[HR] How to update HR Benefits for annual enrollment

Created by Crystal Ann Harvey, Modified on Tue, 26 Aug at 8:18 AM by Crystal Ann Harvey

If you’re only updating select employees you would start in the HR Resource Benefits form but if you’re updating all employees after an open enrollment period you would start in the HR Benefit Code form. This article covers best practice for updating multiple Resources with new benefit rates.

Step 1

Open the HR Benefit Code form and the benefit code that needs its rates/effective date updated then select the Deduction/Liability codes tab

Select File > Move new rates to old

You will get 2 pop ups

First popup is - Confirm New Rate to be updated to old rate – select yes
Then second popup confirming the rates have been moved – select ok

Next add the new rates and Effective date for those rates

Tip: the effective date is only used to determine what rate to apply when adding the benefit to a resource.

Notice the Updated Y/N box is empty – this is correct for this stage of your process.

Tip: If you have employees that are making a change to their Benefit option you can do that now in HR Resource Benefits form or make the change after the next step as you will need to audit your changes to confirm all is correct before pushing them to PR.

Next select file again then Update Resource Benefits -This process moves the new rates to the resources benefit record

The HR Benefit update form will open

Enter the benefit code to update in the Benefit Code field

Check the Include Inactive Resources box if you want the system to update inactive resources.

Check the Only Update Matching Rates check box to update resources whose benefit rate matches the Old Rate field in HR Benefit Codes.

Tip: Typically you’ll leave this at the default setting of - Only Update Matching Rates

You’ll get a popup stating – New rates updated to HR resource Benefits

Repeat step 1 to update additional benefit codes or close the form

Notice the updated Y/N box is now checked – indicating individual resource benefits have been updated

Exit the HR Benefit form

Step 2
Open HR Resource Benefits Form

Everything you do in this form is to ensure your data is accurate and complete prior to updating the payroll module.

Tips: For any Resources that have changed options you can edit/add there information now. Verify the active box is checked - select grid view and filter on the Benefit code, then you can scroll over to the active box and see pretty quickly if any of your employee’s are not active for this benefit

Verify the rates updated by selecting the Deduction/Liability codes tabs, review the rate and Confirm the - Update PR box is checked

The Effective date listed on the info tab will not be the effective date you applied when updating the benefits in HR Benefit code and is not relevant when pushing the new rates to PR. It's only used to indicate the date on which this benefit becomes active for this employee/dependent.

If this benefit code is active for this resource and has been defined as an ACA health plan, then a date entered here also automatically populates the Effective Date field on the ACA Coverage History tab.

Once you’re satisfied the data is complete and correct - Exit this form

Step 3

Open the HR Update Benefit/Salary to PR form

Tip: Timing for this update is critical - don't do this step until the pay period the new benefit rates should start being applied is open or ready to be created. For example - new benefit rates with an effective date of Jan. 1st. You would not run the HR Update Benefit/Salary form to push the new rates to payroll until the final pay period of the previous year had been closed or the PR payroll Processing from for that pay period had been ran. There is no effective date field in PR Deductions/Liabilities form or PR Employee Benefits from so the rates are applied as soon as they are updated from HR

Create a new batch then check the Post Benefits to PR box and add the effective date, add the benefit code you want updated to the Benefit Code field then click the update button

Note: Specify the effective date for restricting the information being updated to PR. All salary and/or benefit changes that are effective on or before this date will be included in the update.

You should see your HR Resources populate the grid in this form.

Note: you can remove any unwanted HR Resources you see in the grid by adding their Id number to the HR Resource # field then click the Remove button

Once your satisfied with the data in this form click Post and validate and process the batch.