2. A login screen will appear: Please use the user name and password assigned to your location.

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1 HBC System Overview The HBC System manages the Archdiocese s benefit data and communicates on behalf of the Archdiocese to deliver electronic feeds to vendors/carriers of the Archdiocese. HBC has several different views according to a security code assigned to each user. Each view provides different capabilities and different formats designed to meet the needs of the particular authorization of a user. As ministry administrator, you will have access to view your employees and their benefits, view your invoices and print your statement for remittance to the Catholic Church Offices. Below is a high level overview of the system starting with the salary update function for open enrollment and the billing/receipt access. A. Access to HBC 1. Access the internet via and select client login 2. A login screen will appear: Please use the user name and password assigned to your location. 1

2 B. Salary Update Instructions 1. Once you have successfully logged in the following screen will appear: 2. To view the full-time employees eligible for benefits (30 or more hours/week), select Ann Sal Maint on the navigation panel. The following screen will appear: 3. Review the current and salary in the Annual Salary column. 4. Update or confirm the current salary (in effect on 1/1/2012) by entering in the NEW ANN SAL column. If the salary in the Annual Salary column is correct, retype in the NEW ANN SAL column to confirm correct salary. 5. If the employee is no longer employed by your ministry, please enter the date of termination of employment (DATE TERMED). 6. As you enter the annual salary or termination date for each employee, select update in the column labeled 2

3 7. The record will move to the bottom of the page. If a full-time employee for your location is not displayed, please call the Human Resource office. If a part-time employee is displayed, again, please call the Human Resource office. C. Billing and Receipts 1. To view your invoices, select the Billing/Recpt on the navigation panel. 2. The following screen will appear: 3. Once you have received notification from the Chancery that your invoice is ready, please select the most recent date from the drop down menu. 4. Once the date has been selected, click Run Reports. 3

4 5. The following data screen will appear: Please review the employee detail and make notes of adjustments. Submit the top half summary (print only the first page) with your check. Any adjustments will appear on next month s bill. 4

5 Other HBC Features D. Location Management Home Page The primary screen on the Home Page presents various options to locate an employee or group of employees who match input criteria. The employee last name field will search the database looking for the input value in whole or in part. Inputting several (instead of all) letters can result in more than one match being returned. Based on the input provided, HBC will provide a list of employees meeting input criteria. By selecting the Options button for the person you want to viewn, HBC will display the primary employee screen shown below in Employee Data. E. Navigation Panel The navigation panel runs vertically on the left side of each primary screen. It provides links to features not normally confined to a single employee. Several invoke additional feature menus and some have double password security. 5

6 F. Primary Employee Data Screen Displayed below is the primary employee data screen. Shown are the standard fields maintained within HBC as a benefits system of record. This data is used primarily to manage and control the benefit enrollment process. The Navigation Panel previously detailed generally links to features that are not employee specific. The set of buttons across the top of the screen provides additional capabilities pertaining to an individual employee. The buttons display temporary (pop-up) screens to enable viewing and maintenance of data groups as named. Return to List will take you back to the locator screen for employees Dependents enables viewing and maintenance of the employee s dependents. This data group is important because it controls the coverage options provided during enrollment. If there are no dependents, HBC will only display employee only coverage data. Date of birth, gender, type (spouse or child) and social security numbers are important to the carriers for claims management. 6

7 Beneficiaries captures data relative to the distribution of benefits. A beneficiary may apply to one or more types (whole life, voluntary life, AD&D, etc.) of benefits. Benefits can be assigned to primary and/or contingent individual with percentages per benefit type. Benefits enables viewing of the employee s benefit elections. Active and historical benefits are displayed. Primary considerations for benefits include: benefit plan (HBC will allow only one election per benefit type), coverage level (employee only, employee and spouse, employee and child, family and waived), start date and end date of coverage, premium (employee portion and employer contribution), and status code (locked (active), open (being considered) and pended (awaiting further action). 7

8 Employee Report provides a confirmation statement of an employee s elections along with key data field values. Notes provides the ability to record information pertinent to an employee. The note can be either public (viewable by all with proper security) or private (viewable only by the person inputting the note and in some cases the management team). Company Information provides data relative to the relationship between the employee and employer (title, pay frequency, normal number of hours worked, etc.). 8

9 Leaves of Absences provides the ability to record and track various types of leaves of absences. Job History provides the ability to record and track assignments within an organization and/or jobs previously held. 9