web benefits admin user guide - docs.paylocity.com benefits admin guide.pdf · please exercise...

www.paylocity.com | +1.888.873.8205 | Copyright © 2017 Paylocity. All Rights Reserved. September 2018

Web Benefits Admin User Guide

www.paylocity.com | +1.888.873.8205 | Copyright © 2017 Paylocity. All Rights Reserved September 2018

Table of Contents Navigate to Web Benefits ................................................................................................................................................. 3 Accessing Employee User Accounts ................................................................................................................................ 4

Employee profile .......................................................................................................................................................... 4 Active coverage ........................................................................................................................................................... 5 Event history ................................................................................................................................................................ 6 Family .......................................................................................................................................................................... 6

Adding a New Dependent ........................................................................................................................................ 6 Viewing & Updating Existing Dependent Data .......................................................................................................... 7 Marking a Dependent as Disabled ........................................................................................................................... 8

Beneficiaries ................................................................................................................................................................ 8 Entering & Modifying Employee Enrollments ................................................................................................................ 9

Impersonating an Employee .................................................................................................................................... 9 Entering a Life Event for an Employee ....................................................................................................................10 Setting up a Special Enrollment Window .................................................................................................................11 Manage Benefits .....................................................................................................................................................12

Maintaining Alerts and Approving Enrollments .................................................................................................................17 ADMIN Alerts ..............................................................................................................................................................17 Approving Enrollments ................................................................................................................................................18

Enrollments Dashboard ..........................................................................................................................................18 EOI Dashboard .......................................................................................................................................................18

Earnings and Deductions Dashboard ..........................................................................................................................19 Cobra Dashboard .......................................................................................................................................................20

Dynamic Census Report .................................................................................................................................................27 Content Management ......................................................................................................................................................29 Data Flow: Web Benefits, Web Pay, & Carriers ...............................................................................................................34 Maintaining Demographic Information in Web Pay ...........................................................................................................35

Updating a Benefit Class for Existing Employee ..........................................................................................................35 Maintaining Benefit Base Salary ..................................................................................................................................36

How to Resolve Admin Alerts ..........................................................................................................................................37 Your Responsibilities ..................................................................................................................................................40


Navigate to Web Benefits Web Benefits is accessible directly from your Web Pay Employee Self-Service portal. Within the portal, there are two ways to access the benefits system:

1. Log into Web Pay and select Web Benefits.

2. Click ‘Manage My Benefits’ within the Benefits panel.


Accessing Employee User Accounts To find your employees and access their data, navigate to Benefits > Employee Search

On the Employee Search page, you can search for employees by part or full Last Name, First Name, SSN, and EE ID. Once you find your employee, click on their name (blue link) to access their user account. EMPLOYEE PROFILE The first section is the Employee Profile area where you will see the demographic data on this specific employee. All of this information displays from Web Pay in Web Benefits. You are unable to edit this data in Web Benefits. All changes should be made in Web Pay.


The items listed in the left side panel allow you to navigate to different sections of the employee’s account and are the areas where you can review benefit coverages, access dependent data, create special enrollments, and more.

ACTIVE COVERAGE The Active Coverage section allows an admin to view all enrollment information and plan selections for employees and dependents (if applicable). You can change the date in the “Viewing coverage as of” field to view historical or future enrollment information. Click View PDF to view or print the Enrollment Confirmation Statement. IMPORTANT NOTES:

• Select the applicable expand icon to view coverage details for the selected plan. Select the collapse icon to collapse the section.

• Select Expand All to view coverage details for all plans. Select Collapse All to collapse all sections.


EVENT HISTORY The Event History section displays the enrollment events processed for an employee. The Active Only tab displays the current active enrollment. Select All to view all enrollment events for an employee.

FAMILY The Family Information section allows admins to view an employee’s dependents, update dependent information, and add new dependents.

Adding a New Dependent To enter a dependent into the system for an employee, click +Add. On the next screen, you will be able to enter the dependent’s demographic information. Please note:

• Any field with an asterisk is a required field. • Address information will default to the employee’s address, but this can be modified.

Once all information has been entered, click Save.


Viewing & Updating Existing Dependent Data To modify an existing dependent in the system for an employee, click the dependent’s name. On the next screen, you will be able to edit the dependent’s demographic information.


Marking a Dependent as Disabled To mark a dependent as disabled, select “Yes” in the Disabled field. This will override the maximum age rules and not terminate the dependent’s coverage.

BENEFICIARIES The Beneficiaries section allows an admin to view the current beneficiaries an employee has designated as well as add beneficiaries for an employee. All dependents listed on the Family Information page will appear by default on this page. To add a beneficiary not listed, click Add Beneficiary.


ENTERING & MODIFYING EMPLOYEE ENROLLMENTS There are multiple ways for an admin to enter elections on an employee’s behalf and/or modify elections made by an employee. Impersonating an Employee This functionality allows an admin to log into the system as an employee and step through an enrollment (if open) on the employees’ behalf. This feature allows you as the administrator to see the same information, view, data, etc. as the actual employee. This can also be a great way to assist your employees through their enrollment from a remote location. You can Impersonate the employee two ways-

1. Click Impersonate under the Actions section on the Employee Search page.

2. Within the employee’s account, hover over the ellipsis (three dots) in the top right corner. Click ‘View As’.

Click ‘Start’ within the Action Needed section to begin the enrollment process.


Entering a Life Event for an Employee The Life Event section allows an admin to set-up and complete a life event for an employee. To process a life event, Impersonate the employee. Click ‘Change My Coverage’. Choose the appropriate life event from the drop down menu. Enter the effective date of the life event. Click ‘Start’ when you are finished. At this point, either you can go through the enrollment event for the employee, or they can log in and complete the life event enrollment themselves.

If you will complete the life event for the employee, click “Start Your Enrollment” to add/update dependent information and benefit elections for the employee.

After all elections are entered, you can review the elections prior to submitting the enrollment. Click ‘Submit’ when you are finished. The Life Event enrollment will pend administrator approval.


Setting up a Special Enrollment Window The Special Enrollment section permits administrators to open an enrollment window for an employee (i.e. you would like to allow an employee who missed open enrollment or their new hire enrollment more time to complete their enrollment). Administrators can also use Special Enrollments to update employee and/or dependent benefit coverages and/or effective dates.

1. Enter the Effective Date of benefits 2. Window Begin and End Date determine how long the window will remain open. 3. Effective Date determines when coverage will go into effect for the elections made in this special enrollment

window. 4. Carry Contributions Elections Forward: If set to Yes, allows previous contribution plans (HSA, FSA, etc) to pull

forward to this event. If set to No, elections will be reset to $0. 5. The Notes section is an optional field. 6. Click Start when finished. To enter the enrollment on the employee’s behalf, click ‘View’ under the Open Special Enrollment section. The window is now also available to the employee to complete their enrollment.


Manage Benefits Manage Benefits may be used in situations where the enrollment has to be corrected or an exception to a plan rule must be applied. If an employee does not have an enrollment window open (e.g. new hire, life event, etc.), Manage Benefits allows the administrator to override costs, coverage, amounts, effective dates, and plans when necessary. Examples of situations when an administrator may wish to use the Manage Benefits feature are:

• Coverage Effective dates need to be altered. • A manual override of coverage or premium is required. • An admin needs to make a correction to an enrollment event that has already closed. • You have an employee that you are making an exception for (e.g. you are allowing an employee to enroll in

the HSA even though they are not enrolled in a qualified high deductible medical plan). Manage Benefits is also included to allow you, as an administrator, to enter enrollment information that does not necessarily follow your overall rules. When using this functionality, contingency and guarantee issue rules will not be applied. Please exercise caution when using this functionality. After accessing the employee’s account, click ‘Manage Benefits’ on the left side of the page.

Enter the effective date of the change (whether you are adding or waiving coverage).


Select the Change Reason from the drop down. Admin Override is typically used. Enter any applicable notes (optional).

Click on the plan name or benefit type (if not currently covered) in order to make changes.

Note: If the employee is not currently enrolled, click “Update Election” after selecting the benefit type.


After locating the benefit(s) to be updated, enter the benefit changes (enroll or waive coverage for employees and dependents, edit costs, update coverage amounts, etc.).


Click on ‘Confirm Changes’ once you have updated the plan. Note: costs will automatically update once a plan is selected.

Once ALL changes have been completed and confirmed, click ‘Submit’.

Note: the system will display a warning message regarding any enrollments dated after the effective date used to update coverage. Click confirm to continue. A ‘Request Successful’ message will be displayed once this step is completed.


If retroactively updating coverage and events are processed after the effective date used in Manage Benefits, the system may generate an alert once the update is approved. Please review the employee’s active coverage once the updates are submitted. If coverage is accurate, the alert can be dismissed. If coverage is not accurate, please make additional changes by clicking on the ‘Resolve’ link, which directs administrators back to Manage Benefits to enter the updates. After using the effective date of the existing event, you will receive this message:

Reminder: Any saved changes will not pend for administrator approval. However, if applicable, the system may generate new earnings/deductions codes. These new earnings and deductions must be approved in Web Benefits in order for them to be sent to Web Pay.


Maintaining Alerts and Approving Enrollments The admin home page provides quick and easy access to pending actionable items. ADMIN ALERTS The admin alerts dashboard will list employee records that require administrator review and action. It will display employees with missing data in Web Pay that prevents the system from automatically creating the employee’s new hire enrollment. Also there is a notification for employees without a beneficiary designation assigned. Click the Admin Alerts dashboard from the admin home page. The system will display the employee’s first & last name along with a Message to advise you of the issue that needs to be reviewed and resolved.

Click on the Message link to view the message and action needed.

After the missing data is added to Web Pay, you can dismiss the alert by checking the box next to the employee’s name and click Dismiss Selected.


APPROVING ENROLLMENTS

Enrollments Dashboard Elections can be approved from the Enrollment dashboard. You can check the box next to each employee’s name or check the box next to the ‘Last Name’ header to include all pending employees on that page. See the below screenshot. Enrollments must be approved on each page. Click ‘Approve Selected’ to approve the enrollments on your current page. Please note: If you are approving multiple events for an employee, make sure you approve them in order. For example, an employee has 2 pending enrollments; 6/1 and 6/15. Approve the 6/1 event 1st then approve the 6/15 event. Approving out of order can cause data discrepancies.

In addition to approving/declining enrollments, the Enrollment dashboard can be used to view all enrollments processed for employees. You can adjust the criteria and view enrollments by employee, event, effective date, and status. Your search results can be exported to Excel by clicking the Export option.

EOI Dashboard Employees electing life insurance coverage amounts in excess of the Guarantee Issue amount or after their initial New Hire eligibility period may be required to complete and submit an Evidence of Insurability (EOI) form to the carrier. The carrier will review the EOI and determine whether the employee is eligible for the requested amount. In the meantime, the employee will remain at their current elected amount until a decision is made. Once the carrier notifies the administrator of the decision, you can approve or decline the pending enrollment in Web Benefits.


To approve or decline the pending enrollment:

• Click on the employee name • Select the appropriate decision date based on your carrier’s response • Click on either ‘Approve Selected’ or ‘Deny Selected’. Note: When updating EOI decisions for multiple

employees, update the decision status for all approvals first and then update any denied statuses next.

EARNINGS AND DEDUCTIONS DASHBOARD After the enrollments are approved, the system will generate the associated earnings and deductions for Web Pay. The earnings and deductions must be approved in Web Benefits to import into Web Pay. To approve the payroll codes & amounts, go to the Administration home page. Click the Earnings & Deductions Dashboard. You can approve pending payroll codes separately (check the box next to the employee’s name and click ‘Approve Selected’) or approve all pending payroll codes (click ‘Approve All’). The Approve All option will approve all codes in a pending status, not just the current page.

Important Information: If you have multiple events for an employee, you must approve the deductions/earnings in order. If you are using Agency Checks for HSA, you will need to setup an agency for any new enrollees and assign it to the employee’s HSA deductions/earnings accordingly.


COBRA DASHBOARD Purpose: The COBRA Dashboard includes information for both COBRA Rights events and COBRA Loss of Coverage events. This information is then gathered and sent to a third party administrator (TPA). The third party uses the information in order to administer COBRA benefits on behalf of the company. What the dashboard can do:

• Track COBRA Rights • Track COBRA Loss of Coverage • Allows for manual input of rights and loss of coverage events • Allows for manipulation of QE reasons and dates before being sent to a TPA • Is a gateway for this information to be sent to the TPA

What the dashboard does not do:

• Does not directly offer COBRA coverage to the employee or their dependents. This is administered by the TPA

How it works: COBRA Rights notices generate:

• Upon approval of a new hire's enrollment when they enroll in a COBRA eligible plan or • When an Employee is newly eligible for a COBRA eligible plan type (such as in a benefit class change)or • An administrator manually generates a rights notice


COBRA Loss of Coverage notices generate:

• Upon approval of several events types and can be created specifically for the employee only, a dependent only, or for the whole family.

• Initiating the COBRA loss of coverage is determined by who was covered in a COBRA eligible plan and who might be losing coverage in the given situation.


• The following events initiate a loss of coverage: Termination, Death, Divorce, Dependent Age Out, and benefit class changes. Additionally, an administrator has the ability to trigger a loss of coverage notice manually for

any employee or dependent covered under a COBRA eligible plan.

Overall • Once the notices are created, the administrator has to approve or reject the notices. After the notice is

approved, then the information is sent to the TPA on the next scheduled file. The administrator can also reject the notices at which time they would drop from the dashboard and the information is not be sent to the TPA.

• If an administrator wants to resend a notice to the TPA, they should use the 'Add New' functionality and submit a new record to be sent.

• Finally, an administrator can review all past history in this dashboard by manipulating the status field and searching in either the rights tab or the loss of coverage tab.


COBRA Rights pending list:

COBRA Rights manual add:


COBRA Loss of Coverage manual add:


A few important items to note:

• You must have plans designated as COBRA Eligible in the plan configuration and those plans must be attached to a valid plan year.

• The Employee must have a new hire enrollment approved for the rights notice to trigger automatically. • The Employee and/or Dependent must be covered in the plans that are being lost for the loss of coverage

notice to generate. • The loss of coverage event must be approved before a loss of coverage notice will trigger automatically.

Dynamic Census Report The Dynamic Census Report allows an administrator to report on enrollment data for both pending and approved enrollments along with employee & dependent demographic data. Additional features of the report include:

• company set reporting • add/remove fields • group by fields allowing counts and sums of data • favorites • saved reports • ability to see elected options versus actual coverage amounts for coverage level plans for instances where those

do not match (age reductions and EOI scenarios) • Point in Time • Groups and Aggregation • Column Selection • Filtering capabilities


• Excel and CSV report output • Report Save As

You can launch into the report by navigating to the Admin Dashboard and selecting the Dynamic Census Report link from the card (1). Additionally, you can launch into the report by selecting 'Reports - New' in the Reporting and Analytics Menu within Web Pay (2) (screenshots below).


Content Management Administrators can add text, documents, and/or links to Web Benefits through Content Management.

You can add two types of content to Web Benefits; Benefit Type Content and Benefit Plan Content. To access the Content Management section, navigate to Benefits >> Setup>>Content Management.

Benefit Type Content appears at the top of the related enrollment pages. For example, medical benefit type text appears at the top of the medical enrollment page.

Benefit Plan Content (text, links, and documents) - is tied to a specific plan and appears in two places. Within the enrollment window and within the Document Center. Please note: You must click the plan name in order to see the text, links, and documents.

Benefit Plan Content – Enrollment Window

Benefit Plan Content – Document Center


TO ADD CONTENT:

Below are instructions for adding Benefit Type Content and Benefit Plan Content. Within each section, administrators are able to add custom text, links and documents.

You will follow the same steps for adding text and content for each plan you wish to have additional information available for employees to review as they make their elections.

Benefit Type Content

Click on

Add.

First, select the type of content to be added.


Name: Enter the title for your

content.

Benefit Audience: Targets content to a specific class. (Optional)

Benefit Type: Select from dropdown.

Note: If adding Benefit Plan Content, a benefit plan will also need to be selected.


Benefit Message: Enter your custom message.

To delete link/document OR if “Add Link” or “Add Document” is selected in error, click “X” to remove.

2. Enter Display Text (link name) and paste the

URL to include a link to a website. If adding multiple

links or documents, determine the order by entering number values here (i.e. 1, 2, etc.)

2. Enter Display Name

(document name) and

click “Upload File” to attach the document.

1. Click Add Document.


Once all updates are complete and information added, click “Save” at the bottom of the page.


Data Flow: Web Benefits, Web Pay, & Carriers

Web Pay | Web Benefits | Carrier Data Flow

From Web Pay

• Employee Demographic Data = Name, Gender, DOB, SS#, Address, Work Email, Hire, Rehire, & Term Dates

• Employment Status (Active or Termed) & Employee ID

• Salary & Pay Frequency • Benefit Class Code

Into Web Benefits

Earnings/deductions import into Web Pay

From Web Benefits

Web Benefits = Employee ID / Payroll Deduction Code / Payroll Earnings Code / Deduction or Earnings per Pay Period Amount / Effective Begin or End Date

To Insurance Carriers From Web Benefits

Carrier Files (EDI Feeds)

HR enters New Hire Data and Demographic Data changes into Web Pay

Overnight process runs

Employee Enrolls into

Benefits

Admin Approves Benefit

Enrollments and Earnings/Deductions

Typically Weekly


• New hire templates have been updated with required fields needed for a record to load into Web Benefits

(Name, SSN, EE ID, DOB, Gender, Address, Benefit Class, and Benefit Class Effective Date are all required). • Approved earnings/deductions will feed into Web Pay via Web Link. • Vendor files are always full files that are sent weekly. • Enrollments are set to pend for HR/Admin approval.

Maintaining Demographic Information in Web Pay There are a few fields that are required in Web Pay in order for the Web Benefits to work properly. Your default new hire template has been updated with these fields. The required fields are:

• SSN and EE ID – Needed to create unique user accounts on Web Benefits • Date of Birth – Needed to calculate age banded rates • Gender - Required • Address – Required • Email – Required to send New Hire Email or other System Wide Emails • Rate/Salary – Required to calculate life volumes • Benefit Class This field is needed so that Web Benefits knows what class the employee is in, that way the

correct benefits at the correct price are shown to the employee. In WebPay this is is found under Human Resources Benefits Classes. Options available will be specific to your group’s benefit setup/requirements:

UPDATING A BENEFIT CLASS FOR EXISTING EMPLOYEE In Web Pay this is is found under Human Resources > Benefits > Classes.


To move an employee to a new benefit class: 1. Click Add. 2. Enter the new benefit class effective date (this would be the date their status changed). 3. Select a benefit class from the dropdown. 4. If your administrative period should not be applied, check the box “Do Not Apply Administrative Period.” 5. Click Save & Return.

MAINTAINING BENEFIT BASE SALARY This is used when an employee does not have an hourly rate or annual salary on file or when an amount other than current base annual salary should be used for benefit calculations. To Update:

1. Go to the employee’s Web Pay user account. 2. Once in the employee’s account, go to HR > Benefits > Classes and click on the employee’s most recent

benefit class effective date 3. Click ‘Override’ next to Benefit Salary 4. Enter the Benefit Salary Effective Date and the Benefit Salary amount 5. Click Save & Return.


How to Resolve Admin Alerts Below is information to assist you with researching employee accounts who appear on the admin alert dashboard. Missing Annual Salary:

For new hires, the effective date of the salary and benefit class must match the employee’s hire date. Also the annual salary must be in Web Pay in order for the system to calculate coverage amounts for salary based plans. If this is missing in Web Pay, Web Benefits is unable to generate the new hire enrollment window. To correct the employee’s account, you will need to update Web Pay. The overnight job will run and process changes the enrollment event.

Missing Benefit Class:

Click on the Benefits Tab-Classes, in order to see the employee’s assigned benefit class. In this case, the employee was not assigned a class. Without a benefit class, the system will not create a new hire enrollment. In order to add the benefit class Click on add.

In the next screen, enter the effective date for the benefit class. Since this is a new employee, use the hire date. Enter the effective date and select the appropriate benefit class.


Once entered click on save and return.

Once completed you will see that the benefit class was updated successfully.

Any changes completed in Web Pay require overnight processing in order to feed to Web Benefits.

Access the alerts area in the Administrative Dashboard.


You can select the employee’s name and then click on dismiss selected. This will resolve the alert.

Overnight, the system will create a new hire enrollment if the employee is still within their election period.

Additional Alerts:


Once updated click on Save.

Access the alerts area in the Administrative Dashboard. Select the employee’s name and then click on dismiss selected. This will resolve the alert. Overnight, the system will create a new hire enrollment if the employee is still within their election period.

Select the employee’s name and then click on dismiss selected. This will resolve the alert. You can advise the employee to update their beneficiary information. If the employee does not elect a beneficiary during the next enrollment opportunity, the alert will then display again at that time.

Important Note: If you click on ‘View Report’, you will be able to access a full beneficiary listing for your employees. This report is not available at this time through our current reporting method.

YOUR RESPONSIBILITIES


Our goal is to provide seamless, single data entry point service. However, you are responsible for the data flow and must monitor the transactions. If you find discrepancies, please contact either your Provider or Paylocity account manager. Paylocity will not be responsible for corrections resulting from missed/late contributions or deferral updates if we are not notified timely.

web benefits admin user guide - docs.paylocity.com benefits admin guide.pdf · please exercise...

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