TABLE

OF

CONTENTS

1 Introduction........................................................................................................................................................................2 PURPOSE...................................................................................................................................................................................2 REFERENCES..............................................................................................................................................................................2 STRUCTURE OF THE DOCUMENT....................................................................................................................................................2 2 System Overview................................................................................................................................................................3 3 Base Benefits Setups..........................................................................................................................................................4 4 Benefit Administration Setups........................................................................................................................................14 5 Benefits Pre Processor.....................................................................................................................................................36 6 Changes to EE data..........................................................................................................................................................40 6.1 Employee choosing benefits through ESS ................................................................................................................40 6.2 Hire/Rehire/Termination Transactions.....................................................................................................................51 6.3 Few Other Events to note..........................................................................................................................................65 6.4 Transactions through Core ......................................................................................................................................65 7 Reports..............................................................................................................................................................................68 8 Appendix...........................................................................................................................................................................71 APPENDIX – A GLOSSARY...................................................................................................................................................71 APPENDIX – B QUICK NAVIGATIONS.....................................................................................................................................71 APPENDIX – C TABLE REFERENCES.......................................................................................................................................71 APPENDIX – D REVIEW DETAILS..........................................................................................................................................71

Report Title PeopleSoft Benefits Documentation

Publication PeopleSoft Benefits Module

1 Introduction
Purpose Peoplesoft Benefits Documentation is an evolving document that provides information about the Benefits module implemented at Albertsons. It also facilitates as reference for those who are new to the system and for getting a quick start by providing high level understanding of the module’s functionality.

References • Reference Manuals • Wipro PeopleSoft COE documentation • Peoplesoft online library Discussions/Interactions with the Application specialist

Structure of the Document Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter 1 2 3 4 5 6 7 8 Introduction System Overview Base Benefits Setups Benefit Administration Setups Benefits Pre Processor Changes to EE data, Processes to be run Reports Appendix

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2 System Overview
This diagram illustrates the interlinkages between Base Benefits and other PS HRMS modules PeopleSoft HRMS

Core HR Modules

Base Benefits

Benefits Administration

Payroll Module

1. Employee data flows from Core HR tables to Benefits tables. Employee Benefit Program details flow from Benefits tables to Core HR 2. Deductions for availing benefits are passed on to the payroll module. These will be included while calculating employee’s pay

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3 Base Benefits Setups
This section details what are the setups required for Base Benefits module and how they all are interlinked Before we start, let’s get familiar with few frequently used table references/terminologies and their meanings

Table Vendor/Provider Rate Tables

PS Table name ps_vendor ps_age_rate_tbl

ps_flat_rate_tbl ps_salary_rate_tbl ps_svc_rate_tbl
Calculation Rules Coverage Codes Deduction Code Benefit Plan Type Benefit Plan ps_calc_rules_tbl

Definition Organization that provides or services a benefit offering. There are four types of rate tables: Age, Salary, Service, and Flat. These tables are used to calculate the cost of a benefit. Defines the rules for calculating benefit deductions, such as as-of dates for age, service, premium, and coverage calculations; rounding rules; and minimum/maximum coverage amounts. Defines who can be covered by the benefit. Eg: Only Spouse, Spouse and children, Only children Defines the rules for calculating the amount of the deduction and how payroll should process the deduction. Any benefit category, such as health, life, or savings. A specific benefit offering within a plan type. For example, Basic Dental or Enhanced Dental To define a benefit plan, identify the benefit plan type and name the benefit plan. You can link a benefit plan to many benefit programs; you don’t need to reenter the same benefit plan information, no matter how many benefit programs include the plan. Is defined through multiple components such as rate tables and calculation rules A collection of benefit plans. Differs by group of employees like hourly, salaried, and executive employees. We can defined as many programs as necessary based on the business rules.

ps_covrg_cd_tbl ps_deduction_tbl XLAT Values ps_benef_plan_tbl

Benefit Program

ps_ben_defn_pgm

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Pictorial representation of how the Benefit Plans and Employee data are linked
Employee’s Job Data (assigned to the benefit program)

Benefit Program

Benefit Plan Type

Benefit Plan

Rates defined

Calculation Rules

Only one benefit program  an Employee.

Sample Chosen : Benefit Program : 132 (PT Chicagoland 881 Clerks) Benefit Plan Type : 10 (Medical) Benefit Plan : BPOS1B Rate: UA11 (Flat Rate Type)

Benefit Program
Navigation: Setup HRMS > Product Related > Base Benefits > Program Structure > Benefit Program Table While searching for the Benefit Program, sometimes we get to see muultiple rows for a benefit program. These are tagged to different effective dates usually

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Same program can be assigned to more than one employees. Different effective dates for one benefit program: program with new effective date provides additional benefits previous effective date. compare to same program with

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Benefit Plan Table Navigation: SetUP HRMS > Product Releated> Base Benefits> Plans and Providers> Benefit Plan Table

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A specific benefit offering within a plan type. For example, Basic Dental or Enhanced Dental for a ‘Dental’ plan type

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Rate Table Navigation: Setup HRMS > Product Related > Base Benefits > Rates and Rules > Flat Rate Table o o The cost of benefits chosen is calculated based on the rates defined These are defined based upon:  Age  Salary  Service  Flat amounts

Calculation Rules table Navigation: Set Up HRMS > Product Related > Base Benefits > Rates and Rules > Calculation Rules Table o Define the rules for calculating the benefits deductions

Eg: Benefit Program 132, plan type 20

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Calc Rule definition page

Employee Job Data Page – Benefit Program Participation Tab. This tab is used to assign Program to the employee.

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Few other setups to note
Vendor/Provider Table Navigation: Setup HRMS > Product Releated > Base Benefits > Plans and Providers > Provider/Vendor Table

Coverage Code Table Navigation: Set Up HRMS > Product Related > Base Benefits > Plan Attributes > Health Coverage Codes Most commonly used Coverage Codes and their description Coverage Code 1 2 3 4 8 Description Employee only covered Employee and Spouse covered Employee and Dependants(Children) covered Family coverage (Employee+Spouse+Children)covered Employee and one child covered

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Plan Types o o These are two character, alphanumeric codes Stored in Translate Table

Category Health Life and Accidental Death Disability Savings Leave Flexible Spending Accounts Retirement Pension Vacation Buy/Sell

Numbering Sequence 10 – 19, 1A – 1Z 20 – 29, 2A – 2Z 30 – 39, 3A – 3Z 40 – 49, 4A – 4Z 50 – 59, 5A – 5Z 60 – 69, 6A – 6Z 70 – 79, 7A – 7Z 80 – 89, 8A– 8Z 90 – 99, 9A – 9Z

Deduction Table Navigation: Home > Setup HRMS > Product Related > North American Payroll > Deductions > Deduction Table o Here we define the payroll processing rules for Benefits to which Employee is enrolled

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Assign Benefit Program to an associate Navigation: Benefits > Enroll in Benefits > Assign to Benefit Program o Page where we can assign benefit program to an associate

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4 Benefit Administration Setups
Once Base Benefits setups are done, we have to setup Benefit Administration related tables. This section detailes the same To start with, activate PeopleSoft Benefits Administration on the installation table. Installation Table Navigation: Setup HRMS -> Install -> Installation Table

Other setups required are listed below

Step Define Define Define Define

eligibility rules. geographic eligibility rules. event rules. flexible credits.

Reference Setting Up Eligibility Rules Setting Up Eligibility Rules Setting Up Eligibility Rules Setting Up Eligibility Rules Note : Not covered in this documentation (As per peoplebooks: (USF) Flexible credits are not generally used in the U.S. federal government) Building Automated Benefit Programs (CAN) Handling Canadian Credit Allocations Note: Not covered in this documentation Page 14 of 71

Build your automated benefit programs. For Canadian users, define Canadian credit allocation rules.

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Before we go through each of these setups, here are few terminologies to get familiar with: o Bas Group ID: Group Employees based on geographical or other means of company structure for ease of Benefit records handling. Eligibility Rules Table: To enroll employee into a benefit program the field values should match with the list of fields selected and defined in rules table. This acts as a matrix table for selecting benefit program to each employee by meeting required field values. Event Class ID: This will prioritize the benefit records on each employee based on the action. (i.e HIR, FSC, etc.,) Event Rules Table: Each Event rule is defined for each plan such as Medical, Dental etc., that will process the election on each plan based on event class or a collection of event class. Event Rules table IDs are assigned to the Benefit Program. Snap shot, Open enrollment & Event Maintenance definition: Snapshot: Used once first time implementing Ben Admin. Open Enrollment: Every year once at the benefit enrollment period. Event Maintenance: Day to day use of Ben Admin to process various employee events. Schedule Table: Assign Create snapshot, Event Maintenance & Open enrollment definition & Bas Group Id for processing Ben Admin.

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Define Eligibility Rules Navigation: Setup HRMS > Product Related > Automated Benefits > Eligibility and Event Rules > Eligibility Rules Table

o o o o

To determine the benefit program for which each employee is eligible To determine eligibility for each plan option within a benefit program To set up the system so that a participant can be eligible for only one benefit program at a time To define eligibility based on a wide range of personal and job information, as well as geographic location

Sample Chosen: (Example referred above) Benefit Program : 132 (PT Chicagoland 881 Clerks) Benefit Plan Type : 10 (Medical) Benefit Plan : BPOS1B

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Plan Type Tab in the Benefit Program Definition Page

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Eligibility ID’s are defined as below in the ‘Eligibility Rules’ definition page. Eg: ‘SB’ Elig ID

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Eligibility Criteria fields PeopleSoft provides 27 different criteria fields (plus 2 federal-specific fields) that can be used to determine employee benefit eligibility. Nine of these criteria fields can be defined to meet organization specific needs. The criteria fields are:

Field Name Age Benefit Status Eligibility Config 1– 9 EmplID Override Employee Class Employee Type FEHB Indicator FLSA Status FTE Full/Part Time Location

Field Name Officer Code Pay Group Regular and Temporary Regulatory Region Retirement Plan (Federal) Salary Grade Service Months Standard Hours State Union Code

Define Geographic Location Eligibility Rules Navigation: Set Up HRMS > Product Related > Automated Benefits > Eligibility and Event Rules > Geographic Location Elig (Eligibility)Table

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To define postal code ranges for employee home or work locations.

Possible scenarios If the employee Lives within the postal range and within the postal range. Lives within the postal range but outside the postal range. Lives outside the postal range but within the postal range. Lives outside the postal range and outside the postal range. works works works works The employee will Pass Pass Pass Fail

Sample Chosen: (Example referred above) Benefit Program : 132 (PT Chicagoland 881 Clerks) Benefit Plan Type : 10 (Medical) Benefit Plan : BPOS1B o Plan Type Tab in the Benefit Program Definition Page

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Geog Locn Eligibilities are defined as below in the ‘Geog Locn Elig Table’ definition page. Eg: ‘BCBS’ Geog Locn

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Define Event Rules Navigation: Set Up HRMS > Product Related > Automated Benefits > Eligibility and Event Rules > Event Class Table o Event rules are not the same as eligibility rules. Eligibility rules help determine what benefit program and benefit plan options an employee can have. They tell the system that because of changes to employee data, Employee X is no longer eligible for certain plan options, but is eligible for others. Event rules determine which eligible options Employee X can actually choose, based on the type of event that has occurred and when new coverage begins. The event rules also determine when the plans that Employee X is now ineligible for will be terminated and which plan options Employee X will be enrolled into if new enrollments are not specified. Event Rules are attached to a benefit program on the Benefit Program page. We can have a different event rule for each plan type in a benefit program.

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To set up event rules: o Use the Action Reason Table to link personal action/action reason combinations that affect benefits eligibility. Personnel actions, such as promotions, transfers, terminations, salary increases, and leaves of absence are attached to action reasons that explain why the action took place. Each defined

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action/reason combination enables the system to classify and track the events that cause changes to employees’ employment and benefit coverage status. Eg: Hire transaction. Navigation: Setup HRMS > Product Related > Workforce Administration > Action Reasons > ‘HIR’ action

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Use the Event Class Table to assign the types or classes of events you want the system to recognize, and to control how the system processes event classes. Use the Event Rules Table to define the specific behavior that the system takes for each event classification.

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Event Class Table. Eg: ‘ADR’ event (Address Change Event)

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Event Rules Table. Eg: ‘Dental’ Event Rules ID for ‘ADR’ Event Class

Date Rules Tab - Defining Start and End Dates for Coverage, Deductions, and Flex Credits

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Define Trigger Events 1. Manually insert events into the BAS Activity Table Navigation: Benefits > Manage Automated Enrollment > Events > Review Bas Activity o Manually insert events to be processed according to event rules that map to the BAS action you enter when you run the Ben Admin process. We can only insert event classes into the BAS Activity table that have the ‘Manual Event Allowed’ check box selected in the Event Class Table. As delivered, we can insert two event classes manually: Family Status Change (FSC) and Miscellaneous Status Change (MSC).

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2. Define passive events Navigation: SetUp HRMS > Product Related > Automated Benefits > Eligibility and Event Rules > Passive Event Definition o Define events that are not initiated by data entry. For Eg: Set up a passive event to determine which employees are eligible for certain benefits once they've worked in the organization for a year. To do this, define a passive event with the service date event type and an Event Limit - Months value of 12.

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After setting up the passive event, the system calculates the difference between employees' service dates and the process date, and it triggers the event for any employees with a difference of twelve months within the date range we specify on the Ben Admin process run control page. The system then processes the passive event. Page 23 of 71

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3. Automatically trigger events through employee data changes An administrator opens an employee data page, such as the Personal Data page, and enters a change to employee information or The employee enters a marital status or birth or adoption change through eBenefits. (self service) To increase the efficiency of the Event Maintenance process, the system triggers "job" and "non-job" events from a variety of different tables. Job events are relevant to employment, such as hires, transfers and terminations. Non-job events cause changes in employees’ personal or demographic information that affect benefits eligibility or elections. Possible non job events could be ‘DOB Change’, ‘Postal Code Change’, ‘Service Date Change’, ‘State Code Change’.

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To summarise the Base Benefits and Ben Admin setups detailed above: Build the foundation by setting up Base Benefit information: o Define benefit deductions using the Deduction Table. o Identify benefit plans using the Benefit Plan Table page. o Identify benefit providers using the Provider and Vendor Table o Define benefit coverage using the Coverage Codes

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Establish rate tables using the Age-Graded Rate Table page, the Salary Rate Table page, the Service Rate Table page and the Flat Rate Table page. Establish calculation rules using the Calculation Rules Table.

Build the Automated Benefits program: o Define the benefit program. o Link the plan types and options. o Attach event and eligibility rules. o Define costs and credits. Setups for Open Enrollment and Event Maintenance Define Open Enrollment Ids Navigation: Set Up HRMS > Product Related > Automated Benefits > Processing Controls > Open Enrollment Definition o o o Set up the parameters of the open enrollment List of Benefit Programs to be covered under this ‘Open Enrollment’ event

Period end date and period begin date are used by ben admin. Enrollment begin date and enrollment end date are used by Employee. Define SnapShot Ids Navigation: Set Up HRMS > Product Related > Automated Benefits > Processing Controls > Snapshot Definition Page 25 of 71

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Use snapshot if you are going for event maintenance and not for Open Enrollment. Snapshot definition : used by employee for online election.

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Establishing Process Schedular for running Ben Admin Process Navigation: Setup HRMS > Product Related > Automated Benefits > Processing Controls > Schedule Table o Ben Admin processes are grouped and identified by schedules. This includes the Run Control process, enrollment statements, data entry, and confirmation statements. We need to define at least one schedule for open enrollment and another for event maintenance

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Event Maintenance Schedule Id

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Open Enrollment Scehdule Id

Ben Admin Run Control Page Navigation: Benefits > Manage Automated Enrollment > Events > Run Automated Event Processing ‘Schedule and Chkpt Restart’ Tab

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Identify the Open Enrollment, Event Maintenance, or Snapshot schedule for which you're planning to run the Ben Admin process

‘Participant Lists’ Tab

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Add a specific set of employees under ‘Schedule Only Employee(s)’ grid to the schedule you're processing or under ‘Process Only Participant(s)’ to process a specific set of employees.

‘OE/Snapshot’ Tab Page 28 of 71

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These will be enabled when Schedule ID selected in the first tab is for OE/Snapshot Enter reprocessing information for Open Enrollment or Snapshot schedules. Capture new participants for a specific Open Enrollment or Snapshot schedule already in progress. Finalize and apply defaults for participants in the schedule who have been processed with errors. ‘Passive Event Processing’ Tab o o

For Event Maintenance schedules, identify the passive events that have occurred in a defined period of time and create an entry of the events in the BAS_ACTIVITY table. List of possible Process Statuses when Ben Admin is run
Process Status AE - Program Eligibility Assigned Error Description Participant event is assigned to multiple programs. Next Processing Steps The system cannot process the participant event through the next stage (Option Preparation) until the errors are corrected. Most likely need to make corrections to participant personal/employment/job information or to program eligibility information. Each time Ben Admin is run, the system reevaluates AE events. During the Option Election phase of the process, the system determines if the AN participant associated with the event has current elections that require termination due to loss of program eligibility. If not, the event is assigned to FA (Finalized - Assigned None) status and processing ends. If

AN - Program Eligibility Assigned None

Participant event is not assigned to a benefit program.

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AS - Program Eligibility Assigned FA - Finalized Benefit Program None

Participant event is assigned to a benefit program. Participant event has no program assignment and no current elections. Used for events assigned an AN process status during the Scheduling and Program Assignment and whose associated participants do not have current benefit elections. System has assigned the participant event to a benefit program, but the associated participant is not allowed to elect any new options. The system has encountered an error. Events are given a PE process status during option eligibility determination or calculation of credits. The system has calculated eligible options, credits, rates. AN events that have current elections can also be brought to a status of PR.

the participant does have elections, the system updates process status to PR (prepared). Before the system can terminate this event, you have to acknowledge it on the data entry pages. The Find Terminations workflow process locates participant events at PR status that require termination. The event continues on to a process status of FP (Finalized Prepared None), PE (Prepare Error), or PR, depending on the associated participant's eligibility for benefit options. There is no further processing for this event. The online page description for this process status (on the Schedule Summary page, for example) is Program None.

FP - Finalized Prepared None

No further processing occurs for this participant event. The online page description for this process status (on the Schedule Summary page, for example) is Prepare None.

PE - Prepare Error

To correct, make corrections to the personal/employment/job information of the associated participant or to plan and option eligibility information. Each time Ben Admin in run, the system reevaluates PE events.

PR - Prepared

NT - Notified

Election enrollment form has been distributed to the participant associated with the event. The system updates the event's process status to NT when election forms are generated for that participant via report BAS004. Participants can only

> For PE or AS events, processing stops. Enrollment forms should be created for and delivered to the participant associated with the event to bring the event to a process status of NT (notified). > For AN events, processing also stops. Review the event (a pending termination of benefits), confirm it by marking it for finalization, and then run the second phase of Ben Admin. The event is brought to a process status of ET (Entered. The system brings the event to a process status of FE (Finalized - Enrolled) and automatically inserts termination rows for each of the associated participant's current elections. Participants need to complete their election forms and return them to the HR/Benefits department. When the elections are entered into the system with the data entry pages, the system will advance the events to an ET (entered) process status.

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advance to NT if their previous process status was PR.

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Any processing errors are typically caused by problems with: • Eligibility rules. • Event rules. • The benefit program involved. • The participant’s HR information. When an • • • error occurs, we need to: Evaluate the error. Correct it. Reprocess the event.

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A quick look at the flow of the above process statuses

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AS – Assigned Employee is assigned to a Benefit Program

Publication PeopleSoft Benefits Module

AN – Assigned None Employee is assigned to no benefit program

No Is Employee able to change options?

FP – Finalized Prepared None No additional processing occurs

Does the employee have current elections?

No

FA – Finalized – Benefit Program None No additional processing occurs

Yes No Are eligible options calculated correctly ? PE – Prepared Error Error in Option Preparation

Yes PR – Prepared No elections are allowed

Yes Make Corrections, Rerun Ben Admin Process

PR - Prepared

Use Update Event Status panel to review event and check the ‘final’ flag

Run Ben Admin Process Print Enrollment Forms FE – Finalized – Enrolled No additional processing occurs

NT - Notified

On to Election Validation and Loading Stage of Second Ben Admin Run

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Entering, Validating and Loading Elections
Process Status ET - Entered Description A benefits administrator (or the employee via PS eBenefits) has entered the participant's new elections into the system, and they are ready for validation by Ben Admin process. Participant events with a process status of ET can have a prior process status of PR, NT, or RE (Reentered). The system encountered an error in processing the elections for the participant associated with the event. No elections are posted to the Base Benefits business process tables. Errors are posted to the Message Table and are identified by participant and event. The previous process status was either ET or EE. Ben Admin processing is complete for the participant event. All elections have been validated and loaded to the appropriate Base Benefits business process and Payroll tables. Events reach this status either from a process status of ET, EE or PR, or if we "force finalize" a participant. If the participant came from a process status of PR due to a loss of all eligibility, the system inserts a termination row for each of the participant's current elections. Enables elections associated with processing for the participant event to be reentered after the participant event has been brought to a process status of FE. Events are updated to RE status through the Event Status Update page Next Processing Steps > If there are no errors with the elections, the elections are posted to the appropriate benefit and payroll tables and the system updates the process status to FE. > If there are errors, the status becomes EE. > If we run the Ben Admin process with Finalize selected, EE participant events are brought to FE status, and the system goes through the normal validation. If any of the employee's choices are invalid, event rules are to be refered to determine whether current elections or defaults should be loaded.

EE - Election Error

No further processing occurs for this participant event. We need to correct the errors by reentering employee elections and run the Ben Admin process again. Alternatively, we can "force finalize" this participant event to finalize it with errors. The system loads the default values for the associated participant's erroneous benefit option elections. If a dependent/beneficiary or investment choice is in error, the system loads the employee's option choice but does not load the dependent/beneficiary or investment choice. We can generate confirmation statements for participants whose events have an EE process status; the form indicates the plan information in error along with the valid plan choices.

FE - Finalized Enrolled

We need to generate and deliver a confirmation form to the participant associated with the event. To change a participant's elections after they've been finalized (for example, if a participant wants to correct information on the confirmation statement), we can reprocess them by giving the associated event a process status of RE (re-entered) in the Event Status Update page and rerunning the Ben Admin process.

RE – Re-Entered

After we update the elections in the data entry pages, the system updates the process status from RE to ET.

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A quick look at the flow of the above process statuses

NT - Notified

Elections entered / Re entered in data entry panels

ET – Notified Elections were entered . No Ben Admin run prior to this status

Run Ben Admin Process Re re Entered Re entered participant elections No Were elections entered correctly ? EE – Election Error

No Yes Do you want to force finalize ?

Yes FE – Finalized Enrolled No additional processing occurs Run Ben Admin process . Turn Finalize on

Finalized event’s process indicator updated to Re enter on Processing Controls update or Event status update

Run Ben Admin process

Ben Admin Process Results Navigation: Benefits > Manage Automated Enrollment > Review Processing Results o Using this, we can Page 34 of 71

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       

Review error messages. Review process results for schedules. Enter search criteria to review process results for participant events Review process results for participant events Review event information for participants Review plan type details for participant events. Review cost and credit information for plan types Review passive event processing history

Navigation: Benefits > Manage Automated Enrollment > Investigate Exceptions o Using this, we can  Review eligibility results  Run various Ben Admin related reports like process status of participants, eligibility to a benefit program details for a participant, invalid elections etc

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5 Benefits Pre Processor
Benefits preprocessor which is also called as an Eligibility processor is a customised process to take care of Albertsons specific benefit rules and calculations. It identifies the associates’ initial eligibility for a Health and Welfare plans or Retirements plans. Also looks at associates Hire date, Benefit program, their Elig Config values. Accordingly, the process inserts a corresponding row into Job CI staging table ps_a_ca_jobci_stg. When the Job CI (ALB_CA_JOBCI App Engine) is run, appropriate rows are inserted in the Job Data record for an associate. Navigation for Pre Processor: Benefits > Manage Automated Enrollments > Events > Run Automated Event Processing > Select appropriate Sched ID > Select list of emplids to schedule > Select ‘ALBCHW01’ Java process to run Navigation for Job CI: Release 4 interfaces > Contract Admin Job Data Port To summarize, the Eligibility processor performs the following: 1. If the associate is hired new in to the system, looks the benefit program he/she belongs to. 2. Based on the Benefit program identifies all the Benefit type he will be eligible for. 3. Calculates the wait period before he can enter into the Benefit program and updates the ADR (associate detail record) record 4. If he qualifies for any of the benefit types then inserts a row into the staging table with the corresponding Eligibility Configuration values. 5. If the associate is in the system for a while and if he/she completes the wait period, the eligibility processor picks the associate and process the associates with all the rules governing the benefit type and inserts a row into the staging table. 6. Then ALBJOBCI process will pick these associates and inserts a row into the Job Table. Diagram depicting the Eligibility Processor’s flow

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Eligibility Processor (Identifies the Eligible associates)

A L B C H W 01

JOBCI (Row inserted with corresponding Elig Config values in this staging table)

A L B J O B CI

Job Data (Job CI inserts a row into the Employee job data)

Associate Detail Record (Inserts a row for each benefit Type for tracking the Eligibility)

At the same time eligibility processor enters data in BAS_action table.
Terminologies used Elig Config Values: There are 9 Elig Config values. These are Elig_config1, 2..,9. Each value represents the associates’ eligibility in benefit type. Benefit type: There are different benefit types attached to each benefit program. They are: 1. 10(NON) – No Benefit 2. 20(VMD) – Voluntary Medical/Dental 3. 30(Single) – Eligible for Single benefit 4. 40(Family) – Eligible for Family Medical/Dental plan 5. 45(Requal) – Re-qualification of medical/dental Benefit 6. 50(PIP) – Pension Investment Plan 7. 60(401K) – ASRE plan 8. 70(Catch-up) – ASRE Catch-up plan 9. 80(Makeup) – ASRE Makeup Plan 10. 90(2DC) – 2DC plan 11. 95(RIC) – Shaw RIC plan

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Company Benefits page Page where the eligibility rules are defined and based on which Eligibility Processor identifies associate’s benefit eligibilities Navigation: Setup HRMS > Product Related > Albertsons Contract Admin > Program Tables > Company Benefits Eg: Benefit Program 132

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For each CB Type, required rules are defined here

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When we click on ‘Method Items’ hyperlink, we get to view the components of each rule type

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6 Changes to EE data
Now that the setups are done, lets look at few day to day transactions which change employee data and how they impact employee benefits enrollment

6.1 Employee choosing benefits through ESS
Sample Chosen: Changes to Medical/Dental/Vision benefit enrolments These are the existing benefit plans chosen by the associate by name Bruski-Markowitz, Donna Medical

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Dental

Vision

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Coverage begin date = event date Election date = system date Login as Employee and make changes to the benefits enrolled Navigation: Home > ESS > Benefits > Benefits Home > Annual Enrollment

Backend Table: W3EB_EVENT_VW

Benefits Main Page. Here the employee needs to choose the benefits

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Chose the benefit plans: Click on ‘Edit’ button displayed next to the Benefit Plan Type > Select a benefit plan and any dependant enrolment. o Here we are choosing ‘Waive’ option for Medical, Dental and Vision plan types

Below is the screenshots of choosing ‘Waive’ for medical plan type

o o

Perform the above steps for Dental and Vision as well Selected option appears in the benefits summary page

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o

When completed with benefits selection, click on ‘Continue’ displayed in the benefit summary page.

o

Page summarizing the employee’s benefits chosen > Click on ‘Submit’

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Final confirmation page

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‘Event Status’ changed from ‘Open’ to ‘Submitted’

o

Run Ben Admin through On Demand Event Maintenance (As this is for single emplid) Navigation: Benefits > Manage Automated Enrollment > Events > On Demand Event Maintenance > Select the emplid

o

Bas Process Status is ‘Entered’ and Event Status is ‘Open’

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o

Select ‘Validate/Finalize’ button > Following message is displayed

o

Note that the Bas Process Status is changed to ‘Finalized – Enrolled’ and Event Status is ‘Closed’

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Backend table to view the event status: PS_BAS_PARTIC

Above made changes should appear in the Health Benefits Record of the associate Navigation: Benefits > Enroll in Benefits > Health Benefits Medical

Dental

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Vision

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6.2 Hire/Rehire/Termination Transactions
Hire/Rehire Transaction o Perform Express Hire – ‘Hire’/’Rehire’ Transaction > Run ‘Hire Rehire’ Process

Hire transaction Benefit Program and job code depends on Position no.

Emplid: 3033526

o

Verify if a row is inserted in Bas Activity table for ‘HIR’ transaction with Bas_Action as ‘DEF’

ReHire transaction Page 51 of 71

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Emplid: 1010199

o

Verify if a row is inserted in Bas Activity table for ‘REH’ transaction with Bas_Action as ‘DEF’

o

Run Benefits Pre Processor

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Verify the JobCI staging table. Appropriate rows with elig config9 values should be inserted

Elig Value

Run Job CI

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Verify if appropriate row is entered in the Job Data page Emplid: 3033526

Emplid: 1010199

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o

Check the Bas Activity table for new bas actions inserted

o

Run Ben Admin to schedule the emplid > Click on ‘Schedule/Prepare Activity’

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  

We can either run through ‘Run Automated Event Processing’ or ‘On Demand Event Maintenance’ Usually, its more user-friendly to use ‘On Demand Event Maintenance’ while running for a single or few emplids If there are multiple events, each has to be processed individually

Emplid: 3033526 For Event Class ‘DEF’

For Event Class ‘SRE’

Emplid: 1010199 For Event Class ‘DEF’

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For Event Class ‘SRE’

For Event Class ‘PIP’

o

Verify if the row still exists in Bas Activity Table. It should not.

o

Check if a row is inserted in Bas Partic table

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o o o o o o

Click on the ‘Election Entry’ button > It will display all the benefit plans which the associate is eligible to enroll Make appropriate elections Once saved, the process status is changed to ‘ET’ Click on the ‘Validate/Finalize’ button > Save the changes Note that the event status is ‘Closed’ and Process Status is ‘FE’ Verify if appropriate row is inserted in the respective benefit table

Emplid: 3033526 For Event Class ‘DEF’

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For Event Class ‘SRE’

Emplid: 1010199 For Event Class ‘PIP’

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For Event Class ‘DEF’

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For Event Class ‘SRE’

Online Page

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Backend Table

Note: Overall process is after performing the hire/rehire transactions, Run Benefits Pre Processor > Job CI > Ben Admin to schedule > Perform election entries > Ben Admin to finalize the events. In this scenario, it is not required to run Default Processor. It is required to run this incase of event classes related to other Job Changes. Termination Transaction

o

Perform a termination transaction > Emplid: 1010178

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o

Verify if a row is inserted in Bas Activity table for ‘TER’ transaction with Bas_Action as ‘TER’

o

Run Ben Admin to schedule the emplid > Click on ‘Schedule/Prepare Activity’

o

Verify if the row still exists in Bas Activity Table. It should not.

o

Check if a row is inserted in Bas Partic table with process status as ‘PR’

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o o

Select the ‘Finalize/Apply Defaults’ > Click on the ‘Validate/Finalize’ button > Save the changes made Note that the event status is ‘Closed’ and Process Status is ‘FE’

o

Verify if appropriate row is inserted in the benefit tables

Eg: Health Benefits Page

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6.3 Few Other Events to note
o ADR Event This event is triggered when there is an address change to the employee record MSC Event This event is triggered when there are job related changes like position change, transfer, pay rate change, promotion, step down etc To look at the possible list of actions, we can query the ps_actn_reason_tbl for bas_action as ‘MSC’

o

o

CLS Event This event is triggered to delete the overage dependents from the benefits enrollment We can refer to ps_dependent_benef, ps_dep_benef_vw1 for viewing dependant’s details

For all the above events, processes to be run are in this sequence: Ben Admin run (To Schedule) > Default Processor run (To validate and set the finalize flag to ‘Y’) > Ben Admin (To post the changes to benefit and payroll tables)

6.4 Transactions through Core
Add dependants Navigation: Benefits > Employee/Dependent Information > Update Dependent/Beneficiary

o

Add a new row > Select ‘Relationship to Employee’ value, ‘Dep/Benef Type’ value > Name Details as shown in the below screen print

o

Provide details in all other tabs > Click on save

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o

To verify the backend table

o

Enroll dependant to the existing benefit plan. Eg: ‘Life and ADD/D Benefits’  Existing enrolment to plan type 20

Add a row > Add the new dependant to the benefit plan > Save the changes

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To verify the backend table

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7 Reports
Here are the list of few benefits related interfaces/reports Inbound interfaces o ZITI415

Navigation: Release 4 Interfaces > Ceridian Commuter FSA Inbound This interface covers processing of Commuter FSA enrollment/initiation file from Ceridian. This file contains enrollement records. This interface will read the data from the inbound file & insert it into the FSA Benefits Table o ZITI807

Navigation: Release 3 Interfaces >Interfaces > ASRE Deferral Feedback This interface reads the ASRE enrollment details from the inbound file. This data is required for making appropriate deductions from associate's paychecks o ZITI808

Navigation: Release 4 interfaces > ASRE Loan Feedback Loan feedback file is received from Fidelity on a weekly basis and the records are processed accordingly ZITI705

o

Navigation: North American Payroll > Payrol Processing > Albertsons Interfaces > CA-WAGE Lump Sum Update Process This is an inbound interface that reads an inbound file and inserts data into the time load tables Outbound interfaces o ZITO414

Navigation: Release 4 interfaces > COBRA Interface to Telewire The interface sends COBRA formatted information to Medsoft. Medsoft will use the data to mail COBRA notification letters. o ZITO413

Navigation: Release 4 interfaces > COBRA Interface to Telewire

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The interface sends HIPAA formatted information to Telewire. Telewire will use the data to mail HIPAA letters. o ZITO404

Navigation: Release 4 Interfaces > Initial Enrollment/Reinstatement This interface is sent to the fulfillment vendor ADP, to send letters to associates on their eligibility and confirming benefit elections after enrollment ZITO419

o

Navigation: Release 4 Interface > Metlife Eligibility This interface provides a listing of associates who are eligible for Metlife products o ZITO410

Navigation: Release 4 Interface > FSA Interface to FH and Ceridian The output file is to provide Enrollment and Termination information of the associates as required by First Health and Ceridian o ZITO806

Navigation: Release 3 Interfaces>Interfaces>ASRE Monetary Process This is the monetory file generated with details of ASRE contributions and loans o ZITO810

Navigation: Release 4 Interface > ASRE Indicative Data The interface sends ASRE eligibility data to vendor Fidelity which includes most current indicative information o ZBEN0584

Navigation: Benefits > Reports > Custom Reports > Medical HMO Comparison Report This report extracts all active employees enrolled in Medical Plan for a particular HMO. Run control parameter has an option to run either full or changes file o BN_834_HIPAA

Navigation: Benefits > Interface with Providers > Create HIPAA EDI 834 File HIPPA Process runs every Thursday of the week after the daily Ben Admin process. It generates eligibility files in the EDI HIPAA834 format for various vendors like BCBS, FH, Delta Dental etc. Page 69 of 71

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The files contain benefit election information to notify of benefit elections and changes. It includes a full load of current benefit elections for the employee and dependent. This interface also includes benefit termination notification records to notify that an individual no longer has benefit coverage under the specified plan. Note the following:


 

If run manually, need to run Ben100A (Benefits > Interface with Providers > Refresh Benefit Snapshot before running Hipaa process. Hipaa process reads data from the PS_BN_SNAP_PLAN table and this table gets updated when Ben100A is run) If run through ESP, need to follow this sequence: ZPAYSTM > Ben100a > Hipaa process To verify the vendor id setup for Hipaa run Navigation: Setup HRMS > Product Related > Base Benefits > EDI Trading Partners

We can refer to the attached PDF file to understand and read the flat files generated

Hipaa 834 Layout.pdf

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8 Appendix
APPENDIX – A Glossary
Acronym ABS DB PS Ben Admin ADR Record Expansion Albertsons Database PeopleSoft Benefit Administration Associate Detail Record

APPENDIX – B Quick Navigations
Page Benefit Program Benefit Plan Coverage Code All Rate Tables Calculation Rules Deduction Table Various Eligibility Rules definitions Associate Detail Record Navigation Setup HRMS > Product Related > Base Benefits > Program Structure > Benefit Program Table Setup HRMS > Product Releated > Base Benefits > Plans and Providers > Benefit Plan Table Setup HRMS > Product Related > Base Benefits > Plan Attributes > Health Coverage Codes Setup HRMS > Product Related > Base Benefits > Rates and Rules Setup HRMS > Product Related > Base Benefits > Rates and Rules > Calculation Rules Table Setup HRMS > Product Related > North American Payroll > Deductions > Deduction Table Setup HRMS > Product Related > Automated Benefits > Eligibility and Event Rules Benefits > Enroll in Benefits > Associate Detail Record

APPENDIX – C Table references
Query for Benefit Program Benefit Plan Dependant Info Bas Activity Bas Partic Health Benefits Life and ADD/D Benefits Savings Plans FSA Spending Accounts Job CI Staging Table Table ps_ben_defn_pgm ps_benef_plan_tbl ps_dependent_benef ps_bas_activity ps_bas_partic ps_health_benefit ps_life_add_ben ps_savings_plan ps_fsa_benefit ps_a_ca_jobci_stg

APPENDIX – D Review Details
Albertsons Associate Review Date Review Comments

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