Revision as of 14:03, 18 January 2012

Find an Employee

You can access all employees for employers assigned to your User ID, by searching for individual employees by last name, first name, Social Security Number, or Employee ID.

You may also use a wildcard character - % - in the First and Last Name fields to match any number of characters in a field. For example, if you enter the string Lin%, the search returns Linda and Linnette, but not Rosalin. If you enter %in, the search returns Linda, Linnette, Kristine, and more.

You may also enter partial names in the search box to widen the search.

To search for an employee:

1. Select Employees from the Enrollment menu. The Employees search window is displayed.
2. Enter all or part of the employee’s last name, first name, SSN or Employee ID.
3. Click Search. A list of employees that match the criteria you entered is displayed.
4. From the list that is displayed, click the name of the employee whose benefits information you want to enter starting with his or her employment information.
5. To enter the enrollment system for the employee you selected, click Enroll at the bottom of the screen. Benefits-Selection automatically opens the employee record in the Enrollment Site.

The Employment tab

The Employment tab of an employee record displays basic information about the employee, and allows you to edit personal information, change the employee’s pin number, and reset the employee’s enrollment status. Employee information is generally uploaded into the system through the Census file.

Name 

Enter at least a first and last name. If the middle initial and suffix are provided, enter them as well.

Social Security 

Enter the Social Security Number of the employee. The system stores the SSN without any dashes.

Employee ID

The employee ID is location-dependent and may not be unique for the entire case. It is only required to be unique at a specific location.

PIN 

Personal Identification Number. Password used by individual to access the system. If not specified, the default rule for the group is applied.

Enrollment Status 

Indicates the status of the enrollment for the individual; values include NotBegun, Incomplete, and Complete.

Pay Group 

Identifies groupings of employees who share the same payroll frequency, deduction frequency, and pay calendar.

Payroll Frequency 

Indicates the number of paychecks the individual receives during the calendar year.

Deduction Frequency 

Indicates the number of deductions per year (e.g., 12 for monthly, 26 for bi-weekly, etc.).

FTE 

Value between 0 and 1, indicating the percentage of full time equivalence. For plans to which it applies, the FTE percentage is used to reduce the employer contribution in an amount proportional to the FTE percentage.

As Of Date 

Timestamp indicating how current the information about the individual is. If a record for the individual already exists in the database, the database will only be updated if the As Of date is more recent.

Last change 

Timestamp indicating when the individual record was last updated.

Auto-enroll 

Link allowing you to automatically enroll the individual.

Date of Hire 

Earliest hire date with the group.

Eligibility Date 

Date, if different from Date of hire, on which benefit eligibility changed.

Termination Date 

Effective date of change in personal information (salary change, job status, etc.). If this field is not specified, the As Of date is used.

Current Status 

Indicates the status of the individual's employment. Valid values include: A'- Active, T - Terminated, C - COBRA, L - Leave of Absence

Location 

Name of worksite location to which the employee is assigned. Optional only if updating employee information.

Department 

Name of department to which the employee is assigned.

Job Class 

Name of location-specific eligibility class.

Title 

Job Title.

Salary 

Gross annual salary. This is used for computation of salary-based benefits such as life and disability coverage.

Hourly Wage 

Wage per hour based on salary and hours per week worked.

Hours per Week 

Hours worked per week.

Reason 

Enter a reason for updating the employee record.

Editing Personal Information

The following are editable fields on the Employment tab in an employee record.

• Social Security number
• Employee ID, PIN number (See "Changing the PIN Number" below)
• Enrollment Status (See "Viewing/Changing Enrollment Status" below)
• Pay group
• Payroll Frequency
• FTE
• As Of Date
• Date of Hire
• Eligibility Date
• Termination Date
• Current Status
• Department
• Title
• Salary
• Hours Per Week

To edit these fields:

1. Either select a different value from the drop-down list, or enter a new value. The Employment tab updates with the new information.
2. Press Save before moving to a different tab in the employee record.

Changing the PIN Number

If necessary, you may change the employee’s PIN number. This may be at the employee or employer’s request. You may change the employee's PIN number on the Employment tab of the employee record.

To change the PIN number:

1. Enter the new number in the PIN text box, and click the Change Pin link. The employee record updates, but the information does not display on-screen.
2. Press Save before moving to a different tab.

Viewing/Changing Enrollment Status

You can change the enrollment status of any employee record from the Employment Tab. This task is most often used when an employee or enroller needs to correct a mistake made during enrollment. This changes the employee’s enrollment status from Complete to NotBegun.

Enrollment Status of NotBegun 

Click the Auto-enroll option to automatically create applications for each plan based on the individual plan's auto enrollment rules. The employee’s enrollment status changes to “Complete”.

Enrollment Status of Incomplete 

Complete the benefit plan enrollment for this employee, either by clicking the Enroll button and selecting each option individually, or by selecting the Auto-enroll option.

Enrollment Status of Complete 

Click the Reset option to set the employee’s enrollment status to “NotBegun”.

	Clicking the Reset option deletes any pending application records.

For those employees whose enrollment status displays as “Inactive”, you will have to manually enable the employee’s enrollment.