Work Instruction
Functional Area: Benefits / Process Benefit Life Events
Purpose
Use this procedure to update an employee’s benefits as a result of a qualified status change upon receipt and confirmation of the appropriate documentation.
Trigger
Perform this procedure when an employee provides any requested and required documentation verifying his/her right to make changes to their benefit elections as a result of a qualified life event.
Prerequisites
  • A completed Choice Benefits Confirmation Form with changes or updates to current benefits.
  • If required or requested, additional documentation as proof of the employee’s right to make the change(s) in benefits.
Menu Path
Use the following menu path to begin this transaction:
  • Select Human ResourcesPersonnel ManagementAdministrationHR Master DataPersonnel Actions to go to the Personnel Actions screen.
Transaction Code
PA40
Business Process Information
The Human Resources Service Center (HRSC) will monitor, verify, and process paperwork related to qualified life events. Upon receipt of the proper documentation in the HRSC, changes can be made to update benefits enrollment, terminate benefits, and/or confirm the employee’s eligibility to make changes through ESS.
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 / Process Benefit Life Events
Procedure
1. / Start the transaction using the menu path or transaction code.
Personnel Actions

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Person ID / Required / Unique Employee Identification number
Example:
10000193
3. / Click .
Personnel Actions (2)

4. / Perform one of the following:
If The / Then
Pers.Assgn field is white (open for input) / 1. Click the drop-down icon to view the employee’s personnel assignments.
2. Select the personnel assignment to be processed.
Pers.Assgn field is grayed out (display only) / --
/ You can click the Personnel Assignment Overviewicon to display all of the personnel assignments associated with this employee.
5. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required / Date and/or time when operation commences
Example:
08/31/2006
6. / Click to the left of Life event change.
7. / Click .
Copy Actions (0000)

8. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required / Date and/or time when operation commences
Example:
08/31/2006
This should default from the date entered on the Personnel Actions (2) screen.
Action Type / Required / Most recent action taken with an employee
Example:
Life event change
This field should automatically default and should not be changed.
9. / Perform one of the following:
/ A Choice Benefits Confirmation Form must be completed and returned to the HRSC within thirty-one (31) days of the qualified life event, if a change in benefits is to be made.
Copy Actions (0000) (2)

10. / Click .
/ The system displays the message, “No infotypes found. Maintain infogroup modifier/user group.”
Copy Actions (0000) (3)

11. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.
Copy Actions (0000) (4)

12. / Click .
/ The system displays the message, “Save your entries.”
Create Family Member/Dependent (0021)

13. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name / Required / Last name
Example:
The last name defaults to the last name of the employee. If the last name of the child is different, it can be changed on this screen.
First name / Required / First name of the person
Example:
David
/ The system displays the message, “Record created.”
14. / Perform one of the following:
If The Family Member/Dependent Is / Then
Female / Select to the left of Female.
Male / Select to the left of Male.
15. / As required, complete/review the following fields:
Field / R/O/C / Description
Birth date / Required / The person's date of birth
Example:
02/13/2006
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:
Street / Optional / Street address of vendor/customer
Example:
City/State / Optional / City & state of the address
Example:
Zip/country / Optional / Zip Code & Country part of an address
Example:
16. / Click .
Create Family Member/Dependents (0021) (2)

17. / Click .
/ The system displays the message, “Save your entries.”
18. / Go to Step 58.
Copy Actions (0000) (5)

19. / Click .
/ The system displays the message, “No infotypes found. Maintain infogroup modifier/user group.”
Copy Actions (0000) (6)

20. / Click .
/ The system displays the message, “Save your entries.”
Create Family Member/Dependents (0021) (3)

21. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required /
Example:
Date and/or time when operation commences
The date should default if entered on the Personnel Actions (2) screen.
This date entered should be the effective date of the life event as provided on the Choice Benefits Confirmation form and if necessary, required documentation of the event.
Last name / Required / Last name
Example:
Last name defaults to name of the employee. If last name of spouse is different, this can be changed.
First name / Required / First name of the person
Example:
Alice
/ The system displays the message, “Record created.”
22. / Perform one of the following:
If The Family Member/Dependent Is / Then
Female / Select to the left of Female.
Male / Select to the left of Male.
23. / As required, complete/review the following fields:
Field / R/O/C / Description
Birth date / Required / The person's date of birth
Example:
01/01/1970
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:
Street / Optional / Street address of vendor/customer
Example:
City/State / Optional / City & state of the address
Example:
Zip/country / Optional / Zip Code & Country part of an address
Example:
24. / Click .
Create Family Member/Dependents (0021) (4)

25. / Click .
/ The system displays the message, “Save your entries.”
26. / Go to Step 58.
Copy Actions (0000) (7)

27. / Click .
/ The system displays the message, “No infotypes found. Maintain infogroup modifier/user group.”
Copy Actions (0000) (8)

28. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Actions (0000) (9)

29. / Click .
/ The system displays the message, “Save your entries.”
Copy Family Member/Dependents (0021) (5)

30. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name / Required / Last name
Example:
Last name defaults to name of the employee. If last name of divorced spouse is different, can be changed on this screen.
First name / Required / First name of the person
Example:
Alice
Birth date / Required / The person's date of birth
Example:
01/01/1970
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:
111-11-1446
The divorced spouse may be eligible for COBRA benefits. The SSN should be included if available, for COBRA records.
Street / Conditional / Street address of vendor/customer
Example:
If a divorced spouse is eligible, a COBRA enrollment packet will be sent to the employee’s address on record if a current address for the divorced spouse is not provided.
City/State / Conditional / City & state of the address
Example:
Zip/country / Conditional / Zip Code & Country part of an address
Example:
31. / Click .
Delimit Family Member/Dependents (0021)

32. / Click to the left of the spouse’s name.
33. / Click .
/ A message should appear on the status bar that the record has been delimited.
Exit current screen

34. / Click .
35. / Go to Step 58.
Copy Actions (0000) (10)

36. / Click .
/ The system displays the message, “No infotypes found. Maintain infogroup modifier/user group.”
Copy Actions (0000) (11)

37. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Actions (0000) (12)

38. / Click .
/ The system displays the message, “Save your entries.”
Delimit Family Member/Dependents (0021) (2)

39. / Click to the left of the dependent to delimit.
40. / Click .
41. / Go to Step 58.
Copy Actions (0000) (13)

42. / Click .
/ The system displays the message, “No infotypes found. Maintain infogroup modifier/user group.”
Copy Actions (0000) (14)

43. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Actions (0000) (15)

44. / Click .
/ The system displays the message, “Save your entries.”
45. / Go to Step 58.
Copy Actions (0000) (16)

46. / Click .
/ The system displays the message, “No infotypes found. Maintain infogroup modifier/user group.”
Copy Actions (0000) (17)

47. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Actions (0000) (18)

48. / Click .
/ The system displays the message, “Save your entries.”
49. / Go to Step 58.
Copy Actions (0000) (19)

50. / Click .
/ The system displays the message, “No infotypes found. Maintain infogroup modifier/user group.”
Copy Actions (0000) (20)

51. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Actions (0000) (21)

52. / Click .
/ The system displays the message, “Save your entries.”
Create Family Member/Dependents (0021) (6)

53. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name / Required / Last name
Example:
Last name defaults to name of the employee. If last name of family member is different, can be changed on this screen.
First name / Required / First name of the person
Example:
Martin
/ The system displays the message, “Record created.”
54. / Perform one of the following:
If The Family Member/Dependent Is / Then
Female / Select to the left of Female.
Male / Select to the left of Male.
55. / As required, complete/review the following fields:
Field / R/O/C / Description
Birth date / Required / The person's date of birth
Example:
05/01/1996
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:
Street / Optional /
Example:
Street address of vendor/customer
City/State / Optional / City & state of the address
Example:
Zip/country / Optional / Zip Code & Country part of an address
Example:
56. / Click .
Create Family Member/Dependents (0021) (7)

57. / Click .
/ The system displays the message, “Save your entries.”
Go to enrollment

58. / Perform one of the following:
If You / Then / Go To
Do not need to add other family members to your record / Click .
This allows you to process the changes to the benefits. / Step 59
Need to add other eligible family members, i.e. twin for life event reason birth / Click .
Perform a PA30 action to add any additional family members. / Step 64
Enrollment

59. / Perform one of the following:
If Life Event in the Possible Offers Column / Then
Is highlighted / Click .
Is not highlighted / Double-click on the life event.
/ The qualified life event, in this scenario Divorce , should appear as a possible offer with an enrollment period as of the date of the qualified event.
Enrollment (2)

60. / Perform one of the following:
If You Want To / Then
Change or review dental plans / Click on the coverage under Dental and make the appropriate change.
Change or review medical plans / Click on the coverage under Medical and make the appropriate change.
Change or review employee life / Click on the coverage under Employee Life Insurance and make the appropriate change.
Change or review spouse life / Click on the coverage under Spouse Life Insurance and make the appropriate change.
Change or review dependent life / Click on the coverage under Dependent Life Insurance and make the appropriate change.
Change or review dependent care or health care / Click on the coverage under Dependent Daycare Account or Health Care Account and make the appropriate change.
Complete enrollment / Click on the coverage under Dependent Life Insurance and make the appropriate change.
/ Based upon the type of “qualified life event”, different benefit plans will appear on this screen. You only need to select the plan(s) if changes are to be made. A greenbox will appear in the status column to the right of any benefit in which the employee is already enrolled.
/ Refer to work instruction HRBEN0001 Enroll Employee in Benefits Plan , Step 8, for step by step guidance on the enrollment process.
61. / Click .
Confirmation of Selected Actions

62. / Click .
Enrollment (3)

63. / Perform one of the following:
If / Then / Go To
Additional enrollment changes are needed / Click . / Step 64
Enrollment changes are not needed / Click . / Step 64
Enrollment (5)

64. / Click until you return to the SAP Easy Access screen.
65. / You have completed this transaction.
8/23/2017
Ver: / 11_BN_PA40_Proc Ben Life Evt_BE1_R1.udc
© University of Cincinnati / 1/43
Work Instruction
Functional Area: Benefits / Process Benefit Life Events
Result
You have updated an employee’s benefit elections due to a qualified life event.
After confirming the change in benefit elections was made, a confirmation form is produced and provided to the employee for review.
Comments
None
8/23/2017
Ver: / 11_BN_PA40_Proc Ben Life Evt_BE1_R1.udc
© University of Cincinnati / 1/43