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Enterprise Benefits Administration 9.0 Created on 2/5/2010 9:42:00 AM

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Training Guide Enterprise Benefits Administration 9.0

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Table of Contents Enterprise Benefits Administration 9.0 ........................................................................1

Benefits Administration Fundamentals ................................................................................ 1 Understanding Benefits Administration ............................................................................................. 1 Viewing Geographic Eligibility ...................................................................................................... 13 Adding a Benefit Program .............................................................................................................. 17 Adding Providers/Vendors .............................................................................................................. 24 Adding a Benefit Plan ..................................................................................................................... 32 Updating a Flat Rate Table ............................................................................................................. 37 Entering Life and AD/D Plan Details .............................................................................................. 42 Adding Calculation Rules ............................................................................................................... 46 Entering Service Step Table Information ......................................................................................... 50 Adding Earnings ............................................................................................................................. 55 Adding Earnings Programs ............................................................................................................. 63

Administering Flexible Spending Accounts ........................................................................ 68 Entering Healthcare Claim Data ...................................................................................................... 68 Modifying a Claim ......................................................................................................................... 73 Processing a Claim Payment ........................................................................................................... 76 Printing Checks .............................................................................................................................. 83 Printing the Check Register ............................................................................................................ 90 Viewing Claim Details.................................................................................................................... 99 Viewing Payment Details.............................................................................................................. 102 Reversing Payment Checks ........................................................................................................... 106 Closing Prior Year FSAs .............................................................................................................. 113

Preparing for Event Maintenance .................................................................................... 119 Adding Eligibility Rules ............................................................................................................... 120 Viewing Eligibility Rules.............................................................................................................. 128 Understanding Events ................................................................................................................... 132 Adding Event Rules ...................................................................................................................... 137 Viewing Event Rules .................................................................................................................... 145

Preparing Open Enrollment ............................................................................................. 149 Creating Pay Calendars ................................................................................................................. 150 Running the Base Benefits Audit Process ...................................................................................... 158 Creating a BAS Group ID ............................................................................................................. 167 Adding a BAS Group ID to Employee Records ............................................................................. 171 Creating an Open Enrollment Definition ....................................................................................... 175 Creating an Open Enrollment Schedule ID .................................................................................... 180 Viewing Employee Data Summary ............................................................................................... 185 Viewing Job Summary.................................................................................................................. 188

Processing Open Enrollment ............................................................................................ 194 Running Open Enrollment ............................................................................................................ 195 Creating Enrollment Statements .................................................................................................... 209 Hiring a New Employee After Open Enrollment Has Begun .......................................................... 218 Adding a New Participant to the Open Enrollment Schedule.......................................................... 234 Entering Participant Elections ....................................................................................................... 247 Adding Dependent or Beneficiary Information .............................................................................. 254 Enrolling Dependents Using the Supplemental Enrollment Page .................................................... 261 Generating the Invalid Participant Reports .................................................................................... 269 Viewing Eligibility Debugging ..................................................................................................... 281 Correcting Errors and Finalizing Open Enrollment ........................................................................ 285

Training Guide

Enterprise Benefits Administration 9.0

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Entering Process Control Updates .................................................................................................. 300 Viewing Benefits Summary ........................................................................................................... 303 Printing Confirmation Statements .................................................................................................. 306 Reprinting Statements ................................................................................................................... 315

Identifying Event Triggers ................................................................................................ 326 Entering Job Changes .................................................................................................................... 327 Entering Termination .................................................................................................................... 333 Adding Dependent or Beneficiary Information ............................................................................... 337 Updating Personal Information ...................................................................................................... 344 Entering and Verifying Manual Events .......................................................................................... 348 Entering Benefits Program Participation ........................................................................................ 353

Running Event Maintenance ............................................................................................. 357 Viewing Event Status Update ........................................................................................................ 359 Adding a Passive Event Definition ................................................................................................ 363 Creating an Event Maintenance Schedule ID ................................................................................. 367 Running Event Maintenance for Passive Events ............................................................................. 371 Viewing Passive Event History ...................................................................................................... 380 Processing and Validating Event Maintenance ............................................................................... 382 Viewing Messages ........................................................................................................................ 393 Viewing Employee Event Detail .................................................................................................... 396 Finalizing Event Maintenance ....................................................................................................... 403 Viewing Schedule Summary.......................................................................................................... 413 Verifying Process Status ................................................................................................................ 418

Using On-Demand Event Maintenance ............................................................................. 422 Configuring Online Printing .......................................................................................................... 423 Processing an On-Demand Event ................................................................................................... 426 Selecting Activities to Process ....................................................................................................... 445 Viewing Enrolled Plans ................................................................................................................. 450 Viewing On-Demand Error Messages ............................................................................................ 454

Running Reports ................................................................................................................ 457 Running HCM Reports .................................................................................................................. 458


Page 1

Enterprise Benefits Administration 9.0 PeopleSoft Benefits Administration is used to manage employee benefits in your organization.

Benefits Administration provides you with automated eligibility checking, enrollment management, and flexible credit.

Benefits Administration integrates fully with PeopleSoft HRMS. With this, you can access and use employee information during benefit processes. In addition, information entered and

processed in Benefits Administration automatically updates Base Benefits tables.

Upon completion of this module, you will be able to:

• Describe the benefits administration process.

• Maintain benefits administration tables.

• Prepare for event maintenance. • Prepare for open enrollment.

• Process open enrollment.

• Identify event triggers. • Run event maintenance.

• Use on-demand event maintenance.

• Run reports.

Benefits Administration Fundamentals

PeopleSoft Human Resources and its benefits processing capabilities constitute the foundation

upon which PeopleSoft Benefits Administration is built.

This lesson reviews the Benefits Administration process and the Base Benefits foundation tables.

Upon completion of this lesson, you will be able to: • Describe key elements of PeopleSoft Benefits Administration.

• View geographic eligibility.

• Add a benefit program. • Add a provider/vendor.

• Add a benefit plan.

• Update a flat rate record.

• Add a life and AD/D plan. • Add a calculation rule.

• Enter Service Step Table information.

• Add earnings. • Add an earning program.

Understanding Benefits Administration

PeopleSoft Benefits Administration is designed to be versatile and user friendly. It works in conjunction with PeopleSoft Human Resources by using the employee information that is entered

and tracked in the PeopleSoft Human Resources system. This system tracks an employee's life

cycle from original hire to termination. During employment, employees can be enrolled in various benefit plans, enroll family members in benefit plans, discontinue benefit plans, and

more. All changes and information entered into PeopleSoft HRMS are reflected in an employee's

benefits plans.

Training Guide


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In the Benefits Administration system, you may need to access employee data for viewing purposes. In addition, changes to the Personal Data or Job Data components may trigger events to

be included in the list of unprocessed activities for the Event Maintenance process in Benefits

Administration.

The PeopleSoft Benefits Administration (BAS) process enables you to manage employee benefits

within your organization. Use this process to enter information and process it so that the tables

containing employee base benefits information are automatically updated.

Procedure

Step Action

1. The following diagram gives an overview of how benefits are structured in

PeopleSoft.


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Step Action

2. Some events that occur during the life cycle of an employee are directly related to an employee's benefits. Employee events contain both an action and a reason. The

action tells PeopleSoft what to do, and the reason describes why it should be done.

The action determines the status of the employee, which can trigger other processes, including benefit changes.

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Step Action

3. Employee actions are entered in the Job Data component. This component tracks all employee events. Below is a list of employee actions that commonly affect benefits:


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Step Action

4. Some employee events change an employee's status. Changes made in the Job Data

or Personal Data components that may affect benefit eligibility are considered and

analyzed. The employee status is not user-selected, rather, it is derived (or set) based on a selected action.

5. In the Job Data component, actions such as Leave of Absence, Suspension,

Promotion, Job Reclassification, Retirement, and Termination change the employee

status. This is important because a change in employee status can affect an employee's eligibility for benefits.

6. A change in address or marital status in the Personal Data component might also

make an employee eligible or ineligible for certain benefit plans. The birth of a child

creates a new dependent to consider for health coverage and a new beneficiary to

consider for life coverage.

Step Action

7. The Benefits Administration (BAS) process uses eligibility rules to provide

automated eligibility checking, option validation, and enrollment management. Use this process to automate Open Enrollment and Event Maintenance processing.

To do this, add events and eligibility rules to the Benefit Program table. This table contains information about employee benefit programs.

Training Guide


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Step Action

8. The diagram below shows the BAS process for Event Maintenance and Open Enrollment. Note that the two processes are identical except for the addition of

event triggers in Event Maintenance.

9. Event triggers are employee activities that initiate a BAS process. Some event

triggers, such as changes to personal records and family status, initiate the Event Maintenance process.


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Step Action

10. The BAS process for Open Enrollment and Event Maintenance is started after you define the BAS Group ID and Schedule IDs.

11. The BAS Group ID determines the participants for an Event Maintenance or Open

Enrollment schedule. In the Open Enrollment process, you must define and associate

an Open Enrollment Definition ID with the schedule.

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Step Action

12. You conduct Event Maintenance daily or weekly, and you conduct Open Enrollment annually or semi-annually. These processes help you to administer benefits for the

upcoming year or term.


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Step Action

13. Events are processed within the BAS process. These events are employee record changes that affect employee benefit options. An employee may be associated with

several unprocessed events, each following a different path. The number of events

that require processing may vary from employee to employee.

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Step Action

14. You may need to run the BAS process several times to process a particular event. During the first run of this process:

• The application assigns events to a BAS processing schedule.

• The scheduled events are then assigned to benefit programs.


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Step Action

15. Next, the benefits administrator prints enrollment statements and distributes them to participants for updating and making changes. When a participant's enrollment

statement is printed, the process status is updated from PR to Notified (NT).

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Step Action

16. During the second run, the system validates the changes and loads the updated participant election information. If the process runs successfully, its status changes

to Finalized/Enrolled (FE). Next, confirmation statements are printed and mailed to

participants assigned an FE status.


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Step Action

17. During the third run, the BAS process finalizes investment elections for participants who submitted incomplete or incorrect enrollment statements. In case of any errors,

the Election Error (EE) process status is displayed. Errors may occur due to an

incomplete rule setup, inconsistent HR data, or an invalid election entry by the employee. Events are assigned a process status for each run, which enables you to

determine the status and correct the errors. Run the BAS process again after

reviewing and correcting any errors.

18. To summarize, the BAS process is an automated process that enables you to manage

employee benefit processing.

End of Procedure.

Viewing Geographic Eligibility Geographic locations are defined postal code ranges you use to determine employee eligibility for benefit plans. Once these locations and corresponding postal code ranges are defined in the

PeopleSoft system, they are linked to benefit plans within a program. You can specify whether

the postal code range makes an employee either eligible or ineligible for a benefit program or

plan. You can also specify whether the employee's work location should be included when checking eligibility by postal code range. If the work location is not included, only the employee's

home address will be used in eligibility checking by postal code.

Consider this scenario: An employee has just relocated. You need to determine if he is still

eligible for benefits.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Geographic Location Table page.

Click the Set Up HRMS link.


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Step Action

2. Click the Product Related link.

3. Click the Automated Benefits link.

4. Click the Eligibility and Event Rules link.

5. Click the Geographic Location Elig Table link.

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Step Action

6. Specify the Location Table ID on the search page. Use this ID to associate each set of postal code ranges with a specific benefits plan. The application uses the postal

code ranges to determine employee eligibility for benefit plans.

Enter the desired information into the Location Table ID field. Enter "KUCA".

7. Click the Search button.

8. Use the Geographic Location Table page to enter geographic location rules and to determine eligibility for benefits based on home or work location.

9. The Effective Date field displays the date from which the rules are effective

10. Use the Based On field to select the location that you want evaluated by this set of

postal code ranges. Select from the following values:

Home: The employee must reside in the displayed postal codes or postal code ranges to pass.

Location: The employee must work in the displayed postal codes or postal code

ranges to pass.

Both: The employee must both work and live in the displayed postal codes or postal code ranges to pass.

Either: The employee must either work or live in the displayed postal codes or

postal code ranges to pass.

11. In this example, you are verifying the eligibility for benefits in Los Angeles, Ca. The associated zip code is 90035.


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Step Action

12. The Evaluation Method field appears as active if you have activated the Multiple Jobs feature. This field enables you to define how the jobs selected from the

grouping method will be evaluated against the eligibility field. Select from the

following values:

1 or More: At least one job must satisfy the rule. All: All jobs must satisfy the rule.

Sum: The sum of the field values for all jobs in the group must satisfy the rule. This

applies to numeric information such as standard hours or FTE.

13. The Consider Active Jobs Only field appears as active if you have activated the Multiple Jobs feature. If selected, the system will not look at a job that has a

terminated employee status when evaluating the employee’s benefit eligibility.

14. Note that the value in the Eligible or Ineligible field displays Eligible. Therefore,

the employee is eligible for benefits, even after relocating to Los Angeles.

15. You successfully viewed an employee's geographic location eligibility.

Geographic locations are defined postal code ranges that determine employee

eligibility for benefit plans.

End of Procedure.

Adding a Benefit Program

The Benefit Program Table contains basic benefit information, defines the fields to support the

automated enrollment process, brings benefit plans, deduction codes, and eligibility and event rules together, and defines rates and flexible credits.

In this topic, you will add a new benefit program.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Benefit Program page.



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Step Action


3. Click the Base Benefits link.

4. Click the Benefit Program Table link.

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Step Action

5. Click the Add a New Value tab.

6. Enter the desired information into the Benefit Program field. Enter "TST".

7. Click the Add button.

8. Use the Benefit Program page to define basic benefit program information.


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Step Action

9. Click in the Description field.

10. Enter the desired information into the Description field. Enter "Benefit Program".

11. Click the Plan Type and Option tab.

12. Use the Plan Type and Option page to link plan types to the benefit program and

add important information such as plan options, and deduction codes.

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Step Action

13. Enter the plan type in the Plan Type field. Plan types group individual plans or options that may be elected by an employee for a particular type of benefit.

Click in the Plan Type field.

14. Enter the desired information into the Plan Type field. Enter "01".

15. Click in the Event Rules ID field.

16. Enter the desired information into the Event Rules ID field. Enter "TS00".

17. Option Based Credits are those credits that are only available to employees if they

select a particular benefit option.

Within a particular benefit program, there may be several options for medical

benefits. For example, three options are available for an HMO for different coverage codes (employee only, employee + spouse, employee + family). An employee in this

scenario has a choice of which medical option best suits his or her needs. Within the

medical benefits options, a company can provide credits to an employee based on his or her selection.


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Step Action

18. Another type of option you may add on the Option group box is a General Credit, Option Type G.

General credits may apply to entire benefit programs or to specific plan types within

a benefit program. Credits that apply to a plan type are distinguished as general plan-based credits. General credits and general plan-based credits are independent of

each other. You can set up one of them or both, depending on your business

requirements.

19. Enter an option type in the Option Type field. In this example, the type is, P (Program). This option type is required for automated benefit programs. It is allowed

for the Benefit Program Row (plan type 01) only, and only one is allowed per

benefit program.

Click in the Optn Type field.

20. Enter the desired information into the Optn Type field. Enter "P".

21. Use the Option Seq field to enter the option sequence which indicates the order in which benefit options appear.

Click in the Option Seq field.

22. Enter the desired information into the Option Seq field. Enter "1".

23. Use the Elig ID field to link an eligibility rule to this option. Eligibility rules allow

you to specify whether a particular parameter makes the employee eligible or

ineligible for the plan option.

Click in the Elig ID field.

24. Enter the desired information into the Elig ID field. Enter "TS00".

25. Click the Cost tab.

26. Use the Cost page to link a benefit program and plan type to rate and calculation rules.

Training Guide


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Step Action

27. Click the Save button.

28. You successfully added the a benefit program.

End of Procedure.

Adding Providers/Vendors A benefit provider is a vendor. A benefit provider is the entity that sponsors the benefit plan that

your company offers your employees. For example, if your company offers a Blue Cross/Blue

Shield health insurance plan, Blue Cross/Blue Shield is the provider. You use the Provider/Vendor Table to set up an ID for each vendor.

In this topic, you will add a new benefit provider.

Procedure


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Step Action

1. Begin by navigating to the Vendor Information page.


Training Guide


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Step Action



4. Click the Provider/Vendor Table link.


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Step Action


6. Enter the desired information into the SetID field. Enter "SHARE".

7. Click in the Vendor ID field.

8. Enter the desired information into the Vendor ID field. Enter "BAYPAC".


10. Use the Vendor Information page to create the vendor code and identifies the name

and type of the vendor you are entering.

Training Guide


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Step Action

11. Enter the desired information into the Name 1 field. Enter "Bay Pacific Health

Care".

12. Click in the ShortName field.

13. Enter the desired information into the ShortName field. Enter "BAYPAC".

14. The HRMS Class field identifies the HRMS classification used to create views so

you see the appropriate vendors on the appropriate tables. For General Providers the class is P.

15. For HRMS vendors, Approved is the default selection in the Status field. Accept

this default.

16. Regular is the default selection in the Persistence field. Accept this default.

17. Click the Addresses tab.

18. Use the Addresses page to enter a vendor’s address information.


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Step Action

19. Enter the desired information into the Description field. Enter "San Francisco

Office".

20. Use the Address Type field to seelct the type of business address you are entering.

21. Use the Effective Date field to enter the date on which the provider's address is

valid from.

Click in the Effective Date field.

22. Enter the desired information into the Effective Date field. Enter "01/01/2001".

23. Click the Edit Address link.

24. Use the Edit Address page to add or edit vendor address details.

Training Guide


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Step Action

25. Click in the Address 1 field.

26. Enter the desired information into the Address 1 field. Enter "12345 Hayes Street".

27. Click in the City field.

28. Enter the desired information into the City field. Enter "San Francisco".

29. Click in the State field.

30. Enter the desired information into the State field. Enter "CA".

31. Click in the Postal field.

32. Enter the desired information into the Postal field. Enter "94118".

33. Click the OK button.


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Step Action

34. Click the Locations tab.

35. Use the Locations page to enter locations for the vendor. Each vendor must have one default location, but can also have multiple locations, including an Invoicing

From, Remit To and Return To Location.

Training Guide


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Step Action

36. Enter the desired information into the Location field. Enter "SF".


38. Enter the desired information into the Description field. Enter "San Francisco".

39. Use the Effective Date field to enter the date on which the location for this vendor

becomes active.



41. The Vendor field displays the name of the vendor receiving the payments.


43. You successfully added a new benefit provider.

End of Procedure.

Adding a Benefit Plan Each benefit plan your company offers is defined on the Benefit Plan Table. This is where you

name and describe the benefit plan, and identify the provider. You also have the option to enter a

default payroll deduction code.


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In this topic, you will create a new medical benefit plan and specify a default payroll deduction code.

Procedure

Step Action

1. Begin by navigating to the Benefit Plan Table page.


Training Guide


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Step Action



4. Click the Benefit Plan Table link.


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Step Action


6. Click the Plan Type list.

7. Click the vertical scrollbar.

8. Click the Medical list item.

9. Click in the Benefit Plan field.

10. Enter the desired information into the Benefit Plan field. Enter "HMO".


12. Benefit plans are the benefits you want to offer to your employees. Use the Benefit

Plan Table page to define benefit plans, their associated providers, and default

deduction codes.

Training Guide


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Step Action

13. The Effective Date field displays the current system date. In this example, the current date is 07/30/2007. The effective date should reflect the date on which you

want the plan to become active. This can be a date in the past, the current date, or a

future date.

Enter the desired information into the Effective Date field. Enter "01/01/2001".


15. Enter the desired information into the Description field. Enter "Bay Pacific Health

Plan".

16. Click in the Short Description field.

17. Enter the desired information into the Short Description field. Enter "BAYPAC".

18. Click in the SetID field.

19. Enter the desired information into the SetID field. Enter "SHARE".

20. Click in the Vendor ID field.

21. Enter the desired information into the Vendor ID field. Enter "BAYPAC".


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Step Action

22. Entering a Default Deduction Code saves you from typing the deduction code each time that you associate this benefit plan with a benefit program on the

Benefit/Deduction Program Table.

Click in the Default Deduction Code field.

23. Enter the desired information into the Default Deduction Code field. Enter

"KUMED".


25. You have successfully added a benefit plan and entered a default payroll deduction

code.

End of Procedure.

Updating a Flat Rate Table Your benefit system relies on rates to calculate the cost of benefits. You can create rate tables

based on: Age, Salary, Service, or Flat amounts. The Flat Rate Table enables you to create and update rates that are based on a specific dollar amount. Flat rate tables are most commonly used

to determine costs for medical and dental benefit plans.

In this topic, you will update an existing Flat Rate Table.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Flat Rate Table page.



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Step Action



4. Click the Benefit Rates link.

Training Guide


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Step Action

5. Enter the desired information into the Rate Table ID field. Enter "KFMA".

6. Click in the Benefit Rate Type field.

7. Enter the desired information into the Benefit Rate Type field. Enter "2".


9. Use the Flat Rate Table page to create rates that are based on a specific dollar

amount.


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Step Action

10. Click the Add Row button.

11. Use the Effective Date field to enter the date on which the updates to the table ID

become valid.


12. Use the Premium Pay Frequency field to enter the frequency that the premium will be paid.

13. Use the Rate per Unit field to specify whether the rate applies to each $100 of

coverage, each $1000 of coverage, or a flat rate (None).

14. Click in the Total Rate field.

15. Enter the desired information into the Total Rate field. Enter "162.50".


17. The amount in the Employee Rate field is automatically calculated from the total and employee amounts.

18. You successfully updated an existing Flat Rate Table.

End of Procedure.

Training Guide


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Entering Life and AD/D Plan Details Benefit plans are the benefits you want to offer to your employees. Benefit plans can be broken

down into categories. Within each category, PeopleSoft offers a set of predefined benefit plan

types to help the system identify the type of benefit plan.

In this topic, you will enter basic life plan details using the Life and AD/D Plan Table.

Procedure

Step Action

1. Begin by navigating to the Life/Accidental page.



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Step Action



4. Click the Plan Attributes link.

5. Click the Life and AD/D Plan Table link.

Training Guide


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Step Action


7. Click in the Benefit Plan field.

8. Enter the desired information into the Benefit Plan field. Enter "LBASIC".


10. Use the Life/Accidental page to calculate coverage for a life or AD/D plan.


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Step Action


12. The Effective Date field displays the current system date. In this example, the

current date is 07/30/2007. The effective date should reflect the date on which this

plan becomes effective.


13. Use the Coverage Group Code field to define a maximum benefit amount for a

group of life and AD/D plan types.

14. Use the Formula ID field to enter a coverage formula ID.

Click in the Formula ID field.

15. Enter the desired information into the Formula ID field. Enter "KU1x+10k".


17. You have successfully added a basic life plan using the Life and AD/D Plan Table.

End of Procedure.

Training Guide


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Adding Calculation Rules Calculation rules, used in combination with rate rules, determine benefit option prices and

flexible credits for participants based on a number of variables. They also define how deductions

are calculated for each benefit plan and apply to the premium and the amount of coverage.

You can update the way benefit deductions are calculated based on premium, coverage, age,

service as-of dates, rounding rules, and coverage minimum/maximum amounts.

In this topic, you will add a new calculation rule for a life insurance plan.

Procedure

Step Action

1. Begin by navigating to the Calculation Rules page.



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Step Action



4. Click the Rates and Rules link.

5. Click the Calculation Rules Table link.

Training Guide


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Step Action


7. Enter the desired information into the Calculation Rules Table ID field. Enter "BL10".


9. Use the Calculation Rules page to specify salary, age and service as of dates, as well as coverage, calculation, and rounding options for the calculation rule.


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Step Action

10. Use the Effective Date field to enter the date on which you want the calculation rule to become active. This can be a date in the past, present, or future.



12. Enter the desired information into the Description field. Enter "Basic Life Rules".


14. Enter the desired information into the Short Description field. Enter "Basic Life".

15. Use the Use Age As Of field to calculate rates for life plans that you associate with age-graded rates.

16. Use the Use Service As Of field to calculate rates for plans that you base on months

of service.

17. Use the Source for Demographics field to designate whose personal information

that you want to use. Choose from: Dependent, Employee, or Spouse.

Training Guide


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Step Action

18. Use the Use Benefits Base As Of field to enter the date used when retrieving the employee's salary, if the system needs to use an employee's salary in order to

determine a rate (for example: a compensation-banded rate table, or a percent-of-

salary rate table).

Click the Use Benefits Base As Of list.

19. Click the Last Year On list item.

20. Click in the Month field.

21. Enter the desired information into the Month field. Enter "1".

22. Click in the Day field.

23. Enter the desired information into the Day field. Enter "2".


25. Select the Combine Base for Multiple Jobs field if you want to aggregate salary from multiple jobs as a basis for a rate determination. Selecting this rule activates

the Group Method options field.

26. If you selected the Combine Base for Multi Jobs field, use the Group Method to

use selected jobs to contribute to the total benefit base.

27. If you selected the Combine Salary for Multi Jobs field, use the Consider Active

Jobs Only field to have the system only look at jobs with a status of Active in the

Job Data components.


29. You have successfully added a new calculation rule for a life insurance plan.

End of Procedure.

Entering Service Step Table Information When you set up savings plans you can define your organization's employer match according to

the employee's years of service. The Service Step Table defines the different intervals, tax

classification, and the amount of match.

You can also define deduction classifications based on either a percentage of the employee’s

gross salary or a percentage of the employee’s contribution amount.

In this topic, you will enter Service Step Table information that links the rate of employer

matching contributions to an employee’s length of service.


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Procedure

Step Action

1. Begin by navigating to the Service Step Table page.


Training Guide


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Step Action



4. Click the Service Step Table link.


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Step Action


6. Enter the desired information into the Service Step Table ID field. Enter "KUSVC5".


8. Use the Service Step Table page to enter service step table information that links the rate of employer matching contributions to an employee’s length of service.

9. The Effective Date field displays the date from which the service step information

is valid.

Training Guide


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Step Action


11. Enter the desired information into the Description field. Enter "KUSVC5".

12. Use the After Months of Service field to enter the number of months the employee

must be employed to receive the employer match.

Click in the After Months of Service field.

13. Enter the desired information into the After Months of Service field. Enter "12".

14. Use the Deduction Class field to enter the tax classification for this match.

Click the Deduction Class list.

15. Click the After-Tax list item.

16. Click in the Up to % of Empl Earnings field.

17. Enter the desired information into the Up to % of Empl Earnings field. Enter

"2.00".

18. Click in the % of Employee Investment field.


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Step Action

19. Enter the desired information into the % of Employee Investment field. Enter "50.00".


21. Next, add the Before-Tax match percentages.

Click in the Up to % of Empl Earnings field.

22. Enter the desired information into the Up to % of Empl Earnings field. Enter

"3.00".

23. Click in the % of Employee Investment field.

24. Enter the desired information into the % of Employee Investment field. Enter "50.00".



27. You have successfully entered service step table information that links the rate of

employer matching contributions to an employee’s length of service.

End of Procedure.

Adding Earnings

The Earnings Table is the basis for calculating and taxing earnings, although some of the

information in the table depends on special accumulator codes and shift information. In the Earnings table, you define how to tax, calculate, and adjust each type of earnings (such as regular,

overtime, and sick). You also define how earnings types affect other balances, such as leave

accruals.

In this topic, you will add a new earnings code.

Procedure

Training Guide


Page 56

Step Action

1. Begin by navigating to the General page.



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Step Action


3. Click the Payroll for North America link.

4. Click the Earnings Table link.

Training Guide


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Step Action


6. Enter the desired information into the Earnings Code field. Enter "C02".


8. The General page enables you to define parameters and rules for calculating

earnings.

9. The Effective Date field displays the current system date. It should reflect the date on which the new earnings code becomes effective.


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Step Action


11. Enter the desired information into the Description field. Enter "General Credits".


13. Enter the desired information into the Short Description field. Enter "Gen Cred".

14. The Allowable Employee Types field displays which types of employees are

eligible for this earnings code.

15. Use the Payment Type group box to specify the types of payment information you can enter on an employee's paysheet for this earnings code.

16. Use the Effect on FLSA group box to specify the effect on the FLSA rate

calculation.

17. Click the Taxes tab.

18. The Taxes page enables you to enter special options and tax methods for earnings codes.

19. Use the Tax Method group box to select the tax calculation method for additional

pay.

20. Use the U.S. Only group box to define the US tax requirements for the earnings

code.

21. Use the Earnings group box to define the allocation option for the earnings code.

Training Guide


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Step Action

22. Click the Elig. for Shift Differential option.

23. Click the Subject to Garnishments option.

24. Use the Canadian Only group box to define the Canadian tax requirements for the

earnings code.

25. Click the Calculation tab.

26. Use the Calculation page to track general ledger entries by earnings code and

specify whether an earnings code is based on other earnings.

27. The Earnings Cal Sequence field indicates the order in which to process earnings during payroll calculation. Lower sequence numbers result in a higher processing

priority for the earnings code.

28. For hourly earnings, use the Multiplication Factor field to enter the number by

which you multiply earnings, such as 1.5 for overtime, or 2.0 for double time.

29. The Budget Effect field is for your information only.

30. Use the Tips Category field to specify how tips affect taxable gross.


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Step Action

31. Click the Special Process tab.

32. Use the Special Process page to define how earnings codes affect leave accruals and special accumulators.

33. Use the Leave Plan Accrual(s) group box to indicate how the hours for each

earnings code affect leave plans. Employees can accrue time using the number of

hours they've worked (service hours) or the length of time they've worked for your company (based on the service date in the Employment record).

34. Use special accumulators to roll together earnings codes to use later in deduction

and earning calculations.

The Accumulator Code, and the Effect on Special Balance fields enable you to designate whether earnings add to, or subtract from, a group of earnings.

Training Guide


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Step Action

35. Click the Pay Limit tab.

36. Use the Pay Limit page to select the corresponding Earning Process Type.

37. Use the Earnings Process Type field to select an earnings process type to include the earnings code in pay limit calculations.


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Step Action


39. You have successfully added a new earnings code.

End of Procedure.

Adding Earnings Programs An Earnings Program is a set of earnings codes that are valid for one or more pay groups. A

single company may have any number of Earnings Programs. An individual employee may

belong to only one program; the earnings codes constituting that program are the only valid earnings codes for that employee.

When you set up an Earnings Program, you are defining which earnings codes are to be valid for the pay groups that use the program, and hence which earnings codes are to be valid for

employees belonging to those Pay Groups. You must add any new earning code to the Earnings

Program before the employee sees any earnings reflected on his or her paycheck.

In this topic, you will add a new earnings program using the Earnings Program Table.

Procedure

Training Guide


Page 64

Step Action

1. Begin by navigating to the Earnings Program Table page.



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Step Action



4. Click the Earnings Program Table link.

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Step Action


6. Enter the desired information into the Earnings Program ID field. Enter "H07".


8. Use the Earnings Program Table page to define earnings programs for pay groups

and the employees belonging to those groups.

9. The Effective Date field displays the current system date. The effective date should reflect the date on which the new earnings program becomes effective.


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Step Action


11. Enter the desired information into the Description field. Enter "Salaried

Employees 1".


13. Enter the desired information into the Short Description field. Enter "Salaried 1".

14. Use the Earnings Code field to select each earnings code to include in the program.

Click in the Earnings Code field.

15. Enter the desired information into the Earnings Code field. Enter "H21".


17. Enter the desired information into the Earnings Code field. Enter "H25".

18. To save you time, ,the remaining Earnings Codes have been added for you.


Training Guide


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Step Action

20. You have successfully added an Earning Program using the Earnings Program Table.

End of Procedure.

Administering Flexible Spending Accounts

Flexible Spending Account (FSA) Administration starts with your receipt of employee claims. As employees submit claims, you use specific healthcare and dependent care count pages to enter

data. Continue entering data and making changes until you’re ready to process payments.

Before you process a payment, make changes to claim data on participant pages. You use the

participant pages to locate claim and payment data, using a variety of search criteria.

Payment processing is based on the one or more benefit programs that you group together and the plan year that you identify. You can run payment cycles simultaneously. Scheduling frequent

payment processing is to your advantage because employee year-to-date information remains

current.

Upon completion of this lesson, you will be able to:

● Enter healthcare claim data.

● Modify a claim. ● Process a claim payment.

● Print payment checks.

● Print a check register. ● View claim details.

● View payment details.

● Reverse payment checks. ● Close prior year FSAs.

Entering Healthcare Claim Data FSA Administration starts with your receipt of employee claims. As employees submit claims, you use specific healthcare and dependent care count pages to enter data. Continue entering data

and making changes until you’re ready to process payments.

In this topic, you will submit a healthcare claim for an employee.

Procedure


Page 69

Step Action

1. Begin by navigating to the FSA Claims Entry page.

Click the Benefits link.

Training Guide


Page 70

Step Action

2. Click the Admin Flex Spending Acct US link.

3. Click the Create FSA Claims link.

4. Use the FSA Claims Entry page to enter healthcare claim data for both active and

terminated employees.


Page 71

Step Action

5. Enter the desired information into the EmplID field. Enter "KU0003".

6. The Plan Type that you select determines whether the fields displayed are relevant to healthcare or dependent care claims. For terminated employees, you can enter

claims through the end of the plan year and process claims up to the full annual

pledge elected.

Click in the Plan Type field.


8. When you enter a new claim, the Claim ID field is automatically set to NEW. If you do not change it, the system replaces it with the next available eight-digit claim ID

when you save the data. For this example, use the default setting.

9. Use the Service From and Service To fields to enter the dates on which the eligible

expenses occurred. If you enter service dates that are not within the same calendar

year, a warning appears.

10. Click in the Service From field.

11. Enter the desired information into the Service From field. Enter "11/07/2000".

12. Click in the Service To field.

13. Enter the desired information into the Service To field. Enter "11/08/2000".

Training Guide


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Step Action

14. Use the Service Type field to select a service type for this claim from the list of available options.

Click the Service Type list.

15. Click the Medical list item.

16. Use the Submitted Amount field to enter the amount submitted on this claim. The

system verifies that this amount does not exceed the annual pledge amount.

Click in the Submitted Amount field.

17. Enter the desired information into the Submitted Amount field. Enter "100".

18. For this example, this claim was submitted on 11/10/2000.

Click in the Submitted Date field.

19. Enter the desired information into the Submitted Date field. Enter "11/10/2000".

20. Click the Save and Add Next button.


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Step Action


22. You have successfully entered an FSA healthcare claim for an employee.

End of Procedure.

Modifying a Claim Use the FSA Participant page to make changes to claim data before you process a payment for a

healthcare claim.

In this topic, you will make changes to existing claim data.

Procedure

Step Action

1. Begin by navigating to the FSA Participant page.


Training Guide


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Step Action


3. Click the Modify FSA Claims link.


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Step Action


5. In this example, you will be modifying existing claim data. You need to enter the correct history mode.

Click the Correct History option.


7. Use the FSA Participant page to make changes to claim data before you process a

payment for a healthcare claim.

Training Guide


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Step Action

8. In this example, you will change the date on which the claim was submitted.

Click in the Submitted Date field.

9. Enter the desired information into the Submitted Date field. Enter "11/12/2000".


11. You have successfully modified a claim before payment processing has occurred.

End of Procedure.

Processing a Claim Payment You run the FSA Claim Payment Process to process all claim data with statuses of Submitted,

Pending, and Ready To Pay. During payment processing, the system verifies that claims approved

year-to-date do not exceed the annual pledge amount for the healthcare account or the year-to-date contribution for the dependent care account.

After processing a claim, the system then changes the claim status from Submitted to Pending, Ready to Pay, or Fully Processed.

In this topic, you will run the FSA Claim Payment Process.

Procedure


Page 77

Step Action

1. Begin by navigating to the SFA Claim Payment Process page.


Training Guide


Page 78

Step Action


3. Click the Calculate Claim Payment link.


Page 79

Step Action

4. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you

remember it for future use.

Click the Add a New Value tab.

5. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the

background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "RUNSFA".


7. Use the FSA Claim Payment Process page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when

the process is run.

For this process, there are no optional parameters.

Training Guide


Page 80

Step Action

8. Click the Run button.

9. Use the Process Scheduler Request page to enter or update parameters, such as

server name and process output format.


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Step Action

10. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that

you last used will default in this field.

Click the Server Name list.

11. Click the PSNT list item.

12. Use the Type field to select the type of output you want to generate for this job.

Your four choices are File, Printer, Email, or Web.

13. Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected. In this example, the default

value is PDF.


15. Notice the Process Instance number appears. This number helps you identify the

process you have run when you check the status.

Training Guide


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Step Action

16. Click the Process Monitor link.

17. Use the Process List page to view the status of submitted process requests.


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Step Action

18. The current status of the process is Queued. The process is finished when the status is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

19. The status is now Success.

20. You have successfully processed all claim data with statuses of Submitted, Pending,

and Ready To Pay.

End of Procedure.

Printing Checks To print checks, run the Check Print process. This process prints checks for all of the claims

with statuses of Pay this Run and form IDs that are equal to the form ID defined on the FSA

Check Printing page.

The Check Print process also updates the claim payment status from Pay this Run, to Paid.

In this topic, you will run the Check Print process.

Procedure

Training Guide


Page 84

Step Action

1. Begin by navigating to the FSA Check Printing page.



Page 85

Step Action


3. Click the Print Checks link.

4. You can run this process by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the process may help you


Training Guide


Page 86

Step Action






7. Use the FSA Check Printing page to enter the request parameters. These


the process is run.


Page 87

Step Action

8. Click in the Form ID field.

9. Enter the desired information into the Form ID field. Enter "KUCHK".









value is PDF.

Training Guide


Page 88

Step Action





Page 89

Step Action



Training Guide


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Step Action




21. You have successfully run the process to create resource transactions from the

employee time sheets.

End of Procedure.

Printing the Check Register To print the FSA Check Register, initiate the Check Register process. There is one check register

for each benefit plan year, sorted by the healthcare and dependent care claims.

In this topic, you will run the Check Register process.

Procedure


Page 91

Step Action

1. Begin by navigating to the FSA Check Register page.


Training Guide


Page 92

Step Action


3. Click the Print Check Register link.





Page 93

Step Action






7. Use the FSA Check Register page to enter the request parameters. These


the process is run.

Training Guide


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Step Action




10. You must select a Server Name to identify the server on which the process will run.

If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field.



12. Use the Format field to define the output format for the report. The values are

dependent upon the Process Type you have selected. In this example, the default value is PDF.


Page 95

Step Action




Training Guide


Page 96

Step Action




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Step Action




19. Click an entry in the Details column.

20. Use the Process Detail page to view information on the run status.

Training Guide


Page 98

Step Action

21. Click the View Log/Trace link.

22. Use the View Log/Trace page to access the report file.


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Step Action

23. Click the FSA004_589.PDF link.

24. View the details of the FSA Check Register report.

25. You have successfully run the Check Register process.

End of Procedure.

Viewing Claim Details Claim detail refers to specific claims. Use the FSA Claim Review page to view claim detail for

any claim. You locate a claim by entering one or more search criteria.

To request a search based on FSA claim status, enter one of these codes: F (fully processed), J

(rejected), P (pending), R (ready to pay), S (submitted), or X (reversed).

In this topic, you will view claim details for a fully processed claim.

Procedure

Training Guide


Page 100

Step Action

1. Begin by navigating to the FSA Claim Review page.



Page 101

Step Action


3. Click the FSA Claim Details link.

Training Guide


Page 102

Step Action


5. Click in the Claim ID field.

6. Enter the desired information into the Claim ID field. Enter "00010001".


8. Use the FSA Claim Review page to view FSA claim enrollment, claim detail, and

claim payment information.

9. You have successfully viewed claim detail information for a fully processed claim.

End of Procedure.

Viewing Payment Details Payment detail refers to specific payments an employee receives during a plan year. Year-to-date

activity refers to total pledge, contribution, claim, and payment amounts.

Use the FSA Payment Details and the FSA Year-to-Date Activity pages to view payment

information.

In this topic, you will view payment detail and year-to-date information for a claim.

Procedure


Page 103

Step Action

1. Begin by navigating to the FSA Payment Details page.


Training Guide


Page 104

Step Action


3. Click the FSA Payment Details link.


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Step Action


5. Click in the Paycheck Number field.

6. Enter the desired information into the Paycheck Number field. Enter "1001".


8. Use the FSA Payment Review page to view payment details for any claim payment.

9. The Paymt Stat field displays one of these values:

● Pay This Run: Payment has been calculated and authorized, but a check has not

yet been printed. ● Reversed: Payment was cancelled before a check was printed (although a check

number was still allotted).

● Paid: A check has been printed. ● Void: A check was printed and subsequently voided.

Training Guide


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Step Action

10. Next, view the Year-to-Date data for this employee.

Click the Year-to-Date Activity link.

11. Use the Year-to-Date Activity page to view all year-to-date data for an employee

12. Use the FSA Account Status field to update the status of this account. The system maintains this status, but you can update it. You might do this, for example, if you

decide to close an account before the end of the year (however, you would typically

use the Manage Base Benefits business process to terminate an employee’s FSA election).

13. You have successfully viewed payment detail and year-to-date activity information

for an employee.

End of Procedure.

Reversing Payment Checks You may have FSA payment checks or claims that were entered erroneously. You handle these

situations with processes that reverse offending checks and back out incorrectly entered claims,

returning the associated FSA accounts to the state they were in before the checks, claims, or both were entered into the system.

In this topic, you will use the FSA Check Reversal Process page to Reverse FSA payment checks that were created in error.

Procedure


Page 107

Step Action

1. Begin by navigating to the FSA Check Reversal Process page.


Training Guide


Page 108

Step Action


3. Click the Reverse Checks in Error link.





Page 109

Step Action






7. Use the FSA Check Reversal Process page to enter the request parameters. These


the process is run.

Training Guide


Page 110

Step Action

8. Click in the Form ID field.

9. Enter the desired information into the Form ID field. Enter "KUFSA".

10. Click in the Check # field.

11. Enter the desired information into the Check # field. Enter "1025".

12. Click in the Check Dt field.

13. Enter the desired information into the Check Dt field. Enter "05/31/2000".

14. If there is claim payment information related to the check that you identify, the

system automatically populates fields in the Issued to group box. You can use this

information to verify that you specified the correct check.

15. The Paid To Dt field displays the amount paid to date for a claim. The FSA Check Reversal process reverses an FSA check by distributing the reimbursement amount

back to each of the claims that were paid by the check. For each claim, the value in

this field is reduced by the amount paid in the reversed check. In this example, the

field is blank.





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Step Action







Step Action




Training Guide


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Step Action




Page 113

Step Action




27. You have successfully run the Payment Check Reversal process.

End of Procedure.

Closing Prior Year FSAs

Employees typically have a grace period after the end of the year to submit claims for the prior year. During the grace period, you can process claims for both the prior and current years.

After you complete all prior year processing, you can close the prior year and produce a report of prior-year activity. The report serves as an audit trail. This process changes the account status to

Closed for every account with a coverage period in the year prior to the date when you initiate the

close process.

In this topic, you will close the run the Account Closure process to close all prior year FSAs.

Procedure

Training Guide


Page 114

Step Action

1. Begin by navigating to the FSA Account Closure Process page.



Page 115

Step Action


3. Click the Close and Summarize Accounts link.




Training Guide


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Step Action






7. Use the FSA Account Closure Process page to enter the request parameters. These


the process is run.

8. Select the Pre-Closure report only field if you do not want to close FSA accounts. If you run the Account Closure process with this option selected, the system

generates a pre-closure report and leaves the FSA Account Status unchanged. This

enables you to run the report at any time and get a preview of the company’s overall

FSA program status.


Page 117

Step Action

9. Select the Close and Report all FSA accounts for Balance Year: field to close all prior-year accounts permanently. For this example, you will close the accounts.

Click the Close and Report all FSA accoun option.

10. Click in the Plan Year field.

11. Enter the desired information into the Plan Year field. Enter "2005".

12. Click the FSA Close option.

13. Click the FSA Close option.








Training Guide


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Step Action


value is PDF.

Step Action




Page 119

Step Action



22. The Status is now Success.

23. You have successfully closed all FSA accounts for the previous year.

End of Procedure.

Preparing for Event Maintenance

Benefit programs form the framework of your system. Each benefit program ties together a collection of benefit plan types, benefit plan options, and the associated rules your system will

use when processing employee benefits.

A benefit program links all of the basic blocks of benefit information together: plan types, benefit

plans, providers, rates, and calculation rules.

The most significant component of benefits administration, next to eligibility, is the definition of events. Events occur when an employee's status changes, at Open Enrollment or throughout the

year. Event Class defines what events you have in your organization. Event Rules define how and

when a particular event is to be processed.


• Add an eligibility rule.

Training Guide


Page 120

• View an eligibility rule. • Describe events.

• Add an event rule.

• View an event rule.

Adding Eligibility Rules Benefit plan eligibility is based on a wide range of information, such as personal, job-related,

and location-related data. PeopleSoft Benefits Administration automates eligibility processing and requires eligibility rules to determine employee benefit eligibility for the Open Enrollment

and Event Maintenance processes.

Before initiating the BAS process, you define the parameters for eligibility rules. Eligibility rules are used during the BAS process to determine employee benefit programs. These rules determine

the range of benefit plan options for which the employee can enroll.

Within eligibility rules, you can define the minimum and maximum standard hours, service

months, and the employee's age. You can also define other job-related criteria, such as benefits

status, employee type, union code, location, state, and employee class.

Consider this scenario: Your company has implemented a new benefits policy and you need to

add eligibility rules to PeopleSoft Benefits Administration.

Procedure


Page 121

Step Action

1. Begin by navigating to the BenAdmn Eligibility Parameters page.


Step Action




5. Click the Eligibility Rules Table link.

Training Guide


Page 122

Step Action


7. Enter the desired information into the Eligibility Rules ID field. Enter "TS00".


9. Use the BenAdmin Eligibility Parameters page to define parameters that constitute

an eligibility rule. Use these rules to determine whether the parameters make an employee eligible for a benefits plan.

10. The Effective Date field displays date on which the eligibility rules you add become

valid.

The application populates the effective date based on the system date, usually

today's date. You can override if necessary. For this example, you will use the

current system date.

11. Notice that the value in the Status field is Active. This indicates that the eligibility rules are valid from the effective date specified in the Effective Date field.


Page 123

Step Action


13. Enter the desired information into the Description field. Enter "Program

Eligibility".

14. The Eligibility Field grid displays a list of all available eligibility fields.

15. The first parameter you need to add is Age.

Click the Select Eligibility Field button.

16. Use the Age group box to define the method used to calculate an employee's age

during eligibility processing.

17. In this exercise, use the first day of the tenth month. Select the This Year On option

to specify the month and day of the current year.

Click the This Year On option.

18. Click in the Month field.

19. Enter the desired information into the Month field. Enter "10".

20. Click in the Day field.

Training Guide


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Step Action

21. Enter the desired information into the Day field. Enter "1".

22. Next, specify the minimum and maximum age requirements to be eligible for the benefits plan.

Click in the Minimum Age field.

23. Enter the desired information into the Minimum Age field. Enter "16".

24. Click in the Maximum Age field.

25. Enter the desired information into the Maximum Age field. Enter "72".

26. The second parameter is the employee's Benefits Status.


27. The Group Method field appears if the Multiple Jobs feature is active. You select

which jobs to include when the application evaluates an employee's benefits eligibility. Select from the following values:

• All Flagged: groups all jobs for all benefit record numbers.

• Flagged BR: groups all jobs within the current benefit record number. • Primary: only looks at the primary job within the current benefit record number.

For this example, you will use the default value of Primary.

28. The Evaluation Method field appears if you have activated Multiple Jobs. You use it to define how the jobs selected from the grouping method will be evaluated

against the eligibility field. You can select from the following values:

• 1 or More: At least one job must satisfy the rule.

• All: All jobs must satisfy the rule. • Sum: The sum of the field values for all jobs in the group must satisfy the rule.

This applies to numeric information such as standard hours or FTE.

For this example, use the default selection.

29. Eligibility parameters include an Eligible/Ineligible field, which indicates employee

eligibility for benefit programs. This tells the system how to interpret a match with

the criteria. If the employee’s data matches the criteria, the employee will be eligible or ineligible for benefits.

30. Benefits status is used to determine an employee's eligibility for benefit programs.

Benefit status is based on activities that occur during the life cycle of an employee

which affect benefits eligibility. Such actions include taking FMLA leave, being terminated, or changing from full-time to part-time employment.


Page 125

Step Action

31. When employee actions occur, two employee status values can be affected: Employee Status and Benefits Status. PeopleSoft Human Resources and PeopleSoft

Payroll use Employee Status for a variety of functions.

Benefits Status, on the other hand, is used only by PeopleSoft Benefits Administration, and does not conflict with HR and Payroll (North American)

operations. This enables you to define employee status in benefits terms without

being constrained by HR or Payroll (North American) requirements.

32. Select the benefit status that makes an employee conform to the eligibility rule. You add more than one status by inserting a row. Note that to be eligible for benefits, an

employee does not have to be working actively.

In this exercise, employees who are active or who are on leave are eligible for the

new benefits plan.

Click the Benefits Employee Status list.

33. Click the Active list item.


35. Click the Benefits Employee Status list.

36. Click the Leave W/BN list item.

37. Click the View All link.

38. The third parameter is an employee's benefits eligibility based on the Employee Type.


39. In this exercise, salaried as well as hourly employees are eligible for benefits.

Additionally, hourly employees who receive salary for standard working hours, with

or without exceptions, are also eligible for benefits.

Click the Employee Type list.

40. Click the Excep Hrly list item.


Training Guide


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Step Action

42. Click the Employee Type list.

43. Click the Hourly list item.


45. Click the Employee Type list.

46. Click the Salaried list item.


48. For the fourth parameter, you need to specify whether the benefits are available to

full-time, part-time, or both full-time and part-time employees.


49. In this exercise, both full-time and part-time employees are eligible for benefits

under the new benefits plan.

Click the Full/Part Time list.

50. Click the Full-Time list item.


52. Click the Full/Part Time list.

53. Click the Part-Time list item.

54. The fifth parameter is the Pay Group associated with the employee.


55. In this exercise, the company name is GBI, and the pay group code is KU2, which

represents US Biweekly.

Click in the Company field.

56. Enter the desired information into the Company field. Enter "GBI".


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Step Action

57. Click in the Pay Group field.

58. Enter the desired information into the Pay Group field. Enter "KU2".


60. The next parameter is an employee's benefits eligibility based on whether the

employee is Regular or Temporary.


61. For this example, only regular employees are entitled to the new benefits plan.

Click the Regular/Temporary list.

62. Click the Regular list item.


64. The next parameter is an employee's benefits eligibility based on the months of service.


65. Use the Service Months group box to define the method for calculating years of

service during eligibility processing.

66. Check Date is the date on which the event occurred. For this exercise, retain the default values.


68. The last parameter is an employee's benefits eligibility based on the minimum and

maximum standard hours worked.


69. In this exercise, the minimum hours that an employee needs to work to be eligible

for benefits is 16.

Click in the Minimum Standard Hours field.

70. Enter the desired information into the Minimum Standard Hours field. Enter "16".

71. Retain the default value in the Maximum Standard Hours field.


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Step Action


74. You successfully added eligibility rules in PeopleSoft Benefits Administration. The

Open Enrollment and Event Maintenance processes uses eligibility rules to determine employee benefits eligibility.

End of Procedure.

Viewing Eligibility Rules After adding eligibility rules, you can view them to determine an employee's eligibility for a benefits policy. Use the BenAdmin Eligibility page to view eligibility rules.

In this topic, you have three employees who are all 19 years old and work 20 hours a week. You want to view the eligibility rules for to determine whether they are eligible for the benefits policy.

Procedure

Step Action

1. Begin by navigating to the BenAdmn Eligibility Parameters page.



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Step Action




5. Click the Eligibility Rules Table link.

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Step Action

6. Enter the desired information into the Eligibility Rules ID field. Enter "TS00".


8. Use the BenAdmin Eligibility Parameters page to view parameters that constitute

an eligibility rule. Use these rules to determine whether the parameters make an employee eligible for a benefits plan.


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Step Action

9. The first task is to view the minimum age requirement for the benefits policy.


10. Notice that the minimum age requirement is 16 years. All the new employees are more than 16 years of age and are, therefore, eligible for benefits under the benefits

plan.

11. Click the View All link.


13. Next, view the standard hours that an employee needs to work to be eligible for

benefits.


14. Notice that the Minimum Standard Hours is 16. All the new employees work

more than 16 hours every week and are, therefore, also eligible for benefits based on the hours worked.

15. You successfully viewed eligibility rules in PeopleSoft Benefits Administration.

End of Procedure.

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Understanding Events Events are changes performed to an employee's record that can affect employee benefit options.

Changes to an employee's personal information or job information that affect eligibility for

benefits trigger events for Event Maintenance processing.

This topic describes the following:

• Event types • Event classes

• Event rules

Procedure

Step Action

1. To administer benefits, you must process three types of events: job, non-job, and

passive.

2. Job events occur when you make changes to an employee's job data, such as status, company, and standard working hours. Changes in employee information

automatically trigger job events, such as hires, transfers, and terminations.

3. Non-job events are any changes to an employee's personal or demographic

information that affect eligibility. These include changes in family status, state code, postal code, or union code. A change in state, postal, or union code automatically

triggers an event for the Event Maintenance process. A change in family status must

be added manually for the Event Maintenance process.


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Step Action

4. Passive events are based on an employee's date of birth or service date. These events are triggered automatically after predefined time periods.

Step Action

5. Event classes are types of events that the application recognizes for processing. Use

event classes to classify events for employees and trigger the Benefits Administration (BAS) process. Listed below are the event classes available in

PeopleSoft Benefits Administration. If required, you may add event classes during

implementation.

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Step Action

6. The table below displays the purpose and priority of event classes. Event priority identifies the priority value for each event class. Events are prioritized, first,

according to the event date and, then, according to the priority within an event date.

Events with lower priority values are processed before events with higher priority

values.


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Step Action

7. Event rules determine the benefit options that an employee can choose as a result of an event that has occurred. These rules evaluate the event and the plan types affected

by the event. In addition, event rules determine the start and end dates of a new

coverage based on the event.

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Step Action

8. You specify an Event Rules ID and define processing rules for each event class. You associate an Event Rules ID with each plan type available in a benefits

program.


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Step Action

9. Listed below are the parameters that are applicable for each event rule.

10. In summary, events are changes performed to an employee's record that can affect employee benefit options.

End of Procedure.

Adding Event Rules Event rules determine the benefit options that an employee can choose as a result of the event that has occurred. Event rules evaluate the event type, the plan types affected by the event, and

the start and end dates for the new coverage. You can associate an Event Rules ID with each plan

type available in a benefits program.

Consider this scenario: You need to add an event rule that defines how to handle benefits for new

hires. The new hires do not have any waiting period and their coverage begins from the date when

the deductions and flexible credits begin.

Procedure

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Step Action

1. Begin by navigating to the Event Rules page.



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Step Action



4. Click the Event Rules Table link.

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Step Action




8. Use the Event Rules page to classify event rules, such as the plans to be ignored or

pre-entered and participation standards. You can have more than one classification for an event rule.

9. The Effective Date field displays the date on which the event rule is valid from. It

defaults to the current system date, but can be changed if needed. For this example,

you will use the default date.

10. Notice that the Status field is Active. This indicates that the event rules are valid on the date specified in the Effective Date field.


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Step Action


12. Enter the desired information into the Description field. Enter "TST Program

Rules".

13. Click in the Short Descr field.

14. Enter the desired information into the Short Descr field. Enter "TSTPGM".

15. In this example, you are adding event rules that define how to handle benefits for new hires during Open Enrollment. Use the Event Classification field to enter the

code for Open Enrollment.

Click in the Event Classification field.

16. Enter the desired information into the Event Classification field. Enter "OE".

17. PeopleSoft Benefits Administration provides various features related to an event

rule.

To ignore the plan type associated with the event rule, select the Ignore Plan check

box for event classification.

You do not want to use this feature in this example.

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Step Action

18. If you select the Pre-enter check box, PeopleSoft Benefits Administration populates the employee's benefits administration data with the current elections for the plan

type associated with the event.

Click the Pre-enter option.

19. If you select the Elect Required check box, Peoplesoft Benefits Administration

records errors for the plan type associated with the event rule.


20. If you select the Ignore Dep/Ben Edits check box, PeopleSoft Benefits

Administration skips the checks made for the presence of dependents or beneficiaries for the plan type associated with the event rule.


21. If you select the Ignore Investment Edits check box, PeopleSoft Benefits Administration skips the checks made for the presence of investments on the savings

plans associated with the event rule.


22. Select the Provide FlexCR Upon Default check box if you want participants that default into a plan type to still receive credits that are tied to the default plan type.


Click the Provide FlexCR Upon Default option.

23. Select the Use History check box to review the benefit plan eligibility history and

current benefit plan option eligibility for the participant to determine if she or he can

change an election.


24. Use the Default Method field to select the method to be used by the BAS process

for assigning defaults to participants flagged for finalizing.

For this example, you will use the default selection of, Assign Cur Covrg Else Low

Opt. With this option, the system assigns the participant's current coverage. If the

participant has no current coverage or has lost eligibility to current coverage, the system assigns the lowest level option available. This default method is not

recommended for Savings, FSA, and Vacation Buy/Sell plan types.

25. Use the Allowable FSA Pledge Changes field to indicate whether an employee may

increase or decrease their FSA pledge based upon the Event Classification that is being processed. For example, if the event classification is Birth, employees can

increase, but not decrease their FSA pledge. This field only applies to 6x plan types

and should be set to N/A for all other plan types.


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Step Action

26. Use the Select Allowed field to select which options an employee may elect from among all available eligible options.

For this example, you will use the default selection of, All Plans.

27. Click the EOI and Level Rules tab.

28. Use the EOI and Level Rules page to set Evidence of Insurability and level rules

for event classes. For this example, you will use the defaults.

Step Action

29. Click the Date Rules tab.

30. Use the Date Rules page to define start and end dates for coverage, deductions, and

flex credits.

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Step Action

31. In this exercise, the coverage start date is the date when deductions and flex credits begin.

Click the Deduction + Flex Credits Begin list.

32. Click the On CovgBegin Date list item.

33. Click the Billing Rules tab.

34. Use the Billing Rules page to add customized billing parameters for each event

classification for the event rule.

For this example, you will use the defaults.


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Step Action


36. You successfully added an event rule to PeopleSoft Benefits Administration. These

rules enable you to evaluate the type of event, the plan types affected by the event, and the new coverage begin and end dates.

End of Procedure.

Viewing Event Rules After adding event rules, you can view them to determine benefit coverage based on an event.

Consider this scenario: You have three employees who are all 19 years old and work 20 hours a

week. You have already determined that they are eligible for coverage and now want to view the event rule to determine when coverage begins for them.

Procedure

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Step Action

1. Begin by navigating to the Date Rules page.



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Step Action



4. Click the Event Rules Table link.

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Step Action




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Step Action

7. Click the Date Rules tab.

8. Use the Date Rules page to determine when coverage begins.

9. Notice that there is no waiting period for coverage.

10. You successfully viewed an event rule in PeopleSoft Benefits Administration.

End of Procedure.

Preparing Open Enrollment

Open Enrollment is a company's regularly scheduled period during which its employees can

change their benefit plans and coverage. During this period, you can change employee benefit plans by conducting the Open Enrollment process. Open enrollment typically occurs on an annual

or semi-annual basis. The enrollment process is open to all employees. Within the PeopleSoft

system, Open Enrollment is a specific type of event in the BAS process for benefit program participants. During the BAS process, all employees who are eligible for a benefit program are

scheduled, have their options prepared, costs calculated, and are enrolled in the benefit program

with the elections of their choice.

Before conducting the Open Enrollment process, you create an Open Enrollment Definition ID.

The Open Enrollment Definition ID identifies a period begin date, a period end date, and the

benefit program to use. Preparation for BAS process scheduling also involves defining both a Group ID and a Schedule ID. The Schedule ID identifies the type of Benefits Administration

process, the company involved, the BAS Group ID, and the Open Enrollment Definition ID if the

type of process is Open Enrollment. The Schedule ID is used to activate the BAS process and is one of the key fields in the BAS Participant Tables.

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Upon completion of this lesson, you will be able to: • Create a pay calendar.

• Run the Base Benefits Audit process.

• Create a BAS Group ID. • Add a BAS Group ID to employee records.

• Create an open enrollment definition.

• Create an Open Enrollment Schedule ID.

• View employee data summary. • View job summary data.

Creating Pay Calendars You use pay calendars to schedule payroll cycles for pay groups, and to calculate flexible credits, benefit costs, and coverage and deduction begin and end dates. The Payroll department

creates pay calendars either manually or automatically before processing employee benefits.

You define pay calendars for the plan year in which the Benefits Administration (BAS) process is

run.

Consider this scenario: You need to create a pay calendar for a pay group before running the next Open Enrollment process.

Procedure


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Step Action

1. Begin by navigating to the Pay Calendar Creation page.


Step Action



4. Click the Payroll Processing Controls link.

5. Click the Create Pay Calendars link.

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Step Action







Enter the desired information into the Run Control ID field. Enter "RUNTST".


9. Use the Pay Calendar Creation page to enter the request parameters. These


the process is run.


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Step Action

10. Use the Company field to specify the company code. In this exercise, the company name is Global Business Institute and the associated code is GBI.

Click in the Company field.


12. Next, specify the Pay Group. In this exercise, the pay group is Ben Admin

Biweekly. The associated code for this pay group is KL7.

Click in the Pay Group field.

13. Enter the desired information into the Pay Group field. Enter "KL7".

14. Next, specify the pay period for which you want to create a pay calendar.

Click in the Pay Period End Date field.

15. Enter the desired information into the Pay Period End Date field. Enter

"01/12/2007".

16. Click in the Pay Periods Per Year field.


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Step Action

18. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

Step Action






Your four choices are File, Printer, Email, or Web. In this example, use the default

selection of None.


value is None.



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Step Action

24. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status.

Step Action



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Step Action



28. Click the Details link.



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Step Action


31. Use the View Log/Trace page to access the message log.

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Step Action

32. Click the CBL_PSPCLBLD_594.log link.

33. The message log created when running the process for creating a pay calendar is

displayed.

Notice that the specified parameters, such as the company, pay group, and pay

period end date, appear in the message log.

34. You successfully created a pay calendar.

To summarize, pay calendars enable you to schedule payroll cycles for pay groups.

You should define pay calendars for the plan year in which you want to run the BAS

process.

End of Procedure.

Running the Base Benefits Audit Process Use the Base Benefits Audit process to search for any information that may cause errors during

the Open Enrollment process. The audit process checks benefit tables, employee data, and enrollment data and generates a report based on the results.

The Base Benefits Audit process checks for the following discrepancies in the database records: • Health plans on the Benefit Program Table with a rate per unit not set to None on the Flat Rate

Table.

• Employees with Personal Data but with no Employment Data.

• Employees with Personal and Employment data but no Job data.


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• Employees with birth dates less than or equal to 16 years from the current date. • Participants with a non-standard dependent enrolled in standard health benefits.

• Participants that work in the same company as their dependent(s), elect the same health

coverage in the same plan type as their dependent(s), and cover the health benefits of their dependent(s). For the system to make this check you must enter both SSNs on employee Personal

Data and on Dependent Data.

• Participants with dependents enrolled in health benefits where the dependent is considered no

longer eligible according to the parameters specified in the benefit program (overage, married, handicapped). Identifies persons who are typically not dependents.

In this topic, you will run the Base Benefits Audit process.

Procedure

Step Action

1. Begin by navigating to the Base Benefit Audit Report page.


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Step Action

2. Click the Reports link.

3. Click the Base Benefit Consistency Audit link.


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Step Action







Enter the desired information into the Run Control ID field. Enter "TST".


7. Use the Base Benefit Audit Report page to enter the request parameters. These


the process is run.

For this process, there are no optional parameters.

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Step Action





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Step Action








value is PDF.




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Step Action




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Step Action




20. Click the Details link.


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Step Action




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Step Action

24. Click the BEN733_595.PDF link.

25. The report generated by the Base Benefits Audit process is displayed.

Notice that the report list several employees based on the audit criteria.

26. You successfully ran the Base Benefits Audit process. This process enables you to find errors in benefit tables, employee data, and enrollment data.

End of Procedure.

Creating a BAS Group ID A BAS Group ID determines which employee records to include in a specific Open Enrollment

process schedule. Use a BAS Group ID to process employee records that are similar.

BAS Groups are not required, but by using them, you have more control over how you manage Open Enrollment for your workforce. For example, you could use BAS Groups to decentralize

your Benefits Administration processing by setting up separate Open Enrollment schedules for

different regional offices.

Consider this scenario: You need to make changes to employee records due to a company

reorganization. To ensure that the affected employee records are processed for the upcoming Open Enrollment, you will create a BAS Group ID.

Procedure

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Step Action

1. Begin by navigating to the BenAdmin Group ID Table page.



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Step Action



4. Click the Group Identification Table link.

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Step Action


6. Enter the desired information into the BAS Group ID field. Enter "T00".


8. Use the BenAdmin Group ID Table page to specify a description for the BAS

Group ID.


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Step Action

9. In this example, create a BAS Group ID for the Benefits Group.

Enter the desired information into the Description field. Enter "Benefits Group".


11. Enter the desired information into the Short Description field. Enter "Benefits".


13. You successfully created a BAS Group ID for processing employee records that are

similar.

End of Procedure.

Adding a BAS Group ID to Employee Records You create BAS Group IDs to manage the Open Enrollment process. After creating a BAS Group ID, you link the ID with employee records.

In this topic, you need to add a BAS Group ID to several employee records. In preparation for the

open enrollment process, you need to update the employees' job data with the newly created BAS Group ID.

Procedure

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Step Action

1. Begin by navigating to the Benefit Program Participation page.

Click the Workforce Administration link.


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Step Action

2. Click the Job Data link.

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Step Action

3. The first employee you want to update has an ID that begins with KUTR0.

Enter the desired information into the EmplID field. Enter "KUTR0".

4. Since you need to update existing records, you need to be in the Correct History mode.

Click the Correct History option.


6. The first employee record you will update is for Carol Jacobs.

Click an entry in the KUTR01 column.

Step Action

7. Click the Benefits Program Participation link.

8. Use the Benefit Program Participation page to specify the BAS Group ID and the

benefits program in which the employee is enrolled.


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Step Action

9. The current BAS Group ID is KUT. You need to change this ID to the BAS Group

ID for the next Open Enrollment process, which is T00.

Click in the BAS Group ID field.



12. Use the Next in List button to advance to the next employee you want to assign the

new BAS Group ID to.

13. You successfully added a BAS Group ID to an employee's record.

To summarize, you use the Benefit Program Participation page to specify the

BAS Group ID and the benefits program in which the employee is enrolled.

End of Procedure.

Creating an Open Enrollment Definition Open Enrollment Definition in PeopleSoft defines an ID associated with the benefit program(s)

to be processed as well as the time period for the plan coverage. Use the Open Enrollment

Definition page to define the period begin and end dates and the benefit programs included in the

Open Enrollment process.

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The creation of an Open Enrollment Definition must occur before establishing a Schedule ID.

The Open Enrollment Definition ID, combined with the Group ID, define which benefit plan is

being processed by Benefits Administration.

Establishing an Open Enrollment Definition ID usually occurs during the last quarter before the

benefit plan coverage is to take effect. For example, for the Open Enrollment of the Flexible

Benefits Plan in 2007, the period begin date is defined as 01/01/2007 and the end date as 12/31/2007. This definition would be created in September 2006 to allow time for the several

stages of the BAS process and employee notification.

In this topic, you will create an Open Enrollment Definition.

Procedure

Step Action

1. Begin by navigating to the Open Enrollment Definition page.



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Step Action



4. Click the Open Enrollment Definition link.

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Step Action


6. Enter the desired information into the Open Enrollment Definition ID field. Enter "T00".


8. Use the Open Enrollment Definition page to define the period begin and end dates and the associated benefit programs for the Open Enrollment process.


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Step Action

9. The Period Begin Date is the date on which the coverage becomes effective.

Enter the desired information into the Period Begin Date field. Enter "01/01/2007".

10. The Period End Date field defines the end date of the plan year.

Click in the Period End Date field.

11. Enter the desired information into the Period End Date field. Enter "12/31/2007".


13. Enter the desired information into the Description field. Enter "Open Enrollment

for 2007".


15. Enter the desired information into the Short Description field. Enter "OE2007".

16. Next, use the Benefit Program field to specify the benefits program to be included

in the process. You can specify more than one benefits program by inserting the required number of rows.

Click in the Benefit Program field.

17. Enter the desired information into the Benefit Program field. Enter "KU1".

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Step Action


19. Notice that the description of the KU1 benefit program displays in the Description

field.

20. You successfully defined an Open Enrollment Definition ID in PeopleSoft Benefits Administration.

End of Procedure.

Creating an Open Enrollment Schedule ID You assign employee records to a BAS Group ID. Next, you assign the BAS Group ID to a specific Schedule ID. Schedule IDs identify the BAS processes that occur during Event

Maintenance or Open Enrollment for a set of participants. The participant population is

determined by the BAS Group ID. You assign participants to a BAS Group ID, and then assign the BAS Group ID to a particular Schedule ID. For Open Enrollment, an Open Enrollment

Definition ID must also be defined and associated with the Schedule ID.

You should define at least one Schedule ID for Open Enrollment and a separate Schedule ID for

Event Maintenance. If you wish to split Open Enrollment processing by location or region, you

can define as many Schedule IDs for Open Enrollment as necessary. You will need to establish a

BAS Group ID for each set of participants that you schedule.

Consider this scenario: You need to identify the employee records that are to be processed during

Open Enrollment. You also need to define the method for processing these records. To do this, create a Schedule ID in PeopleSoft Benefits Administration.

Procedure


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Step Action

1. Begin by navigating to the BenAdmin Schedule Table page.


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Step Action



4. Click the Schedule Table link.


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Step Action


6. Enter the desired information into the Schedule ID field. Enter "TS00".


8. Use the BenAdmin Schedule Table page to define the employee records to be

processed during the BAS process.

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Step Action

9. Enter the desired information into the Description field. Enter "Open Enrollment

for 2007".


11. Enter the desired information into the Short Description field. Enter "OE2007".

12. Use the Ben Admin Type field to define the BAS process type by selecting whether

you are creating a schedule for Open Enrollment, Event Maintenance, or Snapshot. This field identifies to the system which event rules to follow.

For this exercise, you are creating a Schedule ID for Open Enrollment, so you will use the default value.

13. Use the Company field to limit the selection to just one company's employees. If

you want all companies included, leave this field blank.

For this example, you will leave the field blank.


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Step Action

14. Use the BAS Group ID to indicate which employee records are to be processed. If you want to limit the selection to just one BAS Group ID, enter the BAS Group ID

code here. If you want all BAS Group IDs included, leave this field blank.

For this exercise, the employee records of the Benefits Group are to be processed. The associated BAS Group ID is T00.



16. Select the Available through Self Service check box if you want employees to

enter elections for this Benefits Administration process through the Election Self

Service web application. If it is not selected, employee elections must result from the Benefits Administration data entry process.

For this exercise, you will not select this check box.

17. Define an Open Enrollment Definition ID for an Open Enrollment processing schedule. The Open Enrollment Definition ID, combined with the BAS Group ID,

identifies the benefits plan to be processed during Open Enrollment.

Click in the Open Enrollment Definition ID field.

18. Enter the desired information into the Open Enrollment Definition ID field. Enter

"T00".

19. If this was a Snapshot processing schedule, you would enter an ID in the Snapshot

Definition ID field.

The Snapshot Definition ID is defined on the Snapshot Definition page.


21. You successfully defined a Schedule ID. You use these IDs to identify a BAS

process.

End of Procedure.

Viewing Employee Data Summary Before you can enroll a participant, your Human Resources department must set up personnel

administration data: personal information, compensation allowances, and job data. The Employee

Data Summ page enables you to view personnel administration information. You can use this

data to determine employee eligibility for benefit programs and plans.

Consider this scenario: Before you enroll an employee as a participant in a benefit program, you

need to view the employee's personnel administration data.

Procedure

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Step Action

1. Begin by navigating to the Employee Data Summ page.



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Step Action

2. Click the Review HR/Job/Payroll Data link.

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Step Action


4. Click in the Empl Rcd Nbr field.

5. Enter the desired information into the Empl Rcd Nbr field. Enter "1".


7. The Employee Data Summ page enables you to view job status details and

personnel administration data such as personal information, compensation allowances, and job data.

8. The Annual Benefits Base Rate field is blank if your organization uses a benefits

base different from regular pay.

Set up the annual benefits base rate in the Compensation page of the Job Data

Component, in the Annual Benefits Base Rate field.

9. You have viewed the personnel administration data for an employee.

End of Procedure.

Viewing Job Summary The Job Summary page allows you to view an employee's job summary data. This inquiry lists

all of the administrative actions implemented for an employee. It includes pay rate changes,

disciplinary actions, leaves of absence, promotions, transfers, and other job related data.

In this topic, you will view the Job Summary information for an employee.

Procedure


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Step Action

1. Begin by navigating to the Job Summary page.


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Step Action

2. Click the Job Information link.

3. Click the Review Job Information link.

4. Click the Workforce Job Summary link.


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Step Action



7. Use the Job Summary page to view job information from PeopleSoft Enterprise

Human Resources.

8. Use General tab to view actions and action reasons for employee events such as leave of absence, promotions, disciplinary actions, or transfers.

9. The Effective Date field displays the date of each personnel action.

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Step Action

10. Click the Job Information tab.

11. Use the Job Information tab to view specific job information details for each

personnel action.

12. Click the Work Location tab.

13. Use the Work Location tab to view an employee's work location data.

14. If you're driving part or all of PeopleSoft Human Resources by position, you'll see a

position number in the Position field for each position to which you've assigned this

employee.

15. Click the Salary Plan tab.

16. Use the Salary Plan tab to view salary plan details.

17. Click the Compensation tab.

18. Use the Compensation tab to view an employee's compensation data. You can view

the rate in annual, monthly, daily, or hourly terms, and in a given currency.

19. Click the Components link.

20. Use the Salary Components page to view salary component information.


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Step Action

21. The Rate Code field displays the rate code for the component. Rate codes are IDs for pay components. The system inserts any compensation information associated

with this rate code in the compensation grid.

Step Action

22. Click the Controls tab.

23. Use the Controls tab to view controls on the pay component.

24. The Source field indicates how the pay component was assigned to the

Compensation grid.

25. The Manually Updated field indicates whether the pay component was manually updated, or if the pay component contains only defaulted values.

26. The Default Without Override field indicates whether the default rate value of the

pay component can be overridden.

27. Click the link in the Details field to access the Comp Rate Code Secondary Panel

page and review the description, compensation rate type, and rate code class associated with the rate code.

28. Click the Changes tab.

29. Use the Changes tab to view details on changes made to the pay component.

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Step Action

30. The Change Points field reflects the overall change amount in points for this pay component. This field is visible only if Salary Points is selected on the Installation

Table page.

31. The Change Percent field displays the overall change amount for this pay

component. This field is not available for rate codes that have a rate code type of

percent or points.

32. Click the Conversion tab.

33. Use the Conversion tab to view salary information converted to the specified

currency and compensation frequency.

34. Select the Apply FTE check box if you want the value associated with the rate code to be multiplied by the full time equivalent (FTE) factor for annualization and

deannualization. FTE is the percent of full time the employee should normally work

in the corresponding job. This field is not available for rate codes of type percent.


36. You have viewed the Job Summary information for an employee.

End of Procedure.

Processing Open Enrollment

Open Enrollment refers to a regularly scheduled period, during which a company's employees

provide their benefit elections information. Using this information, you can change their benefit plans and coverage. You must finalize all participants' elections to make the benefit plans

available.

In this lesson, you will learn to finalize participant elections for an Open Enrollment schedule.


• Run open enrollment. • Create enrollment statements.

• Hire a new employee after open enrollment has begun.

• Add a new participant to the open enrollment schedule.

• Enter participant elections. • Enroll dependants using the Supplemental Enrollment page.

• Generate an invalid participant report.

• View eligibility debugging. • Correct errors and finalize open enrollment.

• Enter processing control updates.

• View benefits summary. • Print confirmation statements.

• Reprint statements.


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Running Open Enrollment Open Enrollment refers to a regularly scheduled period, during which a company's employees

provide their benefit elections information. Employees use enrollment statements to provide this

information. However, some employees may supply incorrect or incomplete information. You use the Open Enrollment process to finalize all elections, including those that have incomplete or

incorrect information.

Consider this scenario: You have already defined the BAS Group, Open Enrollment Definition,

and Schedule IDs for running the Open Enrollment process. Next, you will run the Open

Enrollment process and view information about the total number of participants and their current

status.

Procedure

Step Action

1. Begin by navigating to the Schedule and Chkpt Restart page.


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Step Action

2. Click the Manage Automated Enrollment link.

3. Click the Run Automated Event Processing link.





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Step Action






7. Use the FSA Check Register page to enter the request parameters. These


the process is run.

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Step Action

8. Click in the Schedule ID field.


10. The Record Eligibility Results feature is typically used when processing a limited

amount of employees. Recording eligibility results for Open Enrollment

significantly increases processing time because a large number of employees are usually involved.

In this example, you are processing a limited number of employees, so you will use

the Record Eligibility Results feature. Using this feature enables you to troubleshoot eligibility related benefit processing errors. In this case, PeopleSoft Benefits

Administration checks participant eligibility for all benefit programs and options. It

records the results of these checks on the BenAdmin Eligibility Debugging page.

Click the Record Eligibility Results option.







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Step Action

14. Use the Type field to select the type of output you want to generate for this job. Your choices are File, Printer, Email, Web, or None.


dependent upon the Process Type you have selected. In this example, the default

value is None.

Step Action



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Step Action




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Step Action

26. Click an entry in the Name column.

27. The message log created while running the Open Enrollment process is displayed.

Notice that the message log displays parameters, such as Batch Run ID, Schedule

ID, Process date, and Start Event Date.

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Step Action

28. Click the Close button.


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Step Action

29. You successfully ran the Open Enrollment process.

Next, use the BenAdmin Schedule Summary page to view information about the total number of participants and their current status in relation to the Schedule ID.

Click the Review Processing Results link.

Step Action

30. Click the Schedule Summary link.

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Step Action



33. Use the BenAdmin Schedule Summary page to view employee status in the Ben

Admin Process. Use it to view and monitor any errors that may occur during the Open Enrollment process. Potential errors at this point are Assign Error, Assign

None, and Prepared Error.

34. The BenAdmin Eligibility Debugging page tells you how the system determined

whether an employee passed eligibility criteria or, more importantly, which eligibility criteria specified in the Program and Plan-level Eligibility Rules the

employee failed to pass.

35. Notice that in this example, there is now one participant with a status of Prepared.


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Step Action

36. If you selected the Record Eligibility Results check box on the Schedule and

Chkpt Restart page of the Run Control, you will be able to view the results on the

BenAdmin Eligibility Debugging inquiry page.

Click the Investigate Exceptions link.

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Step Action

37. Click the Review Eligibility Results link.


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Step Action

38. Enter the desired information into the EmplID field. Enter "KUTR01".


40. Use the BenAdmin Eligibility Debugging page to view how the system determined

whether an employee passed eligibility criteria or, more importantly, which eligibility criteria specified in the Program and Plan-level Eligibility Rules the

employee failed to pass.

41. You have successfully run the Open Enrollment process and viewed information

about the total number of participants and their current status related to the Schedule ID.

In summary, you run the Open Enrollment process to enable you to finalize all

elections, including those that have incomplete or incorrect information.

End of Procedure.

Creating Enrollment Statements Enrollment statements are an optional communication to the employee regarding their election

options in response to Open Enrollment or other personal or employment-related events. If your

organization has gone completely “paperless” via self-service enrollment, you may choose not

generate paper forms. Enrollment forms can be created for each open event that has had options processed to at least a PR status.

The enrollment statement is used in Open Enrollment and Event Maintenance after the BAS process schedules, assigns, and prepares the options for the participant.

The enrollment statement is unique for each participant and provides unique information including the participant's address, benefit options, the associated costs/credits for all options, and

dependent/beneficiary information. The information is submitted to the participant for approval

and/or changes.

After the enrollment statement is printed, the participants are assigned a process status of Notified

(NT).

If a participant does not return the enrollment statement, the enrollment process is completed by

selecting the Finalize/Apply Defaults check box on either the OE/Snapshot or BenAdmin

Processing Controls, or the Final check box on the BenAdmin Event Status Update page before the final Open Enrollment process runs. By activating these check boxes, default options for the

benefit program are assigned to the participant, and the BAS process is finalized for the

participant.

This report prints enrollment statements for all participants with a Prepared, Entered, or Election

Error process status, with an event status of Open, and with a process indicator of Normal. To

reprint statements for a select number of participants, use the Print ID defined on the BenAdmin Statement Reprinting page. You can reprint enrollment statements for those participants with a

Prepared, Notified, Re-enter, Entered, Election Error, or Finalized process status, and a process

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indicator of Normal. Finalized participants normally have the event status of Closed; reprinting is still allowed in this case.

Consider this scenario: You have to create and distribute enrollment statements to Open Enrollment schedule participants so that the participants can update them. For the purposes of this

activity, you will view the statements online, but the process is the same if you were to print

them.

Procedure

Step Action

1. Begin by navigating to the BenAdmin Enrollment page.



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Step Action


3. Click the Print Enrollment Statements link.




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Step Action






7. Use the BenAdmin Enrollment Form page to enter the request parameters. These


the process is run.

8. Select the Specified option to use the language selected in the Language field.

9. Select the Recipient's option to use the language associated with the employee.


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Step Action

10. You can either specify a Schedule ID or leave this field blank to print enrollment statements for all schedule IDs.

For this example, you want to specify the Schedule ID.

Click in the Schedule ID field.


12. You can either specify an Employee ID or leave this field blank to print enrollment

statements for all employees.

13. Use the Cost Frequency group box to indicate how to display benefit option cost

information on the enrollment statements.

14. Use the Deduction Frequency option to display the benefits costs broken down by

the number of the employee's payroll deduction periods for the year.

15. Use the Annual Frequency option to display the annual costs of the benefits.

Click the Annual Frequency option.


17. Use the Process Scheduler Request page to enter, update, or view parameters, such

as server name and process output format.

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Step Action







Step Action





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Step Action




27. Next, view the process details.

Click an entry in the Details column.



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Step Action



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Step Action


32. The enrollment form display as a PDF file in a separate browser window. Review

the information on the form.

Use the browser's Print button to print the forms.

33. You successfully created enrollment statements.

In summary, you create and distribute enrollment statements to enable participants to update them. You use the updated information to incorporate changes in the

participant's benefit plans.

End of Procedure.

Hiring a New Employee After Open Enrollment Has Begun Employees are hired throughout the year, not just at times that coincide with the Open Enrollment

period. When people are hired after Open Enrollment has begun, you need to enter their new hire information into the system and then manually add them to the open enrollment schedule.

Consider this scenario: A new employee that has joined your organization after Open Enrollment has already begun. You need to enter the employee's information into PeopleSoft.

Procedure


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Step Action

1. Begin by navigating to the Add Person page.


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Step Action

2. Click the Add a Person link.

3. Use the Add Person page to enter the employee's ID you wish to add.


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Step Action

4. Enter the desired information into the Person ID field. Enter "KUTR11".

5. Click the Add the Person link.

6. Use the Biographical Details page to enter name and other biographical

information for the employee.

7. The Effective Date field displays the date on which the name information becomes

valid. The date defaults to the current system date, but can be changed if needed.

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Step Action

8. Click the Add Name link.

9. Use the Edit Name page to enter or edit employee name information.


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Step Action

10. Click the Prefix list.

11. Click the Ms list item.

12. Click in the First Name field.

13. Enter the desired information into the First Name field. Enter "Maxine".

14. Click in the Last Name field.

15. Enter the desired information into the Last Name field. Enter "Reynolds".


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Step Action

17. Click in the Date of Birth field.

18. Enter the desired information into the Date of Birth field. Enter "05/06/1963".

19. The Effective Date field displays the date from which the biographical information

is valid from. For example, you might need to enter a new row if this employee's

education level or marital status changes sometime in the future.

20. Click the Gender list.

21. Click the Female list item.

22. For some countries the value entered in the Highest Education Level field can

effect pay calculations.

Click the Highest Education Level list.

23. Click the G-Bachelor's Level Degree list item.

24. Click the Marital Status list.

25. Click the Married list item.


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Step Action

26. Click in the As of field.

27. Enter the desired information into the As of field. Enter "02/14/2002".

28. When the Social Security number is missing, the system enters the default number

that is defined on the National ID Type table, which is usually all nines (9s).

Click in the National ID field.

29. Enter the desired information into the National ID field. Enter "029-42-7223".

30. Click the Contact Information tab.

31. Use the Contact Information page to add and edit contact information such as

addresses and phone numbers.

Step Action

32. Click an entry in the Add Address Detail column.

33. Use the Address History page to add address information.

34. Use the Effective Date field to enter the date from which the address information is

valid from.

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Step Action

35. Click an entry in the Add Address column.

36. Use the Edit Address page to enter the address details.


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Step Action

37. Enter the desired information into the Address 1 field. Enter "1404 Buckingham

Court".

38. Click in the City field.

39. Enter the desired information into the City field. Enter "San Francisco".

40. Click in the State field.

41. Enter the desired information into the State field. Enter "CA".

42. Click in the Postal field.

43. Enter the desired information into the Postal field. Enter "94118".


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Step Action



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Step Action

46. Click the Regional tab.

47. Use the Regional page to enter regional specific information for an individual.

Step Action


49. Click the Smoker list.

50. Click the No list item.

51. Click the Organizational Relationships link.

52. Use the Organizational Relationships page to select an organizational relationship

and checklist to create for this person.

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Step Action

53. Click the Employee option.

54. Click the Add Relationship button to save the data on this component. If you

selected Employee or Contingent Worker, the system moves you to either the New Employment Instance component (JOB_DATA_EMP) or the New Contingent

Worker Instance component (JOB_DATA_CWR).

If you select Person of Interest, the system will move you to either the Person of Interest Job Data component (JOB_DATA_POI) or the Add a POI Reltn to a Person

component (PERS_POI_ADD), depending on the POI type you selected.

Click the Add the Relationship button.

55. Use the Work Location page to enter position and location information for a

person's job, including the regulatory region, company, department, and location.

56. Use the Job Indicator field to indicate whether this is the person’s primary or secondary job for this organizational relationship. Select N/A (not applicable) if

those selections don’t apply to this job. This field is used to process people with

more than one organizational instance in a single organizational relationship.


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Step Action

57. Click in the Company field.


59. Use the Department field to select the code of the employee’s department. When

you leave the field, the system inserts a default supervisor’s ID on the Job

Information page if you enter a default supervisor ID for this department in the Department table.

Click in the Department field.

60. Enter the desired information into the Department field. Enter "21200".

61. Click the Job Information tab.

62. Use the Job Information page to enter information about a person's job, including

status, employee class, shift, or standard hours.

63. PeopleSoft Payroll for North America uses the Job Code field to create a pay line

on employee paysheets. The system creates a pay earnings record for each active job

code on the employee’s employment record.

Click in the Job Code field.

64. Enter the desired information into the Job Code field. Enter "790000".

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Step Action

65. Use the Regular/Temporary field to indicate whether the employee is a regular or temporary employee. The Manage Base Benefits business process uses the values

that you selected in the Regular/Temporary and Full/Part fields to determine

eligibility requirements.

66. Use the Officer Code field to identify highly compensated employees for the Non-

Discrimination Testing - 401(k)/401(m) report (NDT004). The default value is None.

67. Click the Payroll tab.

68. 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.

69. Click in the Pay Group field.

70. Enter the desired information into the Pay Group field. Enter "KL7".

71. Use the Tax Location Code field to specify a tax location code based on the employee's primary work state and location.

Note that you should not change an employee’s Tax Location Code more than once for the same effective date (using effective sequence). The system creates tax

records according to the first tax location change only. Tax records for the second

tax location change on the same date are not created; instead, the system issues an

error message.

Click in the Tax Location Code field.

72. Enter the desired information into the Tax Location Code field. Enter "KUCA00".

73. Click the Salary Plan tab.

74. Use the Salary Plan page to enter salary plan information for the employee, such as

the salary administration plan and grade.

75. If a grade has been associated with an employee's job code, PeopleSoft Benefits

Administration populates the Grade field using a value from the Job Code table.

Click in the Grade field.

76. Enter the desired information into the Grade field. Enter "008".

77. Click the Compensation tab.

78. Use the Compensation page to specify an employee's pay components and recalculate his or her compensation package.

79. Use the Frequency field to select a compensation frequency, such as Annual,

Monthly, or Weekly.


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Step Action

80. Rate codes are IDs for pay components. The system inserts any compensation information associated with this rate code in the Pay Components grid.

Click in the Rate Code field.

81. Enter the desired information into the Rate Code field. Enter "NAANNL".

82. Click in the Comp Rate field.

83. Enter the desired information into the Comp Rate field. Enter "102000".

84. Click the Default Pay Components button to:

• Execute rate code defaults (excluding seniority pay) based on the current values of the designated job fields.

• Replace manual updates and old default values with the current default values.

• Recalculate the compensation package of affected employees, including the

compensation rate, currency, frequency, apply FTE, percent (including current rate code groups), salary points, automatically calculated premium, and so on.

• Recalculate compensation-related fields, such as annual amounts or compa-ratio,

on the Job Data record.

Click the Default Pay Components button.

85. Notice that the total compensation rate is now displayed in the Compensation Rate field. The compensation rate for an employee is the sum of all base pay salary

components.

86. Click the Calculate Compensation button to have the system recalculate the

employee’s compensation without executing any rate code defaults or replacing any default values. You cannot modify the employee’s pay components without

recalculating the compensation.

Click the Calculate Compensation button.

87. Next, specify the employee's benefit program information.

Click the Benefits Program Participation link.

88. Use the Benefit Program Participation page to specify the BAS Group ID for

which employee records are to be processed.

89. Click in the BAS Group ID field.



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Step Action


93. You successfully entered new hire and information for a new employee. This needs

to be done before you can add the employee to the Open Enrollment schedule.

End of Procedure.

Adding a New Participant to the Open Enrollment Schedule After entering employee details in the PeopleSoft database, you can add these employees as new

participants to the Open Enrollment Schedule. PeopleSoft Benefits Administration enables you

to add individual participants to the schedule each time you run the Open Enrollment process.

Consider this scenario: You have just entered new hire information for an employee who was

hired after Open Enrollment had begun. You now have to add this employee to the Open

Enrollment Schedule as a new participant.

Procedure


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Step Action



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Step Action







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Step Action






7. Use the Schedule and Chkpt Restart page to enter the request parameters. These


the process is run.

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Step Action



10. If only a few participants are being processed, you can use the Record Eligibility

Results feature to troubleshoot benefits processing errors related to eligibility. In

this case, PeopleSoft Benefits Administration checks eligibility for all benefit programs and options for which the participant is eligible. The BAS application

records these results on the Eligibility Debugging page.


11. Click the Participant Lists tab.

12. Use the Participant Lists page to add employees who were not included in the original schedule to the Open Enrollment process.


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Step Action

13. Click the Process From Participant List option.

14. Use the Schedule Only Employee(s) grid to specify the employee ID for each

employee you want to add to the process. PeopleSoft Benefits Administration adds these details to the schedule the next time you run the Open Enrollment process.

15. Click in the EmplID field.



18. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.


If you use the same Run Control ID for subsequent processes, the server name that


20. Use the Type field to select the type of output you want to generate for this job. Your choices are File, Printer, Email, Web or None.



value is None.

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Step Action





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Step Action


33. Notice that the message log displays parameters, such as Batch Run ID, Schedule

ID, Process Date, and Start Event Date.


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Step Action


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Step Action

35. Next, view the results of this process on the BenAdmin Schedule Summary page.


Step Action



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Step Action



39. Use the BenAdmin Schedule Summary page to confirm the new employee was

added to the next run of Open Enrollment.

40. Notice that the participant count has increased because the new employee was added.

41. You have successfully added a new employee as a participant to the Open

Enrollment schedule.

In summary, you can add a new participant to the Open Enrollment schedule after

adding the employee's details in the PeopleSoft database. This ensures the

employee's data is processed the next time you run the Open Enrollment process.

End of Procedure.

Entering Participant Elections

Participants return completed enrollment statements to the benefits administrator for processing.

These statements contain benefits information about participants, and their dependents and beneficiaries. After receiving these statements, you update participant elections in the PeopleSoft

database. Use the benefits information to revise employee benefit plans.

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Consider this scenario: You have already printed and mailed Benefits Enrollment forms to the employees of your organization. One employee has completed his form and returned it to you for

processing. You now have to enter his benefits plan election information.

Procedure

Step Action

1. Begin by navigating to the Event/Participant Selection page.



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Step Action


3. Click the Perform Election Entry link.

4. Use the Event/Participant Selection page to select a participant's event and benefits

data.

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Step Action

5. Enter the desired information into the Schedule ID field. Enter "KU00".



8. When you select the Validate When Saved check box in the Data Entry

Configuration group box, PeopleSoft Benefits Administration automatically

validates data entry after you save the record. When you clear the check box, data entry is validated on demand. Notice that this check box is selected by default.


10. The Option Election page displays all benefit plans available for the employee.


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Step Action

11. First, enter the employee's benefits information for Plan Type 10.

For each of the benefit plan types, you enter an Option Code. This employee wants

to enroll himself and his wife in the Basic-Out-of-Network Medical plan. The option

code for this plan is 22.

Enter the desired information into the Option Code field. Enter "22".


13. Notice that the spouse is a 100 percent beneficiary in the employee's Life plan.

14. Notice that employees may have the opportunity to waive some benefit options.

Depending on the benefit and company procedures, waiver of coverage may not be allowed, may be allowed with proof, may not be applicable, or may always be

allowed.

In this example, you will change the option code for the Supplemental Life plan.

Click in the Option Code field.

15. Enter the desired information into the Option Code field. Enter "1".

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Step Action

16. Next, specify an ID to enroll the employee's spouse for this benefit plan type. PeopleSoft Benefits Administration assigns this ID when creating the dependent and

beneficiary records.

Click in the ID field.

17. Enter the desired information into the ID field. Enter "01".

18. The spouse will be the sole beneficiary for this plan.

Click in the Percentage field.

19. Enter the desired information into the Percentage field. Enter "100".

20. Use the Enroll All button to enroll the listed dependents/beneficiaries in the plan.

Click the Enroll All button.


22. Next, specify information for Plan Type 40.

Click the vertical scrollbar.

23. Enter the savings plan amount that the employee has to contribute as before-tax contributions.

Click in the Before Tax: Flat Amount field.

24. Enter the desired information into the Before Tax: Flat Amount field. Enter "500".

25. Click in the Percent of Earnings field.

26. Enter the desired information into the Percent of Earnings field. Enter "3.00".

27. Click in the ID field.



30. The Allocation of Investment Funds grid displays the employee's investments. Use

this grid to allocate a percentage of investment funds to the various investment

options.

31. Click in the Investment Option field.


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Step Action

32. Enter the desired information into the Investment Option field. Enter "2".

33. For this exercise, the employee wants 100 percent of his funds to be invested in the Asset Allocation Fund.

Click in the Percent field.

34. Enter the desired information into the Percent field. Enter "100".

35. Next, specify details for Plan Type 60.


36. Click in the Option Code field.


38. Click in the Annual Pledge field.

39. Enter the desired information into the Annual Pledge field. Enter "500.00".

40. Click the Expand section button.

41. Use the Contribution Worksheet section to determine the exact amount of money

the participant will need to contribute per month and/or pay period in order to reach

a desired Annual Pledge goal.

This is typically used if a change in contribution amounts is necessary or if an option

was not selected by the participant on the enrollment statement.

42. PeopleSoft calculates changes to all amount fields if you perform data entry in one

of the editable fields on the FSA Contribution Worksheet. Changes made to the Annual Pledge field in the FSA Contribution Worksheet will update the Annual

Pledge field for the Plan Type.

The available fields differ depending upon whether or not your organization

currently implements PeopleSoft Payroll for North America or if the event in

process is an OE (open enrollment) or HIR (hire) event.


44. You have entered all the benefit information. You can now save the plan.

Click the Save button.

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Step Action

45. You have successfully entered employee benefit plan election details.

In summary, you enter new elections for employees in PeopleSoft Benefits

Administration after they return their enrollment statements. This information

enables you to revise employee benefit plans.

End of Procedure.

Adding Dependent or Beneficiary Information

Dependents, such as spouses, domestic partners and their children may also be eligible for benefits. Use the Name page to enter or update dependent or beneficiary information. This

includes information, such as whether the dependent or beneficiary is eligible for such benefits as

accompanying an employee on an international assignment or on international travel.

In this topic, an employee wants to add her husband as her dependant/beneficiary. You need to

update her record with this information.

Procedure

Step Action

1. Begin by navigating to the Name page.



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Step Action

2. Click the Employee/Dependent Information link.

3. Click the Update Dependent/Beneficiary link.

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Step Action



6. Use the Name page to enter dependent and beneficiary name information.

7. The system assigns the Dependent/Beneficiary ID. You can change it, although

you can't have duplicate IDs for dependents or beneficiaries of the same employee. You can, however, use these same IDs for a different employee’s dependents and

beneficiaries.

For new dependent/beneficiary rows, PeopleSoft assigns a dependent/beneficiary ID

to each row.

8. The Effective Date field displays the date from which the name information is valid.


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Step Action

9. Click the Edit Name link.

10. Use the Edit Name page to edit name information.

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Step Action


12. Click the Mr list item.


14. Enter the desired information into the First Name field. Enter "Henry".


16. Enter the desired information into the Last Name field. Enter "Jacobs".



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Step Action

18. Click the Address tab.

19. Use the Address page to enter address information.

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Step Action

20. Click the Same Address as Employee option.

21. Click the Personal Profile tab.

22. Use the Personal Profile page to enter personal data for the dependent/beneficiary.

Step Action


24. Click the Relationship to Employee list.

25. Click the Spouse list item.

26. Use the Dependent Beneficiary Type field to select whether this person is a

dependent, a beneficiary, or both. For this example, use the default of Both.




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Step Action




32. Click in the National ID field.


34. Click the Primary ID option.


36. You have successfully added a dependent/beneficiary for a new hire who joined

your organization after your last open enrollment period.

End of Procedure.

Enrolling Dependents Using the Supplemental Enrollment Page Dependents are defined as those individuals who are financially dependent on a person, and are

classified as qualified or non-qualified. Qualified dependents are those individuals that are related

to the person through blood or marriage, such as a wife, husband, or children. Non-qualified dependents are dependents such as domestic partners, their children, and other people who do not

meet the definition of qualified dependents. PeopleSoft enables you to create benefit programs

with plans that offer health and life benefits to qualified dependents and plans that offer health and life benefit to non-qualified dependents.

The Supplemental Enrollment page enables you to select dependents and beneficiaries for plans

as well as include individual health provider IDs for dependents and percentage amounts for beneficiaries.

Using the Supplemental Enrollment page is an alternative method to using the Option Election page to enroll dependents and beneficiaries. The Supplemental Enrollment page is only

available when you click the Select by Schedule link on the Event Participation Selection page.

In this topic, you will add a qualified dependent to a medical plan using the Supplemental

Enrollment page.

Procedure

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Step Action




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Step Action



4. Use the Event/Participant Selection page to select schedule or participant mode. If

a participant has multiple jobs, select the events in order to enter a participant’s

benefit elections.

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Step Action

5. Click the Select by Schedule link to switch between the Select By Participant mode and the Select by Schedule mode.

Click the Select by Schedule link.


7. Enter the desired information into the Schedule ID field. Enter "KUEM".

8. Click in the Employee ID field.

9. Enter the desired information into the Employee ID field. Enter "KU0109".


11. The ability to enroll dependents on the Option Election page is only available when

you click the Select by Participant link on the Event/Participant Selection page. When you are in Select by Schedule mode, as you are in this example, the Enroll

All button is not available in the Plan Type sections on this page.


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Step Action

12. Click the Dependents / Beneficiaries tab.

13. Use the Dependents/Beneficiaries to enroll dependents and assign beneficiaries to

plans.

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Step Action

14. Next, add the dependent to the medical plan.

Click the Enroll Dependents link.

15. Use the Supplemental Enrollment for Plan:10 page to add dependents to the medical plan.


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Step Action



18. Click the Refresh Election Information button.

19. Notice the new dependent, Suzanne Chin.

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Step Action



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Step Action


22. You successfully added a dependent to an employee's medical plan using the

Supplemental Enrollment page.

End of Procedure.

Generating the Invalid Participant Reports In this phase of Benefits Administration, after you have entered all the elections, you validate your election data and load valid elections to the employee Base Benefits enrollment tables. You

do this by running the Benefits Administration Open Enrollment process again. Each time you

run the Open Enrollment process, the system attempts to move each employee (based on their

process status) along to the next phase of the process.

The process status values that indicate the employee is ready for validation/load include

EE(Election Error) and ET(Election Entered). For those employees who have a process status of ET, their status will change to a process status of FE (Enrolled) after elections have been

successfully validated and loaded to the Base Benefits tables.

You generate the Invalid Participants report to list employee details for individuals whose elections information is either incomplete or incorrect.

Consider this scenario: You have already entered participant elections and run the Benefits Administration Open Enrollment process again to validate and load valid elections. However,

there are some participants who submitted incomplete or incorrect information, so you need to

generate an Invalid Participants report to list the details for these employees.

Procedure

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Step Action

1. Begin by navigating to the Preparation/Election Errors page.



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Step Action


3. Click the Investigate Exceptions link.

4. Click the Invalid Elections Rpt link.

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Step Action







Enter the desired information into the Run Control ID field. Enter "IPR".


8. Use the Preparation/Election Errors page to enter the request parameters. These


the process is run.


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Step Action






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Step Action



Right-click the Server Name list.





value is PDF.





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Step Action


28. Notice that an error has occurred for employee KUTR03.


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Step Action

30. Next, view the results in the BenAdmin Schedule Summary page.


31. Click the Review Processing Results link.

Step Action



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35. Use the BenAdmin Schedule Summary page to view participants in error.

36. Notice there is one participant with a process status of Elect Err.

You need to correct this error and rerun the Open Enrollment process to complete

the enrollment for this employee.

37. In summary, you generate the Invalid Participants report to list the employee details

for those individuals whose elections information is incomplete or incorrect.

End of Procedure.

Viewing Eligibility Debugging When you run the PeopleSoft Benefits Administration process with the Record Eligibility Results

check box selected on the Schedule and Checkpoint Restart page of the PeopleSoft Benefits Administration Run Control component, the system performs an eligibility check for all

employees who have not yet had their options prepared.

The results of that eligibility check are displayed on the BenAdmin Eligibility Debugging page.

This page tells you how the system determined whether an employee passed eligibility criteria or,

more importantly, which eligibility criteria specified in the Program and Plan-level Eligibility Rules the employee failed to pass. You can use this information to correct errors in your

eligibility rule or benefit program setup.

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In this topic, you will view the eligibility debugging results for an employee.

Procedure

Step Action

1. Begin by navigating to the BenAdmin Eligibility Debugging page.



3. Click the Review Eligibility Results link.


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Step Action

4. Enter the desired information into the EmplID field. Enter "KC0001".


6. The BenAdmin Eligibility Debugging page enables you to review the results of

program eligibility processing for specific employees.

7. The Rule ID field displays the Eligibility or Geographic Location Rule being analyzed.

8. The Option Type field indicates whether the rule is at the program or the plan level.

9. The Eligibility Fields section displays each eligibility field tied to the eligibility rule

and whether the participant failed or passed the eligibility check for that particular

field.

10. The Active Only field indicates whether the eligibility check was made on only the employee’s active jobs.

11. If multiple jobs are active, the Group Method field displays the grouping method

set up for the eligibility field.

12. The Evaluation field displays the evaluation method set up for the eligibility rule.

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Step Action

13. You can see that this employee did not pass the eligibility check for the Service

Months field.

Click the Service Months link.

14. The Job Eligibility Evaluation page enables you to view the evaluation results for

each job that contributes to eligibility, along with details of the eligibility rule being

applied.

15. If multiple jobs are active, the Primary Job field indicates whether this employee's job record for the listed benefit record is the primary job.

16. The Inc Elig field indicates whether or not the Include for Eligibility flag is on or

off for the listed employee job record.

17. The Field Value field displays the value that the participant possesses that is being

compared against the eligibility rule.

18. The Eligibility Rule group box displays the parameters set up for the eligibility field

on the Eligibility Rules Table.


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Step Action

19. Click the Return button.

20. You have successfully viewed the eligibility debugging results for an employee.

End of Procedure.

Correcting Errors and Finalizing Open Enrollment During a process, if a global error occurs that requires resetting a participant's election data, you

can correct the error and run the Open Enrollment process again.

As you near the end of the Open Enrollment process, you may also find that you have election

errors for some of your participants that could not be corrected, or that you have not received

completed enrollment statements from all participants.

Participants can not be enrolled if their elections are missing or contain errors. If you have not

received the correct information from the participants, you can still choose to complete the Open Enrollment process by selecting the finalize option. This option applies benefit program defaults

to any missing elections or election errors, completing the Open Enrollment process for all

participants.

In your final run of the BAS process, you access the OE/Snapshot page in the Run Control

component, turn on the Finalize/Apply Defaults check box, and run the process. This process

enrolls all participants including those who have missing elections and those with elections in error. When the BAS process finishes, you access the Schedule Summary page to view the

process results and note that all participants have been enrolled.

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Consider this scenario: You have already completed the procedure for generating an Invalid

Participants report. The report displays an error in the data for an employee. You need to correct

this error and finalize the list of participants whose data needs to be reprocessed for Open Enrollment.

Procedure

Step Action




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Step Action



4. Use the Event/Participant Selection page to select a participant's event and benefits

data.

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Step Action




8. For this example, you will not use the automatic validation feature.

Click the Validate When Saved option.


10. Use the Option Election page to view and enter benefit plan options.


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Step Action

11. You need to update Plan Type 40.


12. This employee's Plan Type 40 error is the result of a conflict. He has been enrolled

to set aside a percentage of his earnings as well as a dollar amount for the 401K

plan. To correct these conflicting data entries, you need to remove one of them. This employee wants to set aside 3 percent. Therefore, delete the amount in the Before

Tax: Flat Amount field.

13. Click in the Before Tax: Flat Amount field.

14. Press [Delete].



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Step Action

17. After making changes to the employee's information, you need to finalize the list of participants whose data needs to be reprocessed for Open Enrollment. Navigate to

the Schedule and Chkpt Restart page.


18. Click the Events link.


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the process is run.


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26. Click the OE/Snapshot tab.

27. Use the OE/Snapshot page to specify reprocessing options for all participants.

28. When reprocessing open enrollment, use the options in the Reprocess group box to

reset the entire population in your Open Enrollment or Snapshot schedule to the

selected action.

For this example, you will use the None option.

29. Use the Schedule option if you've made changes to scheduling criteria or mass

changes to Job data which could affect schedule assignment, and need to run through the Open Enrollment process again, beginning with that step. All existing

participant records for the schedule will be deleted.

30. Use the Assign Benefit Pgm option if you've made changes to eligibility rules for

benefit program assignment and need to run through the Open Enrollment process again, beginning with that step.

31. Use the Prepare Options option if you've made changes to eligibility rules, event

rules, or rate schedules that affect how the system determines eligible options,

defaults, and the costs associated with each option. Any elections posted are deleted.

All data entry for affected participants is also deleted. Closed and voided participant events are excluded.

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Step Action

32. Use the Elect Options option if you've made changes to the validation rules stored on the Event Rules Table. All participants are set back to a process status of PR, but

any completed data entry on them is preserved. Any elections posted are deleted.

33. Use the Schedule New Participants check box if you missed a large group of

participants in your initial run of Open Enrollment—participants who did not get

scheduled and therefore do not have records on the participant file for this schedule.

Rather than use the Participant Lists page to add the employee IDs one at a time,

this check box forces the system to reevaluate all employees against the schedule parameters. If the participant fits that selection, and if the participant does not have a

record on the participant file for this schedule, the system creates the record.

Note that this should not be used for the initial Open Enrollment run.


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Step Action

34. Select the Finalize/Apply Defaults check box when you are ready to complete Open Enrollment processing. The system performs the same validations against

participant election information but also assigns defaults for participants who still

have errors or who have not returned their election forms. This closes Open

Enrollment for data entry. To reopen it, you will need to reprocess selected participants.

Note that this option is not typically used for the initial Open Enrollment run.

Click the Finalize/Apply Defaults option.







Your four choices are File, Printer, Email, Web or None.


value is None.

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Step Action





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46. Next, you need to view the results on the BenAdmin Schedule Summary page.



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50. Use the BenAdmin Schedule Summary page to confirm that there are no

participants in error.

51. Notice the participant count for Enrolled is now 4 and there are no participants listed in the Error fields. You have successfully corrected the error and the

employee is now enrolled.

52. In summary, you reprocess the Open Enrollment data if a global error occurs during

a process. This enables you to reset the participant's data.

End of Procedure.

Entering Process Control Updates You can use the Benefits Administration Processing Controls Update pages to both select and

review participant events. As you select and review events, you can update the status of the events to queue reprocessing and finalize actions for the system.

In this topic, you will use the BenAdmin Processing Control page to finalize and apply default benefit options for the next run of the PeopleSoft Benefits Administration process.

Procedure


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Step Action

1. Begin by navigating to the BenAdmin Processing Controls page.


Step Action



4. Click the Update Processing Controls link.

5. Use the BenAdmin Processing Controls page to finalize and apply default benefit

options for the next run of the PeopleSoft Benefits Administration process.

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Step Action





10. Use the BenAdmin Processing Controls page enables you to review the processing

status of specific participant event records, set reprocessing of events, finalize the enrollment process for a participant, or to void an event for processing.

11. The Process Indicator field indicates the event status to which you want to

reprocess the specific participant event on the next PeopleSoft Benefits

Administration run.


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Step Action

12. In this example, you want to finalize and apply default benefit option elections for this participant.

Click the Final/Dflt option.



15. You have successfully used the BenAdmin Processing Control page to finalize and

apply default benefit options for the next run of the PeopleSoft Benefits

Administration process.

End of Procedure.

Viewing Benefits 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. You can view either the general benefits summary or the payroll interface benefits summary.

In this topic, you will review the general benefits summary for a participant.

Procedure

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Step Action

1. Begin by navigating to the Benefit Enrollment Summary page.



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Step Action

2. Click the Current Benefits Summary link.

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Step Action



5. Use the Benefit Enrollment Summary page to view an employee's current benefit

enrollments.

Step Action

6. Click the Benefit Deduction Summary tab.

7. The Benefit Deduction Summary page enables you to view deduction information

for all the benefit plans in which the employee is enrolled.

8. You successfully viewed the general benefit summary which includes enrollment and deduction information for a participant.

End of Procedure.

Printing Confirmation Statements After entering and validating employee election information, print confirmation statements. You can also print these statements for employees who submit incomplete or incorrect information,

which is finalized using default values. These statements are then sent to the employees for a final

verification.


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In this topic, you have already received and validated employee enrollment information. You now

need to print confirmation statements for the enrolled participants.

Procedure

Step Action

1. Begin by navigating to the Print Confirmation Statements page.


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Step Action


3. Click the Print Confirmation Statements link.


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Step Action







Enter the desired information into the Run Control ID field. Enter "RUNTST1".


7. Use the Benefit Confirmation Statement page to enter the request parameters.

These parameters will be used to define the processing rules and data to be included

when the process is run.

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Step Action



10. In this example, you want to include participants with election errors.

Click the Election Error option.

11. In addition, you need to print confirmation statements for participants who are

enrolled in benefit programs.

Click the Finalized - Enrolled option.





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Step Action








value is PDF.




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Step Action




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28. A list of confirmation statements has been generated. Notice that the confirmation

statement is displayed for a participant in the Open Enrollment schedule.

You can view the participant's benefit choices, such as Medical, Dental, Vision, and

Life. Similarly, you can view confirmation statements for the other participants in an

enrollment schedule.

29. You have successfully printed confirmation statements for finalized participants in the Open Enrollment schedule.

In summary, you print confirmation statements for employees in the Open Enrollment schedule. These statements enable them to verify their elections.

End of Procedure.

Reprinting Statements To reprint a statement for employees who may have misplaced their enrollment statements, you

can use the BenAdmin Statement Reprinting page to indicate those employee IDs you want to

reprint enrollment or confirmation statements for.

In this topic, you will reprint a confirmation statement for an employee who has misplaced his

original Open Enrollment confirmation statement.

Procedure

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Step Action

1. Begin by navigating to the BenAdmin Statement Reprinting page.



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Step Action


3. Click the Participant Enrollment link.

4. Click the Reprint Selected Statements link.

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Step Action


6. Enter the desired information into the Print ID field. Enter "RUN2".


8. Use the BenAdmin Statement Reprinting page to set up print IDs and indicate the

employees that you want to reprint confirmation statements for.


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Step Action





13. Click the Print Confirmation Statements link.

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Step Action









17. Use the Benefit Confirmation Statement page to enter the request parameters.

These parameters will be used to define the processing rules and data to be included

when the process is run.


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Step Action





22. Click the Reprint Report option.

23. Click in the Print ID field.

24. Enter the desired information into the Print ID field. Enter "RUN2".




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Step Action








value is PDF.





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Step Action

35. The current status of the process is Processing. The process is finished when the status is Success. Continue to click the Refresh button until the status is Success.






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Step Action



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42. The reprinted confirmation statement for the employee is displayed.

43. You successfully reprinted a confirmation statement for a participant.

End of Procedure.

Identifying Event Triggers Event triggers are employee activities that initiate a process in Benefits Administration. Three

main categories of events exist: events that are triggered through a direct change to employee

data, events that are manually inserted, and passive events.

Employee data changes are the most common event triggers. Job events, such as hires, transfers,

and terminations, are triggered automatically through changes in an employee's employment

information. Some non-job events, such as a change in postal code, state code, or union code, are also triggered automatically when the change is made. These job and non-job event triggers occur

because the underlying changes can affect the employee's eligibility for benefits.

Other non-job events, such as marriage, birth of a child, or death of a spouse, cannot be triggered

by a change in employee data. These events are classified as family status changes and must be

inserted manually into the list of unprocessed activities. Miscellaneous events that are not triggered through ordinary data entry changes must also be inserted manually.

Passive events take place over the passage of time. Like family status changes and miscellaneous

events, passive events are not triggered by data entry changes. Instead, passive events are


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automatically triggered after a predefined period of time passes. The passage of time is based on either the employee's date of birth or the employee's service date. Passive events are user-defined

and do not have to be run.

PeopleSoft Benefits Administration stores unprocessed activities that result from event triggers

on the BAS Activity Table. Family status changes and miscellaneous events not automatically

triggered can be inserted manually into the BAS Activity Table. The Event Maintenance process

can be applied to those unprocessed events on the BAS Activity Table to update benefits eligibility and elections.

Upon completion of this lesson, you will be able to: • Enter a job change.

• Enter a termination.

• Add dependent or beneficiary data.

• Update personal information. • Enter and verify manual events.

• Enter benefits program participation.

Entering Job Changes Sometimes, you have to update an individual’s job and status information with the latest changes.

This information may include work location, promotion, pay changes, or leave of absence.

Consider this topic: An employee has been transferred to another department due to

reorganization of the company. You need to update the employee's job information.

Procedure

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Step Action

1. Begin by navigating to the Work Location page.


Step Action



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5. Use the Work Location page to enter an individual's job information, such as

position, regulatory region, company, department, and location.

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Step Action

6. In this example, you need to update the employee's job information. To begin, add a new row.

Click the Add Row button.

7. A new row is inserted that copies the data from the previous row. The Effective

Date defaults to the current system date, but can be changed if needed.

In this example, this is the date on which the employee's work location information

changed.



9. Click the Action list.


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Step Action

10. A warning message appears. Acknowledge that the date you entered is correct.

Click the OK button.

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Step Action

11. Next, specify an action for the employee's record. In this exercise, the employee was transferred.

Click the Action list.


13. Click the Transfer list item.

14. Finally, specify reorganization as the reason for the employee's transfer.

Click the Reason list.

15. Click the Reorganization list item.

16. Click the Payroll tab.

17. Use the Payroll page to update the employee's payroll information.

18. Notice that this value is already specified in the Pay Group field. For this exercise,

accept this value.


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Step Action


20. You have successfully entered changes to an employee's job information.

End of Procedure.

Entering Termination When an employee retires or leaves your organization for some other reason, you enter the

termination into the person's record. The Work Location page enables you to record the effective

date, action, and reason for the termination.

In this topic, you will enter a termination for an employee who is being laid off due to staff

reductions.

Procedure

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Step Action

1. Begin by navigating to the Work Location page.



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Step Action


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Step Action



5. Use the Work Location page to record the effective date, action, and reason for the

termination.

6. Notice the Effective Date field displays the effective date of the default Action in

the Action field. The default Action is Hire.

Step Action

7. You need to add a new row and enter the effective date of the termination. The

system treats the effective date you enter as the day the termination starts and the

first day the employee is no longer paid.


8. The Effective Date for the termination in this example is 08/08/2007. Now you need

to enter the Action and Reason.

9. Click the Action list.


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Step Action


11. Click the Termination list item.

12. Click the Reason list.


14. Click the Staff Reduction list item.



17. You have successfully entered a termination for an employee who has been laid off due to staff reductions.

End of Procedure.

Adding Dependent or Beneficiary Information Dependents, such as spouses, domestic partners and their children may also be eligible for benefits. Use the Name page to enter or update dependent or beneficiary information. This

includes information, such as whether the dependent or beneficiary is eligible for such benefits as

accompanying an employee on an international assignment or on international travel.

In this topic, an employee wants to add her husband as her dependant/beneficiary. You need to

update her record with this information.

Procedure

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Step Action

18. Begin by navigating to the Name page.



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Step Action

19. Click the Employee/Dependent Information link.

20. Click the Update Dependent/Beneficiary link.

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Step Action



23. Use the Name page to enter dependent and beneficiary name information.

24. The system assigns the Dependent/Beneficiary ID. You can change it, although

you can't have duplicate IDs for dependents or beneficiaries of the same employee.

You can, however, use these same IDs for a different employee’s dependents and beneficiaries.

For new dependent/beneficiary rows, PeopleSoft assigns a dependent/beneficiary ID

to each row.

25. The Effective Date field displays the date from which the name information is valid.

Step Action


27. Use the Edit Name page to edit name information.


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Step Action


29. Click the Mr list item.


31. Enter the desired information into the First Name field. Enter "Henry".


33. Enter the desired information into the Last Name field. Enter "Jacobs".


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Step Action


36. Use the Address page to enter address information.


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Step Action



39. Use the Personal Profile page to enter personal data for the dependent/beneficiary.

Step Action



42. Click the Spouse list item.

43. Use the Dependent Beneficiary Type field to select whether this person is a

dependent, a beneficiary, or both. For this example, use the default of Both.



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Step Action








53. You have successfully added a dependent/beneficiary for a new hire who joined

your organization after your last open enrollment period.

End of Procedure.

Updating Personal Information When an employee is hired, you enter the individual's family status information in PeopleSoft

Benefits Administration. Changes to this information, such as divorce, marriage, and death can

affect the individual's benefits program eligibility.

Consider this scenario: An employee in your company recently got married. Include this family

status change in the employee's personal information.

Procedure


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Step Action

1. Begin by navigating to the Biographical Details page.


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Step Action

2. Click the Modify a Person link.


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Step Action



5. Use the Biographical Details page to enter employee personal information.

Step Action

6. You need to specify the employee's family status change. Begin by adding a new

row in the Biographical History section.


7. The system inserts a new row and copies the data from the previous row. The

Effective Date defaults to the current system date, but you can change it if needed.




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Step Action



13. You successfully updated this employee's family status change. This change, which

will be processed during the next run of the Event Maintenance process, can affect her benefits program eligibility.

End of Procedure.

Entering and Verifying Manual Events Event triggers are reflected on the BAS Activity Table. When an event is successfully scheduled for processing, the event is no longer displayed on the BAS Activity Table.

If an employee's date of birth or service date is changed, the system generates a workflow notice to the benefits administrator rather than trigger an event on the BAS Activity Table. This occurs

because these changes are made to fields that are not effective dated under a correction action and

must be handled carefully.

You specify on the Event Class Table which event classes can be manually inserted into the BAS

Activity Table. The Manual Event Allowed checkbox must be turned on for the particular event

class if you intend to insert manual events of that class into the BAS Activity Table.

For passive event processing, you specify whether passive events should not be processed, should

be triggered only, or should be processed. If you choose to simply trigger passive events, the system automatically records any passive events on the BAS Activity Table. If you choose to

process passive events, the system records passive events automatically on the BAS Activity

Table and then immediately processes and deletes them. In this case, you cannot review the

passive events on the BAS Activity Table.

When you manually enter events such as miscellaneous event or a family status change, it affects

an individual's benefits eligibility. Therefore, you must process the events the next time you run the Event Maintenance process. After entering such events, verify that they exist in the BAS

Activity Table.

Consider this scenario: An employee has recently married. You need to manually enter this

family status change.

Procedure


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Step Action

1. Begin by navigating to the BenAdmin Activity page.


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Step Action


3. Click the Review BAS Activity link.


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Step Action

4. Click the Collapse button.

5. Use the BenAdmin Activity page to view unprocessed events for the next run of

Event Maintenance. You can review the events currently on the BAS Activity page,

insert events for processing, or delete events if absolutely necessary.

6. As soon as Benefits Administration successfully processes an event, the system will delete the corresponding BAS Activity. BAS Activity is only populated during

Event Maintenance. Open Enrollment activity does not reflect on the BAS Activity

Table.

7. Benefits Administration monitors employee records for events, or changes in employee data, that affect benefits. For most of these events, a record of the event is

automatically written to the BAS Activity Table so that the employee will be

processed in the next Event Maintenance process.

Notice in this example, that there are already records for a termination, transfer, and

hire of employees.

8. Changes in geographic location, job code, or union code can affect eligibility and are automatically recorded on the BAS Activity Table. Certain events do not register

on the BAS Activity Table, however, and can only be included in Event

Maintenance through manual insertion on the BenAdmin Activity page.

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Step Action

9. Two types of event classes must be manually inserted on the BenAdmin Activity page for processing in Event Maintenance: family status changes and some

miscellaneous events (those not triggered through ordinary data entry changes). The

types of events requiring manual insertion can be customized according to your

company's needs.

10. In this example, you have to manually enter the employee's family status change due to marriage in the BAS Activity table.

Use the Add Row button to manually insert an event in the BAS Activity table.


11. Enter the ID of the employee effected by the family status change.

Enter the desired information into the EmplID field. Enter "KUTR04".

12. The Action Source field identifies whether the event is due to a change in job data,

personal data, multiple job flags, or is a passive event. Possible action sources are:

• Manual: Manual event. • PasBirthDt: Passive event - birth date.

• PasSvcDt: Passive event - service date.

• JobChg: Job data change.

• MJChg: Multiple job indicator change. • AddressChg: Address (state and postal) change.

13. If a job, address, or multiple job change triggers the activity, the Event Date is the

effective date of the change.

If a passive event triggers the activity, the event date is the date on which the limit

represented by the event (a limit related to age or years of service, for example) was

reached.

14. The date for a manually entered event defaults to the current system date, but can be changed if needed.

Enter the date from which the family status change is effective in the Event Date

field.

Click in the Event Date field.

15. Enter the desired information into the Event Date field. Enter "07/01/2007".

16. If there is more than one manual event for an employee for the same effective date,

enter unique sequence numbers for each event in the Event Effseq field. Otherwise,

PeopleSoft populates the event effective sequence from the BAS Activity Table.


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Step Action

17. The BAS Activity table defines the actions associated with events. This table automatically assigns codes for direct and passive events.

For manual events, you must specify the BAS Action code. The code for a family

status change is FSC.

Click in the BAS Action field.

18. Enter the desired information into the BAS Action field. Enter "FSC".


20. You successfully entered and viewed an employee's family status information.

This information must be processed during the next run of the Event Maintenance

process because it affects the employee's benefit programs eligibility.

End of Procedure.

Entering Benefits Program Participation The Benefit Program Participation page enables you to specify the benefit program in which an

employee is enrolled.

In this topic, you will change the benefit program that a participant is enrolled in.

Procedure

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Step Action

1. Begin by navigating to the Benefit Program Participation page.



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Step Action


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Step Action



Step Action

5. Click the Benefits Program Participation link.

6. Use the Benefit Program Participation page to assign participants to a benefit

group.


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Step Action


8. Notice the Effective Date field displays the current system date. In this example, the current date is 08/08/2007.

The effective date should reflect the date on which the benefit program change becomes effective.

9. Next, select the new Benefit Program.

Click in the Benefit Program field.

10. Enter the desired information into the Benefit Program field. Enter "KU3".


12. Notice the new Benefit Program name.

13. You have successfully changed the Benefit Program that an employee is enrolled in.

End of Procedure.

Running Event Maintenance

PeopleSoft Benefits Administration automatically tracks personnel actions and stores those that may result in benefit changes in the participant event file. The Event Maintenance process checks

the appropriate tables to determine if benefits are affected. The process then updates the entries in

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the participant file so that you can print Benefit Enrollment materials and go through the enrollment process for the employees with qualifying benefits changes or for new hires.

New elections may be required if hires become eligible for benefits. Terminated employees may no longer be eligible for benefits. Family status changes can also affect eligibility. PeopleSoft

Benefits Administration tracks all events that affect eligibility. These changes trigger events for

Event Maintenance.

The processing phases for Event Maintenance are the same as they are for Open Enrollment. For

Event Maintenance, PeopleSoft Benefits Administration evaluates all of the BAS Activity records

and processes all activity records to at least an Assigned status. If the participant qualifies for further processing, a record is added to the participant event table.

During Event Maintenance or Open Enrollment, the first objective of the process is Schedule

Assignment. During the Schedule Assignment phase, the system determines which event, if any, will be initiated for a specific participant in that run of the process.

Since it is during the Schedule Assignment stage of the Benefits Administration process where Open Enrollment and Event Maintenance differ the most, the following lists describe what occurs

for Open Enrollment and Event Maintenance at this point in the process.

Open Enrollment Scheduling:

• Occurs automatically only the first time.

• Selects everyone who matches schedule parameters.

• Establishes eligibility from the most recent row prior to the Open Enrollment begin date. • Determines benefit program.

• Assigns new entries to current schedule in subsequent runs.

Event Maintenance Scheduling:

• Searches for schedule ever time process is run.

• Selects anyone who has a BAS Activity record. • Determines event class from event trigger.

• Determines the benefit program.

• Establishes eligibility from the most recent row as of the event row date.


• View event status update.

• Add a passive event definition. • Create an Event Maintenance Schedule ID.

• Run event maintenance for passive events.

• View passive event history.

• Process and validate event maintenance. • View messages.

• View employee event detail.

• Finalize event maintenance. • View the Schedule Summary page.

• Verify process status.


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Viewing Event Status Update You can view events for a participant, change the process indicator for an event for reprocessing

or finalizing, or open and close events as necessary. Events are typically updated as an employee

moves through the BAS process.

In this topic, you will view the status for an employee.

Procedure

Step Action

1. Begin by navigating to the BenAdmin Event Status Update page.


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Step Action



4. Click the Update Event Status link.


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Step Action



7. Use the BenAdmin Event Status Update page to view a summary of all events for

a particular participant and benefit record number combination, as well as update an event's status and process indicator to reprocess or finalize. Changes made to the this

page affects the same fields on the Update Processing Controls page.

8. The Eligibility Change and Out of Seq check boxes are automatically selected

when the event for the participant needs review to determine whether reprocessing is necessary. If reprocessing is not necessary, turn these check boxes off and continue

with normal processing. If you reprocess the event for the participant, return to the

Event Status Update page when done and turn these check boxes off manually because PeopleSoft does not update the check boxes after reprocessing has occurred.

9. PeopleSoft selects the Eligibility Change Addr check box based on the BAS

Participant Table if an address event eligibility change, insertion, or deletion

occurred in the selected employee's record. This indicates that the event may need

reprocessing.

If the check box is not selected, this indicates reprocessing occurred or is not

necessary.

This check box corresponds to the same check box on the Update Processing

Controls page group.

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Step Action

10. PeopleSoft selects the Eligibility Change MultiJob check box based on the BAS Participant Table if a multiple job event eligibility change, insertion, or deletion

occurred in the selected employee's record. This indicates that the event may need

reprocessing.

If the check box is not selected this indicates reprocessing occurred or is not

necessary.

This check box corresponds to the same check box on the Update Processing

Controls page group.

11. PeopleSoft selects the Disc check box based on the BAS Participant Table if an

event has become disconnected (and is no longer able to be processed) due to the deletion of the changed HR record that originally triggered the event, or the non-

existence of records needed to process eligibility.

Disconnected events can be reprocessed to a Void status.

12. PeopleSoft selects the Out of Seq check box if a current event was closed before completion in order to open a past event for processing.

The Out of Seq check box indicates that the newer event may need reprocessing.

13. As you near the end of the Event Maintenance process, you may discover election errors for some of your participants, or you may discover that you have not received

completed enrollment statements from all participants. The system will not complete

the Event Maintenance process for participants with missing elections or elections in error.

If you have not received the correct information from the participants, you can still

choose to complete the process for them by finalizing their elections. Finalizing occurs during the next BAS process run when the defined benefit program defaults

are applied to any missing elections or elections errors. After finalization, the Event

Maintenance process is complete for those participants.

14. You can move a participant through the Open Enrollment process by changing the Process Indicator and Event Status for an event. This is particularly useful when

finalizing the participant. You can also choose to reprocess an individual event for a

participant.

PeopleSoft Benefits Administration only processes events with an event status of

Open and allows only one event to be open for a participant at any time. To change

an event status to Open, first close any other open event.

15. Use the Final check box to indicate that you want to finalize and/or apply default

benefit option elections to a specific participant event on the next run of the

PeopleSoft Benefits Administration process for the schedule to which that the

participant event is assigned.

16. You have successfully viewed the event status for an employee.

End of Procedure.


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Adding a Passive Event Definition Passive events are events that occur over the passage of time and require Event Maintenance

processing for the employee once the specified amount of time has passed.

PeopleSoft delivers Benefits Administration with two types of passive events: those defined by

the employee's age and those defined by the amount of employee service time.

Before processing passive events in Benefits Administration, you need to define how the system

processes those types of events. A passive event definition must be set up before passive events

can be triggered or processed.

For example, you might set up a passive event to determine which employees are eligible for

certain benefits once they've worked for your organization for a year. To do this, you'd define a

passive event with the service date event type and an Event Limit - Months value of 12. The event classification for this example could be MSC (or it could be a new event classification

created specifically to manage this passive event). After you set up the passive event, the system

calculates the difference between your employees' service dates and the process date, and it

triggers the event for any employees with a difference of twelve months within the date range you specify on the PeopleSoft Benefits Administration process run control page. The system

processes the passive event as an MSC event.

In this topic, you will add a passive event definition for reaching 21 years of age.

Procedure

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Step Action

1. Begin by navigating to the Passive Event Definition page.


Step Action



4. Click the Passive Event Definition link.


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Step Action


6. Enter the desired information into the Passive Event ID field. Enter "A21".


8. Use the Passive Event Definition page to define passive events that are not initiated

by data entry.

9. The Status can be either Active or Inactive.

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Step Action


11. Enter the desired information into the Description field. Enter "Age 21 reached on

birthday".


13. Enter the desired information into the Short Description field. Enter "Age 21".

14. PeopleSoft is delivered with two passive event types: one based on the employee's age (for example, retirement age); and the other based on the amount of service.

15. An event rule has to be defined prior to creating a passive event definition.

Click in the Event Classification field.

16. Enter the desired information into the Event Classification field. Enter "MSC".

17. Indicate how long after the service date the event will take place.

Click in the Event Limit - Months field.

18. Enter the desired information into the Event Limit - Months field. Enter "252".



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Step Action

20. You successfully added a passive event definitions for use in BAS processing.

End of Procedure.

Creating an Event Maintenance Schedule ID Schedule IDs enable you to identify a Benefits Administration (BAS) process. The Event

Maintenance BAS process is applicable to individuals whose personal or job data has changed, therefore affecting their benefits eligibility. This process enrolls participants in benefits programs

and automatically prepares and processes their options elections, through a series of runs. Before

running the Event Maintenance process, define a Schedule ID and enter the events to be processed in the BenAdmin Activity table.

Consider this scenario: Your company runs the Event Maintenance process on a weekly basis to

process schedules and prepare options for participants. As a first step in this process, you need to define a Schedule ID.

Procedure

Step Action

1. Begin by navigating to the BenAdmin Schedule Table page.


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Step Action



4. Click the Schedule Table link.


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Step Action


6. Enter the desired information into the Schedule ID field. Enter "EMTS00".


8. Use the BenAdmin Schedule Table page to enter information, such as the

description of the Schedule ID, BAS process type, and benefit groups to be processed.

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Step Action

9. Enter the desired information into the Description field. Enter "Event Maintenance

for TS00".


11. Enter the desired information into the Short Description field. Enter "EMTS00".

12. Use the Ben Admin Type field to specify the BAS process type. In this exercise, the

BAS process type is Event Maintenance.

Click the Ben Admin Type list.

13. Click the Event Maintenance list item.

14. Use the Company field to enter a company ID. If this field is left blank, all

companies will qualify.

For this example, leave the field blank.


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Step Action

15. Select the No New Events check box if you don't want any new events assigned to the schedule. Existing events assigned to the schedule will continue to be processed.

For example, if you want event maintenance to begin assigning new events to a new

schedule that has the same attributes as an existing schedule, you can create a new schedule and select this check box on the old schedule. New events will be assigned

to the new schedule and you can continue to run the old schedule until all events are

finalized.

16. Next, specify the BAS Group ID. This group ID determines the participants for an Event Maintenance schedule. Note that if you leave this field blank, all benefit

groups qualify for processing.



18. Select the Available Through Self Service check box if employees will be allowed

to enter elections for this PeopleSoft Benefits Administration process through the PeopleSoft eBenefits application.

If this check box is not selected, benefits administrators will have to update the

employee elections resulting from this process through the Data Entry pages


20. You successfully defined a Schedule ID for the Event Maintenance process. This enables you to process changed employee data that could affect an individual's

benefits eligibility.

End of Procedure.

Running Event Maintenance for Passive Events Passive events are events that occur over the passage of time and require Event Maintenance

processing for the employee once the specified amount of time has passed. Passive Event

Maintenance involves processing these events and viewing the results on the BAS Activity Table.

You can run the Event Maintenance process for passive events after triggering passive events and

adding a Schedule ID.

Consider this scenario: Your company has to run the Event Maintenance process for all

employees who have completed one year of service. A Schedule ID has already been added and

you now need to run this process.

Procedure

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Step Action




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Step Action



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Step Action







Enter the desired information into the Run Control ID field. Enter

"RUNTSTEM2".


7. Use the Use the FSA Check Register page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when the process is run.


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Step Action



10. Click the Passive Event Processing tab.

11. Use the Passive Event Processing page to process passive events for Event

Maintenance schedules.

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Step Action

12. For passive event processing, specify whether the events should be triggered or processed. If you choose to trigger passive events, PeopleSoft Benefits

Administration automatically records all such events on the BAS Activity Table. For

this exercise, you will trigger passive events.

Click the Trigger Passive Events Only option.

13. You have to run the Event Maintenance process for employees who have completed one year of service. Specify the Event ID.

Click in the Event ID field.

14. Enter the desired information into the Event ID field. Enter "1YR".

15. Specify the duration for which passive events need processing.

Click in the From Date field.

16. Enter the desired information into the From Date field. Enter "05/01/2007".

17. Click in the To Date field.

18. Enter the desired information into the To Date field. Enter "05/31/2007".


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Step Action




Step Action





23. Use the Type field to select the type of output you want to generate for this job. Your four choices are File, Printer, Email, or Web.



value is PDF.


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Step Action


Step Action




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Step Action



30. The Status is now Success.

31. You have successfully processed passive events. Next, verify that the processed

records appear in the BenAdmin Activity Table.

Click the Review BAS Activity link.

32. Use the BenAdmin Activity page to verify that the records were processed.

Peoplesoft Benefits Administration automatically records triggered passive events in the BAS Activity Table.

33. Notice that the passive events that you triggered are displayed in this table.

34. You have successfully run the Passive Event Maintenance process.

To summarize, Passive Event Maintenance enables you to process passive events after a specified period of time.

End of Procedure.

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Viewing Passive Event History You can view passive event history after the passive event has been triggered or processed. The

BenAdmin Passive Event History page enables you to view information about passive events

that have already occurred.

Consider this scenario: You have already run event maintenance for a passive event and viewed

the results on the BAS Activity Table. You now want to view passive event history.

Procedure

Step Action

1. Begin by navigating to the BenAdmin Passive Event History page.



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Step Action


3. Click the Passive Event History link.

4. Use the BenAdmin Passive Event History page to view history for any previously

processed passive event.

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Step Action

5. If you do not specify a passive event ID for the view, you can retrieve all passive events occurring within the specified date range.

Click in the Passive Event ID field.

6. Enter the desired information into the Passive Event ID field. Enter "1YR".


8. The search results list all the passive events that have been processed.

9. You successfully viewed passive event history.

End of Procedure.

Processing and Validating Event Maintenance During the Event Maintenance process, you may have to check participant eligibility for benefit

programs and validate the results. Processing and validating event maintenance involves

running the Event Maintenance process and validating the results.

PeopleSoft Benefits Administration automatically validates elections entered for participants

during the BAS process.

Before enrolling a participant in a benefit program, the Event Maintenance or Open Enrollment

process validates the elections entered in the Data Entry components from the employee's returned enrollment statement. If the elections are valid, they are loaded into the BAS Participant


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Tables and Base Benefit Tables. After elections are validated and loaded, the participant is enrolled in a benefits program. Confirmation statements are then printed to inform the employee

of the final program assignment and deduction amounts.

In this topic, you are going to run the Event Maintenance process. You have already added a

Schedule ID. You now need to run the process, validate the results, and view eligibility results.

Procedure

Step Action



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Step Action







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Step Action




Enter the desired information into the Run Control ID field. Enter

"RUNTSTEM2".




the process is run.

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Step Action

8. Use the Schedule ID field to select the schedule to run. When selected, the page displays the BAS type (Open Enrollment, Event Maintenance, or Snapshot). The

BAS type of the schedule determines which features you can access on other run

control pages.



10. In this example, you want to use the Record Eligibility Results feature. Using this

feature enables you to troubleshoot eligibility related benefit processing errors. In this case, PeopleSoft Benefits Administration checks participant eligibility for all

benefit programs and options. It records the results of these checks on the Eligibility

Debugging page.


11. Notice that the EM Process Mode field appears. Use this field to select an EM

process mode.

For this exercise, use the default selection of Schedule and Process Events. This

ensures that all BAS Activity entries are retrieved and events are created and

assigned to all appropriate schedules. Then, any events belonging to the current

schedule are processed further during this run.


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Step Action







Your choices are File, Printer, Email, Web, or None.


dependent upon the Process Type you have selected. In this example, the default value is None.

Step Action




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Step Action




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Step Action




23. Your next task is to validate the Event Maintenance results and view the

participant's summary.


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Step Action



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Step Action



27. Use the BenAdmin Schedule Summary page to validate and monitor errors that

may have occurred during the Event Maintenance process. This page also displays information about the total number of participants and their current status for a

specific Schedule ID.

Step Action

28. You next need to verify the eligibility results.



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Step Action

30. Click the Update Event Status link.


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Step Action



33. Start with the first employee in the list.

Click an entry in the EmplID column.

34. Use the BenAdmin Event Status Update page to verify eligibility results.

35. Notice that the Process Status for EMTS00 is Prepared.

This means that the employee has options prepared for the assigned benefit program.

Enrollment statements can be printed and sent to the employee for completion.

36. Use the Next In List button to view this page for the other employees in the search

list.

37. In summary, you use the Event Maintenance process to determine participant

eligibility for benefit programs. You can validate the results generated in the

process.

End of Procedure.

Viewing Messages Use this procedure to review errors that occurred during the last batch of BenAdmin processing.

Note the following:

• Past error messages can be accessed for a previously run Schedule ID.

• The Invalid Benefit Elections - BAS003 report provides the same information as the Messages

page. • The BAS003 report allows you to view all participants in error for a specific schedule ID or for

all schedule IDs.

In this topic, you will review the error message for a Schedule ID and an Employee ID.

Procedure

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Step Action

1. Begin by navigating to the BenAdmin Process Messages page.



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Step Action


3. Click the Processing Messages link.

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Step Action



6. Enter the desired information into the EmplID field. Enter "KUL085".


8. Use the BenAdmin Process Messages page enables you to view any errors that

occurred during the last BAS Process.

9. Error messages are displayed in the Description field.

10. You successfully reviewed errors that occurred during the last batch of BenAdmin

processing.

End of Procedure.

Viewing Employee Event Detail Use this procedure to view a detailed account of the benefit plan and election options that are

processed by Benefits Administration for a selected participant.

The data for this component comes from the BAS Participant Tables (BAS Participant, BAS

Participant Plan, BAS Participant Option, BAS Participant Cost, BAS Participant Dependent, and BAS Participant Investment), which are updated as a participant moves through each phase of the

Open Enrollment or Event Maintenance process. Updates occur each time the BAS process runs.

You can view this information at any time.


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The tables are updated by the Benefits Administration process, initially from the information

entered in the Administer Base Benefits and Administer Workforce pages or later from the Data

Entry components in the Administer Automated Benefits pages.

If the Pre-Enter option on the Event Rules page has been selected, information on the current

option elections for the participant is written to the BAS Participant Table from the Base Benefit

tables and is used in this view until data entry of elections is complete or until the participant is finalized with defaults applied.

In this topic, you will view benefit plan and option information for a Schedule ID and an Employee ID.

Procedure

Step Action

1. Begin by navigating to the Participant page.


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Step Action


3. Click the Employee Event Detail link.


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Step Action





8. Use the Participant page to view event, eligibility, and processing information

about an employee.

9. The Event Information group box displays the event's ID (event ID), Status (event

status), Class (event class), Source (event source), Date (event date), Effseq (event

effective sequence), and Priority (event priority).

10. The system displays a status code that indicates whether the participant event is

Open for Processing, Closed for Processing, or Void.

11. If the event originated from (or is associated with) a Job, Union code, or Address

(state or postal code) change, it will display effective sequence in the Effseq field.

12. The Priority field determines the order of processing for events that occur for the same benefit record number on the same event date, but which have different event

classes.

13. The system will display the source of the event: whether it was triggered by a

change to an employee's address, union code, or job information, a passive event, or

the insertion of a manual event.

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Step Action

14. When the system selects the Multi-Activity Indicator check box, it means that this participant event is the result of a situation where the system located multiple

activity records from BAS Activity table that had the same benefit record number,

event date, and event class and merged them into a single participant event.

15. The Eligibility Information group box displays information the system uses for

determining eligibility for the event.

16. The Empl Rcd# is the employment record number of the address, job, and union code records used for eligibility.

17. If the event is associated with an action that may make the employee eligible for

COBRA coverage, the system will display that action code in COBRA Action field.

18. If the event originated from (or is associated with) an Address (state or postal code)

change, the system will display the Effdt (effective date) and identifies the Effseq (effective sequence) of that event (or set of events).

19. The Processing Information group box displays information about the current

processing status of this participant event.

20. The system will select the Address Eligibility Changed check box if there was a

change, insertion, or deletion to address (State and Postal Code).

21. The system will select the MultiJob Eligibility Changed check box if there was a

change, insertion, or deletion to the multiple job indicators.

22. The system will select the Job Eligibility Changed check box if there was a

change, insertion, or deletion to the job information.

23. If the event was processed out of sequence because a retroactively entered event

preceded it, the system will select the Event Out of Sequence check box.

24. If the event was disconnected because the event triggered one or more of the HR

records used for eligibility were deleted, the system will select the Event

Disconnected check box.

25. If the Available through Self Service check box is selected, that means that the

participant can enter their elections for the option processing results of this event through PeopleSoft eBenefits application.

26. The Eligibility Source group box shows the source of eligibility data that was used

when the event was last processed.

27. The first line is always the effective date of the ADDRESSES table that contributed

address data to the eligibility processing . The remaining rows show each job that may have contributed eligibility information and the Pri Job (primary job), Incl Elig

(include for eligibility), Incl Ded (include for deductions) flags. These flags are used

primarily in multiple job processing.


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Step Action

28. Click the Plan Type tab.

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Step Action

29. Click the Show Next Row button.

30. Use the Plan Type page to view employee benefit plan information.

31. The Curr Election field is an indicator that explains why coverage might be terminated after event processing has occurred. The system displays one of the

following options:

Yes: The employee had coverage in this plan type as of the event date.

No: The employee did not have coverage in this plan type as of the event date.

Only: The employee had coverage in this plan type as of the event date, but is no

longer eligible as a result of the event. Coverage is displayed here only because it will be terminated.

Future: The employee has a future-dated election in this plan type that the system

will terminate.

32. Until the event is finalized, the Enroll Action field has default values of None and Elect. After finalization, Enroll Action can be either:

None: No action occurred for this plan. Enroll: Coverage Elect is set to Waive or Elect.

Terminate: Coverage Elect is set to Terminate.

A participant receives an enroll action of None if the election for the given plan type matches the participant’s current election. This way, if the participant stays in the

same benefit plan for twenty years, there will be only one enrollment record rather

than twenty. Participants also receive an enroll action of None if there is an error with the election, or no current election, when the participant is finalized.

33. If BAS Error is selected, the system has encountered an error during eligibility and

event rule processing for this plan type.

34. The Ignore Plan field reflects the setting on the Event Rules page. This is the

Ignore Plan action that the system followed to process this plan type, if any.

Ignore Plan values can be Yes (processing is allowed), No (processing is not

allowed), and Excess Credit Only.

35. Proof Received tells you whether or not the system requires proof before electing this option. If this check box is available for selection, you can select it to indicate to

the system that any required proof of insurability has been received from the

employee. Until proof is received the system will not allow the check box to be

selected.

36. Click the Option and Cost tab.

37. Use the Option and Cost page to view and track employee options and costs.


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Step Action

38. If the Default Election check box is selected, it means that the option is a default option that can be assigned as a default to participants who fail to make their

elections. It does not necessarily mean that this option was assigned to the

participant as a default option.

39. The Proof Required field is generally used for life and retirement plans. When

Proof Required is selected, it means the participant must pass proof rules to legitimately enroll in the plan. These proof rules are stored in the event rules you

have defined for your Benefits Administration system.

40. The History Only check box identifies options which the employee is eligible for,

but which the employee cannot choose.

For example, when a participant undergoes a FSC (family status change) event such

as a marriage, her eligibility for certain options will be unchanged, but the event rules associated with FSC events will only allow the participant to choose between

the different options available to them as a direct result of the change in their

coverage status.

Later, when the participant enters Open Enrollment, she will have the ability to

choose between the many different options for which she is eligible.

41. You successfully viewed a detailed account of the benefit plan and election options

that are processed by Benefits Administration for a selected participant.

End of Procedure.

Finalizing Event Maintenance Prior to this activity, events were triggered that led to the need to run Event Maintenance. Due to

these changes, you printed enrollment statements so that your employees could identify which elections they wanted to enroll in. They have filled out those forms and returned them to you.

You have used that information to enter elections for the employees.

In this topic, you need to run Event Maintenance again to validate the participant elections and

finalize Event Maintenance.

Procedure

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Step Action




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Step Action






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Step Action








the process is run.


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Step Action

8. Use the Schedule ID field to select the schedule to run. When selected, the page displays the BAS type (Open Enrollment, Event Maintenance, or Snapshot). The

BAS type of the schedule determines which features you can access on other run

control pages.



10. You want to select the Record Eligibility Results check box to aid in

troubleshooting errors.


11. The EM Process Mode field appears and has the following options:

• Schedule and Process Events: All BAS Activity entries are retrieved and events

are created and assigned to all appropriate schedules. Then, any events belonging to the current schedule are processed further during this run.

• Schedule New Events Only: All BAS Activity entries are retrieved and events are

created and assigned to all appropriate schedules, but they are not processed further during this run.

• Process Existing Events Only: Only existing events belonging to the current

schedule are processed.

For this example, use the default.

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Step Action







Your four choices are File, Printer, Email, Web, or None.


dependent upon the Process Type you have selected. In this example, the default value is None.


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Step Action




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Step Action




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Step Action




23. Click the Review Processing Results link.

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Step Action



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Step Action



27. Use the BenAdmin Schedule Summary page review employee counts for all

available status values.

28. Notice that one participant has a status of Enrolled.

29. You have successfully run the Event Maintenance process to validate participant elections and finalize Event Maintenance.

End of Procedure.

Viewing Schedule Summary The BenAdmin Schedule Summary page enables you to view information concerning the total

number of participants and their current status for a specific Schedule ID within the Open

Enrollment or Event Maintenance process.

The information displayed in this page assists in troubleshooting or determining the next step in

the Open Enrollment or Event Maintenance processes.

The source of the information displayed in the BenAdmin Schedule Summary page is the BAS

Participant Table, which is updated during each run of the BAS process or when enrollment and

confirmation statements are printed and when data entry is performed.

In this topic, you will view the BenAdmin Summary Schedule page for an Event Maintenance

process.

Procedure

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Step Action

1. Begin by navigating to the BenAdmin Schedule Summary page.



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Step Action



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Step Action



6. Use the BenAdmin Schedule Summary page to review employee counts for all

available status values.

7. The system displays the Schedule ID, the description, and the number of participates for the Schedule ID you entered to access the page.

8. Only one event can be open for any one participant and benefit record number

combination at a time. However, the totals in the Process Status Totals region

represent the sum of all events, open or closed.

For each total on this page, PeopleSoft also calculates the percentage of the whole

each total comprises.

9. If a value is displayed in the Assn Error field, the participant event is assigned to multiple benefit programs, which is an error condition, and processing will stop.

10. If a value is displayed in the Assn None field, the participant event is not eligible for

any programs. Participant events with this value can continue to finalization, but

they will be unable to elect benefit options, and any current benefits they carry will be terminated.


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Step Action

11. If a value is displayed in the Assigned field, the participant event is eligible for one program. If you see this process status after processing is over, it means that the

events it is associated with are closed or have been freshly opened after events for

the same participant ahead of them have been processed and closed.

12. If a value is displayed in the Prep Error field, the participant's event was eligible

for a program but an error occurred in the determination of eligibility for options. Processing will stop for this participant event until this error is corrected.

13. If a value is displayed in the Prepared field, the participant is eligible to make

changes in elections or has current elections that need to be terminated for this

event.

14. If a value is displayed in the Notified field, the last action for this participant's event was the generation of an enrollment statement.

15. If a value is displayed in the Re-Enter field, the participant's elections for this event

have been rolled back from the Base Benefit tables and positioned for corrections

and then revalidation.

16. If a value is displayed in the Entered field, elections have been posted, but not validated, for the participant's event.

17. If a value is displayed in the Elect Err field, the event has been placed into an error

status because at least one plan type contains an election error. The entire event will

remain in this status until the cause of the error is eliminated, or the event is forced finalized.

The most common cause of an election error is missing dependents/beneficiaries, or proof (evidence of insurability) is required, but has not been submitted.

18. If a value is displayed in the Enrolled field, the event is done. Postings have been

made to Benefit Program Participation, Base Benefits enrollment panels, and

Additional Pay.

19. If a value is displayed in the Pgm None field, the employee is no longer eligible for any benefit program. The system detected no current enrollments, and terminated

them.

20. If a value is displayed in the Prep None field, the participant is eligible for a

program, but not eligible to make any election changes with this event. No

additional processing will occur for this participant event.

21. The Event Status Totals group box identifies the status of a participant event.

Voided events are not considered for any further processing.

22. Only one event can be open for any one participant/benefit record number

combination at a time. However, the totals in the Process Indicator Totals region represent the sum of all events, open or closed.

23. A value in the Normal field indicates participant events that are in standard

(normal) status. You have no pending requests for reprocessing.

24. A value in the Assign field indicates the participant events that you have requested

the system to reprocess back to the point of program assignment.

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Step Action

25. A value in the Prepare field indicates the participant events that you have requested the system to reprocess back to the point of option preparation.

26. A value in the Re-Enter field indicates the participant events that you have

requested the system to reprocess back to the point of election entry. Elections for

the participant will be rolled back from the Base Benefit enrollment tables.

27. A value in the Elect field indicates the participant events that you have requested the

system to reprocess back to the point of election validation and loading. Elections will be rolled back from the Base Benefit enrollment tables. The participant's

elections for the event will be revalidated and loaded to the Base Benefit enrollment

tables, pending the results of the validation.

28. A value in the Void field indicates that you want to block this event from further processing. Elections for the event will be rolled back from the Base Benefit

enrollment tables.

29. The Finalize Totals region displays the number of participant events that are

currently marked to be finalized or to have defaults applied to them, but which have not yet been run through the Benefits Administration process.

The Finalize field displays the number of participant events that are currently marked to be finalized or to have defaults applied to them, but which have not yet

been run through the Benefits Administration process.

30. The Elig Changed Totals region displays counts of participant events that may need

to be reprocessed.

The system flags these events when the HR data used for processing event eligibility

is changed, a new row affecting eligibility is inserted, or the row used for eligibility

is deleted.

31. The Out of Sequence Totals region displays events that have been flagged as out of sequence.

The Seq field displays the sequence number in question.

32. The Disconnected Event Totals region indicates the number of disconnected events detected by the system during processing for the selected schedule.

The Disc field displays the number of disconnected events.

33. You successfully viewed the Schedule Summary.

End of Procedure.

Verifying Process Status

After running the Event Maintenance process, you can verify whether a participant is eligible for

benefits programs. Verifying process status involves viewing the participant's process status and events details.

Use this procedure to review and update specific events for a particular participant or schedule. You can select events and update their process indicators to trigger reprocessing or to finalize or

void elections.


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Consider this scenario: You have already run the Event Maintenance process. Your next task is to

verify the participant's process status.

Procedure

Step Action

1. Begin by navigating to the BenAdmin Processing Controls page.


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Step Action



4. Click the Update Processing Controls link.

5. Use the BenAdmin Processing Controls page to access a summary of the participant events.

In this exercise, the Schedule ID is EMTS00.


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Step Action



8. The BenAdmin Processing Controls page enables you to view a summary of the

retrieved events for the participants, to set reprocessing of an event from a particular

point, to choose to finalize the enrollment process for a participant, or to void an event for processing.

You can also view the participant's process status and event details, such as date,

class, ID, and status.

9. During the BAS process, the system assigns each participant's event a process status

to indicate where the event is in the BAS process. The BAS process assigns a range

of process statuses to reflect the stage of the enrollment process. These include

statuses for scheduling, options preparation, enrollment, and errors. This status appears in the Process Status field.

It is a useful troubleshooting tool, indicating where in the process the participant is as well as any error that occurred. Ultimately, all participants for Open Enrollment

or Event Maintenance are completed with a process status of FA, FE, or FP (Event

Maintenance only).

10. This table lists the statuses in the order in which they appear on the BenAdmin Schedule Summary page. An event is assigned one of the listed

statuses.

This list continues on the next page.

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Step Action

11. This is a continuation of the list of process statuses.

12. The Process Indicator field enables you to control the BAS process when reprocessing a particular participant.

The process indicator can be changed for individual participants on either the

BenAdmin Event Status Update page or the BenAdmin Processing Controls page. If you are performing Open Enrollment and wish to choose a new process

indicator for your entire population of scheduled participants, you can choose to do

so on the Open Enrollment/Snapshot page of the Run Control component.

13. You have a range of process indicators available for participant reprocessing as shown in the table below.

14. To summarize, after running the Event Maintenance process, you can verify the

participant's process status and events details. This enables you to identify the

participants eligible for benefits programs.

End of Procedure.

Using On-Demand Event Maintenance

The Benefits Administration process for Event Maintenance can be quite lengthy due to the size

of the employee population being processed and the time necessary for data entry, the printing of forms, and error correction.

Often Benefits Administrators are asked to produce an Enrollment or Confirmation Statement for a single employee. Or, the Benefits Department may be asked to produce a benefits packet for an

employee immediately, including performing the data entry, and producing a Confirmation

Statement. This may be done with employee sitting there in an office, or through a phone call to a

Service or Call Center.

The person asked to perform these processes may not be the same person responsible for running

the regular Event Maintenance cycles and may not even be familiar with setting up the appropriate Run Controls. On-Demand Event Maintenance allows any end-user to process an

employee and produce the appropriate statements without having to see a Run Control.

The On-Demand Event Maintenance page enables you to run through the entire BAS process

for an individual. From one page, you access the appropriate processes or procedures through

buttons. Each step of the Event Maintenance process is available, including scheduling

participants, preparing options, printing enrollment statements, entering elections, validating elections, printing confirmation statements, viewing errors, and reprocessing options. You can

choose to perform a portion of the process, such as from scheduling to data entry, and finish the

process during the next run of the batch Event Maintenance process.


• Configure online printing. • Process an on-demand event.

• Select activities to process.

• View enrolled plans.

• View on-demand error messages.


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Configuring Online Printing To create enrollment and confirmation statements through On-Demand Event Maintenance, you

must set up an Online Printing definition. You set this definition up once. The system uses it

every time it needs to print either an enrollment or confirmation statement generated through On-Demand Event Maintenance.

Consider this scenario: You need to process an employee's records and print appropriate enrollment and confirmation statements without using run controls. To do this, you first set up an

online printing definition.

Procedure

Step Action

1. Begin by navigating to the BenAdmin Online Form Printing page.


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Step Action



4. Click the Processing Controls link.

5. Click the Online Printing link.

6. Use the BenAdmin Online Form Printing page to set up an online printing definition for printing enrollment and confirmation statements. This definition

includes specifying parameters, such as server name, output destination type, and

format. You need to set up this definition only once, and use it to print all enrollment or confirmation statements in the future.

7. Use the fields in the Output Destination group box to determine the output

destination of the enrollment and confirmation statements that you print with On-

Demand Event Maintenance. You can print the report to a printer or generate the statement as a text file. You must specify the path to the printer or the appropriate

directory.


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Step Action

8. First, specify the output destination type as Web.

Click the Output Destination Type list.

9. Click the Web list item.

10. Next, specify the output destination format. In this exercise, the output destination format is Acrobat (*.pdf).

Click the Output Destination Format list.


12. Click the Acrobat (*.pdf) list item.


14. You have successfully set up an online printing definition for printing enrollment

and confirmation forms.

End of Procedure.

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Processing an On-Demand Event The Event Maintenance process can be time-consuming because of the time required to enter

data, print forms, and correct errors. Sometimes, you need to run the process for a single

employee to update benefits information.

Note that On-Demand Event Maintenance is not Online Event Maintenance. The event still needs

to go through the COBOL processing and all of the steps of Event Maintenance and Open Enrollment. However, it is more accessible and everything you need from start to finish for an

event is on one page.

The On-Demand Event Maintenance page allows you to perform all tasks associated with an event if waiting for the batch process is not an appropriate option. This allows you to process an

employee and produce appropriate documents without having to navigate to other pages

Consider this scenario: You have received information about an employee's family status change.

You need to add dependents and beneficiaries in PeopleSoft Benefits Administration. Enter and

process this change by using the On-Demand Event Maintenance process.

Procedure

Step Action

1. Begin by navigating to the BenAdmin Activity page.



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Step Action


3. Click the Review BAS Activity link.

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Step Action

4. Click the Collapse button.

5. Use the BenAdmin Activity page to view, insert, or delete employee events in the

BAS Activity Table. Events such as family status changes are entered manually in

the BAS Activity Table.



8. By default, the Event Date field is set to the current system date. You can change

the date, if required. In this exercise, change the event date to 04/01/2002.

Click in the Event Date field.

9. Enter the desired information into the Event Date field. Enter "04/01/2002".

10. Use the BAS Action field to define the action associated with the event. The BAS Activity Table automatically assigns codes for direct and passive events. For manual

events, you specify the BAS Action code. The code for a family status change is

FSC.

Click in the BAS Action field.

11. Enter the desired information into the BAS Action field. Enter "FSC".


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Step Action


13. Click the Expand button.

14. You have entered the family status change in the BAS Activity Table.

Next, process this change. To do this, access the On-Demand Event Maintenance

page.

Click the On-Demand Event Maintenance link.

Step Action



17. Use the On-Demand Event Maintenance page to perform all the steps in the Event

Maintenance process, such as schedule participants, print enrollment and confirmation statements, and enter and validate elections.

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Step Action

18. Use the Show Activities button to view pending activities to be processed. If no activities are waiting to be processed, this button is not available.

Click the Show Activities button.

19. The BAS Activity grid lists all the pending activities. Notice that the family status

change that you entered is displayed in the pending activities list. You must select an

activity for processing. Because there is only one activity, it has been selected by

default.


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Step Action


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Step Action

21. Use the Schedule/Prepare Activity button to initiate a COBOL process that

schedules and prepares activity for the selected employee for any pending activity.

Click the Schedule/Prepare Activity button.

Step Action

22. A message box appears displaying that the process has completed successfully.



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Step Action

23. Use the Show Plans button to open a secondary page to show elections if elections are made.

Click the Show Plans button.

24. The Elections page displays only those plans that are available for data entry in the

current On-Demand Event Maintenance process.

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Step Action

25. After viewing the plans, return to the On-Demand Event Maintenance page to enter elections.

Click the Return button.


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Step Action

26. Click the Election Entry button.

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Step Action

27. Before you begin to add elections, you need to add the employee's dependents and

beneficiaries.

Click the Dependents / Beneficiaries tab.

28. Use the Dependents/Beneficiaries page to change or add information about

dependents.

29. Click the Change/Add Dependent Data link.

30. Use the Name page to add the names of new dependents and beneficiaries.

31. Note that the system has assigned a Dependent/Beneficiary ID. You can change

this ID, but you cannot assign the same ID to the dependents and beneficiaries of the same employee. For this exercise, retain the default ID.

32. The Effective Date field displays the date from which the dependent/beneficiary

name information is valid.

Step Action


34. Use the Edit Name page to edit or add name information.


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Step Action


36. Click the Miss list item.


38. Enter the desired information into the First Name field. Enter "Lucy".


40. Enter the desired information into the Last Name field. Enter "Roth".


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Step Action


43. Use the Address page to enter dependent/beneficiary address information.



46. Use the Personal Profile to add dependent/beneficiary personal history information.




50. Click the Child list item.

51. Your selection in the Dependent Beneficiary Type field determines whether you

can enroll this person into a benefit plan as a dependent or assign this person as a

beneficiary, or both.

In this example, use the default of Both.

52. Click the Gender list.


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Step Action

53. Click the Female list item.






59. You have successfully added the employee's daughter as a dependent. Similarly, you

want to add his wife as a dependent. For the purposes of this exercise, this has been

done for you to save you time.

Step Action

60. Click the Option Election tab.

61. Use the Option Election page to enter benefit plan options, such as option code,

election details, and dependent and beneficiary information for each benefit plan

type.

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Step Action

62. Begin with Plan Type 10.



64. Next, specify the Dependent/Beneficiary ID to enroll the daughter and wife for this benefit plan type. PeopleSoft Benefits Administration assigns these IDs when the

dependent and beneficiary records are created.




Step Action



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Step Action


69. Use the Enroll All button to process dependent and beneficiary information. Clicking this button overwrites all the existing dependent and beneficiary records for

the benefit plan type.



71. Next, specify dependent and beneficiary details for Plan Type 20.


72. Add the employee's daughter and wife as beneficiaries.



74. Click in the Percentage field.


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Step Action

76. Similarly, you need to add the wife. For the purposes of this exercise, this has been be done for you to save you time.

77. Click the Enroll All button.


79. Next, specify the details for Plan Type 21. In this example, you will waive coverage

for this benefit.


80. Enter the desired information into the Option Code field. Enter "W".

81. Click in the Flat Amount field.

82. Press [Delete].

83. Next, specify beneficiary information for Plan Type 22.




86. Click in the Percentage field.


88. Similarly, you need to add the wife. For the purposes of this exercise, this will be

done for you to avoid repetition.



90. Next, specify the details for Plan Types 60 and 61.





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Step Action



95. Click in the Annual Pledge field.

96. Press [Delete].

Step Action

97. Next, return to the On-Demand Event Maintenance page to validate the dependent

and beneficiary details.


98. After the beneficiary election details have been entered and the employee has been enrolled, the Status displays Entered.

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Step Action

99. Next, use the Validate/Finalize button to run the COBOL process to validate and load these elections.

Click the Validate/Finalize button.

100. The On Demand EM - Error Messages page appears. The message displayed on

this page informs the benefits administrator that the employee's dependents are

eligible for enrollment in the Plan Types 20, 21, 22, 4X, and 8X. This message does

not affect the employee's Event Maintenance process.


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Step Action


102. After the process is complete, you may print a confirmation statement by clicking

the Confirmation Statement button. This runs the BAS005 Confirmation report.

103. The Reprocess button is available for all Event Statuses except AS (Assigned). You would use this function after toggling over to the Event Status Update page to

change the event status.

104. You have successfully performed the On-Demand Event Maintenance process.

To summarize, the On-Demand Event Maintenance page enables you to perform

tasks such as, schedule participants, print enrollment statements, enter and validate

elections, and print confirmation statements.

End of Procedure.

Selecting Activities to Process Use this procedure to review the list of activities waiting to be processed for a particular

Employee ID/Benefit Record Number combination and select one to be processed.

Consider this scenario: A family status change event has already occurred for an employee. You

need to complete the on-demand maintenance process the employee. You first need to view the activities that are ready to be processed and select all that you want to include.

Procedure

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Step Action

1. Begin by navigating to the On-Demand Event Maintenance page.



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Step Action


3. Click the On-Demand Event Maintenance link.

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Step Action



6. Use the On-Demand Event Maintenance page to process a single participant

through all stages of the Benefits Administration process.


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Step Action

7. Batch Event Maintenance merges multiple events into one if they occur on the same day and have the same event class. On-Demand Event Maintenance instead lists the

different activities when you click the Show Activities button.

Click the Show Activities button.

8. Use the BAS Activity grid to review the list of activities waiting to be processed for

a particular Employee ID/Benefit Record Number combination.

When accessing the BAS Activity grid via the Show Activities button, you are

unable to manually insert any activities.

9. Select the Sel ACTY check box if you want this activity processed. When you select

an activity record, information from that activity record will populate the Activity

Date, Source, Empl Rcd#, Pending Activity, and Action fields on the On-

Demand Event Maintenance page.

In this example, there is only one activity, so it is selected by default. If there were

multiple activities, you would select the ones you wanted to include in the process.

10. The Empl Rcd# field identifies the employee record number associated with this

activity.

11. The Action Source field displays the type of action that triggered the activity record: a change to employee address, multiple job flags, job data; an event

manually added through the BAS Activity grid; or a passive event.

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Step Action

12. The Event Date field displays the date on which the event occurred.

13. If there is more than one event for this employee that occurred on the same day, the Event Effseq field indicates the order in which it occurred.

14. The BAS Action field displays the type of job action that is associated with the

action trigger.

15. The COBRA Action field indicates whether this is a COBRA qualifying activity.

Step Action


17. You have successfully reviewed the list of activities waiting to be processed for a particular Employee ID/Benefit Record Number combination, and selected one to be

processed.

End of Procedure.

Viewing Enrolled Plans Use this procedure to view summary data concerning the plan types available and option code

selections made for the participant in the current On Demand Event Maintenance process.


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In this topic, a family status change event has already occurred for an employee. You need to complete the on-demand maintenance process for him. You have already scheduled and prepared

the pending activity and now want to view the plans in which the employee is already enrolled.

Procedure

Step Action





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Step Action






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Step Action

7. The Show Plans button is active only after clicking the Schedule/Prepare Activity button. You use this button to go to the Elections page where you can view enrolled

plans for the employee.

Click the Show Plans button.

8. The Elections page only displays the plan types for which the participant is

currently eligible to choose or change benefit option elections. It might not display

all of the plan types in which the participant is currently enrolled. The page is, however, a handy way to determine which elections have been entered.

9. A Y value in the Election Made field indicates election has been entered or

changed.

10. The Option Code field displays the default option. It can also indicate if the

participant has waived a certain option.

11. Return to the On-Demand Event Maintenance page.

Click the Return button.

12. You successfully viewed summary data concerning the plan types available and

option code selections made for the participant in the current On-Demand Event Maintenance process.

End of Procedure.

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Viewing On-Demand Error Messages Use this procedure to review On-Demand Event Maintenance error messages.

Consider this scenario: A family status change event has already occurred for an employee, and you have completed on-demand maintenance When you validated and finalized the process, an

error was generated. You now want to view the error message.

Procedure

Step Action




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Step Action



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Step Action






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Step Action

7. The Show Errors button on the On-Demand Event Maintenance page is only active if errors have been encountered for the participant's event.

Click the Show Errors button.

8. The On Demand EM - Error Messages page enables you to review On-Demand

Event Maintenance error messages.

9. The error messages generated by the last processing action you initiated appear in

the Description field. Each time you run the PeopleSoft Benefits Administration

process, the system deletes the error messages generated by the previous run. If errors from a previous run are not corrected, they are generated again with the new

run of the process.

If the error is specific to a plan type or benefit option, the plan type number and or

option code associated with the error will be displayed.


11. You have successfully reviewed an On-Demand Event Maintenance error message.

End of Procedure.

Running Reports

Process Scheduler's primary role is to support the PeopleSoft application environment. It is used

to run PeopleSoft processes, including programs, batch programs, reports, and so on.

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More specific examples of processes include running reports, posting journal entries, loading

benefit enrollment forms, and calculating payroll deductions. All of these are performed behind

the scenes of your online system.

There are several advantages to using Process Scheduler to run reports. This lesson focuses only

on running reports and not on any other types of processes. Because a report is a type of process,

these two terms may be used interchangeably, depending upon the context in which they are used.

Process Scheduler Advantages:

• System Efficiency: Data-centric processes can run close to the database on high-powered servers. Non-data-centric processes can run anywhere.

• Low Administration Overhead: User accounts on servers are unnecessary. Users don't need to

know additional passwords to run processes.

• End-User Productivity: Users don't need to know the syntax of running a report or any process for that matter. Workstations remain available for other tasks while a process runs in the

background on a server.

Process Scheduler enables you to run processes one at a time, per your request. For example, you

may want to run a report that generates a list of employees hired last month. If it fits your needs,

you can also schedule a recurring report to run at specified times, such as every Friday at 6:00 p.m.

Process Scheduler enables you to run reports easily and efficiently, without interruption to your

workstation. A report may be running at the same moment you are reconciling financial data in a spreadsheet or entering personnel data into a database -- whatever the case may be for your

particular position. In short, you can continue your daily work routine while Process Scheduler

takes care of running your reports.


• Run a report using Process Scheduler. • Monitor a report using Process Monitor.

• Manage a report using Report Manager.

Running HCM Reports Using Process Scheduler, running a report is a simple process. Before beginning, it is important

to understand a few basic Process Scheduler terms.

• Process Request: A single "run request," such as an SQR or Crystal report. • Run Control ID: A unique ID, associating each operator with his or her own run control table

entries.

• Process Instance: A unique number that identifies each process request. This value is automatically incremented and assigned to each requested process when the process is submitted

to run.

In this topic, assume you work in the Human Resources department of your organization. You are reviewing employee turnover as part of a larger department project and need to run the Employee

Turnover Analysis report.

Procedure


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Step Action

1. Begin by navigating to the Employee Turnover Analysis page.


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Step Action

2. Click the Workforce Reports link.

3. Click the Employee Turnover Analysis link.


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Step Action

4. You can run this report by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the report may help you



5. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the


Enter the desired information into the Run Control ID field. Enter "ETA".


7. Use the Employee Turnover Analysis page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when

the report is run. The parameters will vary depending on which report you are

running. For example, other reports might have fields where you specify the SetID,

Employee ID, or Department values before running the report.

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Step Action

8. For this report, you must identify the values for the From Date and Thru Date fields. You are running this report for the last five years (2002-2007).

Click in the From Date field.

9. Enter the desired information into the From Date field. Enter "01/01/2002".

10. Click in the Thru Date field.

11. Enter the desired information into the Thru Date field. Enter "01/01/2007".


13. Use the Process Scheduler Request page to enter or update parameters, such as server name and report output format.

Step Action

14. You must select a Server Name to identify the server on which the report will run.




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Step Action


16. Use the Run Date field to specify the date you want the process to run. This gives

you the ability to set a report to run on a future date.

17. Use the Recurrence field to specify the recurring time intervals for a process

request to run. For instance, if you need to run a process every weekday at 5 pm that resolves all the transactions managed by your web site, you could select the run

recurrence definition of M-F at 5 pm to schedule this process to run at the

appropriate time.

18. Use the Run Time field to specify the time you want the process to run. This gives you the ability to set a report to run at a future time.

19. Use the Reset to Current Date/Time button to set the Run Date and Run Time to

the present date and time.

20. Use the Time Zone field to select the time zone in which the process will run. For

example, you might be in Eastern Standard Time (EST) and schedule a process to run in Pacific Standard Time (PST).

21. The Description field helps to uniquely identify a process. You should be familiar

enough with the processes that you run as part of your daily tasks to identify them

by this description.

22. The Process Name field displays the name of the process as it appears in the definition.

23. The Process Type field displays the type of process, such as SQR, Crystal, and so

on.



File: This enables you to write the output to a file that will appear in the Output

Destination.

Printer: You can enter a custom printer location if you have the appropriate security access.

Email: You can enter the destination information to send to a particular email

recipient(s). Note that Email is available only for SQR, PS/nVision, and Crystal. Web: Sends all output of the process to the report repository, including log and trace

files.




27. The report is now running. Notice that your report has been assigned a Process

Instance number. It is a good idea to make a note of the Process Instance number

for future tracking.

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Step Action

28. Now that you have used Process Scheduler to run your report, you next will use Process Monitor to monitor the status of your report.

You use Process Monitor to:

• Check the status of your submitted process requests. • Cancel process requests that have been initiated or are currently processing.

• Hold process requests that are queued, and queue process requests you have put on

hold.

Click the Process Monitor link.

29. Process Monitor supplies you with two pages, the Process List page and the Server

List page. Use the Process List page to view the status of submitted report/process

requests.

30. Use the fields in the View Process Request For section to display specific

processes based on the criteria entered in these fields.

31. Use the User ID field to view the processes submitted by a user ID. Usually, you view your own user ID.

Leave this field blank to view all of the processes that you are authorized to view.

32. Use the Type field to view by a process type, such as Application Engine, Crystal, COBOL, SQR, or Application Engine processes.


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Step Action

33. Use the Last fields to specify an interval of time by which to limit the process requests that appear in the list. Enter a numerical value in the field, and then select a

unit type: Days, Hours, or Minutes.

34. Use the Server field to view processes that are run on a particular server.

35. Use the Name field to view all processes for a specific process name.

36. Use the Instance fields to display results based on the process instance number. This

number is automatically generated when a process is requested.

37. Use the Run Status field to view processes by status, such as Completed or Error.

38. Use the Distribution Status field to view processes by distribution status, such as Generated, Posted, or Not Posted.

39. The Process List itemizes all the requested processes for the user, in this example

PS.

Step Action

40. You can get details about a particular process request by clicking the Details link in the Details column. This opens the Process Detail page where you can view such

details as request parameters and message logs.

Click the Details link.

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Step Action

41. Most of the items on the Process Detail page are display-only; however, you can use some controls to modify the process run, as needed.

42. The Process group box contains general information to help you identify the process

request. This is a display-only group, showing basic descriptive information about

this process.

43. The Run group box shows specific run information, such as the run control ID and

the run location. If the process runs on the server, the server name appears in the Server field and any run recurrence that you have selected appears in the

Recurrence field.

44. The Update Process group box displays the actions you can take for this field

depending upon your user authorizations and the current status of the request. If you are authorized, you have the following options for your request: Hold, Queue,

Cancel, Delete, or Restart.

45. The Actions group box contains links to other pages that provide additional details

about the process parameters.

46. Click the Parameters link to view additional information about the process parameters, such as runtime definition variables, the path and program used to run

the process, the location of the completed output, and additional information about

the process status.

47. Click the Message Log link to view messages that are inserted into the message log by the program that is running.

48. The Batch Timings link is only available for process requests with a process type of

Application Engine.

The Batch Timings report contains a set of statistics that system administrators can

use to tune the system to gain better performance. This report relates specifically to

PeopleSoft Application Engine program performance.

49. When you click the View Log/Trace link, a new browser window opens, displaying links that enable you to view the message log and trace file in a browser.

The View Log/Trace link appears on the Process Monitor Detail page when at

least one of the following conditions is met: • The output destination for the process request is Web, and the report and log files

were successfully posted to the Report Repository by the Distribution Agent.

• The process has a run status of Success. • The process request ran from a PeopleSoft Process Scheduler Server Agent that

was set up using the Server Definition page with a distribution node.


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Step Action

50. Return to the Process List page.


51. The current status of the report is Processing. The report is finished running when it

has a status of Success. How detailed the report is will dictate how long it takes to

obtain a status of Success. This report is not long, so you will click the Refresh button after a few moments to update the Run Status. For reports that take longer to

run, it is a good idea to continue other work while your report is being run in the

background; there is no need to watch and wait.

52. Knowing the status of your job helps you to see where it is in the queue or identify a

problem if the process has an error.

Training Guide


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Step Action

53. Click the Refresh button.

54. The status of your report is now Success, meaning that your report has finished

running.

55. Now that your report has finished running, you are ready to use Report Manager to

view your report.

Click the Go back to Employee Turnover Analysis link.


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Step Action

56. Report Manager is like your own personal "in box" of reports and process output. It provides a secured means to view report content, check the posting status of your

output, and see content detail messages.

Click the Report Manager link.

57. The List page displays the reports from multiple databases to which you have

access. Unlike the Administration page, the List page lists reports when both of the following events occur. First, the Distribution Agent has successfully posted the

report to the report repository. Once the report has posted, the Distribution Agent

publishes a message to have an entry added to the report folder table for the new

report. Second, the local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table.

58. The Explorer page displays a hierarchical view of folders and reports. Unlike the

Administration page, the Explorer page lists reports when both of the following

events occur. First, the Distribution Agent has successfully posted the report to the report repository. Once the report has posted, the Distribution Agent publishes a

message to have an entry added to the report folder table for the new report. Second,

the local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table.

59. Use the Administration page to view the report, view details about the report, and

delete unwanted reports from the system. New reports that have been scheduled or

are in the process of being posted to the report repository are viewed only through the Administration page.

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Step Action

60. Use the Archives page to view reports that have been archived.

Step Action

61. For this exercise, you need to go to the Administration page to view the report.

Click the Administration tab.

62. The reports are listed in the Report List section of the page. You can sort this list by using the fields in the View Reports For section of the page.

63. The Employee Turnover Analysis report is at the top of the list, and the status is

Posted.

64. In Report Manager, there are several status possibilities. Knowing what they mean

will help you to understand the progress of your job without having to check the Process Monitor.


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Step Action

65. Because the status of your report is Posted, you may now view your report.

Click the Details link.

Training Guide


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Step Action

66. The link for the report contains the process name followed by the process instance number.

Click the PER010_588.PDF link.


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Step Action

67. A second browser window is opened that displays the report.

Click the Maximize/Restore button.

68. Review the Employee Turnover Analysis report. If you wish, you can also print

this report by using the browser's print button.

69. Return to the Report List page.

Click the Close button.

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Step Action


71. If you are authorized to delete a report, the Select check box will be active. This

enables you to select the report and then click the Delete button to remove the report from the list.

Note that you must be assigned the ReportDistAdmin (Report Manager administrator) or ReportSuperUser (super user) role in PeopleSoft Security to be

able to delete a report in Report Manager.

72. You successfully requested a report, viewed the status using Process Monitor, and

viewed the report using Report Manager.

End of Procedure.

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