BenSelect:Admin:Employees:Employment

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.

User ID  

Allows setting a custom user id for employee login. Default is SSN or EID, setting this field allows that to be overwritten. Enter up to 256 ANSI alphanumeric characters for the Employee User ID.

Logon locked on  

Allows locking an employee out of self-service enrollment.

Change Credentials 

Click this link to open a dialog box. This allows an administrative user to update the Employee User ID and reset the PIN.

PIN 

Personal Identification Number. Password used by individual to access the system. If not specified, the default rule for the group is applied. PIN is alpha-numerical with a minimum of 6 characters.

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 employee login  

Timestamp indicating the date and time the employee last logged in via self-service enrollment.

Last change 

Timestamp indicating when the individual record was last updated.

Auto enroll 

Click the link to simulate an auto-enrollment. The system looks for existing applications, and if any exists, will apply or discard applications based on the benefit plan case wrapup rules. If no applications exist, then the system looks for prior coverage, and follows the enrollment rules for case wrapup. Confirmation forms are created. 

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 how to change PIN number below)
• Enrollment Status (See how to view/change 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. Click Update 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. Click 'Update 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.