HR DIRECT Administer Base Benefits
Created on 7/28/2017 9:27:00 PM
Training Guide
HR DIRECT Administer Base Benefits
Table of Contents
HR DIRECT Administer Base Benefits .......................................................................... 1
Administering Base Benefits ..................................................................................................... 1
Understanding Benefits Administration ................................................................................................. 2
Viewing an Employee Data Summary ................................................................................................... 8
Updating Benefit Program Enrollment ................................................................................................ 11
Entering Dependent and Beneficiary Information ............................................................................... 16
Viewing Dependent/Beneficiary Summary.......................................................................................... 36
Entering Employee Health Benefits Information ................................................................................. 38
Updating Employee Life and AD/D Benefits Information .................................................................. 47
Updating Employee Disability Benefits Information ........................................................................... 53
Enrolling in Spending Account Plans .................................................................................................. 57
Entering the Spending Account Fee ..................................................................................................... 61
Enrolling in Leave Plans ...................................................................................................................... 65
Enrolling in Savings Benefit Plans ...................................................................................................... 71
Enrolling in Public Employees Retirement System Benefit Plans ....................................................... 75
Viewing the Benefits Enrollment and Deduction Summary ................................................................ 82
Managing Multiple Jobs .......................................................................................................... 86
Understanding Multiple Jobs ............................................................................................................... 87
Adding an Employee Instance ............................................................................................................. 90
Administering FMLA ............................................................................................................ 109
Entering FMLA Leave ....................................................................................................................... 109
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HR DIRECT Administer Base Benefits
HR Direct Base Benefits provides you with the tools you need to manage your employee benefit
programs. It enables you to set up your basic benefits system architecture and manually enroll
employees and their dependents into the benefits system. This comprehensive benefits
management solution supports a full range of benefit programs and plans, and provides you with
everything you need to maintain your benefit records and to respond to inquiries from decision
makers, managers, and other employees.
With Base Benefits you can:
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Define the tables that will be used to build your benefit programs.
Manually enroll employees and dependents into a benefit program.
Track and manage FMLA requests.
Calculate accrued leave awards and maintain employee leave balances.
Manage 403(b) savings plans.
Process retroactive benefits and deduction.
Send enrollment data to third-party administrators.
Administering Base Benefits
An organization provides remuneration to its employees in the form of benefits. These benefits
can be associated with an employee's health, life, or disability. The Base Benefits business
process in PeopleSoft Human Resources provides various tools that enable you to manage
benefits information. In this lesson, you will learn how to store and update information about the
employees and their dependents by using the PeopleSoft Base Benefits.
Upon completion of this lesson, you will be able to:
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Describe the benefits administration process.
View personnel administration data.
Enroll employees in a benefit program.
Enter dependent and beneficiary information.
View dependent/beneficiary summary information.
Enter employee GIC health benefit information (not available at this time).
Update employee life and AD/D benefits (for non-GIC plans).
Update employee disability benefits information (for non-GIC plans).
Terminate life and AD/D benefits and disability benefits information (for non-GIC
plans).
Enroll in flexible spending account plans.
View employee balances.
Enroll in savings benefit plans (voluntary retirement plans - this is handled through the
Treasurer's Office).
Enroll in mandatory retirement plans (SERS, ORP, and Alternate Retirement).
Enroll in leave plans: vacation, sick and personal.
View the benefits enrollment summary and benefits deduction summary.
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Note: Most UMass employees receive health, life and LTD through GIC. Those enrollments
are managed outside of PeopleSoft.
UMWOR: Faculty employees receive life insurance and LTD benefits that are managed in
PeopleSoft.
Understanding Benefits Administration
The Base Benefits feature of the HR Direct application enables you to manage benefits
information. This feature uses programs, plans, plan types, and options to administer benefits
records.
Each benefit plan has associated costs, calculation rules, and coverage codes. After choosing a
plan, employees make additional decisions to determine their coverage. During benefit
enrollment, you enter the options that employees select into HR Direct.
Plan types are groupings that allow HR Direct to process benefit requests systematically. You use
plan types to describe a category of benefits, such as medical plans, dental plans, life plans or
disability plans. Benefit plans are specific benefit offerings within a plan type.
You assign newly hired employees to a benefit program based on their personal, job, and
employment data. The employee's benefit program defines the benefit options available to the
employee.
Deduction codes determine how the payroll deduction for a benefit plan is processed during a
payroll cycle.
In this topic, you will learn about the features and structure of the base benefits elements.
Procedure
Consider this scenario:
You want to understand more about how benefits work in HR Direct.
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Step
1.
Action
The Base Benefits feature of the HR Direct application enables you to manage
benefits information. This feature uses programs, plans, plan types, and options to
administer benefits records.
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Step
2.
Step
3.
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Action
You use the base benefits feature to offer a collection of benefits to a group of
employees. This collection of benefits is known as a Benefit Program and is based
on the employees' personal, job, and employment data.
Action
Employee benefits comprise different categories, which can be defined by using
plan types. Examples of plan types are sick leave plans, savings plans, and
retirement plans.
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Step
4.
Action
The base benefits application sets up nine plan type categories. A two-digit
alphanumeric numbering scheme is used to identify a plan type.
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Step
5.
Step
6.
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Action
Benefit plans are individual benefits offered to employees within a plan type. For
example, Retirement Plans: State Employee Retirement 8%; State Employee
Retirement 9%; Alternate Retirement (Mandatory OBRA).
Action
For each benefit plan, you need to record its description, effective date, provider,
and deduction code. In addition, you specify a plan definition for all plans except
health plans.
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Step
7.
Action
Benefit options are the parameters associated with a benefit plan. An employee
selects benefit options when enrolling in a benefit plan. Benefit options help
determine:
• Cost associated with a plan
• Rule to calculate the claimed amount
• Level of coverage
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Step
8.
Step
Action
For dental plans, an employee can specify a coverage level by using coverage codes.
A coverage level indicates the individuals covered under the plan. At UMass, we
only use two levels of coverage: individual and family.
Action
9.
To specify the deduction type for a benefit plan, you use deduction codes. These
codes determine the rules for deduction priority, taxation, arrears processing, yearto-date limits, and general ledger accounting.
10.
Congratulations! You have reviewed information how benefits are administered in
HR Direct.
End of Procedure.
Viewing an Employee Data Summary
Before enrolling an employee into a benefit program, you need to determine the employee's
eligibility for benefits. You can view the HR/Job/Payroll Data on the Employee Data Summary
page to validate the employee's eligibility.
Your goal is to check an employee's eligibility for benefits before enrolling them in a benefit
program. To check eligibility you will need to review the Employee Data Summary page.
Procedure
Consider this scenario:
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Your goal is to check an employee's eligibility for benefits before enrolling them to a benefit
program.
Key information:
EmplID: 10112416
Step
1.
Action
Begin by navigating to the Employee Data Summ page.
Click the Benefits link.
Step
Action
2.
Click the Employee/Dependent Information link.
3.
Click the Review HR/Job/Payroll Data link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112416".
5.
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Click the Search button.
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Step
Action
6.
Use the Employee Data Summ page to view the personnel administration data for
an employee. You can use this data to determine an employee's eligibility for
benefits.
7.
Scroll to the bottom of the page to review additional information.
Click the scrollbar.
Step
Action
8.
The bottom of the page contains information on the National ID (SSN) and Job and
Personal dates.
9.
Congratulations! You have successfully viewed an employee's data summary.
End of Procedure.
Updating Benefit Program Enrollment
The initial assignment of a benefit program to an employee occurs as part of the new hire process
using the Benefit Program Participation page which is accessed through a hyperlink on the Job
Data pages. You will use the same page to update a benefit program, if needed.
Using the Base Benefits to enroll participants consists of two parts:
1. Enroll a participant in a benefit program. Initially this is assigned to the employee based
on his or her employee pay group, but you can override this assignment at the employee
level. Verify that the employee is enrolled in the correct benefit program, because you
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can only enroll participants in benefit plans that are associated with their assigned benefit
program. This is done as part of the Hire process using the Benefit Program
Participation hyperlink at the bottom of the Job Data pages.
2. After assigning the program, use individual benefit pages to enroll the participant in the
selected benefit plans within the benefit program. When you enroll employees in dental
and benefit plans, you also enroll dependents and assign beneficiaries.
Procedure
Consider this scenario:
When Jean Parsons returned from leave her Benefit Program was entered incorrectly. In this
topic, you will change her Benefit Program Participation data to reflect the correct benefit
program.
Key Information:
EmplID: 10108787
Benefit Program: B02
Step
1.
Action
Begin by navigating to the Benefit Program Participation page.
Click the Workforce Administration link.
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Step
Action
2.
Click the Job Information link.
3.
Click the Job Data link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10108787".
5.
Step
Click the Search button.
Action
6.
Click the Benefits Program Participation link.
7.
The Benefit Program Participation page is used to assign a Benefit Program and a
Benefit Record Number, if required.
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Step
Action
8.
Click the Add Row button.
9.
Notice the Effective Date field displays the current system date. In this example, the
current date is 05/19/2008.
The effective date should reflect the date on which the benefit program change goes
into effect. Change the date, if needed.
10.
Click the Look up Benefit Program button.
11.
Click the Description link.
12.
Verify that the correct Benefit Program has been selected before saving the
transaction.
13.
Click the Save button.
14.
Based upon this change you may need to change the employee's Benefit Plan
enrollments.
15.
Congratulations! You successfully changed the Benefit Program that Jean Parsons is
enrolled in.
End of Procedure.
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Entering Dependent and Beneficiary Information
Some benefit plans include dependents or beneficiaries. Use the Update Dependent/Beneficiary
component to record information about an employee's dependents. Accurate dependent and
beneficiary information helps you process the benefits correctly and quickly.
Procedure
Consider this Scenario
Your goal is to enter beneficiary information for an employee. Enter Robert's wife, Arie, and his
daughter, Kelly, as dependents.
Key Information
EmplID: 10112439
Step
1.
Action
Begin by navigating to the Name page.
Click the Benefits link.
2.
Click the Employee/Dependent Information link.
3.
Click the Update Dependent/Beneficiary link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112439".
5.
Step
Click the Search button.
Action
6.
Use the Name page to enter or update a dependent's name.
7.
The Dependent/Beneficiary ID field helps You uniquely identify each dependent or
beneficiary of the employee. The application automatically generates and assigns
this ID. Accept the assigned ID.
8.
In the Name History section, You specify the name of the person and the format
that determines the fields available to enter the name.
9.
The Effective Date is the date that the dependent/beneficiary is to be eligible in the
system. The field will default to the current date.
Change to the date needed to select the dependent/beneficiary for benefit enrollment.
This date should be the same as the employee's benefit effective date or a date prior
to the date a dependent would be enrolled.
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Step
10.
Action
Enter a language in the Format Type field. This determines the fields that are
available to enter and format the name.
Accept the pre-selected format for English for this example.
11.
Click the Edit Name link.
12.
Use the Edit Name page to specify the name of the person.
Step
13.
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Action
Click the Prefix list.
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Step
14.
Action
Click the Ms list item.
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Step
15.
Action
Enter the desired information into the First Name field.
Enter "Arie".
16.
Enter the desired information into the Last Name field.
Enter "Vento".
17.
Click the OK button.
18.
After You click OK, the Name field is populated with the full name of the
beneficiary.
19.
Click the Address tab.
20.
Use the Address page to enter or update the dependent's address information.
21.
The Effective Date is the date that the address is available in the system. The field
will default to the current date.
Change the date, if needed. Change the date to the employee's benefits effective
date.
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Step
22.
Action
If the dependent lives at the same address as the employee, You can auto-populate
the Address fields.
Click the Same Address as Employee option.
23.
Notice that Robert's address information is populated in the Address field.
24.
Turn on the Same Phone as Employee or Enter a Phone number, if required for
your records.
25.
Click the Personal Profile tab.
26.
Use the Personal Profile page to enter the dependent or beneficiary's personal
details, such as date of birth, relationship to employee, gender, and marital status.
Step
27.
Action
Enter the desired information into the Date of Birth field.
Enter "07201975".
28.
The Effective Date is the date the information is verified. Leave the default or
change, as needed.
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Step
29.
Action
Use the Relationship to Employee field to specify the relationship of the dependent
or beneficiary to the employee.
Click the Relationship to Employee list.
Step
30.
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Action
Click the Spouse list item.
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Step
31.
Action
The Dependent Beneficiary Type field determines whether this person can be
added as a dependent or a beneficiary in benefits enrollments.
Click the Dependent Beneficiary Type list.
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Step
32.
Action
Select the type that You will use for this person during enrollment elections. Both
ensure that the person can be added as a dependent or a beneficiary. (We do not
track beneficiaries in the system so we will choose Dependent).
Click the Dependent list item.
Step
33.
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Action
Click the Gender list.
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Step
34.
Action
Click the Female list item.
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Step
35.
Step
Action
Click the Marital Status list.
Action
36.
Click the Married list item.
37.
The As of date is the date the information is verified. Leave the default of the
current date or change, as needed.
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Step
38.
Action
Enter the desired information into the National ID field.
Enter "432114350".
Note: Follow your campus HR/Benefits business practice for the entry to National
IDs for dependents. This information is not sent to any vendors.
39.
Each dependent/beneficiary must have a Primary ID identified.
Click the Primary ID option.
40.
Click the Save button.
41.
You are now ready to enter the information for Robert's daughter. She is 17 and a
college student.
Click the Name tab.
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Step
42.
Action
Insert a new row to add the new dependent/beneficiary.
Click the Add a new row button.
43.
Verify and/or update the Effective Date, if needed.
44.
Click the Edit Name link.
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Step
45.
Action
Click the Prefix list.
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Step
46.
Step
47.
Action
Click the Miss list item.
Action
Enter the desired information into the First Name field.
Enter "Kelly".
48.
Enter the desired information into the Last Name field.
Enter "Vento".
49.
Click the Refresh Name button.
50.
Click the OK button.
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Step
Action
51.
Click the Address tab.
52.
Verify or update the Effective Date.
53.
The campus business process dictates what is entered for dependents on the Address
page. The information entered here is for the Benefits Office use only and is not sent
to vendors.
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Step
Action
54.
Click Same Address as Employee.
55.
Click the Personal Profile tab.
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Step
56.
Action
Enter the desired information into the Date of Birth field.
Enter "06221991".
57.
Step
58.
Click the Relationship to Employee list.
Action
Click the Child list item.
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Step
59.
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Action
Click the Gender list.
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Step
Action
60.
Click the Female list item.
61.
Verify or update the Marital Status.
In this scenario, Kelly is single, so leave the default.
Step
62.
Action
Enter the date the marital status information was verified.
Enter the desired information into the As of field.
Enter "01282009".
63.
Kelly is a student, so record this information.
Click the Student option.
64.
Enter the desired information into the National ID field.
Enter "012820091".
Note: Follow your campus HR/Benefits business practice for the entry of National
IDs for dependents. This information is not sent to any vendors.
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Step
Action
65.
Click the Primary ID option.
66.
Click the Save button.
67.
Congratulations! You successfully entered dependent and beneficiary information.
End of Procedure.
Viewing Dependent/Beneficiary Summary
HR Direct uses the Dependent/Beneficiary component to record information about employee's
dependents. The Dependent/Beneficiary page enables you to view an employee's dependent and
beneficiary information. (We do not track beneficiary information in PeopleSoft.
Procedure
Consider this Scenario
Your goal is to view data for dependents or beneficiaries for an employee.
Key Information
EmplID: 10112439
Step
1.
Action
Begin by navigating to the Dependent/Beneficiary page.
Click the Benefits link.
2.
Click the Employee/Dependent Information link.
3.
Click the Review Dep/Ben Summary link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112439".
5.
Click the Search button.
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Step
6.
Action
Use the Dependent/Beneficiary page to view a list of dependents and beneficiaries
for an employee.
Note: If you are in Try It! mode or Do It! mode, click the icon displayed below to
view descriptions for the fields on this page.
7.
The ID column displays the unique ID assigned to each dependent or beneficiary.
8.
The Dependent/Beneficiary field indicates whether the person is designated as a
dependent or beneficiary.
9.
The Relationship field displays the relationship of the dependents and beneficiaries
to the employee.
10.
Congratulations! You have successfully viewed the dependent/beneficiary
information for an employee.
End of Procedure.
Entering Employee Health Benefits Information
Many organizations provide health benefits to their employees. Health benefits include dental,
vision, hearing, and medical plans. Using HR Direct, you can enter an employee's health benefits
information.
UMass uses this for some dental and vision plans. GIC benefits are not maintained in HR Direct
Base Benefits.
Note: Using Health Plans is new for Dental Enrollment, but Benefits offices must also continue to
process enrollments via the existing business process (e.g., paper forms to vendor/agent).
Procedure
Consider this scenario:
Your goal is to enter the dental benefits enrollment for an employee.
Key Information:
EmplID 10112439
Step
1.
Action
Begin by navigating to the Health Benefit Elections page.
Click the Benefits link.
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Step
Action
2.
Click the Enroll In Benefits link.
3.
Click the Health Benefits link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112439".
5.
Click the Search button.
6.
Use the Health Benefit Elections page to enroll employees and dependents in
health plan types: medical, dental, and vision.
If you are using Try It! or Do It! modes, click on the icon below for field
descriptions for this page.
Step
7.
Action
The Plan Type field shows the plan type number and name in which the employee
is enrolled.
Click the Look up Plan Type button.
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Step
8.
Action
The plan type number for all health-related plans begins with 1 (10-19 or 1A-1Z).
Click the Plan Type link.
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Step
9.
Action
After you enter the Plan Type, you are ready to specify the Coverage.
The coverage Begin Date is the date on which the coverage starts for the employee.
Follow your campus business process for the date to record.
Enter the desired information into the Coverage Begin Date field.
Enter "02/01/2009".
10.
Click the Refresh Election Information button.
11.
When you refresh the election information, the Deduction Begin Date is populated
with the same date as the Coverage Begin Date.
The Deduction Begin Date should be the first date of the pay period in which
deductions are to begin.
Leave this date.
12.
The Coverage Election field determines whether an employee is electing, waiving,
or terminating coverage within the plan type.
Click the Elect option.
13.
Enter the desired information into the Election Date field.
The Election Date is to record the date the employee elected to
receive/waive/terminate the coverage. Follow your campus business process for the
date to record.
Enter "02012009".
14.
A benefit program is a collection of benefits that the organization offers to its
employees, based on personal, job, and employment data. Each benefit program is
associated with various benefit plans. This will determine which plans display when
you click the Look Up button.
The Benefit Program in which the employee is enrolled is displayed on the page. To
change an employee's program (if incorrect), see the topic Updating Benefit
Program Enrollment.
15.
There may be more than one plan for which the employee is eligible.
Click the Look up Benefit Plan button.
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Step
16.
Action
The eligible plans are displayed.
Click the Benefit Plan link.
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Step
17.
Action
Depending on the Benefit Plan selected, there may be more than one Coverage
Code.
Click the Look up Coverage Code button.
Step
18.
Action
Select the appropriate coverage.
Click an entry in the Coverage Code column.
UMWOR: After the coverage code is entered, enter DELTA in the Health
Provider ID field.
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Step
19.
Action
You may select the dependents to be covered by the health plan.
Click the Look up ID button.
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Step
20.
Action
Select the first dependent.
Click an entry in the Dependent/Beneficiary ID column.
21.
Step
22.
UMWOR: Enter Delta in the Health Provider ID field.
Action
To add another dependent, you must insert a new row.
Click the Add a new row button.
23.
Click the Look up ID button.
24.
Click the Dependent/Beneficiary ID link.
25.
UMWOR: Enter Delta in the Health Provider ID field.
26.
The dependents are now enrolled.
27.
There is a shortcut to automatically enroll all dependents.
Click the Enroll All Dependents button.
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Step
28.
Action
This automatically enrolls all of the eligible dependents.
UMWOR: After the eligible dependents are entered, enter DELTA in the
Health Provider ID field for each dependent in the dental plan.
UMWOR: Enter DAVIS in the Health Provider ID field for the employee and
any elegible dependents for the vision plan.
29.
Click the Save button.
30.
If you need to enroll the employee in other health benefit plan types or waive
coverage in another plan type, insert a new row and repeat the process for the next
plan type.
You can only have one row for each plan type.
31.
Congratulations! You have successfully entered the health benefit information for
an employee.
End of Procedure.
Updating Employee Life and AD/D Benefits Information
There are various life insurance plans to fulfill an employee's personal and financial needs.
Examples of Life and Accidental Death/Dismemberment (AD/D) plans include Basic life, AD/D,
Dependent life, and Dependent AD/D plans. You need to update an employee's data to include
life and accidental death benefit information.
Note: This is only used if the employee is not enrolled in GIC. Specifically, for UMassWorcester, enroll faculty employees in the life insurance and AD/D benefit plans.
Procedure
Consider this scenario:
An employee in your organization requests to update and change the elections for their life
insurance coverage. Your goal is to change the benefit plan as requested for this employee.
Key Information:
EmplID: 10001115
Benefit Plan: SPOUSE
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Step
1.
Action
Begin by navigating to the Life/ADD Elections page.
Click the Benefits link.
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Step
Action
2.
Click the Enroll In Benefits link.
3.
Click the Life and AD/D Benefits link.
Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10001115".
5.
Click the Search button.
6.
Use the Life/ADD Elections page to enroll participants in life plans.
Note: If you are in Try It! mode or Do It! mode, click the icon displayed below to
view descriptions for the fields on this page.
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Step
Action
7.
Click the Look up Plan Type) button.
8.
Click the 25 - Dependent Life - Spouse link.
9.
Use the Coverage Begin Date field to specify the date when the coverage period for
the updated elections starts.
Enter the desired information into the Coverage Begin Date field.
Enter "02/02/2009".
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Step
Action
10.
Click the Refresh Election Information button.
11.
After you click the Refresh Election Information button, the Deduction Begin Date
auto populates with the date entered in the Coverage Begin Date.
Leave this value.
12.
The Coverage Election field determines whether an employee is electing, waiving,
or terminating coverage under a benefit plan.
To enroll an employee, verify that it is set to Elect.
13.
Enter the same date in the Election Date field as the other dates on the page.
Enter the desired information into the Election Date field.
Enter "02/02/2009".
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Step
Action
14.
Click the Look up Benefit Plan button.
15.
Click the SPOUSE link.
16.
Enter the amount of coverage.
Enter the desired information into the Flat Amount field.
Enter "25000".
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Step
Action
17.
Click the Save button.
18.
Congratulations! You have successfully updated the benefit plan for an employee.
End of Procedure.
Updating Employee Disability Benefits Information
Faculty members are automatically entitled to the basic lon-term disability plan as one of their
benefits and have the option to elect additional coverage if so desired. HR Direct provides the
ability for you to enter disability benefits plans for faculty members.
Note: This is only used at UMass Worcester.
Procedure
Consider this scenario:
Your goal is to enroll a faculty member into the basic disability benefit plan at UMass Worcester.
Key Information:
EmplID: 10001115
Benefit Program: GPLTD
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Step
1.
Action
Begin by navigating to the Disability Benefit page.
Click the Benefits link.
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Step
Action
2.
Click the Enroll In Benefits link.
3.
Click the Disability Benefits link.
Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10001115".
5.
Click the Search button.
6.
Use the Disability Benefit page to enroll employees in disability benefit plans.
If you are using Try It! or Do It! modes, click on the icon below for field
descriptions for this page.
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Step
7.
Action
Select the disability plan type.
Click the Look up Plan Type button.
8.
Click the 31 - Long-Term Disability link.
9.
Use the Coverage Begin Date field to specify the date when the coverage period for
this benefit starts.
UMWOR: For faculty, this date is the first of the month after the date of hire.
Enter the desired information into the Coverage Begin Date field.
Enter "02022009".
10.
Click the Refresh Election Information button.
11.
When you click the refresh button, the Deduction Begin Date changes to the same
date as the Coverage Begin Date.
12.
To enroll an employee the Coverage Election must be set to Elect. Verify that this
is the selected option.
13.
Enter the desired information into the Election Date field.
Enter "02022009".
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Step
Action
14.
Click the Look up Benefit Plan button.
15.
Click the GPLTD link.
16.
Click the Save button.
17.
Congratulations! You have successfully entered the disability benefit plan for an
employee.
End of Procedure.
Enrolling in Spending Account Plans
Flexible spending accounts (FSA) plans allow employees to contribute pretax dollars to a fund
that they can later draw from, to pay eligible expenses, including health care and dependent care.
When entering data for new employees, you may need to enroll an employee in either or both of
the flexible spending accounts (health care spending account or dependent care assistance
program). Use the FSA Benefits (USA) page to record employee participation in FSA plans.
At UMASS, there are two steps to this process.
1.
2.
Enroll in the appropriate flexible spending account plan.
Enroll in the flexible spending account fee.
Note: UITS runs a process (October) to terminate the spending plans and fees at the end of the
current calendar year. The employee must submit new forms for the next calendar year. Enter a
new row for the new elections.
Procedure
Consider this Scenario
An employee wants to pledge $2600.00 annually with bi-weekly contributions of $100.00 to the
health care spending account. Your goal is to enter the enrollment.
Key Information
EmplID: 10112439
Step
1.
Action
Begin by navigating to the Spending Accounts page.
Click the Benefits link.
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Step
Action
2.
Click the Enroll In Benefits link.
3.
Click the Spending Accounts link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112439".
5.
Click the Search button.
6.
Use the Spending Accounts page to record employee participation in FSA plans.
Note: If you are in Try It! mode or Do It! mode, click the icon displayed below to
view descriptions for the fields on this page.
Step
7.
Action
Every benefit plan in HR Direct is distinguished by a unique combination of plan
type and plan name. Flexible spending account plans begin with 6.
Click the Look up Plan Type button.
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Step
Action
8.
Click an entry in the Plan Type column.
9.
The coverage period starts on the date that the employee is eligible for the benefit.
Enter the desired information into the Coverage Begin Date field.
Enter "02/01/2009".
10.
Click the Refresh Election Information button.
11.
After you click the Refresh Election Information button, the Deduction End Date
auto populates with the date entered in the Coverage Begin Date.
Leave this value.
12.
The Coverage Election field determines whether an employee is electing, waiving,
or terminating coverage under a benefit plan.
13.
Enter the same date in the Election Date field as the other dates on the page.
Enter the desired information into the Election Date field.
Enter "02/01/2009".
14.
The Benefit Program to which the employee is assigned determines the plans that
are available.
Click the Look up Benefit Plan button.
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Step
Action
15.
Click the Benefit Plan link.
16.
HR Direct uses the Annual Pledge field to enter the employee's annual pledge
amount. This will serve as the annual maximum amount to be contributed.
Click in the Annual Pledge field.
17.
Enter the desired information into the Annual Pledge field.
Enter "2600".
18.
Use the Empl Contribution Override field to enter an amount that the system will
deduct each payroll period until the Annual Pledge amount is reached. Biweekly
amounts should be rounded up to the next cent. (i.e. $5)
Click in the Empl Contribution Override field.
19.
Enter the biweekly deduction amount in the Empl Contribution Override field.
This will ensure that this amount is taken from each paycheck.
Enter the desired information into the Empl Contribution Override field.
Enter "100".
20.
Click the Save button.
21.
A spending fee is assessed each year for enrollees in the spending account.
See the topic "Entering the Spending Account Fee" for instructions to enter this fee.
22.
Congratulations! You successfully enrolled an employee to a Spending Account
benefit plan.
End of Procedure.
Entering the Spending Account Fee
Flexible spending accounts (FSA) plans allow employees to contribute pretax dollars to a fund
that they can later draw from, to pay eligible expenses, including health care and dependent care.
When entering data for new hires, you need to record employee participation in flexible spending
accounts, such as Health Care and Dependent Care. Use the FSA Benefits (USA) page to record
employee participation in FSA plans.
At UMASS, there are two steps to this process.
1.
2.
Enroll in the appropriate spending plan.
Enroll in the Flex Spending Fee.
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This topic describes the step to enter the spending fee which is assessed annually to participants
in the FSA plans.
Procedure
Consider this Scenario
An employee has enrolled in a Health Spending Account. Your goal is to enter the associated
spending fee.
Key Information
EmplID: 10112439
Step
1.
Action
Begin by navigating to the Spending Accounts page.
Click the Benefits link.
Step
Action
2.
Click the Enroll In Benefits link.
3.
Click the Spending Accounts link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112439".
5.
Click the Search button.
6.
Use the Spending Accounts page to record employee participation in FSA plans
and the associated Flex Spending Fee.
Note: If you are in Try It! mode or Do It! mode, click the icon displayed below to
view descriptions for the fields on this page.
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Step
7.
Action
An administrative fee is assessed in conjunction with Flex Spending. You must add
the fee after selecting a spending plan.
Click the Add a new row button.
8.
Click the Look up Plan Type button.
9.
Click the 6Z - Flex Spending Fee link.
10.
Enter the desired information into the Coverage Begin Date field.
Enter "02/01/2009".
11.
Click the Refresh Election Information button.
12.
After you click the Refresh Election Information button, the Deduction End Date
auto populates with the date entered in the Coverage Begin Date.
Leave this value.
13.
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The Coverage Election field determines whether an employee is electing, waiving,
or terminating coverage under a benefit plan.
Leave this value.
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Step
14.
Action
Enter the same date in the Election Date field as the other dates on the page.
Enter the desired information into the Election Date field.
Enter "02/01/2009".
15.
Click the Look up Benefit Plan button.
16.
Click the Spending Account Fee item in the Description column.
17.
Enter the total amount of the annual fee.
Enter the desired information into the Annual Pledge field.
Enter "44.98".
18.
Enter the Health Spending Fee amount into the Empl Contribution
Override field.
Enter "1.73".
19.
Click the Save button.
20.
Congratulations! You successfully enrolled an employee to a Spending Account
benefit plan.
End of Procedure.
Enrolling in Leave Plans
When entering data for benefited new hires in your company into HR Direct, you are required to
enroll each employee in a leave plan.
Personal leave plans are now awarded to the existing employee in January and prorated to their
FTE. Also, new employees have personal leave automatically prorated based upon
union/agreement rules.
Procedure
Consider this Scenario
Your goal is to enroll a new employee in a leave plan.
Key Information
EmplID 10112439
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Step
1.
Action
Begin by navigating to the Leave Plans (USA) page.
Click the Benefits link.
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Step
Action
2.
Click the Enroll In Benefits link.
3.
Click the Leave Plans link.
Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112439".
5.
Click the Search button.
6.
Use the Leave Plans (USA) page to enroll employees in leave plans.
Note: If you are in Try It! mode or Do It! mode, click the icon displayed below to
view descriptions for the fields on this page.
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Step
7.
Action
Every benefit plan in HR Direct is distinguished by a unique combination of plan
type and plan name. Use the Plan Type field to enter the plan type for the employee.
Plan type is a unique identification code. Valid plan types for leave plans begin with
5.
Select the appropriate Plan Type.
Click the Look up Plan Type button.
8.
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Click the 50 - Sick link.
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Step
9.
Action
Use the Effective Date field to enter the date on which the employee or nonemployee is entered into the benefit program. This will usually be the employee’s
hire date.
Click in the Effective Date field.
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Step
10.
Action
Enter the desired information into the Effective Date field.
Enter "02/01/2009".
11.
Use the Election Date field to enter the date the coverage is elected, waived, or
terminated.
This date should be the same as the Effective Date.
12.
Enter the desired information into the Election Date field.
Enter "02/01/2009".
13.
Use the Benefit Plan field to enter the benefit plan. Valid values for the benefit plan
are those that you have associated with the employee's chosen Benefit Program.
Click in the Benefit Plan field.
14.
Click the Look up Benefit Plan button.
15.
Select the appropriate plan.
Click the A_NUC - No-Unit Classified-Sick link.
16.
Click the Save button.
17.
You may enroll an employee in more than one leave plan.
In this example, you will also enter Personal Leave for the employee.
Click the Add a new row button.
18.
Click the Look up Plan Type button.
19.
Select the appropriate plan.
Click the Personal link.
20.
Enter the desired information into the Effective Date field.
Enter "02/01/2009".
21.
Enter the desired information into the Election Date field.
Enter "02/01/2009".
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Step
Action
22.
Click the Look up Benefit Plan button.
23.
Click the Description link.
24.
Click the Save button.
25.
Congratulations! You have successfully enrolled an employee in leave plans.
End of Procedure.
Enrolling in Savings Benefit Plans
HR Direct enables you to enroll each employee in voluntary retirement plans using the Savings
Plan Elections page.
Procedure
Consider this Scenario
In this topic, one of your company employees wishes to enroll in the Voluntary OBRA retirement
plan. Your goal is to record this enrollment.
This is the only voluntary retirement plan that will be entered by the campuses. All other
voluntary retirement plans will be entered and maintained by the UMass Treasurer’s Office.
Key Information
EmplID: 10112439
Retirement Plan: 4M - 457 Alternative Retirement OBRA Voluntary Plan
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Step
1.
Action
Begin by navigating to the Savings Plan Elections page.
Click the Benefits link.
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Step
Action
2.
Click the Enroll In Benefits link.
3.
Click the Savings Plans link.
Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112439".
5.
Click the Search button.
6.
Use the Savings Plan Elections page to enroll employees in savings benefit plans.
We do not maintain beneficiaries or investment elections in HR Direct. This
information is maintained by the vendor.
If you are using Try It! or Do It! modes, click on the icon below for field
descriptions for this page.
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Step
7.
Action
Every benefit plan in HR Direct is distinguished by a unique combination of plan
type and plan name. Use the Plan Type field to enter the plan type category.
Savings Plans have plan type numbers that begin with 4.
Select the appropriate Plan Type for the Plan Type field.
Click the Look up Plan Type button.
8.
Click the 4M - 457 Alternative Retirement Opt link.
9.
The Coverage Begin Date starts the period of coverage.
Enter the desired information into the Coverage Begin Date field.
Enter "02/22/2009".
10.
The Deduction Begin Date specifies when pay deductions will commence.
Enter the desired information into the Deduction Begin Date field.
Enter "02/22/2009".
11.
Enter the desired information into the Election Date field.
Enter "02/22/2009".
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Step
12.
Action
Use the Benefit Plan field to enter the benefit plan.
Only the benefit plans that you have associated with the employee's chosen Benefit
Program as of the Deduction Begin Date appear in the selection list. For example, if
your campus is using the OBRA Voluntary Plan, select the appropriate Benefit
Plan.
To select a Benefit Plan click the Look up Benefit Plan button.
13.
In this example, the 4M Plan Type for this employee offers the Alternative
Retirement Optional Benefit Plan.
Click the RTALTO - Alternative Retirment Optional link.
14.
You can define investment contributions as a flat amount or percent of earnings. Use
the Percent of Earnings field to enter the value in percentage.
Click in the Percent of Earnings field.
15.
Enter the desired information into the Percent of Earnings field.
Enter "3".
16.
Click the Save button.
17.
Congratulations! You have successfully enrolled an employee to a savings benefit
plan.
End of Procedure.
Enrolling in Public Employees Retirement System Benefit Plans
HR Direct enables you to enroll each employee in Public Employees Retirement System (PERS)
benefit plans. You use the Retirement Plans page to enroll employees in the PERS benefit plan.
Your goal is to an employee to the PERS benefit plan.
Procedure
Consider this scenario:
Your goal is to enroll and employee in the Public Employees Retirement System Benefit Plan.
Key Information:
EmplID: 11012439
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Step
1.
Action
Begin by navigating to the Retirement Plans page.
Click the Benefits link.
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Step
Action
2.
Click the Enroll In Benefits link.
3.
Click the Retirement Plans link.
Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10112439".
5.
Click the Search button.
6.
Use the Retirement Plans page to enroll employees in Public Employees
Retirement System (PERS) benefit plans.
If you are using Try It! or Do It! modes, click on the icon below for field
descriptions for this page.
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Step
7.
Action
Every benefit plan in HR Direct is distinguished by a unique combination of plan
type and plan name. Use the Plan Type field to enter the plan type category.
Retirement Plans begin with 7.
Select the appropriate plan type.
Click the Look up Plan Type button.
8.
Click the 70 - UMASS Retirement Standard link.
9.
The Deduction Begin Date indicates the date the deduction is to start. Follow your
campus business process to select the date.
UMWOR: This date will always be the benefited employee’s hire date.
Enter the desired information into the Deduction Begin Date field.
Enter "01/01/2009".
10.
Use the Participation Election options to define whether the employee is electing,
waiving, or terminating coverage.
If you are enrolling the employee, leave the Elect default option.
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Step
11.
Action
Use the Election Date field to enter the date the coverage is elected, waived, or
terminated.
General practice is to make this date match the Deduction Begin Date.
Note: This field defaults with the system date.
12.
Enter the desired information into the Election Date field. Enter "01/01/2009".
13.
Use the Benefit Plan field to designate the retirement plan. You can enter only the
benefit plans that you have associated with the employee's chosen Benefit Program
as of the Deduction Begin Date.
Click the Look up Benefit Plan button.
14.
Click the SERS9 - State Retirement 9% link.
15.
Click the Save button.
16.
After enrolling in the plan, you must set the employee up for the corresponding
Retirement 2% General Deduction.
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Step
17.
Action
Begin the navigation to the General Deduction page.
Click the Payroll for North America link.
Step
Action
18.
Click the Update Payroll Information link.
19.
Click the General Deduction link.
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Step
20.
Action
Enter the desired information into the EmplID field.
Enter "U99999999".
21.
Click the Search button.
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Step
22.
Action
Enter the code for the Retirement 2% deduction into the Deduction Code field.
Enter "RTRET2".
23.
Enter the desired information into the Effective Date field. This date will be the
same as the Deduction Begin Date which will be the benefited employee’s hire
date.
Enter "01/01/2009".
24.
Click the Save button.
25.
Congratulations! You have successfully enrolled an employee to the PERS Public
Employees Retirement System Benefit Plan.
End of Procedure.
Viewing the Benefits Enrollment and Deduction Summary
During regular payroll processing cycles, the system uses all relevant human resources, benefits,
and payroll table information and employee data to process deductions and compensation.
Regardless of whether your organization uses PeopleSoft Payroll or PeopleSoft Payroll Interface,
you can view a summary of employee benefit data, including the most recent payroll deduction.
Use the Benefit Enrollment Summary page to view the general benefits summary of an
employee's enrollment.
Your goal is to view the benefits summary for your company employee.
Procedure
Consider this Scenario
Use the Benefit Enrollment Summary page to view the general benefits summary of an
employee's enrollment.
Your goal is to view the benefits summary for your company employee.
Key Information
EmplID: 99999999
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Step
1.
Action
Begin by navigating to the Benefit Enrollment Summary page.
Click the Benefits link.
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Step
Action
2.
Click the Review Employee Benefits link.
3.
Click the Current Benefits Summary link.
Step
4.
Action
Enter the desired information into the EmplID field.
Enter "99999999".
5.
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Click the Search button.
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Step
6.
Action
Use the Benefit Enrollment Summary page to view a summary of an employee's
benefits participation.
Note: If you are in Try It! mode or Do It! mode, click the icon displayed below to
view descriptions for the fields on this page.
7.
View a summary of all benefit plans in which the employee is enrolled.
This shows the status, plan and elected coverage along with the Coverage Begin
Date.
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Step
Action
8.
Click the Benefit Deduction Summary tab.
9.
Use the Benefit Deduction Summary page to view a summary of the last payroll
deductions.
10.
View a the last deduction taken for each plan type.
This shows the plan, coverage, tax classification (before or after), coverage base
where required, the last deduction amount and the payroll in which it was deducted.
11.
Congratulations! You successfully viewed the benefits enrollment and deduction
summaries for an employee.
End of Procedure.
Managing Multiple Jobs
Many organizations have employees that work in more than one job at the same time. Calculating
benefit deductions and determining benefit eligibility requires special considerations. When an
employee is hired into another position, Human Resources uses Add Employee Instance. Each
job is assigned an employee record number and a benefit record number.
Benefit Record Number:
A benefit record number is used to group several jobs together for benefit purposes. Each
employee record number is unique. However, a Benefit Record Number can be assigned to
multiple employee record numbers.
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When creating additional positions/jobs, the Benefit Record Number must also be synched up
when applicable. The Benefit Record Number is located on the Benefit Program Participation
page in JOB and is used to control benefit eligibility for employees with multiple positions/jobs.
The Benefit Record Number corresponds to the Benefit Program for an employee's primary
position/job. The primary position/job will have a Benefit Record Number of "0". If an employee
has a concurrent position/job with the same Benefit Program as their primary position/job, the
Benefit Record Number must be the same.
If an employee has a concurrent position/job with a different Benefit Program from their primary
position/job the Benefit Record Number must be changed from the default of "0" to next
available Benefit Record Number, e.g. "1".
Note: Once the Benefit Record Number has been assigned to the employee do not correct this
number. If you do the Benefits enrollment records associated to the Benefit Records will end up
disconnected from the employee and there will be a clean-up effort needed to straighten out the
errors caused by the disconnect.


If the new job entitles the employee to a new set of concurrent benefits, use a new
benefit record number.
If the job does not entitle the employee to new benefits, use an existing benefit record
number.
Each benefit record number must have a designated primary job. The primary job is used to
process benefit information.


Service and termination dates are pulled from the primary job and used by the deduction
processes.
During deduction processing, the primary job determines when a deduction should be
taken from an employee’s check.
Upon completion of this lesson, you will be able to:





Describe multiple jobs and how they relate to benefits.
Add a concurrent job and combine it with the original job into a single benefit track.
Change the job indicator.
View multiple job summary information.
Designate the primary job for benefits.
Understanding Multiple Jobs
The HR Direct Multiple Jobs feature enables you to hire an employee into more than one job at
any time. Employees can work in more than one job at the same time.
Procedure
Consider this Scenario:
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You need to learn more about how multiple jobs in HR Direct. This topic provides an overview.
Step
1.
Action
The HR Direct Multiple Jobs feature enables you to hire an employee into more
than one job at any time. Employees can work in more than one job at the same
time.
For example, a university collaborates with a hospital. An employee working at the
university can hold the concurrent jobs of a professor and dean at the university and
of a physician at the hospital.
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Step
2.
Action
If an employee has more than one job, HR Direct uses the Job Indicator field to
designate one job as primary and the others as secondary. The job indicator that is
used for government reporting (VETS 100/EED) is the primary job.
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Step
3.
Step
4.
Action
You can use the Multiple Jobs page to view a summary of an employee's jobs.
Action
An organization can base an employee's eligibility for benefits on a single job. This
job is known as the primary jobs for benefits. A benefit-related primary jobs is
different from the Human Resources primary job indicator which is used for
reporting purposes.
In HR Direct, use the Benefits Record number on the Benefits Program Participation
page to indicate how the system will process benefits for that job.
5.
Congratulations! You have successfully viewed the Understanding Multiple Jobs
topic.
End of Procedure.
Adding an Employee Instance
PeopleSoft Human Resources enables you to keep complete job information about workers who
hold more than one job at a time in an organization .
If you set up HR Direct security to allow workers to have multiple jobs, you can add an additional
instance to a worker’s employment record. Use the Add Employment Instance component in
Workforce Administration to add new jobs for workers who already have one or more jobs.
Procedure
Consider this scenario:
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Your goal is to enter an additional assignment for Glen Quincy.
Key Information:
EmplID : 10107868
Job Code : 12X20
Step
1.
Action
Begin by navigating to the Add Employment Instance page.
Click the Workforce Administration link.
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Step
Action
2.
Click the Job Information link.
3.
Click the Add Employment Instance link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10107868".
5.
You will leave the Empl Rcd Nbr value default to "0" on this page. When you
click the Add button, HR Direct will automatically generate the correct Employee
Record Number sequence based on the current number of jobs this employee holds.
6.
Click the Add button.
7.
Use the Work Location page to enter position and location information for a
person's concurrent job, including the regulatory region, company, department, and
location.
8.
Notice the Empl Rcd # has been updated to the correct number sequence for the
additional job.
UMWOR: Record the new Empl Rcd # on the PA.
9.
UMass is not using the Job Indicator field at Go-Live and all records are being
converted as "Not Applicable". This is a delivered field developed primarily to
manage accurate EEO/AA reporting. A campus can use this field if there is a
business reason to do so.
UMWOR: Set this field to Secondary Job if this is not the primary position.
10.
The Action for adding an additional employment instance is Hire.
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Step
11.
Step
12.
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Action
Click the Reason list.
Action
Click the Concurrent Appointment list item.
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Step
13.
Action
Enter the desired information in the Expected Job End Date field.
Enter "08/29/2009".
14.
If you want the Job to end automatically on the date entered in the Expected Job
End Date field, click the End Job Automatically checkbox. This will also
terminate the encumbrance as well.
15.
In this example, we will be hiring into a Job. This will require populating the
Company, Department, and Location Code fields on this page before applying the
Job Code on the Job Information page.
16.
Enter the desired information in the Company field.
Enter "UMS".
17.
Enter the department or use the following steps to look up the correct department.
UMWOR: The department is found on PA #16.
Click the Look up Department button.
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Step
18.
Action
Enter the desired information into the Department: field.
Enter "b013800".
19.
Click the Look Up button.
20.
Click the Healey Library link.
21.
Verify or change the Location code.
UMWOR: See PA #17.
22.
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Click the Job Information tab.
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Step
23.
Action
Enter the new Job Code or use the following steps to look up the code.
UMWOR: See PA #8 for the Job Code.
Click the Look up Job Code button.
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Step
Action
24.
Click the Library Assistant II link.
25.
UMWOR: Confirm that the correct job title appears.
26.
UMWOR: Enter the appropriate Supervisor ID. See the PA.
27.
Verify or change the Regular/Temporary field.
UMWOR: See PA #13.
28.
Verify or change the Full/Part field.
UMWOR: This is based on Std Hrs. See PA #14.
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Step
Action
29.
Click the Empl Class list
30.
Select the appropriate Empl Class.
UMWOR: See PA #12.
Click the Student list item.
31.
Verify or change the Standard Hours.
UMWOR: See PA #14.
32.
Verify that the Combined Std Hours are accurate.
33.
UMWOR: The Encumbrance Override check box is always unchecked.
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Step
Action
34.
Click the Job Labor tab.
35.
Use the Job Labor page to enter the Union Code and Union Seniority Date for
union employees.
UMWOR: Union Code is PA #18.
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Step
Action
36.
Click the Payroll tab.
37.
Use the Payroll page to enter payroll processing data. The payroll system and pay
group information that you enter here affects component compensation processing
on the Compensation page.
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Step
Action
38.
Click the Look up Pay Group button.
39.
Select the appropriate pay group for your campus.
Click the UMass Boston link.
40.
Verify or change the Employee Type.
Choices are:
E = Exception Hourly
H = Hourly
41.
Verify or change the FICA Status to Medicare only.
UMWOR: If the employee is working on an international visa, seek guidance from
ISSO.
Step
42.
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Action
Click the Salary Plan tab.
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Step
43.
Action
Use the Salary Plan to review the information on the employee's Salary Plan. This
should be populated based on the selected job code.
Change values as needed.
UMWOR: Consult appropriate reference sheets for specific employee types.
Step
44.
Action
Click the Compensation tab.
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Step
Action
45.
Click the Look up Rate Code button.
46.
Click the PHRLY link.
47.
Enter the desired information into the Comp Rate field.
Enter "11.60".
48.
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Click the Calculate Compensation button.
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Step
49.
Action
You can verify the salary.
Click the Expand section button.
50.
UMWOR: Verify that the rounded annual salary corresponds to PA #23.
51.
UMWOR: Verify that Biweekly salary populates correctly at 2 decimal places.
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Step
Action
52.
Click the Employment Data link.
53.
Click the Time Reporter Data link.
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Step
54.
Action
Enter the desired information in the Payable Time Start Date field.
Enter "05/16/2009".
Step
55.
Action
Enter the appropriate Workgroup or use the following steps to look it up.
UMWOR: Refer to the reference sheet or current campus business process for the
correct Workgroup for specific employee types.
Click the Look up Workgroup button.
56.
Enter the desired information into the Workgroup field.
Enter "b".
57.
Click the Look Up button.
58.
Click the Grad Students 20 Hours Weekly link.
59.
Click the Look up Taskgroup button.
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Step
Action
60.
UMWOR: Refer to the reference sheet or current campus business process for the
correct Taskgroup for specific employee types.
Click the Positive Taskgroup link.
61.
Click the OK button.
Step
Action
62.
Click the Benefits Program Participation link.
63.
When creating concurrent positions/jobs, the Benefits Record Number must also be
synched up when applicable. The Benefit Record Number is used to control benefit
eligibility for employees with concurrent positions/jobs.
The Benefit Record Number corresponds to the Benefit Program for an employee’s
primary position/job. The primary position/job will have a Benefit Record Number
of “0.” If employees in any concurrent positions/jobs have the same Benefit
Program as their primary position/job, the Benefit Record Number must be the
same. If employees in any concurrent positions/jobs have a different Benefit
Program as their primary position/job, the Benefit Record Number must be different.
When the Benefit Record Number must be different, enter the next available Benefit
Record Number (e.g., 1, 2).
64.
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Because the Benefits are driven by the Primary Job this page needs no action.
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Action
65.
UMWOR: You may need to go to Personal Information to add the Campus Code, if
needed.
You may also need to enroll the employee in leave plan(s), if different from the
primary job.
66.
Click the Save button.
67.
Congratulations! You have successfully added an additional assignment.
End of Procedure.
Administering FMLA
The Family Medical Leave Act (FMLA) protects benefits and job restoration for employees who
take a leave from work to care for themselves or family members. This law went into effect
August 5, 1993, and contains provisions regarding employer coverage, employee eligibility and
entitlement, notice and certification, continuation of health benefits, and job restoration.
Before you can actively manage FMLA information for your workforce, you must first activate
PeopleSoft's FMLA Administration facility and then define your organization's FMLA plans.
You'll use the Installation Table and the FMLA Plan Table to perform these steps. You'll also
need to associate FMLA plans with benefit programs, using the Benefit/Deduction Program
Table.
After setting up your plans, you use their parameters to determine employee eligibility and to
calculate available FMLA leave.
The Family Medical Leave Act (FMLA) allows employees to leave work to care for themselves
or family members and return with continuation of all employee rights and privileges.
Administering FMLA involves establishing FMLA benefit plans, tracking employee leave
requests, compensation during the leave, and other related factors. This information can be
tracked and reported on in PeopleSoft.
Note: Currently this functionality is only used by the Worcester campus.
Entering FMLA Leave
You use the Request page to enter FMLA leave requests. The Eligibility page is used to
determine FMLA leave eligibility and entitlement entered by an employee. You use the
History page to schedule and track FMLA leave. Also, the Activity page enables you to log
events that affect an FMLA leave.
This process it currently administered by the Worcester Campus.
Procedure
Consider this Scenario:
An employee in your organization has requested a leave. Your goal is to record the dates, reason,
and other relevant information.
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Key information:
Empl Name: David Kinkelstein
EmplID: 10107845
Step
1.
Action
Begin by navigating to the Request page.
Click the Benefits link.
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Step
Action
2.
Click the Track FMLA (Family Medical Lv) link.
3.
Click the Request/Authorize/Track Leave link.
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Step
4.
Action
Enter the desired information into the EmplID field.
Enter "10107845".
5.
Click the Search button.
6.
Use the Request page to enter FMLA leave requests.
7.
Use the Request Date field to specify the date the employee made the FMLA
protected leave request. For this example, use the default value.
8.
Use the Approval Status field to specify whether the request is approved or denied.
For this example, use the default value.
Step
9.
Action
Use the Begin Date field to specify the first day of the employee’s requested leave.
Click in the Begin Date field.
10.
Enter the desired information into the Begin Date field.
Enter "12/15/2008".
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Step
11.
Action
Use the Return Date field to specify the date the employee is scheduled to return
from leave.
Click in the Return Date field.
12.
Enter the desired information into the Return Date field.
Enter "12/22/2008".
13.
Use the Leave Reason field to select an appropriate leave reason.
Click the Leave Reason list.
14.
Click the Birth or Adoption list item.
15.
Enter the desired information into the Time Requested field.
Enter "5".
16.
Click the Leave Type list.
17.
Click the Days list item.
18.
Click the Eligibility tab.
19.
Use the Eligibility page to determine FMLA leave eligibility and entitlement.
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Step
20.
Action
Use the FMLA Plan ID field to attach the FMLA leave request to a specific FMLA
leave plan.
Click in the FMLA Plan ID field.
21.
Enter the desired information into the FMLA Plan ID field.
Enter "CAL".
22.
Click the History tab.
23.
Use the History page to schedule and track FMLA leave.
24.
Use the Begin Date field to specify the first day of the employee’s requested leave.
For this example, use the default value.
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Step
Action
25.
Click the Activity tab.
26.
Use the Activity page to log events that affect an FMLA leave.
27.
Use the Begin Date field to specify the first day of the employee’s requested leave.
For this example, use the default value.
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Step
Action
28.
Click the Save button.
29.
Once the leave is approved, you must enter the leave in Workforce Administration.
See the topic, "Tracking Leaves of Absence" in the Workforce Administration
module for information on how to enter a leave.
30.
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Congratulations! You have successfully entered an FMLA leave request for an
employee.
End of Procedure.