Benefits Administration. 2 At the end of this course, participants will be able to: Understand the benefits enrollment and participation policies and

Benefits AdministrationBenefits Administration

2Benefits Administration

At the end of this course, participants will be able to: Understand the benefits enrollment and participation

policies and transactions in SAP Understand termination of participation and COBRA

policies and transactions in SAP Run needed reports

Course Objectives


Agenda

Lesson Time

One: Introduction to Benefits Administration

Two: Benefits Enrollment and Participation

Three: Termination of Participation and COBRA

Four: Reports

Introduction to Introduction to Benefits AdministrationBenefits Administration


At the end of this lesson, participants will be able to:

Describe the role of the Benefits Administrator in SAP

Name 3 common Infotypes used in Benefits Administration and explain what they are used for

Display employee benefits plans

Lesson Objectives


Introduction to Benefits Administration

Employee Benefits are processed through the Benefits Administration module in SAP.

Benefits Administration contains all the processes required to offer

and enroll an employee into benefit plans such as: Medical, Dental, and Vision Plans

Medical Care and Dependent Care Spending Accounts

Life (enhanced and core), Accidental Death and Dismemberment (AD&D), and

Disability

Florida Retirement System (FRS)

Tax Sheltered Annuities (403B)

Employees renew their benefits annually, through Employee Self-Service, during the Open Enrollment period.


Key Terminology

Employment Status

Allows for division of employees into groups that define their relationship within SBBC for payroll purposes. For Example: active, inactive, withdrawn.

Employee Group Allows for the division of employees into groups that define their relationship within SBBC for reporting purposes. For example: active, inactive, terminated, or retired.

Employee Subgroup

A subdivision of the employee group which allows for further definitions of employees according to their status. For example, a distinction can be made between union, non-union, salaried, hourly, temporary, and substitute employees.

Personnel Area The Bargaining Group that represents an area within SBBC as determined by personnel administration, time management, and payroll accounting area.


Benefits Data and Infotypes

Infotypes are groups of personal data that is categorized based on content.

Each infotype contains different pieces of employee data.

Infotype 167Infotype 167Health PlansHealth Plans

NameNamePersonnel NumberPersonnel Number

Plan TypePlan TypeOptionOption

CoverageCoverage

Infotype 167Infotype 167Health PlansHealth Plans

NameNamePersonnel NumberPersonnel Number

Plan TypePlan TypeOptionOption

CoverageCoverage

NameNameNameName

Plan TypePlan TypePlan TypePlan Type

CoverageCoverageCoverageCoverage

Personnel Personnel NumberNumber

Personnel Personnel NumberNumber

OptionOptionOptionOption


Common Employee Benefits Infotypes

Infotype Action

0171 General Benefits Data – Display Only

0378 Adjustment Reasons

0021 Family Member/Dependents

0167 Health Plans – Display Only

0168 Insurance Plans – Display Only

0169 Savings Plans – Display Only

0170 Flexible Spending Accounts – Display Only

0236 Credit Plans


PA20: Displaying Benefits Data

Transaction PA20 allows for viewing of employee data. When viewing employee records through this transaction,

other users may also view the same employee record. Changes to employee data cannot be made using this

transaction. All benefits related infotypes may be viewed using this

transaction, security permitting.


PA20: Display HR Master Data

1

2

3 4

5

6


Infotype 0171: General Benefits Data

1

2

3


Infotype 0167: Health Plans

1

2

3


Infotype 0168: Insurance Plans

1

3

2


Infotype 0169: Savings Plans

1

2

3


Infotype 0170: Flexible Spending Accounts

1

3

2


Knowledge Check

Transaction PA20 allows for:

A. Delimiting employee information

B. Displaying employee information

C. Viewing employee benefit information

D. All of the above


Questions?


Agenda

Lesson Time




Four: Reports

Benefits Enrollment Benefits Enrollment and Participation and Participation


At the end of this lesson, participants will be able to:

Describe the SBBC benefits enrollment process. Enroll an employee in a benefits plan. Make changes to an employee’s participation in a

benefits plan.

Lesson Objectives


Benefits Enrollment Process


Enrollment Prerequisites

Before an employee can enroll in a benefits plan, they must have a General Benefits Data (Infotype 0171) established in SAP.

All dependents enrolled in a health plan must have a Family Member/Dependent (Infotype 0021) record in SAP.

Key Improvements in Benefits

Employees input their own life insurance beneficiaries in SAP through ESS.


Benefit Enrollment

Employees may be enrolled in benefits plans in the following ways: New Hire offer Open Enrollment offer through ESS


Benefits Enrollment: New Hire

All employees new to SBBC will have a “New Hire offer” plan available for 30 days from their date of hire.

Benefit Dept will enroll employees based on what they select on their forms.

The current process has not changed. See appendix from current manual.

Employees are enrolled through PA40 In the future employees may have more options to enroll

themselves online.


Benefits Enrollment: Automatic Offer

Automatic Plans Core life insurance & disability insurance are plans

paid by SBBC with no cost to the employee. Do not require employee selection. All SBBC employees are enrolled in Automatic Plans;

however an employee may choose to increase coverage in these plans.


Benefit Enrollment: Open Enrollment

During the “open enrollment” period employees select benefit plans for the upcoming year through ESS.

Employees who changed their health plan during open enrollment will not begin with their new health plan until their old plan has expired. Health plans effective dates are usually Jan. 1 – Dec. 31.


Change Notification to Vendors

All changes to benefits selections, including new hires and open enrollment must be communicated to benefits provider.

Active enrollments will be communicated to the Benefits Provider on a monthly basis via interface/report.


New Hire/Rehire Enrollment Process


HRBEN0001: Enrollment

1

4

5


HRBEN0015: Print Confirmation Form (continued)

1

2


PA30: Maintain Benefits Data

Once an employee is participating in a benefit plan, PA30 gives you access to infotypes where employee data can be changed.

When accessing an employee record, this record is locked from all other users preventing them from viewing or changing the record.

Any personal information changed on one infotype will automatically be updated in all other applicable infotypes.

Some employee information can only be delimited, not deleted.


PA30: Maintain HR Master Data

1

2

3 4

5

6


Infotype 0378: Adjustment Reasons

1


Infotype 0021: Family Member/Dependents

2

1


Infotype 0236: Credit Plans


PA40: Benefits Follow-Up Personnel Action


Knowledge Check

Which of the following ways can an employee be enrolled in a benefits plan:

A. Automatically

B. Open enrollment

C. Default

D. All of the above


Knowledge Check

To enroll an employee in a benefits plan, the employee must first have a General Benefits record,

Infotype 0171, established in SAP.

A. True

B. False


Knowledge Check

Use PA30 to:

A. Change employee data

B. View employee data

C. Delimit employee data

D. All of the above


Questions?


Agenda

Lesson Time




Four: Reports

Termination of Participation Termination of Participation and COBRAand COBRA


At the end of this lesson, participants will be able to: Terminate an employee’s benefits plan. Initiate the COBRA process.

Lesson Objectives


Benefit Terminations and COBRA Process


Termination of Participation

Upon termination of employment with SBBC, benefits plans must be terminated in accordance with the plans’ provisions.

COBRA benefits coverage must be offered to employee.


COBRA Benefits

The COBRA Process:• SAP event collection process is run to generate a list

of COBRA eligible employees and dependents• Notification letter is generated for eligible individuals

which specifies premium costs and length of coverage• Individual’s group health plan coverage is delimited

according to plan termination rules

Employee or dependent contacts insurance company directly to enroll in COBRA coverage and monthly payments are made directly to the insurance company.


HRBEN0014: Termination of Participation

1

2


HRBENUSCOB01: Collection of Qualifying COBRA Events


HRBENUSCOB02: COBRA Letter Generation


Knowledge Check

The COBRA process can only be initiated after:

A. Employee submits resignation

B. Employee’s last day of employment

C. Separation Personnel Action has been executed


Questions?


Agenda

Lesson Time




Four: Plan Overview Reports

ReportsReports


Reports

Plan Overview Reports Eligibility Reports Change Reports


Selection Criteria for Reports

1

2

3

4


HRBEN0006: Benefits Plan Overview


HRBEN0072: Participation Report


HRBEN003: Participation Monitor


HRBEN004: Evidence of Insurability (EOI) Monitor

1

2 3


HRBEN0077: Changes in Benefits Elections


HRBEN0083: Changes in General Benefits


Questions?

Documents

Benefits Administration. 2 At the end of this course, participants will be able to: Understand the benefits enrollment and participation policies and