From the Human Resources screen, select the Maintenance menu and then Employees.
Note: The Employee File can also be accessed from Payroll or Negotiations (if applicable), but the Adjust Benefits option will only be visible if the organization has licensed the Human Resources module.
At the Employees screen, select the Options menu and then Adjust Benefits.
The Adjust Benefits screen will appear.
Enter the ID of the benefit to add (or update) to the desired employees in the Benefit 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 description of the benefit level to assign to the employees for the benefit in the Benefit Level Description field. If the description 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 desired, enter the date to assign to the employees for when the letter for creditable coverage for the benefit was received in the Creditable Coverage Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter the date to assign to the employees for when they were enrolled in the benefit, or when the benefit enrollment became effective, in the Enrollment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter the date to assign to the employees for when they waived enrollment in the benefit in the Waived Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter the date to assign to the employees for when they withdrew from enrollment of the benefit, or when the benefit coverage ended, in the Withdrawal Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Only if the benefit (or selected benefit level) does not have standard rates, or if the employees for which the benefit will be added or changed have different rates than the standard ones, enter the amount to assign to the employees for what is paid by the employee for the benefit in the Employee Override Rate field, and the amount paid by the employer in the Employer Override Rate field. The amounts can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system.
If desired, enter any additional information to assign to the employees for the benefit in the Comments field. The comment can be up to 1,000 characters long.
Enter the function to complete (Copy Existing, Copy Existing with Dependents, Create New, or Update Existing) in the Update Option field, or click the down-arrow button to select the correct one. To add the specified benefit to only those employees with a particular benefit already set up in their files (for example, add Benefit B to all employees who are set up with Benefit A), enter Copy Existing. To add the specified benefit to only those employees and their dependents with a particular benefit already set up in their files (for example, add Benefit B to all employees and their dependents who are set up with Benefit A), enter Copy Existing with Dependents. To add the specified benefit to a group of employees (who currently do not have the benefit), enter Create New. To change the information to what is specified in the particular fields for the selected benefit for a group of employees (who currently have the benefit), enter Update Existing.
Note: If Copy Existing or Copy Existing with Dependents is specified as the Update Option, the new benefit will be added to the selected employees using the same information as defined for the existing benefit for Creditable Coverage Date, Enrollment Date, Waived Date, Employee Override Rate, Employer Override Rate, and Comments, unless new information is entered in these fields while completing this option; all other fields will be blank or use the information specified in the fields while completing this option (for example, the Benefit Level Description field for the newly added benefit will be blank for the employees unless one is specified while completing this option).
If Copy Existing or Copy Existing with Dependents was selected as the Update Option, the Benefit ID to Copy field is enabled. Enter the ID for which benefit the employees (and dependents, if applicable) must have already set up in their files in order to the get the new benefit added in the Benefit ID to Copy field. If the ID is not known, click the down-arrow button to select the correct one.
If Copy Existing, Create New, or Update Existing was selected as the Update Option, the Dependents List is enabled. If desired, to add the benefit to dependents of the employees who are getting the benefit added or updated, complete the Dependents List as follows:
In the Dependents List, specify the groups of dependents (based on their relationship with the employees) for which to add the benefit by clicking the box for the Selected column to the left of the desired relationship. A checkmark will appear in the box if the relationship is selected. To select all the relationships listed on the screen, click the Select All button located above the Dependents List.
If applicable, select the Use Age Limit field for any relationship in which to have the system only add the benefit to the dependents in that group if the dependent is not over the Dependent Age Limit or Student Age Limit (if applicable) as defined for the benefit. A checkmark will appear in the box if the field is selected.
Note: The Use Age Limit field is only enabled if the benefit being added or updated is set up with a Dependent Age Limit or Student Age Limit.
Note: If Copy Existing with Dependents is specified as the Update Option, the Dependents List is disabled and not applicable, as the benefit will only be added to the dependents who had the other benefit already set up (selected) in their files.
If Copy Existing, Copy Existing with Dependents, or Create New was selected as the Update Option, all the active employees who currently do not have the benefit appear in the Employee Selection List (on the bottom half of the screen); if Update Existing was selected as the Update Option, all the active employees who currently have the benefit appear instead. In the Employee Selection List, specify which of the employees to update by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Note: If Update Existing is specified as the Update Option and an employee has a benefit entered more than once in the Employee File (with different data in the first six fields), the employee will be listed multiple times in the Employee Selection List; in this case, select the benefit line(s) to update for the employee.
Click the Execute button to add or change the benefit for the selected employees (and dependents, if applicable) as specified.
When prompted, click Yes to continue.
After the process is completed, the system will display a message in the status bar.