Updating Automatically Based on Benefit Automation Rules

This procedure outlines the tasks to automatically add, change, and terminate employee benefits based on changes made by personnel actions. Employee Change Benefit Update (BN100) uses the benefit change audit records from Benefit Change Audit (BN35.1) and the automation rules defined to determine which benefits to update. If a change affects a benefit but no automation rules are defined, the update program lists the benefit with an error message and will not update the benefit.

Some employee changes appear on BN35.1 but will not trigger an update to the employee's benefits. Those changes include changes to an employee's birthdate, age, date used to calculate years of service (such as hire date or adjusted hire date), or smoker status. In addition, the application will not update employee benefits if the salary used for the coverage calculation was overridden on benefit entry.

Note: When you use personnel actions and employee groups, you need to set the update benefits indicator to Yes. If the indicator is set to No, change records are not created.

Individual Action (PA52.1-5) and Action Update (PA100) from the Personnel Administration application are used when you use the Employee Change Benefit Update (BN100).

Note: An employee must have benefits history for BN100 to consider changes to the employee. BN100 will not update new employees or employees newly eligible for benefits.

To update automatically based on benefit automation rules

Access Employee Change Benefit Update (BN100).
Type the name of the job in the Job Name field.
Type a Job Description. The job description helps you identify a batch job by providing additional information.
Complete the form using the following guidelines:

Through Date

If you want to select those benefit change audit records with effective dates equal to or earlier than a specific date, type the specified date.

Processing Group

If you want to update only a particular processing group, select the processing group.

Note: If you select a processing group, leave the Process Level and Employee Group fields blank.

Process Level

If you want to update only a particular process level, select the process level.

Note: If you select a process level, leave the Processing Group and Employee Group fields blank.

Employee Group

If you want to update only a particular employee group, select the employee group.

Note: If you select an employee group, leave the Processing Group and Process Level fields blank.

Create Dependents

Select whether or not to add dependent benefits for benefits that are automatically added.

BN100 calculates stop dates for non-spouse/domestic partner dependents when it adds the benefit based on the student and dependent ages defined for the plan.

If a dependent's age exceeds the dependent or student ages defined for the benefit plan, BN100 does not add coverage for the dependent.

Create Investment

Select whether or not to add investment account distributions for automatically added defined contribution benefits.

All of the investment distribution will go into the default investment account defined on Benefit Plan (BN15.1).

Report Sequence

Select whether you want the report sorted by employee, process level and department.

Employee Sequence

If you select employee in the Report Sequence field, select how you want employees sorted: either alphanumeric (employee name) or numeric (employee number).

Update

Select either Update or Report Only.

If you select Report Only, the application lists the benefits that are impacted by the benefit audit change records being processed. Error messages will display by any benefits that will not be updated so you can review them and make corrections as needed.

If you select Update, the application updates employee benefits based on the benefit change audit records and the benefit automation rules defined. The report includes all updated benefits and deductions, as well as benefits affected by benefit change audit records that are not updated because no automation rule exists. Benefit change audit records used by the program are deleted.

It is recommended that you run the report as Report Only, review for accuracy, and then run in Update mode.
Select the Add function.
Submit the report.

Related Reports and Inquiries


To	Use
Display plans an employee is enrolled	Employee Benefit Summary (BN51.1)
Display an employee's annual contributions and deductions in a benefit plan	Employee Benefit Detail (BN51.2)
Display participants of a plan as of a specific date.	Current Plan Participants (BN50.1)
Display an employee's flex periods	Flex Benefit Periods (BN46.1)
Display an employee's use of flex and pretax dollars for a flex benefit period	Flex Benefits Inquiry (BN46.2)
List employees current benefits	Employee Benefit Report (BN231)
Run a statement of an employee's current benefits	Benefits Statement (BN232)