Changing an Employee's Benefit Billing Record

To make changes to an employee's benefit billing record, use the Benefit Adjustments form.

Note: To quickly access the Benefit Adjustments import template in the Data Import Tool, select Import Benefit Adjustments. You can use the Benefit Adjustments import template to import multiple benefit adjustments for multiple employees at once to reduce the amount of manual work required.

To access this form and change an employee's benefit billing record:

Click the HR menu.

From HR|Change, click Benefit Adjustments. The form opens.

Fill in the following fields:

For this option

Provide this information

Employee

The Employee whose benefit adjustments you want to see. Either enter the employee name or Employee ID to display a list of matching employee records. To search for an employee associated with this client, either click the Employee hyperlink or press Ctrl+Enter with your cursor in this field to open the Employee Search Results selector.

The system lists any existing adjustments. To sort the records by a column, click the column header to toggle between ascending and descending order.

Next Pay Date:

The employee's next regularly scheduled pay date displays if that payroll is in the Ready state. (This field is for viewing purposes only.)

New Adjustment

To add a new benefit adjustment for this employee, click the New Adjustment hyperlink to open the Adjustment Details form.

Filter By Status

Use this filter to list all benefit adjustments for the employee by their status. You can choose one of the following dropdown options:

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All - To list all benefit adjustments for the employee.

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Outstanding - To list all benefit adjustments for the employee where Cycles Billed is less than Cycles.

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Complete - To list all benefit adjustments for the employee where Cycles Billed is equal to Cycles.

Filter By Plan

Use this filter to list all benefit adjustments for the employee by Benefit Plan.

A list appears showing the various benefit adjustments for the selected employee as per selections made above.

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A checkbox is available to the left of the header named Benefit Plan. You have the option to select this checkbox to select all benefit adjustments for the employee in bulk which have zero Cycles Billed. Click Delete to delete all such adjustments in bulk.

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A checkbox is available to the left of each benefit adjustment for the employee which have zero Cycles Billed. You have the option to select one or more and click Delete to delete the selected benefit adjustment(s) only.

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The Delete button will by default remain disabled. It will get enabled only if you try to either delete in bulk or delete selected benefit adjustments for the employee which have zero Cycles Billed. Once you click Delete, you will receive a confirmation stating <Number of adjustments selected> Adjustments will be deleted. Are you sure?

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Click Yes to delete the selected adjustments and return to the Benefit Adjustments form with the updated adjustment list.

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Click No to return to the Benefit Adjustments form without any changes. The selections remain.

Click Cancel to clear this form.

New Benefit Adjustment

To enter a new benefit adjustment for a selected employee:

Click the New Adjustment hyperlink on the Benefits Adjustments form. The Adjustment Details form opens up.

Complete these fields as required

For this option

Provide this information

Benefit Plan ID

The Benefit Plan that requires an adjustment. You can enter it here or click the Benefit Plan ID hyperlink and select it from the Select Benefit Plan dialog box. Once you click the Benefit Plan ID hyperlink, the Benefit Plan selector opens which displays the Group Benefit Plans offered by the client. You can use the various filters on the Benefit Plan selector to refine your search for example Plan ID or Name. You also use the following additional filters:

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The default High Deductible Plan (HDHP) filter status is All. You can choose any of the following options:

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All - The list will include both High Deductible Plans and plans that are not High Deductible Plans.

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Yes - The list will include only those benefit plans which are High Deductible Plans. It is indicated with a status Y in the list.

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No - The list will include only those benefit plans which are not High Deductible Plans. It is indicated with a status N in the list.

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The default Status filter status is Active. You can choose any of the following options:

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Active (Default) - The list will display only the active Group Benefit Plans offered by the client.

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Terminated - The list will display only the terminated Group Benefit Plans offered by the client

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Never Implemented - The list will display only the Group Benefit Plans offered by the client but were never implemented.

Period (yyymm)

The Period for the benefit plan in the format YYYYMM.

For example, 201710 for October 2017. If a the pay date for a payroll batch is within this period, the system processes the deduction from the employee's net earnings, after deducting taxes.

Start Date

The Start Date of the period when this deduction goes into effect.

Bill Amount

The amount to bill to the client per pay cycle as a result of this adjustment.

Employee Contribution

The amount to deduct from the employee's pay check per cycle. This amount is credited to the client to offset the billing amount.

Insurance Cost

The premium cost associated with this adjustment.

Bill Code

Read-only field that displays the related Bill Code for the selected Benefit Plan.

Note: The value in this field is fetched from the corresponding Group Benefit Plan based on the following criteria from the fields on the System Parameters and the Benefit Plan Setup forms:

System Parameters form (Require Prepay Benefit Account No. field)	Benefit Plan Setup form (One Month Prepay field)	The Bill Code displayed on the Benefit Adjustments form
No	Unchecked	Bill Code
Setup	Unchecked	Bill Code
Yes	Unchecked	Bill Code
Yes	Checked	Prepay Bill Code

If the identified Bill Code field is empty in any of the scenarios above, then the Bill Code field on the Adjustment Details modal form will display N/A as the value.

Deduction Rebate Bill Code

Read-only field that displays the related Deduction Rebate Bill Code for the selected Benefit Plan.

Note: The applicable deduction code value in this field is fetched from the Deduction Code in use for the employee enrollment based on the following criteria from the fields on the System Parameters, Benefit Plan Setup, and Employee Benefits Enrollment forms:

System Parameters form (Require Prepay Benefit Account No. field)	Benefit Plan Setup form (One Month Prepay field)	Employee Benefits Enrollment (Section 125 field)	The Deduction Code displayed on the Benefit Adjustments form
No	Unchecked	Unchecked	Deduction Code
Setup	Unchecked	Unchecked	Deduction Code
No	Unchecked	Checked	125 Deduction Code
Setup	Unchecked	Checked	125 Deduction Code
Yes	Unchecked	Unchecked	Deduction Code
Yes	Unchecked	Checked	125 Deduction Code
Yes	Checked	Unchecked	Deduction Code Prepay
Yes	Checked	Checked	125 Deduction Code Prepay

If the identified Deduction Rebate Bill Code field is empty in any of the scenarios above, then the Deduction Rebate Bill Code field on the Adjustment Details modal form will display N/A as the value.

Net Inv Effect

Takes the Bill Code and Deduction Rebate Bill Code values into account and accurately assess and calculates the Net Inv Effect. This will be blank for a new adjustment.

The following table illustrates the calculation method based on the values fetched in the Bill Code and the Deduction Rebate Bill Code fields:

Bill Code found?	Deduction Rebate Bill Code found?	Net Inv Effect Calculation
Yes	N/A	Bill Amount - Employee Contribution
N/A	Yes	(- EE Contribution)
N/A	N/A	0.00
Yes	Yes	(Bill Amount - Employee Contribution) - Employee Contribution

Note: The calculation of Net Inv Effect is refreshed when you change the Adjust Cycles on the Adjust Cycles pop-up window.

Comment

Descriptive comments about this adjustment, typically something that would help someone understand the benefit adjustment.

To view comments previously made in a manually created adjustment, either enter an employee in the Employee field or click the field and select one from the list that displays. The previously entered adjustment displays and also displays a comment if one was previously entered.

Adjust Cycles

Click this hyperlink to change the number of cycles.

Note: An informative text stating This action will divide the total of the original amounts by the new number of cycles. is displayed on the pop-up displayed.

Also, this hyperlink is available only if there are no Cycles Billed for that benefit adjustment record.

Cycles

The number of future payroll cycles to apply this adjustment.

Cycles Billed

For a new adjustment this value will be zero.

B/R Adjustment

The B/R Adjustment to apply to the benefits reconciliation process of this adjustment.

Retro Enroll

Check this box if the adjustment applies to a retroactive enrollment. Pre-tax contributions cannot fund any part of the premium for retroactive enrollments. Any Employee Contributions for this adjustment will be taken post-tax.

Ref. Number

This will be blank for a new adjustment.

Click Save to save this new benefit adjustment.

Click Close to close the Adjustment Details form at any time. Any unsaved changes will be lost.

Edit an Existing Benefit Adjustment

To edit an existing benefit adjustment for a selected employee:

Click the Benefit Plan hyperlink for the benefit adjustment that you want to edit on the Benefits Adjustments form. The Adjustment Details form opens up.

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When a benefit adjustment is pulled via the payroll process and the Cycles Billed value is updated to the next number in the sequence, the following corresponding information is now listed in the new table on the right of the form:

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Voucher # - You can click this hyperlink to open the Employee Voucher in a modal. You can navigate to the Benefits tab to view the adjustment details.

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Pay Date - The Pay Date of the Employee Voucher.

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Batch # - The Payroll Number of the Employee Voucher.

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Bill Amount - The amount to bill to the client per pay cycle as a result of this adjustment.

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Employee Contribution - The amount to deduct from the employee's pay check per cycle. This amount is credited to the client to offset the billing amount.

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Net Inv Effect - This will be blank for a new adjustment.

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Total - The total values for the Bill Amount, Employee Contribution, and Net Inv Effect columns of the vouchers.

Complete these fields as required:

For this option	Provide this information
Benefit Plan ID	This field is prepopulated with the Benefit Plan ID. You cannot change it
Period (yyymm)	The Period for the benefit plan in the format YYYYMM. For example, 201710 for October 2017. If a the pay date for a payroll batch is within this period, the system processes the deduction from the employee's net earnings, after deducting taxes.
Start Date	The Start Date of the period when this deduction goes into effect.
Bill Amount	The amount to bill to the client per pay cycle as a result of this adjustment.
Employee Contribution	The amount to deduct from the employee's pay check per cycle. This amount is credited to the client to offset the billing amount.
Insurance Cost	The premium cost associated with this adjustment.
Net Inv Effect	This field will be autopopulated.
Comment	Descriptive comments about this adjustment, typically something that would help someone understand the benefit adjustment. To view comments previously made in a manually created adjustment, either enter an employee in the Employee field or click the field and select one from the list that displays. The previously entered adjustment displays and also displays a comment if one was previously entered.
Adjust Cycles	Click this hyperlink to change the number of cycles.
Cycles	The number of future payroll cycles to apply this adjustment.
Cycles Billed	This field will be autopopulated with the number of cycles billed. When an adjustment record already has cycles billed, the Cycles Billed field for this adjustment will be read only.
B/R Adjustment	The B/R Adjustment to apply to the benefits reconciliation process of this adjustment.
Retro Enroll	Check this box if the adjustment applies to a retroactive enrollment. Pre-tax contributions cannot fund any part of the premium for retroactive enrollments. Any Employee Contributions for this adjustment will be taken post-tax.
Ref. Number	This field will be autopopulated.

Note: If the Cycles Billed field value is greater than 0 for a selected benefit adjustment record, then the Period (yyyymm), Bill Amount, Employee Contribution, and Insurance Cost fields become read-only. Also, the Adjust Cycles hyperlink is disabled in this scenario.

Click Save to save changes to this benefit adjustment.

Click Delete to delete this adjustment. The Delete button will remain active only if the Cycles Billed field for this adjustment is zero.

Click Close to close the Adjustment Details form at any time. Any unsaved changes will be lost.