Benefits Enterprise Admin User Guide

Transcription

1 Benefits Enterprise Admin User Guide.

2 Table of Contents Managing Your Roles... 4 Accessing Employee User Accounts... 4 Viewing Employee Demographic Information... 5 Resetting Passwords & Login Credentials... 6 Viewing & Maintaining Employee File Documents... 6 Uploading Employee File Documents... 6 Personalized Forms... 7 Updating Dependent Information... 7 Adding a New Dependent... 8 Viewing & Updating Existing Dependent Data... 9 Marking a Dependent as Disabled... 9 Marking a Dependent as Verified... 9 Hiding Dependent Information from Employee View...10 Entering Medical Support Order Information...10 Removing Medical Support Order Information...14 Viewing Employee Enrollment Information...15 Beneficiary Information...16 Entering & Modifying Employee Enrollments...16 Enroll...16 Plan Selection...17 Expanded Plan Selection...17 Correcting Benefit Effective Dates...18 Correcting Elections That Should be Pending EOI Approval...19 Impersonating an Employee...21 Entering a Life Event for an Employee...21 Setting up a Special Enrollment Window...23 Maintaining Alerts and Approving Elections...24 Managing Alert Preferences...24 Description of Alerts...25 Approving Elections...26 COBRA QE Review...27 Running Reports...28 Commonly Used Reports...29 Marking a Report as a Favorite...30 Customizing a Report...30 Saving a Report...32 Running Reports on a Schedule...32 Commonly Used Fields for Completing Carrier Templates...33

3 Bulk Forms...35 Setting Up Billing Suite 2.0 Reports...36 Library Administration...40 Viewing the Content Admin Page...40 Viewing/Modifying Existing Content...41 Adding Content...42 Uploading Content to the Library...42 Uploading Plan Content...43 Drag and Drop Content into the Library...45 Archiving and Deleting Content...46 Creating Folders...47 Creating Custom Categories...47 Data Flow: Benefits Enterprise, Web Pay, & Carriers...49 Maintaining Demographic Information in Web Pay...50 Updating a Benefit Class for Existing Employee...51 Maintaining Benefit Base Salary...52 Transferring/Re-Hiring an Employee...53 How to Resolve Demographic File Errors...53 Being Notified of Import Errors...53 How to View the File Import Log...54 Addressing Potential File Errors...55 Correcting Duplicate Employee Records...57 Approving Deductions in Web Link...58 Accessing Web Link...58 Removing PopUp Blockers to Access Web Link Via Chrome...58 Approving Deductions/Earnings...59 Correcting File Errors...60 Your Responsibilities...61

4 Managing Your Roles Entry into Benefits Enterprise is always password protected. Each user will have a unique username and password. When you initially log into Benefits Enterprise, you land on the admin (manager) homepage. You can always click on ROLE to access your employee account. When logged in as an employee, you cannot access administrative functions. However, when logged in as a manager, administrative functions are accessible. All users will be assigned one or more of the following roles in the system: Employee: A company employee role has access to the site and is assigned to a benefit class that represents the portfolio of benefits offered. This user cannot modify any site configuration. Manager: An administrator role allows the user to configure benefit program setup and enrollment, administer users, upload documents, post news items, and more. Note: To remain compliant with online security standards in the industry (e.g., HIPAA), the system times out after 30 minutes of inactivity. After 28 minutes of inactivity, a message will pop up warning users that the current session will time out within the next two minutes. To avoid timing out of the system, click the I m Still Here button. Clicking the button will restart the 28-minute timer. Users will be prompted to log back in to the site if they attempt to use it after 30 minutes of inactivity. Accessing Employee User Accounts To find your employees and access their data, navigate to Admin > User Admin. On the User Admin screen, you can search for employees by part or full Last Name, First Name, SSN, and EE ID. Once you find your employee, click on their last name (blue link) to access their user account.

5 VIEWING EMPLOYEE DEMOGRAPHIC INFORMATION The first screen is the view/edit screen where you will see all the demographic data on this specific employee. You can click on the other tabs (Employment, Compensation, and Benefits) to see other data. All of this information feeds from Web Pay on the daily demographic file. You are able to edit this data as an Admin, but all changes should be made in Web Pay and not Benefits Enterprise. If you make a change in Benefits Enterprise, but not in Web Pay, the file from Web Pay will override any changes you made directly in the benefits system. The items listed in the left side panel allow you to navigate to different sections of the employee s record and are the areas where you can review and update benefit coverages, process life events for that individual, set up special enrollments, and more.

6 RESETTING PASSWORDS & LOGIN CREDENTIALS If a user attempts to log into the system using an incorrect password three times, the user will be locked out. Anyone with administrative/manager access can restore the user s account access. While on the View/Edit page of the employee s record, you can review and reset employees login credentials. Under the Login Information header, the Login Enabled field will indicate Yes if the login is enabled, -1 for one failed login attempt, -2 for two failed login attempts, or No indicating that the user is locked out of their account. Note: If the Login Enabled field is Yes but the user is still unable to login, this likely indicates the employee is using an incorrect username in combination with the correct password. It is important to verify that the user is not a terminated employee, as the Login Enabled field will be No for those disabled accounts. VIEWING & MAINTAINING EMPLOYEE FILE DOCUMENTS The Employee File section allows admins to store employee-related documents uploaded by both administrators and employees. Administrators may designate whether a document can be viewable by or hidden from the employee. Employees and administrators will always be able to view documents uploaded by employees. Uploading Employee File Documents To upload a file into the Employee File, click Add Employee File Document.

7 PERSONALIZED FORMS The Personalized Forms section provides pre-populated forms that can be used to gather employee information and provide enrollment and compensation information. The information included on these forms is based on the information entered into the benefits system. Address Form: Used for mailing purposes and populates employee address to align with window envelopes. Enrollment Form: Can be used to process enrollment for employees without access to the Internet. It is designed to show all benefits offered within a benefit class. The Employer Use Only section displays for Administrators to record information regarding the employee enrollment. Enrollment Confirmation Form: This is the same confirmation form employees receive when they complete an enrollment. The admin can also access this at any time. Please note that to display future dated elections you will need to modify the Effective Date field. Enrollment Worksheet: The Enrollment Worksheet shows employees the pay period contribution of benefit costs by tier for plans offered to all employees. Employer contribution information can also display for tier-based plans. It is designed to show all benefits offered within a benefit class. The Enrollment Worksheet shows benefit information based on the coverage effective date entered. An employee does not have to be within an enrollment period to view or print this form. UPDATING DEPENDENT INFORMATION The Family Information section allows admins to view an employee s dependents, update dependent information, and add new dependents.

8 Adding a New Dependent To enter a dependent into the system for an employee, select Add Dependents. On the next screen, you will be able to enter the dependent s demographic information. Please note: Any field with an asterisk is a required field. As an administrator, you have the ability to add a dependent without a SSN (this is a required field for employees when entering a dependent over the age of 1 year old). Address information will default to the employee s address, but this can be modified. Once all information has been entered, select Save or Save & Add Another if you have additional to enter.

9 Viewing & Updating Existing Dependent Data To modify an existing dependent into the system for an employee, select Edit. On the next screen, you will be able to edit the dependent s demographic information. Marking a Dependent as Disabled To mark a dependent as disabled, select Yes in the Disabled field. This tells the system not to end their benefit coverages at the max dependent age, as it would normally do. Marking a Dependent as Verified To mark a dependent as Verified, select Yes in the Verified Dependent field. If a dependent cannot be verified, select Unverifiable.

10 Hiding Dependent Information from Employee View Dependent records are not deleted from the system in order to prevent losing all historical data pertaining to that dependent. Instead, dependents can be hidden from employee view. To do so, select Deceased (Hide from EE), Divorced (Hide from EE), or Hide from Employee in the Member Status dropdown. Entering Medical Support Order Information To add a Qualified Medical Child Support Order (QMCSO), go to Admin > User Admin, search for the employee, and click on the employee s last name. Once in the employee s account, go to the Family Information tab in the navigation bar and click Edit for the necessary dependent. The Support Order (QMCSO) tab will appear under Family Information.

11 When you select Support Order (QMCSO), this page will open up to apply the QMCSO enrollment requirements for that specific dependent. Benefit Plan Types: Check the boxes to apply the enrollment requirements for the specific benefit plans mentioned in the Court Order. In the example below, the medical and dental plans require the enrollment for the dependent.

12 Support Order Start Date: Set the start date provided on the Court Order. You can also use the exact date that you are setting up the QMCSO requirements in your Benefits Enterprise site, or the first of the current month if that is more applicable. Support Order End Date: Set the end date provided on the Court Order. If no end date was provided on the Court Order, you can enter 12/31/9999. Custodial Parent Information & General Court Order Information: All fields in these sections are optional entries, but good information to keep on hand in the QMCSO record for future reference. Remember to select Save at the bottom of this page.

13 As an Administrator, when you open Family Information in the employee s benefit account, you will see the QMCSO indicator that has been set up for a specific dependent. The employee does not see this same indicator in their view of Family Information. Enrollment Requirements: When the employee completes a benefit plan enrollment election for any plan for which the QMCSO indicator has been put in place, they will see the following warning (orange text). In the example below, the employee does not have the box checked to include Test Child in the medical plan enrollment (as the Court Order indicated). This is the message the employee would receive. Once the child dependent is included in the enrollment the standard enrollment completed messages appear and the employee will not be able to remove this dependent from coverage.

14 Removing Medical Support Order Information When you receive notification that the Court Order has ended and you need to remove the QMCSO indicator for the dependent, you can go into the Family Information > Edit. Select the Support Order (QMCSO) from the navigation bar: Go to the bottom of the Medical Support Order page to find the QMCSO indicator details that were previously set up and click on the Start Date to bring up the existing information. You can enter the appropriate Support Order End Date that has been provided to you and the QMCSO indicator will be removed from that dependent as of that date. Click Save at the bottom of the page. The employee will no longer see the orange warning text that they are required to include that child dependent in the benefit plan enrollment.

15 VIEWING EMPLOYEE ENROLLMENT INFORMATION The Benefit Coverages section allows admins to view all enrollment information and plan selections for employees and dependents (if applicable). You can change the date in the View your benefits as of another date field to view historical or future enrollment information. The system will keep a record of all changes made in the system (who made the change, when the change was made, and why). To view this information, click on the plan name in blue. This will take you to the history of the enrollment. You can click on Show All Enrollment Activity to see a complete list of the enrollment history.

16 Beneficiary Information The Beneficiaries section allows admins to view the current and historical beneficiaries an employee has designated as well as add beneficiaries for an employee. All dependents listed on the Family Information page will appear by default on this page. ENTERING & MODIFYING EMPLOYEE ENROLLMENTS There are multiple ways for admins to enter elections on an employee s behalf and/or modify elections made by an employee. Enroll The Enroll option provides a way for managers to process enrollments and make corrections on behalf of employees during an existing enrollment window. Examples of situations when an admin may wish to use the Enroll option are: 1. If you do not offer Employee Self Service. 2. If an employee does not have access to a computer or requests enrollment assistance. 3. If a system administrator needs to make a correction to an open enrollment (e.g. During annual enrollment, an employee intended to change their Medical enrollment from HMO to PPO. However, in reviewing their confirmation statement, the employee notices that they neglected to make the change and requests assistance to correct the election while the enrollment event is still open). Note: Using the Enroll feature ensures that enrollments processed by admins follow all plan rules built in.

17 Plan Selection If an employee does not have an enrollment window open (e.g. new hire, life event, etc.), Plan Selection will allow you to make changes and corrections to an employee s benefit coverages and/or effective dates. Examples of situations when an admin may wish to use the Plan Selection option are: Coverage Effective dates need to be altered. A manual override of coverage or premium is required. An admin needs to make a correction to an enrollment event that has already closed. You have an employee that you are making an exception for (e.g. you are allowing an employee to enroll in the HSA even though they are not enrolled in a qualified high deductible medical plan). Plan Selection is included to allow you as an administrator to enter enrollment information that does not follow your overall rules. When using this functionality, contingency and guarantee issue rules will not be applied. Be sure to exercise caution when using this functionality. On the Plan Selection page, enter the date you would like the change to be effective (whether you are adding or waiving a benefit). Then, select the Get Benefits button, and choose a reason for the change from the dropdown. Tip: If a manual update is made to a record that should trigger a qualified beneficiary to receive COBRA paperwork, select a COBRA eligible reason from the dropdown. Locate the benefit(s) you would like to edit (i.e. medical, dental, vision, etc.), cover or waive dependents (if applicable) and confirm the effective date to be sure it s accurate. Click Save for each benefit plan where you are making a change. Once you ve completed all changes, review the employee s Benefit Coverages page to ensure all benefits appear as expected. Expanded Plan Selection This is a hybrid of Plan Selection and Enroll. With Expanded Plan Selection, you are able to make changes and corrections to an employee s benefit coverages and/or effective dates without the employee being in an enrollment window (similar to Plan Selection). However, Expanded Plan Selection will enforce the system and plan rules set-up

18 behind the scenes (similar to Enroll). Examples of situations when an admin may wish to use the Plan Selection option are: Coverage Effective dates need to be altered. A manual override of coverage or premium is required. An admin needs to make a correction to an enrollment event that has already closed. You have an employee that you are making an exception for (i.e. you are allowing them to enroll in the HSA even though they are not enrolled in a qualified high deductible medical plan). Enter the date you would like the change to be effective (whether you are adding or waiving a benefit). Then, select the Get Benefits button, and choose a reason for the change from the dropdown. Tip: If a manual update is made to a record that should trigger a qualified beneficiary to receive COBRA paperwork, select a COBRA eligible reason from the dropdown. Walk through the enrollment for each benefit and update elections accordingly. Once you ve completed all changes, review the employee s Benefit Coverages page to ensure all benefits appear as expected. Correcting Benefit Effective Dates If an incorrect Benefit Effective Date has been entered into the system, you will need to use Plan or Expanded Plan Selection to correct the date. Please note that if Guarantee Issue rules need to be applied, you will need to use Expanded Plan Selection. If the original effective date entered is later than the correct effective date, (e.g. Jane Smith s Dental election was entered with a 4/22/17 effective date when her coverage really began 4/1/17), follow these steps: 1. Go to Plan Selection or Expanded Plan Selection. 2. Enter 4/1/17 as the benefit change effective date. 3. Click Get Benefits so that the system can recalculate to this date. 4. Select a Reason for the change in the dropdown.

19 Select the appropriate plan and covered dependents or coverage amount. Make sure to also change the Coverage Effective Date to 4/1/17 here. Click Save. If the original effective date that was entered is earlier than the correct effective date, (e.g. Jane Smith s Medical election was entered with a 4/22/17 effective date when her coverage really began 5/1/17), follow these steps: 1. Go to Plan Selection or Expanded Plan Selection. 2. Enter 4/22/17 as the benefit change effective date. 3. Click Get Benefits so that the system can recalculate to this date. 4. Select a Reason for the change in the dropdown. 5. Waive the benefit (since the EE was not covered as of that date). 6. Then go back to the top of the page and enter 5/1/17 as the benefit change effective date. 7. Click Get Benefits so that the system can recalculate to this date. 8. Select a Reason for the change in the dropdown. 9. Select the appropriate plan and covered dependents or coverage amount. Make sure that the Coverage Effective Date also reflects 5/1/17 here. 10. Click Save. Correcting Elections That Should be Pending EOI Approval If an election was approved in the Pending EOI alert before the Evidence of Insurability form has been approved by the carrier, you will need to take the following steps to correct the situation: Example: Jane Smith elected $300,000 of Voluntary Employee Life coverage during open enrollment. The Guaranteed Issue amount from the carrier is $150,000 so she should only have and be deducted for $150,000 until the carrier has approved her EOI. However, her full election of $300,000 has been approved in the Pending EOI alert before the carrier has sent approval of her EO.

20 1. Go to Plan Selection. a. Enter the effective date of the incorrect coverage amount (in the example above this would be the open enrollment effective date) b. Click Get Benefits so that the system can recalculate to this date c. Select a Reason for the change in the dropdown d. Change the coverage amount back to the amount that the employee was enrolled in prior to this enrollment window. You will need to make sure the effective date here reflects the same date used above. Click Save. 2. Go to Special Enrollment to open a special enrollment window and re-enter the election. a. The change reason should be Special Enrollment. b. The enrollment start and end date are the length of the window you want to give. If you are allowing the employee to go in and remake their election you might want to give a few days. If you as the admin are going to re-make the employee s election, this can be a one-day window. c. Enter the effective date of this enrollment. In this example, it would be the open enrollment effective date. d. Check Pend Enrollment Until Approval of HR Manager. e. Check Hide Enrollment from Employee if you the admin are going to re-make the election. f. Select the plan type that needs to be corrected and click Save. 3. If you as the admin are going to re-make the election for the employee, click on Go to enrollment to enter the enrollment window. Once the election has been re-made, the requested coverage above the Guaranteed Issue Amount will once again pend in the PENDING EOI alert.

21 Impersonating an Employee This functionality allows an admin to log into the system as an employee and step through an enrollment (if open) on the employees behalf. This feature allows you as the administrator to see the same information, view, data, etc. as the actual employee. If an administrator makes any changes while impersonating an employee, the administrator s name is shown in the benefit coverages history as changing the record instead of the employee. This can also be a great way to assist your employees through their enrollment from a remote location. ENTERING A LIFE EVENT FOR AN EMPLOYEE The Life Events section allows admins to set-up a life event for an employee and/or view life event history for that individual. To process a life event, select the applicable life event. Enter the date the life event occurred.

22 If the life event includes adding a dependent, enter the dependent s demographic information as prompted in the system. If the life event includes removing a dependent, check the box next to the dependent s name. Once the new dependent s demographic information has been entered (if applicable) or you have selected the dependent to be removed, select Continue. Check the applicable box to verify all information entered for the life event is accurate and click Save and Start Life Event Enrollment. At this point, either you can go through the enrollment event for the employee, or they can log in and complete the life event enrollment themselves.

23 SETTING UP A SPECIAL ENROLLMENT WINDOW The Special Enrollment section permits administrators to open an enrollment window for an employee who is outside of his/her normal eligibility period (i.e. you would like to allow an employee who missed open enrollment or their new hire enrollment more time to complete their enrollment). Administrators can also use Special Enrollments to update employee and/or dependent benefit coverages and/or effective dates. 1. Select a Change Reason, Enrollment Start Date, Enrollment End Date, and Effective Date. 2. Enrollment Start Date and End Date determine how long the window will remain open. 3. Effective Date determines when coverage will go into effect for the elections made in this special enrollment window. 4. If the employee is making his or her elections and they should pend approval, check the box labeled Pend Enrollment Until Approval of HR Manager. 5. If an administrator is updating employees and/or dependents benefit coverage and effective dates, the box Hide enrollment from Employee should be checked. 6. Select the benefit plan type(s) that should be included in the enrollment window. 7. Once you have clicked on Save, an Enroll Now button will appear on the employee s home page so that they can log in and make their elections. If the Hide Enrollment from Employee is checked, you can click on Go to Enrollment and complete the enrollment for the employee.

24 Maintaining Alerts and Approving Elections MANAGING ALERT PREFERENCES Log into the system as an administrator and navigate to Preferences. Under the Alerts section, change the frequency to Nightly (Midnight) or Weekly (Sunday Midnight) depending on your preference to receive notifications via . If you leave this option as Never, you will not receive the notices about any alerts that require your review or approval. However, you will still see these alerts when you log into the system. You will then receive an notification informing you of any triggered alerts that need to be reviewed when elections are made or updated in the Benefits Enterprise system. You will also see a variety of alerts triggered when you need to review information or to manage enrollments. Below is a sample of the you will receive when an alert is present:

25 DESCRIPTION OF ALERTS From the homepage, you will see the Alerts section. Alerts that require your attention will be displayed in a red. You can also select Show Untriggered Alerts to see the other alerts set-up in the system even though no action is required. Employees Locked Out: Indicates any employees that are locked out of the Benefits Enterprise system. This happens when employees use the Benefits Enterprise URL, user name, and password rather than single sign-on. After three failed login attempts, the system shuts down the employee s access until an admin has restored it. Employee File Documents: Lists any employees that have uploaded a document to their Employee File in the last 14 days in case you would like to review the documentation. Enrollment Not Yet Complete-New Hire: Lists any newly hired employees that have not yet completed their new hire enrollment. This alert is triggered half way through the employees enrollment window. (e.g. If enrollment is 30 days, alert is triggered at day 15). Pending Changes No EOI: Outlines any elections that are pending manager approval and are not subject to an Evidence of Insurability Form. These elections need to be reviewed and approved before coverage will go into effect. If need be, you can override the effective date and/or coverage amount when approving elections. You can either accept/reject records one-by-one or in bulk (accept all/reject all). Once elections are approved, the employee will be deducted in payroll on the effective date. If EDI files are set-up, elections will also be sent to the carriers on the automated files. Newly Added Dependents: Shows any dependents that have recently been added to an employees record. These may need to be tracked in case additional documentation is required (Birth Certificate, Marriage License, etc.). Enrollment Not Yet Complete-Open: Lists any employees that have not yet completed their Open Enrollment. This alert is triggered during Open Enrollment each year.

26 Overage Dependents: Shows dependents who will be considered an overage dependent in at least one benefit plan based upon the eligibility age-out rules of that plan. Since the system is customized to your specifications, removing overage dependents from coverage will be an automated process and you will not need to take action. However, you will get an alert within 30 days in case you need to notify the employee. Pending EOI: Outlines any benefits where an election was made over the guaranteed issue amount and therefore, approval of an Evidence of Insurability (EOI) form is required. These elections should NOT be approved in Benefits Enterprise until you have received notification from the carrier that they have approved the employees EOI Form. You can accept or reject coverage as well as override the coverage amount and/or effective date based on the carrier s approval. COBRA QE Review: Shows any employees who qualify for COBRA coverage and thus, who need to receive the required paperwork from your COBRA administrator. APPROVING ELECTIONS Elections can be approved from the alerts on the homepage. Clicking on the Pending Changes No EOI or Pending EOI alerts will trigger the system to open a new tab in your browser displaying the results. You can mark each election as Accepted or Rejected one by one, or you can use the Accept All and Reject All links to do mass approvals or mass rejections. Once selections are made, click continue at the top to complete. Please note that elections pending in the Pending EOI alert should only be approved once the carrier has given you approval of the employee s Evidence of Insurability form. You also need to make sure that any corresponding elections in the Pending Changes No EOI alert have been approved prior to approving elections here. Elections can also be approved in the Report Center by navigating to Reports > Report Center. Search for and choose the report Pending Enrollments Awaiting Approval (No EOI) for any enrollments that are not pending due to Evidence of Insurability OR select the report Pending EOI (for Life Ins. Or Disability Ins.) for any elections that are pending due to the carriers approval of the employees Evidence of Insurability Form. Please note: Records listed in the Pending EOI (for Life Ins. Or Disability Ins.) Report should only be approved in the benefits system once the Evidence of Insurability Form is approved by the carrier. You will also need to make sure that any corresponding elections in the Pending Enrollments Awaiting Approval (No EOI) report have been approved prior to approving elections here.

27 To filter the report, select specific Benefit Plan Types. Effective date will default to today s date. If approving benefits for Open Enrollment, change the effective date to the applicable renewal date. Select Web as your report output type. It will default to this. Click Run. If necessary, coverage effective dates and/or coverage amounts can be updated on this page as well. The system will confirm once those changes are processed. COBRA QE REVIEW The COBRA QE Review (report/alert) will assist in tracking COBRA Qualifying Events, as well as capture and send those events on a COBRA Qualifying Event EDI file to your COBRA administrator (should an EDI file be established). This will allow you to manually track the COBRA data you have provided to your COBRA vendor or manage which records should and should not be captured and sent on the automated EDI file. From the Benefits Enterprise Home Page, click on the View All Alerts link (left hand side of the page) and then select the COBRA QE Review alert (report) from the list. You can also access the COBRA QE Review by navigating to Reports > Report Center and selecting the COBRA QE Review report from the left hand report menu. The report includes five tabs that assist you in tracking your Cobra Qualified Events over time:

28 Newly Eligible: This tab captures any pending COBRA Qualifying Events that have occurred in the past 180 days. You will want to review this data and make a selection for each record listed, from the following options: (these options are found at the bottom of the page) Approve: If you have an EDI file established with your COBRA administrator, once approved the record will be captured on the next carrier file sent. Mark (as) Sent: If you do not have an EDI file established with your COBRA administrator, this option will allow you to track which records you have already provided to your COBRA administrator. Reject: This option will not allow the record to be captured and sent on the COBRA Qualified Event EDI file. Records to be Sent: This tab houses the approved records which will be captured and send on the next EDI file to your COBRA administrator. Sent Records: This tab houses all records which have been sent on the file to your COBRA administrator, or provided manually (by yourself) to the COBRA administrator. Non-Eligible: This tab houses employee/dependent records that are not eligible to continue coverage through COBRA. These records can be reviewed and marked as approved should the employee/dependent be eligible for COBRA. Rejected: This tab houses the rejected or ineligible COBRA records. Running Reports Reports can be accessed under Reports > Report Center. Once in the Report Center, you will see a list of all available Reports. This page can be sorted by Report Name, Report Category, Creator, or Creation Date. You can also use the Search bar to search for reports by Name or Creator.

29 COMMONLY USED REPORTS ACTIVITY REPORTS: Identifies login history and counts Examples: Detailed Login Report, Never Logged In ADMIN REPORTS: Provides a snapshot of data that is stored in an employees profile Examples: Census (EE Only), Census (EE & Dep) BENEFIT REPORTS: Contains information relating to employee and/or dependent benefit coverage such as plan selection, cost and coverage effective dates, and cost information Examples: Benefit Elections (EE Only No Codes), Benefit Elections (EE & Dep No Codes), Benefit Elections All Coverage, Domestic Partner Listing, Terminations Report, Enrollment Totals. TIP: When running the Benefit Elections Report (EE & Dep No Codes), include the Employee SSN field (located under Demographic Info) in order to tie dependent records to employees. BULK FORMS: Creates individual Enrollment Confirmation Forms for a group of employees to be sent via or post. CHANGE REPORTS: Indicates changes made in the Benefits Enterprise system within a specified date range Examples: Benefit Class Changes, Address Changes, Enrollment Changes COBRA QE REVIEW: Employees and Dependents who may be eligible for COBRA are displayed and an Administrator verifies the COBRA eligibility status prior to transmission to a COBRA vendor CUSTOM REPORTS: Allows Administrators to create and save reports Examples: Confirmation Statement (One EE Per Row) ENROLLMENT REPORTS: Shows the completion status of enrollments where employees are responsible for making their own elections Examples: Life Event/New Hire/Re-Hire/Open/Special Enrollment Complete/Incomplete OFFLINE REPORTS: Stores reports that were set to run offline as well as any reports that run on a set schedule. These reports are stored for up to ten days.

30 PENDING REPORTS: Exists to help administrators monitor, approve, and reject pended elections and pending information Examples: Pending Enrollments Awaiting Approval (No EOI) and Pending EOI (for Life and Disability Insurance) TIP: When Pending Reports are used in Web format, administrators have the ability to review all pended changes as well as approve or reject these changes either individually or in bulk. MARKING A REPORT AS A FAVORITE To mark a report as a favorite, click the star next to the report name. Once a report has been marked as a favorite, it will display at the top of the Report Library. CUSTOMIZING A REPORT 1. Search for and select the report you would like to run from the Report Library a. Example Report: Benefit Reports - Benefit Elections (EE & Dep No Codes) 2. The Select Fields to Include in Report section will allow you to choose what fields you would like to include. Any fields included in the report by default will already be listed. a. To remove a field, select the field and click x. b. To add a field, use the search bar to find what you are looking for and check the box next to the field name. Checking off the boxes next to each sub-field adds the field to the column on the right, which displays the fields that have been chosen to be included on the report. c. Rearrange the fields on the report by selecting the applicable field or fields and move them up or down using the corresponding up and down buttons.

31 3. You can click on any of the Global Categories to add filters to your report. You can filter by benefit plan types, vendors, plans, benefit classes departments, locations, etc. 4. Enter the effective date of the report. You can set the report to pull all information as of one fixed date (Fixed Date), or you can choose to pull information for a specified date range (Rolling Dates). 5. Select the Report Output. Running the report to the Web opens a new window in your browser. Running the report to Excel triggers the report to populate in an Excel spreadsheet. Running the report to Bulk allows you to send a customized to each employee on the report. PLEASE NOTE that this output type is not available for all reports.

32 a. Tip: If you are experiencing an issue with running a report, it may be due to the size of the file. In this situation, it is recommended to check the box Run Offline. The report can then be retrieved within Offline Reports. 6. Select Run to retrieve the report. SAVING A REPORT 1. To save a report that you have modified, click Save As at the bottom of the screen. This will prompt you to name the report. You can also include a description of the report if you so chose. 2. Once you complete the save, the report can be accessed in the Report Library by searching for the name of the report or the name of the person that created the report. RUNNING REPORTS ON A SCHEDULE 1. Search for your saved report and select Create Schedule 2. The schedule will default to last for one year. This can be adjusted by changing the schedule begin and end dates. Enter the frequency on which you would like this report to run. If you would like to receive an notification letting you know the report ran, enter your address into the field.

33 3. Once a report is scheduled to run automatically, it can be found under Offline Reports. Select Save to open the report. COMMONLY USED FIELDS FOR COMPLETING CARRIER TEMPLATES You will be responsible for communicating any Open Enrollment and/or enrollment changes to your carriers until your EDI files are approved for production and/or for any carriers with whom you are NOT establishing an automated connection. You are able to run benefit reports out of Benefits Enterprise to capture this information. Recommended reports to use for communicating Open Enrollment elections: Benefit Elections (EE & Dep. No Codes) or Confirmation Statement One Employee Per Row Tip: When running this report to submit Open Enrollment elections, change the effective date to the renewal date. Recommended report to use for communicating mid-year changes: Enrollment Changes (EE & Dep) Fields you may need to add to the template: Demographics Tab > Demographics Info o Employee SSN a. The Social Security Number field that is included in the report template will capture each individual s social security number. However, most carriers require that you also include the employees SSN for each dependent as this is how they tie the dependent to the employee. o Date of Birth o Gender o Tobacco User (No Codes)

34 o EE Last Name o EE First Name Demographics Tab > Address Info o Home Address 1 o Home Address 2 o City o State o Zip o Home Phone Demographics Tab > School Info o Full Time Student (No Codes) Employment Tab > Employment Info o Pay Frequency (No Codes) o Hire Date Employment Tab > Contact Info o Work Phone o Work Employment Tab > Location Info o Location Employment Tab > Department Info o Department Employment Tab > Division Info o Division Employment Tab > Job Title Info o Job Title Compensation Tab > Compensation Info o Salary (Hourly and Salaried) o Benefits Base Salary o Hourly Rate o Hours Per Week Benefits Tab > Benefit Class Info o Benefit Class Name Meaning of fields already included in template: Import User ID: This field can be removed; this id is specific to Benefits Enterprise. Eligibility Response: This field can be removed. Eligibility Response Date: This field displays when the employee completed his or her enrollment. Coverage Amount 1: Coverage amount for Basic Life and AD&D, Disability, Voluntary Life, Healthcare FSA (annual), Parking (Monthly), and Health Savings Account (annual) Coverage Amount 2: Dependent Care FSA (Annual) and Mass Transit (Monthly) Factor of coverage (if applicable) Choice Text 1 (Medical/Dental/Vision): Physician ID Choice Text 2 (Medical/Dental/Vision): Physician Name Choice Text 3 (Medical/Dental/Vision): Physician - Existing Patient Healthcare FSA: Year to Date Contribution Health Savings Account: Employee Year to Date Contribution Choice Text 4 (Medical/Dental/Vision): OBGYN ID

35 Dependent Care FSA: Year to Date Contribution Health Savings Account: Employer Year to Date Contribution Choice Text 5 (Medical/Dental/Vision): OBGYN Name Choice Text 6 (Medical/Dental/Vision): OBGYN Existing Patient Choice Text 7 (Medical/Dental/Vision): Group/IPA # Choice Text 8 (Medical/Dental/Vision): Group Name BULK FORMS Bulk Forms create individual Enrollment Confirmation Forms and Compensation Statements for a group of employees. These individual forms can then be sent to the designated employees via or post. Administrators may want to send forms to employees after a company-wide enrollment period to ensure all employees have a copy of their benefit statements. Bulk Forms are processed between 5 p.m. and 5 a.m. CT. After a Bulk Form is run, the report is returned to the Bulk Forms report area and is accessible to the administrator who requested the report. The completed report will be stored for 10 days. If you wish to keep the report longer than 10 days, the report must be saved to your hard drive. Notes: The report will pull data as of the time the report is processed, not the time the report is requested. For example, if an Enrollment Confirmation Forms report is requested in the morning, all changes made during that day will be included with the data processed between 5PM and 5 AM CST. It is recommended to run a test file at least 72 hours in advance of requesting a report. This will provide an opportunity to review and approve the report format. Report Configuration Fields Field Name Batch Name Report Effective Date Definition While this field is not required, it is recommended to name the batch of forms as an easy way of noting which filters were applied. This name will also appear as the.zip file name. If a Batch Name is not entered, the.zip file name will display the report type (Enrollment or Compensation). There is a 50 character maximum. Example: Administrator Michael needs to run Enrollment Confirmation forms for Employees who are in the Full Time Benefit Class and working in Department 4 at the Chicago Location. He enters the following Batch Name: Ben Class: Full Time, Dept 4, Loc: Chicago Choose either the Enrollment Confirmation Form, Total Compensation Statement, or Compensation Statement 2.0. (Compensation Statements must be enabled in Field Options to run this report. Compensation Statements 2.0 can be turned on under Client Options.) This report field is based on the coverage effective date. Coverage information will be reflected as of this report date.

36 Delivery Method Address Information Double-sided Printing Clients Benefit Class, Department, Division, Location, Region and Business Unit filters Include Users Include Tester Users Employment Status File Per Employee: An individual PDF document will be provided for every employee. Single File: One PDF document will be provided that includes every employee. If this option is chosen, Administrators must select the maximum number of single forms per file to run. The PDF and user reports in the zip file will have the number range tacked on to the end of them. This prevents a batch of statements from running out of memory when merging large numbers of forms by creating smaller PDF batches and user reports in the zip file. The list of saved batches on the Bulk Forms page will show the number of forms per file. An individual PDF document will be ed to employees at the addresses provided in the employee profiles. None: Do not include employee address information. Add Address Page: This will add an additional address page to each employee statement. Top of Statement Page: This will print the employee address at the top of each statement. Check this box to enable the PDF format to print double-sided Administrators will see this filter at a Parent Client and may select to run statements for multiple Child Clients. This filter will not display if the Administrator is at a Child Client. Administrators may choose to include or exclude employees based on these filters. The default setting includes all. Check this box to include non-tester users Check this box to include tester users Active: Check this box to include employees with an Active employment status in their record. Not Active: Check this box to include employees with a Non Active employment status in their record. Cobra: Check this box to include with a Cobra employment status in their record. Retiree: Check this box to include with a Retired employment status in their record. SETTING UP BILLING SUITE 2.0 REPORTS Billing Suite 2.0 Reports provide billing data for carriers as well as retro billing to show debits or credits between billing periods. This area is where any self-bills are stored. 1. Navigate to Billing > Billing Suite and click Add a New Bill

37 2. Enter your report name and description in the corresponding boxes. 3. Scroll down to Select Fields to Include in Web and Excel Reports and choose information accordingly. a. Under List Bill Summary and Retro Summary remove the fields: Employee Cost and Employer Cost. b. Any fields that are added to the List Bill section should also be added to the Retro Bill section. Any fields that are added to the List Bill Summary section should also be added to the Retro Summary section. c. If you are adding fields, these will only populate in the EXCEL version of the bill, not the PDF. 4. Scroll down to Billing Filters and click on the Select Vendors label to expand; check off the applicable carrier. 5. Under Billing Schedule select the appropriate Schedule Options (Monthly, Weekly, or Quarterly) that you would like the bill to automatically run. You will also need to select what data should be captured on the bill (future, current, prior).

38 6. If you would like to be notified each time a bill is run, enter your address under Notifications. 7. Once the bill is set-up, don t forget to press Save at the bottom of the page. 8. For the bill to run automatically, you will need to select the Commit and Auto-Generate button. However, prior to committing the bill to the system, we recommend running a test bill first to ensure the report is set-up correctly and capturing all of the information you need. Once you have saved your report, you can click on Billing Suite 2.0 and you will see the report you just set-up. Click on the report name in blue. 9. Enter a period start date, period end date, check the box Test Bill and click Run Bill.

39 10. Once the bill is available, you will see it listed on the same page. When downloading the bill from the system you will have the option to download four different pieces of information: List Bill Summary, List Bill, Retro Summary, and Retro Bill. a. List Bill Summary: A summation of all the items included in the List Bill b. List Bill: Includes specific enrollment information for each employee c. Retro Summary: A summation of all the items included in the Retro Bill d. Retro Bill: Includes specific enrollment information for any employees who had a retro change made to their benefits. e. In order to capture just the overall summaries (premium and volume) for each benefit, uncheck the boxes labeled List Bill and Retro Bill. 11. Select Save As Excel to review the file. 12. Once you have confirmed the file is set-up correctly and captures all the necessary data, go back to the bill set-up by clicking on Billing Suite 2.0 and clicking Edit next to the report name. 13. Scroll down to the bottom of the page and click Commit and Auto Generate. In addition to generating a current bill, it will also generate older bills; you can dis-regard the older versions. 14. At this point, the bill set-up is complete and the file will now run automatically based on the schedule you selected. Moving forward you can access the bills in Benefits Enterprise under Reports>>Report Center>>Billing Suite 2.0>>Click on the applicable bill name in blue. a. Note: We recommend running the bill as PDF instead of EXCEL. Excel has its own rounding rules built in. So the total numbers will be more accurate in the PDF.

40 TIPS FOR BILLING SUITE 2.0 REPORTS 1. When downloading the bill you will have four options to choose: a. List Bill Summary: A summation of all the items included in the List Bill and is the first section included on the bill. b. List Bill: Includes specific enrollment information for each employee and is the second section of the bill. c. Retro Summary: A summation of all the items included in the Retro Bill and is the third section of the bill. d. Retro Bill: Includes specific enrollment information for any employees who had a retro change made to their benefits and is the last section of the bill. e. In order to capture just the overall summaries (premium and volume) for each benefit, uncheck the boxes labeled List Bill and Retro Bill. 2. We recommend running the bill to PDF instead of Excel. 3. The bill will break down the employee costs, employer costs, and total premium. When determining how much payment to remit to the carrier, please reference the Sum of Premium values. 4. Retro Bill and Retro Summary a. Within these parts of the bill, retroactivity listed in black indicates this is a positive amount subtracted from the total cost. 5. If it is determined that an update is needed to an existing bill and the bill has already been committed to the system, you will need to set-up a brand new bill. Making changes to a bill once it has been committed to the system is not recommended. Library Administration The Library can be accessed under Library > Content Admin. VIEWING THE CONTENT ADMIN PAGE The Library s Content Administration page will display all current documents housed in the library. It is also where Administrators will be able to add new documents to the library, edit existing documents or archive/delete old documents no longer in use. The page s columns aid in categorizing content and determining where on the site content is viewable. The following is a description of each column: Type: displays the content type (e.g., document, news item, link). Title: displays the content's title. Properties: displays where and to whom the content is viewable. The following designations are available: E (Viewable by Employees), C (Viewable by Candidates), F (Featured), CH (Assigned to Children), M (Shown in Marquee), and FF (Form Fulfillable). Assigned: a document icon appears if an item is assigned to specific clients, benefit classes, departments, divisions, or locations. Link: clicking the link icon opens a popup window of the content s URL link. Last Modified: displays the date the content was last modified.

41 Preview: clicking the eye icon opens the uploaded content in a new window. VIEWING/MODIFYING EXISTING CONTENT Administrators can view content under the main display table by clicking on the desired content s row. The table on the right hand side of the page will allow you to modify the name and/or description as well as availability dates of the document. The Details tab, the default tab, allows Administrators to edit and update the information for that content. o Category allows you to view and edit the category assigned to this content. Please note that if content should be viewable by employees you need to use a category that includes Employee Viewable. The Feature tab allows you to feature content on the employee and or admin home pages. The Permissions tab allows Administrators to assign the content to particular groups of employees by benefit class, department, or division. Only employees in these assigned groups will be able to access the content.

42 ADDING CONTENT Adding content to the Library allows Administrators to put multiple types of content related to the site on one page. To add content to the library click on the Add New Content button. This will open a menu from which Administrators can select the content type. Content types include: Upload Document: This is a short cut to upload multiple Documents. Upload Document: This is a short cut to upload multiple Images. Plan Content: this content type is for documents (or links to documents) that should be assigned to a particular Benefit Plan within employees enrollment windows. Link: this content type is for links that take users to a new website. News: this content type is for a News item, such as industry news or a company announcement. Uploading Content to the Library When adding content via the Upload Items shortcut, the selected files will appear in a popup. Administrators can upload multiple files at once if multiple files are selected. The system will automatically detect the name the file was originally given. Enter a new title, if desired. Depending on the type of file uploaded, the system will assign the content to a content type (Image, Video, or Document). The list of support files and sizes is the same as when uploading other content types. Choose the file s content category from the dropdown menu. Select whether or not it should be viewed by Employees, and click the Upload All button when complete. If an image is uploaded, a preview of the image will appear alongside the file name.

43 Uploading Plan Content To add content to a specific Benefit Plan, click Add New Content and select Plan Content Enter a Document Name, select a Document Type from the dropdown, attach the document and click SAVE if you have other documents to add, or SAVE AND CLOSE if you are done. If you are attaching more than one document to a particular Benefit Plan, you can use the Sequence to designate which order you would like the documents to appear in.

44 Cover Document Will pop up after the employee reviews and confirms their elections and if the employee chose a plan this document is going to be tied to. EOI Document Only choose this option if the document is an Evidence of Insurability form. Plan Details Will show up in View Plan Details in an enrollment. Then click on the document name and go to the Permissions tab to Assign Plan Content

45 Drag and Drop Content into the Library In addition to using the Add New Content menu, Administrators can drag and drop documents, videos, and images directly from their desktop. Example: Administrator Kelly has several new hire documents she would like to upload to the content library. Instead of manually uploading each individual file, Kelly, can drag and drop all of the files directly onto the Content Admin page. To upload a file via drag and drop, select the file from the desktop and drag it to the Content Admin page. A popup message will populate the screen, indicating that the page is ready to accept the file. The upload menu is the same as when adding files under the Upload Items shortcut. To upload multiple files to the system, click and drag files onto this popup window using the same method as when using the Add New Content button.

46 ARCHIVING AND DELETING CONTENT Archiving content allows Administrators to remove content from view without actually deleting the content from the site. Similar to the Recycle Bin feature on a computer, archived items are no longer viewable in the main Content Admin table. Archived content still exists and can be restored or permanently deleted, if desired. To archive content, click on the desired file or folder row, then click the Archive button in the content location menu. Once content is archived, it will no longer appear in any Administrator searches. To view archived content select the Archive folder. To restore an archived document, click on the desired file or folder row, then click Restore To permanently delete an archived document, click on the desired file or folder row, then click Delete. Please note that you will need to archive Active Content prior in order to permanently delete it.

47 CREATING FOLDERS To organize library content, Administrators can create folders. These folders are to categorize library content more easily and will not be Employee viewable. Example: Administrator Carmen has several documents pertaining to EOI and wants to keep them organized for reference. She can create a folder to store EOI content so it s easy for her to find all of them in one place. To create a folder, click the Add Folder option. Enter a name for the folder, and click Create Folder inside the popup to continue. Administrators can move files to folders dragging and dropping files directly into a folder from the main display table. To move a file, click and drag the file to the desired folder. The highlighted row will indicate that the file is successfully ready to be dropped into the folder. CREATING CUSTOM CATEGORIES Administrators have the ability to create unique content categories and to designate them as Employee-viewable. To create a custom category, go to the Library and select Edit Categories. Click Add a New Category

48 Enter the desired Category Name, then check the Employee Viewable box if Employees as well as Administrators may view information in this Category and click Save. Now, when new content is added, the newly created category will appear as an option in the Category dropdown.

49 Data Flow: Benefits Enterprise, Web Pay, & Carriers Web Pay Web Benefits Carrier Data Flow HR enters New Hire Data and Demographic Data changes into Web Pay From Web Pay Employee Demographic Data = Name, DOB, SS#, Address, Home , Work Hire, Rehire, & Term Dates Employment Status (Active or Termed) & Employee ID Salary & Pay Frequency Benefit Class Code This is a short sample list. Much more data is included. Feeds Overnight Into Benefits Enterprise Employee Enrolls into Benefits HR Approves Benefit Elections Client reviews initial deduction/earning file before it is loaded into Web Pay From Benefits Enterprise Benefits Enterprise Deduction File = Employee ID / Payroll Deduction Code / Payroll Earnings Code / Deduction or Earnings per Pay Period Amount / Effective Begin or End Date Into Web Link & Then Into Web Pay Once Approved To Insurance Carriers Typically Weekly From Benefits Enterprise Carrier Files (EDI Feeds)

50 Files are created around 8 p.m. CT and send to Benefits Enterprise overnight. Demographic file from Web Pay to Benefits Enterprise is sent daily. New hire templates have been updated with required fields needed for a record to load into Benefits Enterprise (Name, SSN, EE ID, DOB, Gender, Address, Benefit Class, and Benefit Class Effective Date are all required). Deduction file from Benefits Enterprise to Web Pay is also sent daily. This file can be set up to pend for approval before it is loaded or can auto load. Vendor files are always full files that are sent weekly; these files are typically sent earlier in the week so the vendor has time to process the file the same week it is sent. Enrollments are set to pend for HR/Admin approval; if this should not be the case, please reach out to your Ongoing Support Representative or Implementation Consultant to update. Maintaining Demographic Information in Web Pay There are a few fields that are required in Web Pay in order for the Benefits Enterprise to work properly. Your default new hire template has been updated with these fields. The required fields are: SSN and EE ID Needed to create unique user accounts on Benefits Enterprise Date of Birth Needed to calculate age banded rates Gender - Required Address Required Required to send New Hire or other System Wide s Rate/Salary Required to calculate life volumes Benefit Class This field is needed so that Benefits Enterprise knows what class the employee is in, that way the correct benefits at the correct price are shown to the employee. In WebPay this is is found under Human Resources Benefits Classes. Options available will be specific to your group s benefit setup/requirements: o Full Time Employees o Loss or Gain of eligibility This is for employees that were once benefit eligible, but no longer are or are initially not benefit eligible, but you would like them to be sent to Benefits Enterprise. (They will be included in your billing). o Variable Hour Ineligible Don t send to Ent Ben: This is for any employee/record you do not want sent to Benefits Enterprise, such as your Variable Hour EEs that are in their initial measurement period and ineligible for benefits or seasonal/temp employees that do not get benefits. Please note that changing an existing employee to this class does not remove them from the Benefits Enterprise system and your billing. It just stops them from being included on your demographic file moving forward. Benefit Category Effective Date o For new hires this would be their hire date o For transferred employees this would be 1 st of the month following their transfer date o For employees changing benefit classes this should be the date their status changed.

51 UPDATING A BENEFIT CLASS FOR EXISTING EMPLOYEE In Web Pay this is is found under Human Resources > Benefits > Classes. To move an employee to a new benefit class: 1. Click Add. 2. Enter the new benefit class effective date (this would be the date their status changed). 3. Select a benefit class from the dropdown. 4. If your administrative period should not be applied, check the box Do Not Apply Administrative Period. 5. Click Save & Return.

52 Moving an employee from Do Not Send to Bswift to a benefit eligible class: 1. Click Add. 2. Enter the new benefit class effective date (this would be the date their status changed). 3. Select the Loss or Gain of eligibility Class from the dropdown. 4. Click Save & Return. 5. Allow up to 24 hours for the EE to feed to Benefits Enterprise on the daily demographic file. 6. Once the EE has loaded into Benefits Enterprise go back to Web Pay, click on the effective date of the Loss or Gain of eligibility Class 7. The effective date should remain the same 8. Select a Benefit eligible benefit class from the dropdown 9. Click Save & Return this will feed to Benefits Enterprise within 24 hours on the daily demographic file and an enrollment window will open for the employee to enroll in their benefits. MAINTAINING BENEFIT BASE SALARY This is used when an employee does not have an hourly rate or annual salary on file or when an amount other than current base annual salary should be used for benefit calculations. To Update: 1. Go to the employee s Web Pay user account. 2. Once in the employee s account, go to HR > Benefits > Classes and click on the employee s most recent benefit class effective date 3. Click Override next to Benefit Salary 4. Enter the Benefit Salary Effective Date and the Benefit Salary amount 5. Click Save & Return.

53 TRANSFERRING/RE-HIRING AN EMPLOYEE Please note that if you are creating additional User Accounts for an employee (this typically happens when transferring an employee or re-hiring them with a new User Account rather than entering a re-hire date in their existing User Account) the following steps must be completed in the same day: In the old company/id (that the employee is transferring from or was terminated in): 1. Look up Employee who is transferring/terminated. 2. Change EE status to Transfer in Web Pay (XT status) or terminate the EE (T status). 3. Add a new Benefit Class of Do Not Send to Benefits Enterprise. The effective date should be 1 st of the month following the transfer or termination date. If this class is not populated, this employee record will continue to send to Benefits Enterprise on the daily demographic file and could cause benefits to be terminated. In the new company (that the employee is transferring to or being re-hired in): 1. Add employee as a New hire in new company. 2. In the New hire template assign the employee their new benefit class. 3. The benefit class effective date should be 1 st of the month following the transfer or re-hire date. 4. Once the employee is added, navigate to the employee and then click on their Integration tab. 5. On the Integration Tab, if there is an existing record, please make sure that this reflects the employee s new information. If not, then click add to create a new record with the following data: a. Partner = Bswift b. Transaction = SSO c. Entity = bswift URL (If you do not know this, please ask your Benefits Enterprise representative) d. User = User ID i. (User ID value should equal Co ID - EE ID+00, i.e. EE ID 355 from company B4531 (would be B ) This ID is also the import user ID from Benefits Enterprise. 6. Click Save. 7. EE will transfer over to Benefits Enterprise overnight with the updated information. How to Resolve Demographic File Errors BEING NOTIFIED OF IMPORT ERRORS Demographic data will feed daily from Web Pay to Benefits Enterprise via a Daily Demographic file. Each time a file feeds, you will receive an from AutoImport@bswift.com with one of two messages: Import Success. No action is needed. This message means that employees in Web Pay with a Benefit Class other than Do Not Send to Ent Ben have successfully fed over and loaded into the Benefits Enterprise system. No action is needed on your part. Incomplete with errors. This message means that there is an error with the data on the file that requires your attention before all employees can load into Benefits Enterprise successfully. You will need to look at the file log to determine where the error is and how to fix it.

54 HOW TO VIEW THE FILE IMPORT LOG Sign into Benefits Enterprise and follow the below path, using the tabs at the top, to get to the Demographic Import screen: Connections > Import Admin This page will display a list of previously imported demographic files and will include the date and time at which they were imported. If the file imported successfully, you will see Completed under the Status column header. If any errors occurred during the import, you will see Completed with Error(s) under the Status column header. Under the Record Count column header, you will see how many users imported successfully out of the total number of users on the file. To view a log of the file errors, click Reports and s To view a log of all file errors, select Reports and then select Log Report. This will download the file, prompting you to open it in Excel.

55 ADDRESSING POTENTIAL FILE ERRORS The error log will include the User ID of the employees with errors, the field and value that is causing the error, and the error message. Below are possible errors you might see and information on how to correct the error. Field Message Resolution Benefit Class Benefit Class Code is invalid. The benefit class information entered into the employee's payroll account is not valid in the bswift system. Contact your Benefits Enterprise representative for assistance. Benefit Class City Benefit Class Code required for an Employee Address requires city to be populated. Enter a benefit class in the employee's payroll account. Enter a valid city into the City field in the employee's payroll account. Compensation Date Compensation Date is invalid. Enter a valid compensation date into the employee's payroll account. Date of Birth EmployeeID Employment Status First Name Date Of Birth is Required Duplicate EmployeeID found in group number Employment Status is invalid. First Name is Required if last name is provided Enter a valid Date of Birth into the employee's payroll account There are two employees on the demographic file with the same employee ID. This typically occurs when transferring employees. Refer to the Duplicate Employee Accounts section below. The employment status information entered into the employee's payroll account is not valid in the bswift system. Contact your Benefits Enterprise representative for assistance. Enter a first name into the employee's payroll account

56 Gender Home Address1 Hourly Rate Last Name Pay Frequency Salary Social Security Number Social Security Number Social Security Number State State Gender is Required Address requires Address1 to be populated. Hourly Rate Required if time status = 2,4,5 Last Name is Required Pay Frequency is invalid. Salary Required if time status = 1,3,6 Social Security Number is invalid. Social Security Number found on the import multiple times EE Unique Identifier Missing Address requires State to be populated. State is invalid. Enter a valid Gender into the employee's payroll account Enter a valid street address into the Address 1 field in the employee's payroll account. The employee is designated as an hourly employee, but is missing necessary salary information. Enter a valid hourly rate into the employee's payroll account. Enter a last name into the employee's payroll account The employee is assigned to a pay frequency that is not supported in the Bswift system. Contact your Benefits Enterprise representative for more information. The employee is designated as a salaried employee, but is missing necessary salary information. Enter a valid annual salary into the employee's payroll account. Enter a valid Social Security Number into the employee's payroll account. There are two employees on the demographic file with the same Social Security Number. This typically occurs when transferring employees. Refer to the Duplicate Employee Accounts section below. Enter a valid Social Security Number into the employee's payroll account. Enter a valid state into the State field in the employee's payroll account. Enter a valid state into the State field in the employee's payroll account. Termination Date Termination Reason Termination Date is invalid. Termination Reason is invalid. Enter a valid termination date into the employee's payroll account. The termination reason entered into the employee's payroll account is not valid in the bswift system. Contact your Benefits Enterprise representative for assistance.

57 UserID ZIP UserID found on the import multiple times Address requires Zip to be populated. Benefit Class Changes Threshold Hit There are two employees on the demographic file with the same User ID. This typically occurs when transferring employees. Refer to the Duplicate Employee Accounts section below. Enter a valid sip code into the Zip field in the employee's payroll account. The number of employees with a new benefit class on this file exceeds our threshold limit. Contact your Benefits Enterprise representative for more information. If you see an error not listed here or an error continues to occur after trouble-shooting the issue, please don t hesitate to contact your Benefits Enterprise representative for further assistance! Correcting Duplicate Employee Records Often, this is actually the same person and there are duplicate accounts due to a transfer, rehire, or company change. To address this issue: 1. Login to your Web Pay account 2. Search for the SSN within the Company/Company Set 3. Change the Benefit Class of the old user account to Do Not Send To Benefits Enterprise a. Click on the Last Name link within the Employee Search and go to HR Benefits Classes b. Click ADD to add a new benefit class c. Set Benefit Class to Do Not Send to Benefits Enterprise - If this class is not populated, this employee record will continue to send to Benefits Enterprise on the daily demographic file and could cause benefits to be terminated. d. Click Save 4. Set up the Integration Tab in the new ID a. Within Employee Search, click the Last Name link of the new user account b. Click the Integration tab

58 c. If there are any accounts already linked, check the box and click Delete d. Click Add o Partner: BSwift o Transaction: SSO o Entity: bswift URL (If you do not know this, please ask your Benefits Enterprise representative) o User: The formula for this is *CompanyID in Web Pay*-*Employee ID in Web Pay*00 o Example: Participant s account is in Company B1234. Their Employee ID is 555. Their Account s User ID will be B e. Click Save Approving Deductions in Web Link When your employees make changes to their benefits within Benefits Enterprise, the updates will flow through the Web Link tab under Applications within Web Pay. As with Employee Imports, the files will pend awaiting your approval. Company administrators will receive a message when the file is received. You will receive a separate message if any of the records received an error. Web Link provides both an at-a-glance summary of imports received from your Provider as well as a streamlined way to correct errors. If any of the records received cannot be processed automatically, you will need to take action in the Web Link section before they will post to the employee s deduction record. ACCESSING WEB LINK From the main screen, click on Applications tab, then select Web Link. You will be taken to the Web Link dashboard. The dashboard provides the following: Active Imports summary of recent files received from your Provider. Click on any of the underlined text to see more detail. REMOVING POPUP BLOCKERS TO ACCESS WEB LINK VIA CHROME Depending on the browser you use, when you attempt to access Web Link, there may be a small icon or some type of message displaying in the upper right corner of the browser. For example in Chrome:

59 Click on the X icon message > Click the radio button Always allow pop-ups from prododdsb.paylocity.com > Click Done button. Web Link pulls up/displays as a second window and your browser may be viewing this as a pop-up blocking it from displaying. Once you acknowledge the pop up blocker message> close your browser> open a new browser> log back on> access Web Link. APPROVING DEDUCTIONS/EARNINGS By clicking on the number in the Pending column, you are taken to a screen with all deductions and earnings pending for approval. To approval all pending items, click Approve All. To decline all pending items, click Decline All. To edit the information of a single record, click on the record. It will open a box with all information applicable to this item. You can edit any of the information, then click Save and Validate. To approve or decline a single item in the list, first click on the line item, then select Approve Selected or Decline Selected.

60 Important Information: If there are multiple files pending approval, you will need to approve the files in chronological order (oldest to newest) to ensure accuracy in payroll. If you are using Agency Checks for HSA, you will need to setup an Agency for any new enrollees and assign it to the employee s HSA deductions/earnings accordingly. CORRECTING FILE ERRORS By clicking on the number in the Errors column, you are taken to the screen to identify and correct errors. The field creating the error will be outlined in red. Click on it to view the error message. Then click on the button to view the complete record and error message. Below is one example: