Self Service Toolkit - Create Benefit Records for New Year

When a new Benefit Package is created, benefit records are not automatically created for employees. However, in order to enroll employees in benefits for a new Benefit Year, benefit records must first be created for each employee.

To Create Benefit Records:

  • Navigate to Employees > Setup > Benefits Management Setup > Benefit Plan Utilities

Note: It is most efficient to create benefit records only after all Cost information has been updated for the Benefit Package, and any other structural changes are made. It is also best to create the benefit records closer to the start of the OE in order to capture the most current elections

To create Benefit Records for a new Benefit Year, complete the following steps:

  • Navigate to Settings > Benefits Management > Plan Utilities
  • Step 1 – Select Utility tab
    • Create Benefit Records
    • Enter date of your new Benefit Year (i.e. 01/01/2011)

If you created a Rollover Mapping in step 4.6 and WISH TO ROLLOVER COVERAGES from a previous year, then check the box that reads: Use the following Rollover Mapping and then select the name of the Rollover Mapping that you created.

  • Step 2 – Select Plans tab
    • Select the new package or specific plans that you want to create new benefit records for. (Please see note below) Click Save and Continue.
  • Step 3 – Run Utility
    • You will see a summary of how the plan utility is configured, i.e., what it is about to do.
      Click Run Utility to create the new benefit records or return to previous tabs if changes are needed.

Note: Depending upon the number of employees, number of benefits, and complexity of eligibility rules being processed, the Benefit Eligibility Processing may take several hours to complete. As a general rule, please allocate one hour per benefit for every 1000 employees that will be processed. If processing over 3000 employees, we recommend processing one or two benefits at a time by repeating steps 3-7 until all benefits are processed.

As benefit plans are processed, entries are made in the System > Audit Log indicating the Start and End Date/Times associated with the Processing. As a result, the Audit Log can be used to track the progress of the processing or to confirm if a Benefit Plan successfully completed processing.

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