Steps to Add an EmployeeNote: The Benefits screen is only available in the Employee File if the school district has the Human Resources module. If desired, utilize the Adjust Benefits option (instead of following the instructions below) to quickly add a benefit to a group of employees all at once.
From within the Employee File, click the Benefits tab.
To add a benefit to the employee, complete the Benefits section by entering the following:
Enter the ID of the benefit 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.
Note: Only the active benefits appear by default when searching, but the filters can be changed if needed.
If applicable, enter the description of the benefit level for which option of the benefit the employee is enrolled 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 applicable, enter the date the letter for creditable coverage was received from the employee 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 the employee enrolled in the benefit, or the date 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 applicable, enter the date the employee 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 applicable, enter the date the employee withdrew from enrollment of the benefit, or the date 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.
Note: The date entered in this field must be on or after the date entered in the Enrollment Date field.
If a benefit level was entered or selected in the Benefit Level Description field, the type of that benefit level appears in the Benefit Level Type field indicating how the rate for the particular level is based. The Benefit Level Type cannot be changed.
If a benefit level was entered or selected in the Benefit Level Description field, the standard rates for that benefit level, if applicable, appear in the Employee Benefit Level Rate, Employer Benefit Level Rate, and Benefit Level Rate Total fields and cannot be changed.
If the benefit level does not have standard rates (the Employee Benefit Level Rate, Employer Benefit Level Rate, and Benefit Level Rate Total fields are blank), or if the employee has different rates than the standard ones that appear, enter the amount 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 will be rounded to 2 decimal places by the system. The system will automatically calculate the total of the two amounts and display the total in the Override Rate Total field.
If desired, enter any additional information to track for the employee and the benefit or benefit level in the Comments field. The comment can be up to 1,000 characters long.
If the benefit for the employee was converted to COBRA coverage, enter the reason for the change to COBRA, such as Termination of Employment or Reduction in Hours Worked, in the COBRA Reason field, or click the down-arrow button to select the correct one.
Note: If the COBRA Reason field is completed, the COBRA Start Date field must also be completed.
If the benefit for the employee was converted to COBRA coverage, enter the date when the coverage changed to COBRA in the COBRA Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: If the COBRA Start Date field is completed, the COBRA Reason field must also be completed.
If applicable, enter the date when the COBRA coverage for the benefit ended in the COBRA End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: The date entered in this field must be on or after the date entered in the COBRA Start Date field.
If the rate of the benefit for the employee is different during the COBRA coverage, enter the rate in the COBRA Rate field. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system.
Click the Save button.
If desired, complete the Benefit Payments section to track the payments made for the benefit for the employee. For each payment, enter the following:
Note: In most cases, this section will only be used to track payments made for the benefit if the employee is not currently working at the district but is getting the benefit and the benefit is paid by the individual employee; for example, use this section if an employee is able to continue health care coverage for up to one year after retirement, and the employee will write a check to the school district for the amount of health insurance who in turn pays the health insurance company. The history of payments made for benefits during a Payroll check cycle are not reflected here, but are available in Payroll, if needed.
Enter the date the payment was made in the Payment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the amount of the payment for the benefit in the Payment Amount field. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system.
If desired, enter any additional information to track for the payment of the benefit in the Comments field. The comment can be up to 1,000 characters long.
If the payment was made while the employee was on an FMLA leave, enter the FMLA leave request associated with the payment in the FMLA Reason/Date field. If desired, click the down-arrow button to select the correct one.
Note: If an FMLA leave is tied to the payment, the payment will also display on the FMLA screen in the Employee File for the specified leave.
Click the Save button.
The COBRA Payments section will only appear if a benefit was converted to COBRA coverage (the COBRA Reason and COBRA Start Date fields are completed). If applicable, complete the COBRA Payments section to track the payments made for the COBRA coverage of the benefit for the employee, if desired. For each payment, enter the following:
Enter the date the payment was made for the COBRA coverage of the benefit in the Payment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the amount of the payment for the COBRA coverage of the benefit in the Payment Amount field. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system.
If desired, enter any additional information to track for the payment for the COBRA coverage of the benefit in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
If applicable, repeat Steps 2-4 until all the applicable benefits and/or payments have been added for the specified employee.
Tip: A benefit can be added multiple times for the employee as long as the data is unique in the first six fields (Benefit ID, Benefit Level Description, Creditable Coverage Date, Enrollment Date, Waived Date, and Withdrawal Date).
Continue adding the remaining information for the employee if needed.