Enroll Employee in Benefits Plans

Work Instruction
Functional Area: Benefits / Enroll Employee in Benefits Plans
Purpose
Use this procedure to enroll a new hire or newly benefit eligible employee in Benefit plans.
Trigger
Perform this process when:
·  A new employee is hired into a benefit eligible position OR
·  A current employee becomes eligible for benefits due to an increase in full-time equivalency (FTE) in the current position or due to an Organizational Reassignment to a benefit eligible position.
Prerequisites
Enrollment in default benefits if new hire or newly eligible for benefits.
Menu Path
Use the following menu path to begin this transaction:
·  Select Human ResourcesPersonnel ManagementBenefitsEnrollment to go to the Enrollment screen.
Transaction Code
HRBEN0001
Business Process Information
·  Enrollment in new hire benefits is processed only in the Human Resources Service Center (HRSC).
·  Enrollment in default benefits must be verified before new hire or newly eligible benefits enrollment is processed.
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.
·  A appears in the Activity column for each benefit selected.
·  Click if you make a mistake and enter the wrong information. This must be done before you enroll the individual.
Work Instruction
Functional Area: Benefits / Enroll Employee in Benefits Plans
Procedure
1. / Start the transaction using the menu path or transaction code.
Enrollment

2. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Personnel no. / Required / Unique employee identification number
Example:
999667
3. / Click .
Enrollment (2)

4. / Click .
Change Selection Date

5. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Selection date / Required / Employee information will be selected for processing based upon this date
Example:
12/16/2005
The current date defaults but the selection date should be the date of hire, the date of re-hire, or the effective date of the change in status making an employee newly eligible for benefits.
6. / Click .
Enrollment (3)

7. / Perform one of the following:
If New Hire Enrollment in the Possible offers column / Then
Is highlighted / Click .
Is not highlighted / Double-click on New Hire Enrollment.
/ Based upon the type of employee and the “offer” selected, different benefit plans may appear on this screen. You only need to select plans if changes are to be made. A will appear in the Status column to the right of the benefit in which the employee is already enrolled.
Enrollment (4)

8. / Perform one of the following:
If You Want To / Then / Go To
Change or review dental plans / Click on the appropriate coverage under Dental. / Step 9
Change or review medical plans / Click on the appropriate coverage under Medical. / Step 22
Change or review life insurance plan credit / Click on Life Insurance Plan Credit. / Step 35
Change or review employee life / Click on Employee Life Insurance. / Step 38
Change or review spouse life / Click on Spouse Life Insurance. / Step 45
Change or review dependent life / Click on Dependent Life Insurance. / Step 48
Change or review long term disability / Click on the appropriate coverage under Long Term Disab. / Step 51
Change or review dependent care or health care / Click on either the Dependent Daycare Account or Health Care Account. / Step 54
Complete enrollment / -- / Step 57
/ Based upon the type of employee and the “offer” selected, different benefit plans may appear on this screen. You only need to select plans if changes are to be made. A will appear in the Status column to the right of the benefit in which the employee is already enrolled.
Maintain Health Plan (Dental)

9. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Health Plan Opt / Required / Description of the Health Plan Options
Example:
Opt1 Dental Waiver Plan Opt1 Basic Dental Coverage Opt1 Ortho Dental Coverage Opt1 High Ortho Dental Coverage Opt1 High Dental Coverage
Dependent Cover / Required / Description of the Dependent Coverage
Example:
Waiv Waived Coverage EE Employee Only EE + 1 Employee plus one EE + F Employee plus family
10. / Perform one of the following:
If / Go To
You updated the dependent coverage / Step 11
You did not update the dependent coverage / Step 13
Information

11. / Click .
/ The error message directs you to update the dependent coverage level to match the number of dependents selected.
12. / Go to Step 14.
13. / Click the tab.
Maintain Health Plan (Dental) (Dependents tab)

14. / Select to the left of theNameof the eligible dependent(s).
/ Repeat this as necessary to select the appropriate dependents.
15. / Click .
16. / Perform one of the following:
If / Go To
You did not update the dependent coverage / Step 17
You updated the dependent coverage / Step 18
Information (2)

17. / Navigate to the next screen.
/ The error message directs you to update the dependent coverage level to match the number of dependents selected.
Click .
Maintain Health Plan (Dental) (Dependents tab) (2)

18. / Click the tab.
Maintain Health Plan (Dental) (Option tab)

19. / Review the information and make any necessary changes you did not make earlier.
20. / Click .
21. / Return to Step 8.
Maintain Health Plan (Medical) (Option tab)

22. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Health Plan Opt / Required / Description of the Health Plan Options
Example:
Opt1 Medical Waiver Plan Opt1 First 1000 Opt1 Standard HMO Opt1 Standard PPO
Dependent Cover / Required / Description of Dependent Coverage
Example:
Waiv Waived Coverage EE Employee Only EE + 1 Employee plus one EE + F Employee plus family
23. / Perform one of the following:
If / Go To
You updated the dependent coverage / Step 24
You did not update the dependent coverage / Step 26
Information (3)

24. / Click .
/ The error message directs you to update the dependent coverage level to match the number of dependents selected.
25. / Go to Step 27.
26. / Click the tab.
Maintain Health Plan (Medical) (Dependents tab)

27. / Select to the left of theNameof the eligible dependent(s).
/ Repeat this as necessary to select the appropriate dependents.
28. / Click .
29. / Perform one of the following:
If / Go To
You did not update the dependent coverage / Step 30
You updated the dependent coverage / Step 31
Information (4)

30. / Click .
/ The error message directs you to update the dependent coverage level to match the number of dependents selected.
Maintain Health Plan (Medical) (Dependents tab) (2)

31. / Click the tab.
Maintain Health Plan (Medical) (Option tab) (2)

32. / Review the information and make any necessary changes you did not make earlier.
33. / Click .
34. / Return to Step 8.
Maintain Insurance Plan (LCRE)

35. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Insurance Optio / Required / Level of Insurance Coverage
Example:
LCRE Life Plans Credit
36. / Click .
37. / Return to Step 8.
Maintain Insurance Plan (Employee Life) (Coverage tab)

38. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Insurance Optio / Required / Level of Insurance Coverage
Example:
1Sal 1XSalary 2Sal 2XSalary 3Sal 3XSalary 4Sal 4XSalary 5Sal 5XSalary 6Sal 6XSalary X05K $5,000 X50K $50,000
/ An error message will appear if attempting to increase life insurance more than 1 level during any time other than New Hire enrollment.
39. / Click the tab.
Maintain Insurance Plan (Employee Life) (Beneficiaries tab)

40. / Perform one of the following:
If / Then
Beneficiaries are provided via the Choice Benefits Enrollment or Confirmation form / Document the Beneficiary(s), including contingent beneficiary if indicated.
Beneficiaries are not provided / Assign beneficiary to, “The Estate of XXXX.”
41. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Pcnt / Conditional / Percentage to distribute to selected individuals
Example:
100
If multiple beneficiaries are listed, total of percentage values MUST equal 100% for primary beneficiaries and if indicated, contingent beneficiaries.
42. / Perform one of the following:
If You / Then
Want to designate a contingency beneficiary / Select in the Con. column to the right of the beneficiary.
Do not want to designate a contingency beneficiary / Deselect in the Con. column to the right of the beneficiary.
43. / Click .
44. / Return to Step 8.
Maintain Insurance Plan (Spouse Life) (Coverage tab)

45. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Insurance Optio / Required / Level of Insurance Coverage
Example:
OPT2 $5,000
46. / Click .
47. / Return to Step 8.
Maintain Insurance Plan (Dependent Life) (Coverage tab)

48. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Insurance Optio / Required / Level of Insurance Coverage
Example:
OPT4 $10,000
49. / Click .
50. / Return to Step 8.
Maintain Insurance Plan (LTD Waiver) (Coverage tab)

51. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Insurance Optio / Required / Level of Insurance Coverage
Example:
LTD3 65% after 4 months
52. / Click .
53. / Return to Step 8.
Maintain Flexible Spending Account

54. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Contribution / Required / Amount of the Contribution.
Example:
1500
Contribution refers to the annual Flexible Spending Account amount.
/ If the Dependent Daycare Account was selected, Dependent Daycare Account would appear in the Plan field.
/ The target contribution is an annual amount to be deducted. The system will automatically calculate the per pay period deduction amount.
55. / Click .
56. / Return to Step 8.
Enrollment (5)

57. / Click after all changes have been made.
/ A green check appears in the Activity column for each benefit selected.
Confirmation of Selected Actions

58. / Review the displayed information.
59. / Click .
Enrollment (6)

60. / Perform one of the following:
/ If / Then / Go To /
Enrollment changes are needed / Click . / Step 7
Enrollment changes are not needed / Click . / Step 61
/ To print the Confirmation form use the transaction ZHRBEN0015 Print Benefit Confirmation Form.
Enrollment (8)

61. / Click until you return to the SAP Easy Access screen.
62. / You have completed this transaction.
8/9/2017
Ver: / 03_BN_HRBEN0001_Enroll Employ in Benefit Plans_BE1_R1.udc
© University of Cincinnati / 20/26
Work Instruction
Functional Area: Benefits / Enroll Employee in Benefits Plans
Result
You have enrolled a new hire, a re-hire, or a newly benefit eligible employee in Benefit plans.
Comments
One copy of the Confirmation form is mailed to the employee for verification and one copy is filed in the employee’s file in the HR Service Center.
8/9/2017
Ver: / 03_BN_HRBEN0001_Enroll Employ in Benefit Plans_BE1_R1.udc
© University of Cincinnati / 26/26