Note: Benefit types must be defined prior to adding benefits.
From the Human Resources screen, select the Maintenance menu, Benefits, and then Benefits.
At the Benefits screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique ID for the benefit in the Benefit ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.
Select the Active field to stipulate the benefit is currently being used at the school district. A checkmark will appear in the box if the field is selected. When adding a new benefit, the Active field is selected by default.
Enter a description for the benefit in the Benefit Description field. The description can be up to 40 characters long.
Enter the ID of the benefit type for which the benefit is included in the Benefit Type ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, enter the maximum age (up to 2 digits) a dependent of the employee can be and still be covered by the benefit in the Dependent Age Limit field.
If applicable, enter the maximum age (up to 2 digits) a dependent of the employee who is a full-time student can be and still be covered by the benefit in the Student Age Limit field.
If desired, enter any additional information to track for the benefit in the Comments field. The comment can be up to 1,000 characters long.
If needed, complete the Benefit Levels section to define the different options (levels) for which the benefit is offered and the standard rates for each, if applicable. To add a benefit level, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the Benefit Levels List, enter the correct type (Annually, Monthly, Semi-Monthly, Bi-Weekly, or Percentage) indicating how the rates for the particular option (level) are based in the Benefit Level Type field, or click the down-arrow button to select the correct one.
Enter the description for the option (level) in the Benefit Level Description field (for example, Single Rate, Married Rate, etc.). The description can be alphanumeric and up to 40 characters long.
If applicable, enter the amount of the standard rate paid by the employee for the option (level) in the Employee Benefit Level Rate field and the amount of the standard rate paid by the employer in the Employer Benefit Level Rate field. The system will automatically calculate the total of the two amounts and display the total in the Benefit Level Rate Total field; the amount displayed in the Benefit Level Rate Total field cannot be edited. The amounts can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system.
Note: Leave the Employee Benefit Level Rate and Employer Benefit Level Rate fields blank if there are not standard rates applicable to a number of employees for the benefit level (in which case, the individual rates can be specified on the Benefits screen in the Employee File for each employee).
If the rates for the benefit levels will change on a certain date, the new rates can be entered at this time by entering the date the new rates are effective in the Rate Change Date field (using the mm/dd/yyyy format or clicking the down-arrow button to select the desired date), and then entering the new amounts in the New Employee Benefit Level Rate field and the New Employer Benefit Level Rate field. The system will automatically calculate the total of the two amounts and display it in the New Benefit Level Rate Total field; the amount displayed in the New Benefit Level Rate Total field cannot be edited
If applicable, repeat these steps until all the benefit levels have been added for the specified benefit.
Click the Save button.