Add Retiree Spouse/Dependents

Work Instruction
Functional Area: Benefits / Add Retiree Spouse/Dependents
Purpose
Use this procedure to establish a spouse and/or dependent record in order to continue to provide them with benefits under their own record.
Trigger
Perform this procedure when:

• A retiree passes away leaving a surviving spouse and/or dependents
• An employee passes away during active service leaving a surviving spouse and/or dependents
• An employee or spouse of an employee reaches age 65 requiring separate health insurance records be established based on University/HRSC policy.

Prerequisites
The following procedures must be performed before you can add a retiree spouse and/or dependant:

• Separation – Death of a Retiree (PA40)
• Separation – Death of an Employee (PA40)
• Change Health Plan Enrollment (Exception Processing) (PA30)

Menu Path
Use the following menu path to begin this transaction:

• Select Human Resources Personnel Management Administration HR Master Data Personnel Actions to go to the Personnel Actions screen.

Transaction Code
PA40
Business Process Information
The Human Resources Services Center (HRSC) will monitor and process all aspects of a spouse and/or dependent’s establishment as an employee in UC Flex, and enrollment in benefits, if necessary.
Helpful Hints

• The R/O/C column in the field description tables below defines whether the field is required (R), optional (O) or conditional (C).
• On certain screens you may have to scroll to view some data entry fields.

Work Instruction
Functional Area: Benefits / Add Retiree Spouse/Dependents
Procedure
1. / Start the transaction using the menu path or transaction code.
Personnel Actions

2. / Click to the left of Add retiree spouse/depend.
3. / Click .
Employee Recognition

4. / As required, complete/review the following fields:
Field / R/O/C / Description
Form of Addr / Conditional / Formal title added to a person's name
Example:
Mrs.
When adding a spouse/dependent, the formal title should not be added during this transaction unless it is specifically part of the person’s name.
Last Name / Required / Last name
Example:
Lowery
First Name / Required / First name of the person
Example:
Andrea
Date of Birth / Required / Date of birth
Example:
05/05/1961
5. / Perform one of the following:
If The Gender / Then
Female / Select to the left of Female.
Male / Select to the left of Male.
Unknown / Select to the left of TBD.
6. / As required, complete/review the following fields:
Field / R/O/C / Description
SSN / Required / A number given to an individual by the U.S. government program financed by employer and employee payments that provides retirement insurance, disability benefits, and unemployment compensation
Example:
333446668
7. / Click .
Query

8. / Click .
Create Actions (0000)

9. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required / Date and/or time when operation commences
Example:
02/16/2006
to / Required / End value when specifying a range of values, dates and/or times
Example:
12/31/9999
This field should automatically default.
Reason for Action / Required / Whenever a personnel action is run, it must be described by a reason
Example:
01 Hiring Retiree Spouse/Dependen
Position / Required /
Example:
79000021
Positions for a spouse/dependent are specifically defined based on the employee’s/retiree’s position at the time of retirement or death.
Personnel area / Required / Indicates which division of the university an employee is assigned to
Example:
UC01
Employee group / Required / Organizational entity which is governed by personnel regulations
Example:
9
Employee subgroup / Required / Organizational entity which represents part of an Employee Group, such as Faculty, Students, Classified, Unclassified
Example:
N1
/ The table below is the legend for Positions for Spouse/Dependentswho will be added as employees in UC Flex.
The additions of the spouse/dependent is a result of one of the following:
● Death of a retiree
● Employee past away while in active services
● The retiree or spouse reaching age 65 requiring enrollment in separate health plans
10. / Click .
Information

11. / Click .
Create Actions (0000) (2)

12. / Click .
/ The system displays the message, “Save your entries.”
Create Organizational Assignment (0001)

13. / As required, complete/review the following fields:
Field / R/O/C / Description
Contract / Required / FTE percentage for benefits eligibility
Example:
100 FTE
Job Type / Required / Identifies the job type
Example:
R
/ The system displays the message, “Record created”.
14. / Click .
15. / Click .
Create Personal Data (0002)

16. / As required, complete/review the following fields:
Field / R/O/C / Description
Last Name / Required / Last name
Example:
Lowery
First Name / Required / First name of the person
Example:
Andrea
SSN / Required / A number given to an individual by the U.S. government program financed by employer and employee payments that provides retirement insurance, disability benefits, and unemployment compensation
Example:
333446668
This will automatically default if entered on the Employee Recognition window.
Birth date / Required / The person's date of birth
Example:
05/05/1961
Employee Medicare ID / Optional / Employee Medicare ID
Example:
333446666A
/ The system displays the message, “Record created”.
/ If any of these fields below were not entered on the Employee Recognition window,the values must be entered in the Create Personal Data (0002) screen.
17. / Click .
18. / Click .
Create Addresses (0006)

19. / As required, complete/review the following fields:
Field / R/O/C / Description
Address line 1 / Required / First line of address, such as street address
Example:
123 Main Street
City/county / Required / City & county of residence or ORG unit city & county location
Example:
Cincinnati
State/zip code / Required / State or region of employee's residence
Example:
Ohio 45221
Country Key / Optional / Code for a country
Example:
USA
/ The system displays the message, “Record created”.
20. / Click .
21. / Click .
Create Family Member/Dependents (0021)

22. / Perform one of the following:
If You / Then / Go To
Want to add an emergency contact / - - / Step 23
Do not want to add an emergency contact / Click . / Step 29
/ The system displays the message, “Record created”.
/ You will come to the Create Family Member/Dependents (0021) screen that gives you the option to enter an emergency contact in the Emergency Contact section. If you do not want to add an emergency contact, you can bypass this screen.
23. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name / Required /
Example:
Lowery
First name / Required / First name of the person
Example:
Andrea
Unless Jr., Sr., etc are specifically part of the first name, they should be entered in the “title” field
24. / Perform one of the following:
If The Gender Is / Then
Female / Select to the left of Female.
Male / Select to the left of Male.
Unknow / Select to the left of TBD.
25. / As required, complete/review the following fields:
Field / R/O/C / Description
Gender / Optional / Indicates male or female
Example:
Female
Birth date / Optional / The person's date of birth
Example:
05/05/1960
SSN / Optional / A number given to an individual by the U.S. government program financed by employer and employee payments that provides retirement insurance, disability benefits, and unemployment compensation
Example:
333446667
26. / Click .
27. / Click .
28. / Go to Step 30.
Exit current screen

29. / Click .
Create Planned Working Time (0007)

30. / Perform one of the following:
If The Work Schedule Rule / Go To
Does not default to the correct employee group
You need to review the Actions and the organization assignment infotypes. / Step 2
Defaults to RETIREE / Step 31
/ The system displays the message, “Record created”.
/ If the surviving spouse/dependent information has been entered correctly, the Work schedule rule field will default to RETIREE.
31. / Click .
Create Bank Details (0009)

32. / As required, complete/review the following fields:
Field / R/O/C / Description
Payment method / Required / Indicates method by which the payment will be made
Example:
C
The Payment method from a spouse/dependent who is a non employee will always bea check and cannot be payroll deduction.
/ The system displays the message, “Record created”.
33. / Click .
34. / Click .
Create Basic Pay (0008)

35. / As required, complete/review the following fields:
Field / R/O/C / Description
PS group / Required / Group based on the employee's job
Example:
ALL
/ The system displays the message, “Record created”.
/ If the planned working time record has defaulted to RETIREE in the Work schedule rule field, the wage type will default to 0N0P in the Wa…(Wage type) field.
36. / Click .
37. / Click .
Tax Area (1) XX Entries Found

38. / Double-click on the appropriate Tax Area.
Create Residence Tax Area (0207)

39. / Click .
/ The tax area that you selected from the Tax Area (1) XX Entries Found window will default into the Tax area field.
40. / Click .
Create Work Tax Area (0208)

41. / As required, complete/review the following fields:
Field / R/O/C / Description
Tax Area / Required / Local, School, or Work taxing area
Example:
OH
Allocation / Required / Percentage of how taxes are allocated
Example:
100
42. / Click .
43. / Click .
Create Unemployment State (0209)

44. / As required, complete/review the following fields:
Field / R/O/C / Description
Tax authority / Required / Payroll tax authority (Federal, state, or local)
Example:
OH
/ The system displays the message, “Record created”.
45. / Click .
46. / Click .
Subtypes for infotype “Family Member/Dependents” (1) X Entries Found

47. / Perform one of the following:
If You / Then / Go To
Need to enter an additional dependent / Double-click on the appropriate STyp (Subtype). / Step 48
Do not need to enter an additional dependent / Click . / Step 51
Create Family Member/Dependents (0021) (2)

48. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name / Required /
Example:
Lowery
First name / Required / First name of the person
Example:
Andrea
Gender / Optional / Indicates male or female
Example:
Female
Birth date / Optional / The person's date of birth
Example:
05/05/1960
SSN / Optional / A number given to an individual by the U.S. government program financed by employer and employee payments that provides retirement insurance, disability benefits, and unemployment compensation
Example:
333446667
/ The system displays the message, “Record created”.
49. / Click .
50. / Click .
Create General Benefits Information (0171)

51. / Click .
/ The system displays the message, “Record created”.
/ If an additional dependent was not entered and you bypassed the infotype, the system displays the message, “Infotype 0021was skipped because no subtype was chosen.”
/ If the surviving spouse/dependent information is entered correctly, the 1st Program Grouping field defaults to NOEE. The 2nd Program Grouping field defaults to SPDP.
52. / Click .
Possible subsequent activities

53. / Click .
Enrollment

54. / Click .
/ The system displays the message, “No offers exist for employee XXXXX on XX/XX/XXXX.
/ Eligibility for benefits and enrollment of benefits for a spouse and/or dependent is confirmed by HRSC. If eligibility is confirmed, the spouse/dependent is provided with the appropriate paperwork (Retiree Enrollment Form) for enrollment or continuation of benefits under their own record.
/ Refer to work instruction HRBEN0001 Enroll Employee in Benefits Plans.
Possible subsequent activities (2)

55. / Click .
Go to enrollment

56. / Click .
Personnel Actions (2)

57. / Click until you return to the SAP Easy Accessscreen.
58. / You have completed this transaction.
8/25/2017
Ver: / 12_BN_PA40_Add Ret Spo Dep_BE1_R1.udc
© University of Cincinnati / 1/29
Work Instruction
Functional Area: Benefits / Add Retiree Spouse/Dependents
Result
You have added a spouse and/or dependent record in UC Flex.
Comments
None
8/25/2017
Ver: / 12_BN_PA40_Add Ret Spo Dep_BE1_R1.udc
© University of Cincinnati / 1/29