change occurs. • A family status change such as marriage. Option eligibility. and pre-entry values are rechecked. If the data changed will impact the employee's benefits eligibility. deleted. Multi-Activity Indicator This flag shows those records for which there was more than one BAS Activity with the same Benefit Record. You can reprocess the employee’s event to any previous stage of the Benefits Administration cycle. it consolidated these two events into a single event. If an event is reprocessed back to AS process status. divorce or dependent turns over age 23. and Event Class.5 Reprocessing Reprocessing can be necessary in a number of instances. credits. Event Date. birth. then nothing needs to be done to the impacted event except to turn off the Job Eligibility Changed Flag. costs. where it will await the printing of enrollment forms and data entry of employee elections. For example. or another Primary Job record has been inserted that may affect the outcome of the event that has been flagged. defaults. Analyze the situation carefully before you reprocess: for example. 10.HCM 8. if you have an ET (Entered) event and you reprocess it to an AS (Assigned) status. Example: Job Reclassification occurs changing employees benefits eligibility. Multi-Job Indicator Changed This flag is set when an employee's primary job record has been changed. such as lowered time base. the system then attempts to process the event all the way to the Prepared (PR) process status. or another record has been inserted whose effective date is between the event date and the Job effective date. When Ben Admin runs. Steps to reprocess an open enrollment event back to Assigned: Last Revised: 06/10/08 Page 23 of 29 .9 Benefits Administration Processing Guide Business Process Guide DRAFT Job eligibility change This flag indicates that the Job record that provided the job eligibility parameters for the event's eligibility processing has either changed.

When a participant event is reprocessed. Benefits Administration gives you the capability to reprocess an event to any stage of the Benefits Administration cycle. the system backs out all of the election information you entered for it. When you reprocess an event. disregards all of the options it had prepared for the event. During this time. and then it runs the event through the process again. For example. For example.Controls page or the Event Status Update page essentially returning the event to the exact state it was in when it was last at the specified process status. if you have an event at the PR (prepared) process status. the system will first back the event out to the AS status and then attempt to process the event all the way down through the process status flow.HCM 8. you can arrange to reprocess it back to the AS (assigned) process status. defaults. and pre-entry values will be rechecked. Reprocess the event through on-demand and re-enter the benefits elections: 3). but you can't reprocess it to an ET (elections entered) process status.9 Benefits Administration Processing Guide Business Process Guide DRAFT 1). you can't reprocess an event to a future process state. Last Revised: 06/10/08 Page 24 of 29 . the system takes the event back to the state you've indicated. the system backs the event out to the stage indicated on either the process status Update . Select the Validate/Finalize button. option eligibility. 2). So if an event at ET (elections entered) status and you reprocess it to an AS (assigned) status. Change the Event Status to “Assigned” and “Open” and save. In short. if you tell the system to reprocess an event back to the AS process status. The system will attempt to move the event as far along the process status flow as it can. as long as the stage you want to reprocess it to precedes the stage the event is currently at. and takes the event back to the stage it was in when it was simply scheduled and assigned to a benefit program.

Elect Optn (elect options) Normal Prc (normal processing) Prep Optn (Prepare Options) Re-Enter Last Revised: 06/10/08 Page 25 of 29 . The system will attempt to reprocess participants to a PR (prepared) Process Status. Schedule assignment will not be reviewed. Schedule assignment and program assignment will not be reviewed. You'll use this Process Indicator value to correct election errors for finalized events with enrollment information that has been loaded to benefit tables. Elections for participant events will be rolled back (deleted) from the Base Benefit enrollment tables. The events allow you to enter values for process indicator and event status.HCM 8. Schedule assignment. Program eligibility will be rechecked. Elections will not be retained (in BAS_PARTIC tables) for the participant events. and pre-entry information. The system will attempt to reprocess participants to a PR (prepared) Process Status. The table below lists the processing completed by the system in response to your reprocess request in the Process Indicator field. Schedule assignment. Benefits Administration will use your entries to reprocess the participant's event. program assignment and option eligibility will not be reviewed.9 Benefits Administration Processing Guide Business Process Guide DRAFT When you tell the system to reprocess events that have already been finalized and loaded the system will bring the event to an interim process status called RE (reenter). The system will roll back elections back from Base Benefit enrollment tables. The system will roll back elections from Base Benefit enrollment tables. resetting the final Process Status to FE (Finalized . The system will recalculate option eligibility. When you post election changes to the Data Entry component. if there are no errors.Entered). defaults and pre-entry will be recalculated. defaults. It will revalidate elections for this event and load them. Event Status must be equal to Open. The system will leave the event at a Process Status of RE (Reenter). Option eligibility. Event Status must be equal to Open. You control reprocessing for selected participants by your entries on the participant event control fields. Process Indicator Assign Pgm (assign benefit program) Processing Event Status must be equal to Open. It will retain your elections for this event in the BAS_PARTIC table. the system will update the Process Status to ET (entered). program assignment and option eligibility will not be reviewed. Elections will not be retained (in BAS_PARTIC tables) for the participant events. back into the Base Benefit enrollment tables. You'll reenter data entry for the participant event and then the system will attempt to validate and load the elections to get the event back to the ET status. Elections for participant events will be rolled back (deleted) from the Base Benefit enrollment tables. Event Status must be set to Open. Standard processing for Benefits Administration.

When you reprocess to reassign the Open Enrollment schedule. for example. The system will attempt to process participant events to a PR (prepared) Process Status. The system will check this at the start of the run and terminate processing if this condition is not met. The system will not review schedule assignment. t Assign Benefit Program Prepare Options Last Revised: 06/10/08 Page 26 of 29 . elections will be rolled back from Base Benefit enrollment tables. Schedule assignment and program assignment will not be reviewed. the system will ignore the participant events' Process Indicator status and Event Status—all events. You might do this when you work through test runs during implementation. ET (entered). Open and Closed. Option eligibility.9 Benefits Administration Processing Guide Business Process Guide DRAFT Process Indicator Void Processing The system will update the Event Status to Void. program assignment and option eligibility. The system will attempt to process participant events to a PR (prepared) Process Status. The system will not review schedule assignment. EE (election error). will be included. Reprocess Indicator Value (Can see in On Demand) None Schedule . RE (Re-Enter) or FE (finalized-enrolled). If the event is in a Process Status of Enrolled. The system will delete all participant event data for this schedule and then recalculate it through option preparation. and will remove the event from processing. costs credits. and pre-entry information. You'll reassign the Open Enrollment schedule in situations where you want to start over with Benefits Administration processing. The system will not retain participant event election information in the BAS_PARTIC table. defaults and pre-entry will be recalculated. The system will recalculate option eligibility. costs credits. The system will retain your prior elections for this event in the BAS_PARTIC table. The system will roll back (delete) elections for participant events from the Base Benefit enrollment tables. defaults. The system will not recheck program eligibility. The system will not retain participant event election information in the BAS_PARTIC table. The system will recheck program eligibility. The system will leave the event at a Process Status of Re-Enter. The system will attempt to process participant events to a PR (prepared) Process Status. The system will roll back (delete) elections for participant events from the Base Benefit enrollment tables.HCM 8. This includes program assignment and the determination of eligible options/defaults.(reassign schedules) Processing Standard processing for Benefits Administration. No participant events on the selected Benefits Administration schedule can be in a Process Status of NT (notified).

new rows are inserted into the BAS_ACTIVITY table. there will inevitably be retroactive transactions that must be entered. The BAS Activity page is a place to maintain the BAS Activity events or start new events.1 Use of Correction Mode Using Correction mode should be limited in order to avoid excess processing by the benefits staff. 11. FSC: Family Status Change – Used to update benefit information due to a change in a qualifying Permitting Event. TSA: Tax Sheltered Annuity – Used to enroll and waive TSA enrollments. HBE: Health Benefit Enrollment – Used to enroll and waive medical coverage. When these are entered. FS1: Family Status Change – Used to update benefit information due to a change in a qualifying Permitting Event. The system will roll back elections from Base Benefit enrollment tables. All benefit options will open up with event.HCM 8. All options will open us with this event. Manual Events Classifications include: 1. When existing rows are corrected.2 Impact of Entering Retroactive Transactions Enrolling employees directly in benefits is not possible without Personal and Job data being in PeopleSoft. This will cause additional work for the benefits staff and may impact an employee’s benefits. program assignment. if there are no errors. 5. Only Manual Events can be manually entered into the BAS Activity page. 11. It will revalidate elections for this event and load them. FSA: Flexible Spending Accounts – Used to update benefit information for HCRA/DCRA enrollments. Based on campus classification review and Systemwide bargaining unit changes. and then all eligibility rules are checked again.9 Benefits Administration Processing Guide Business Process Guide DRAFT Reprocess Indicator Value (Can see in On Demand) Elect Options Processing The system will not review or reprocess schedule assignment. back into the Base Benefit enrollment tables. It is recommended that appropriate action/reasons be used to correct errant data. This option is also used to Waive coverage that has been previously elected. resetting the final Process Status to FE (finalized . Last Revised: 06/10/08 Page 27 of 29 . communication to the benefits office must take place so they can monitor the BAS_ACTIVITY table and ensure that the employee’s benefits are updated as necessary.0 Manual Events Using BAS_ACTIVITY PeopleSoft provides the BAS Activity page as a collection device for all events to be held until either the batch process runs or the events are manually processed through the On-Demand processing pages. If a correction must be made. it is recommended that formal communication to the benefits staff be developed so they are aware of the changes that are made and can monitor the BAS_ACTIVITY table. 12. 4. so data must be keyed in a timely manner. 3.entered). This option is also used to Waive coverage that has been previously elected. Options are limited to change in Coverage Code and Waive only. Retroactive hire transactions may cause additional analysis to be completed by the benefits staff and may delay an employee’s benefits becoming available for use. and option eligibility.0 Transactional/ Processing Impacts 11. This option is also used to Waive coverage that has been previously elected. 2.

may be subject to a 90 day waiting period for enrollment.HCM 8. The Ben Admin processing guides listed below are located on the CMS Website at: http://cms. review processing results and on running the various CSU reports and interfaces. and some tips and tricks on what to look for and how to handle an error situation. print enrollment statements.calstate.calstate.Employee Processing Status Report Summary − CSUBAS08 – Report on Flagged Items The Ben Admin Troubleshooting guide also contains information on the following delivered reports: • • • BAS010 – Ineligible Participants Report BAS001 – Eligible Participants Report BAS006 – Missing Elections Report The Ben Admin Troubleshooting guide is located on the CMS Website at: http://cms. The guide provides actions to take against errors or reports and details the Benefits custom reports that have been incorporated into the delivered PeopleSoft Benefits Administration process. The troubleshooting guide provides information on each of the reports to provide as assistance in resolving problems identified on these reports. information about the report. run automated event processing. Follow current procedure to calculate the date and enter the Event Date accordingly.edu/T2hr89bp. • • • • • Investigate Exceptions-Review Eligibility Results Participant Enrollment-Perform Election Entry Participant Enrollment-Print Enrollment Statement Process Events-CSU On-Demand Event Maintenance Process Events-CSU On-Demand Pre-Processing Last Revised: 06/10/08 Page 28 of 29 . review BAS Activity. process on-demand event maintenance. Ben Admin processing guides are available on the CMS website and provide steps to investigate exceptions. paperwork not submitted and/or returned in a timely manner.asp. review eligibility results.9 Benefits Administration Processing Guide Business Process Guide DRAFT Note: Based on the event classification. Ben Admin does NOT calculate this information for you. Users who review the reports will need to thoroughly review reports to make sure nothing is missed on a daily basis.0 Troubleshooting The Ben Admin Troubleshoot Guide is provided to detail actions to take and what to look for during the Benefits Administration process. The processes and reports are listed according to the different levels of processing that occur throughout the nightly batch process: • • Benefits Administration Pre-Processing − CSUBAS01 – CSU Benefits Administration Pre-Processing Benefits Administration Post-Processing − CSUBAS02 – CSU Benefits Administration Post-Processing •Eligible for Benefits but Terminated Plans •JOB Changes Prior to Ben Admin Start Date • Benefits Administration Audit Reports − BAS003 – Benefits Administration Preparation and Election Errors Report − CSUBAS27 .asp.edu/T2hr89bp. The Ben Admin Troubleshooting guide contains information on the reports that fall within the Ben Admin process. perform participant election entry. 13.

HCM 8.9 Benefits Administration Processing Guide Business Process Guide DRAFT • • • • • • • • • • • Process Events-Review BAS Activity Process Events-Run Automated Event Processing Process Events-Update Event Status Process Events-Update Processing Controls Review Employee Benefits-CSU Benefits Summary Review Processing Results-Employee Event Detail Review Processing Results-Processing Messages Run CSU ACES Interface Run CSU Benefits Transaction Report Run CSU Payroll Deduction Audit Report Run CSU SCO Interface Last Revised: 06/10/08 Page 29 of 29 .

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