Difference between revisions of "BenSelect:Admin:Viventium"

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(→‎STEP 5: CONFIGURE THE VIVENTIUM ADAPTER)
 
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===Options Settings===
 
===Options Settings===
 
<li>Value to Determine Primary Employee – Viventium allows one employee to be employed at multiple locations. Use this setting to map which location is used to determine eligibility in BenSelect.
 
<li>Value to Determine Primary Employee – Viventium allows one employee to be employed at multiple locations. Use this setting to map which location is used to determine eligibility in BenSelect.
 +
<li>Begin/End Date Processing: Select the date used by the payroll provider to process the deduction. Options include:
 +
Coverage Effective Dates, Coverage Deduction Dates,  Pay Period Start, Pay Period End, Pay Period Start +1 and Pay Period End -1. Choose the relevant option according to your payroll deduction schedule.
 +
<li>Deduction Mode – Select the option for sending coverage data that applies to the case. All Coverage Data will send all coverage data within the same Add/Change/Delete transaction, while Affected Coverage Data will send only the affected data within the same Add/Change/Delete transaction.
 +
<li>Auto Add Departments – Select to auto-add.<li>Skip Updates if employee is inactive (terminated) :When selected, terminated employees will not be updated.
 
<li>Transfer Deductions with Employees – Select this option to allow the user to choose to let the deductions transfer with an employee to a new location, instead of treating the transaction as termination at one location and a new coverage at the new location.
 
<li>Transfer Deductions with Employees – Select this option to allow the user to choose to let the deductions transfer with an employee to a new location, instead of treating the transaction as termination at one location and a new coverage at the new location.
−
 
+
<li>Skip Updates if employee is inactive (terminated) - When selected, terminated employees will not be updated.
 +
<li>Skip Updates After: Set the number of days after which no updates are made.
  
 
===Connection Settings===
 
===Connection Settings===
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#Ensure that Deduction Subcodes match the Earning Codes on the Earning Codes tab of the spreadsheet.  
 
#Ensure that Deduction Subcodes match the Earning Codes on the Earning Codes tab of the spreadsheet.  
 
#Click '''Save''' after you have set up all options.
 
#Click '''Save''' after you have set up all options.
 +
 +
==Best Practice for Handling OE with a Payroll Integration==
 +
During OE, clients typically do NOT want new plan year deductions sent, until a specific point. You should check with the client before sending any new plan year deductions.
 +
 +
The Viventium Integration Adapter has this option: '''Postpone if after'''. This field is used to:
 +
 +
<li>Hold transmission of any deductions later than the given date, as long as the date is in the future.</li>
 +
 +
For example, suppose the date is set to 12/28/2025. Up to December 28th, the system will delay delivery of deduction changes effective after 12/28/2025. After December 28th, this setting will be ignored, and deduction changes will be sent without delay.
 +
Deductions whose delivery is postponed will show up in the Ready for Processing category. They will accumulate there until the given date passes. This is acceptable for two reasons:
 +
 +
<li>This list is otherwise very short. Events appear only for a few moments, then they are moved to other categories (errors or successfully processed).</li>
 +
<li>These future events should drop to the end of the list, since their scheduled processing dates are in the future.
 +
While most useful for cases with multiple plan years, this setting can also be used for any open enrollment in which the Payroll integration provider does not want to receive the deduction changes for OE yet.</li>
 +
 +
'''Note:''' If there are new products added for open enrollment, make sure and add the deduction codes and earning codes in EDI to ensure those deductions are sent to the payroll via the API integration.

Latest revision as of 17:06, 13 November 2025

Integrating Viventium into your case takes just a few steps:

  • Request User Role from Selerix Support
  • Request and receive Viventium setup information
  • Add Viventium as a Payroll Provider
  • Creating the Viventium Adapter on the case
  • Configuring the Viventium Adapter on the case
  • Setting up EDI Deduction Codes

    STEP 1: REQUEST NEW USER ROLE – API INTEGRATION

    Contact Selerix Technical Support (Support@Selerix.com) and request the API Integration role for your user account. This provides access to Integrations via the Data Management menu.

    STEP 2: REQUEST VIVENTIUM SETUP INFORMATION

  • Contact Viventium Customer Service representative to initiate an integration.
  • Viventium will provide a set of credentials for access to the specific client/employer group
  • Viventium will provide a list of Deduction Codes currently in use for Benefits for each company code.
  • Viventium will supply valid values for other fields (Company Code, Division Code, Location, Department, etc.) Use this information in Steps 5 and 6.

    STEP 3: ADD VIVENTIUM ACCESS TO THE CASE

    1. Select Case Info from the Case Setup menu.
    2. Click the Access tab.
    3. Select VIVENTIUM from the Payroll Administrators list.
    4. Click Save.

    STEP 4: CREATE THE VIVENTIUM ADAPTER

    After receiving the API Integration role, you can then add and configure the Viventium Adapter.

    To create a Viventium adapter for API integration with BenSelect:

    1. Login to your BenSelect site and select the case that is integrating with Viventium.
    2. Go to Data Management >> Integrations. The Integrations page displays options for adding a new integration.
    3. Click to create a new integration. The Add Integration dialog box opens.
    4. Click the Adapter drop-down list and select Viventium Integration Provider.
    5. Click Add. The Viventium Adapter Setup page displays options.

    Now you can configure the Viventium adapter with the case-specific settings. Use the Viventium Configuration Spreadsheet for each field.

    STEP 5: CONFIGURE THE VIVENTIUM ADAPTER

    Using the information from Viventium, enter the required information in each section of the Viventium Adapter Setup. Note that hovering your mouse over the label for each field provides additional information about the field.

    General - Basic Settings

  • Name Enter the name identifying the Viventium configuration in the list of active integrations. Recommendation: Viventium Connection for Group_name (# group_number).
  • Company – Select the payroll company identified on the plans. Note: If you have defined Viventium as a provider, you can set up (in EDI Parameters) deduction codes that are separate from those defined as “Payroll Dept.”
  • Contact User – Select the user who is responsible for the setup of the integration.
  • Default User - Select the user that you want to have associated with changes received from Viventium.
  • Polling Interval – Set the period of time between the previous and next sync with the Viventium system. We’ll check their side and if there is anything different in the employee demographic information, we’ll bring that over in an inbound event.
  • Stability Delay – Select the time, in minutes, for the integration to wait in between events for the same employee. Recommended setting is 0.
  • Deliverable – Associate a deliverable to the integration. This association ensures that any events exchanged via the Viventium integration are tracked on the employee’s EDI tab. Additionally, it ensures any issues associated with the integration are displayed on the Home page Deliverables widget.
  • Company Code – Viventium provides the value for this field. This can be associated with a location in the Locations section of the adapter.
  • Division Code – Viventium provides the value for this field.
  • Client ID - Vivi
  • Postpone if After – Set the date after which no data exchange should occur.
  • Enabled - When you have completed the setup, enable the integration by clicking Yes. Leave this option set to No until the integration setup is complete.

    Users Settings

  • Users – Add users to this list if you wish to allow them to change the configuration.
  • A user’s access to events processed by the configuration is controlled by granting the API integration role to the user. Contact Selerix Technical Support for assistance with this task.

    Error Notification Settings

    This section contains options for notifications regarding the integration.

  • Send Error Notifications – Select this option to choose to Send error notifications from the case.
  • Notification Interval – Select how often error notifications should be sent.
  • From – This option is preset, based on the user currently logged into the case, going through setup.
  • To – Select the user to receive the notification.
  • Add – Click this button to add users to the notification.

    Locations Settings

    The Locations section allows you to configure the source for the location and the department. These are mapped to fields provided by Viventium.

  • Location Source – Select the source for the location field.
  • Department Source - Select the source for the Department field.
  • Associated Locations - Locations are mapped using Cost Center codes in Viventium. Enter the Company ID and Cost Center Codes from the Group Configuration spreadsheet by adding each location.

    Job Class Settings

  • Job Class Source – Select the source for the Job Class field.

    Options Settings

  • Value to Determine Primary Employee – Viventium allows one employee to be employed at multiple locations. Use this setting to map which location is used to determine eligibility in BenSelect.
  • Begin/End Date Processing: Select the date used by the payroll provider to process the deduction. Options include: Coverage Effective Dates, Coverage Deduction Dates, Pay Period Start, Pay Period End, Pay Period Start +1 and Pay Period End -1. Choose the relevant option according to your payroll deduction schedule.
  • Deduction Mode – Select the option for sending coverage data that applies to the case. All Coverage Data will send all coverage data within the same Add/Change/Delete transaction, while Affected Coverage Data will send only the affected data within the same Add/Change/Delete transaction.
  • Auto Add Departments – Select to auto-add.
  • Skip Updates if employee is inactive (terminated) :When selected, terminated employees will not be updated.
  • Transfer Deductions with Employees – Select this option to allow the user to choose to let the deductions transfer with an employee to a new location, instead of treating the transaction as termination at one location and a new coverage at the new location.
  • Skip Updates if employee is inactive (terminated) - When selected, terminated employees will not be updated.
  • Skip Updates After: Set the number of days after which no updates are made.

    Connection Settings

  • Connection – Select Production.
  • Auto-sync – Select Inbound Events and/or Outbound Events, to automatically sync the system with these types of events. These changes will be made without any HR/Admin review.
  • UserName – Enter the UserName for the Viventium system.
  • Password – Enter the password for the Viventium system.
  • Sync All – If you leave the Auto-sync options deselected, select Sync All will sync all payroll processes.

    System of Record Settings

  • Set Employees to Viventium; set Benefits to BenSelect.

    STEP 6: SET UP EDI DEDUCTION CODES

    To ensure that the right codes for deductions and earnings are communicated through the Viventium integration, set up EDI Deduction Codes. This step assumes the following regarding Viventium (as the Payroll department integration):

  • Viventium is set up as a Payroll department and selected on the associated Pay Groups
  • Viventium is assigned access (via Case Info >> Access)
  • Viventium is selected on the Deduction Processing tab on the Benefit Plan
    To set up the deduction codes:
    1. Go to Case Setup >> EDI. The Electronic Data Interchange (EDI) screen displays tabs for setting up EDI parameters.
    2. Click the Deduction Codes tab.
    3. Select the Payroll Company (typically set up as Viventium).
    4. Click the Add icon.
    5. For each plan that you are sending, set up the Job Class, Plan, Product, Tier, Pretax/Post-tax, Deduction Code, Deduction Name, Deduction Type, Deduction Subcode, and Deduction Subtype as required by Viventium.
    6. Ensure that the Deduction Code matches the Deduction Codes on the Deduction Codes tab of the spreadsheet.
    7. Ensure that Deduction Subcodes match the Earning Codes on the Earning Codes tab of the spreadsheet.
    8. Click Save after you have set up all options.

    Best Practice for Handling OE with a Payroll Integration

    During OE, clients typically do NOT want new plan year deductions sent, until a specific point. You should check with the client before sending any new plan year deductions.

    The Viventium Integration Adapter has this option: Postpone if after. This field is used to:

  • Hold transmission of any deductions later than the given date, as long as the date is in the future.

    • For example, suppose the date is set to 12/28/2025. Up to December 28th, the system will delay delivery of deduction changes effective after 12/28/2025. After December 28th, this setting will be ignored, and deduction changes will be sent without delay. Deductions whose delivery is postponed will show up in the Ready for Processing category. They will accumulate there until the given date passes. This is acceptable for two reasons:

  • This list is otherwise very short. Events appear only for a few moments, then they are moved to other categories (errors or successfully processed).
  • These future events should drop to the end of the list, since their scheduled processing dates are in the future. While most useful for cases with multiple plan years, this setting can also be used for any open enrollment in which the Payroll integration provider does not want to receive the deduction changes for OE yet.
    • Note: If there are new products added for open enrollment, make sure and add the deduction codes and earning codes in EDI to ensure those deductions are sent to the payroll via the API integration.
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