BN - Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance

GENERAL DESCRIPTION:

On Demand Event Maintenance is a screen used to manually run Benefits Administration (Ben Admin) in place of the automated Ben Admin processes that run every night Sunday through Thursday. Typically we use On Demand Event Maintenance to process manual enrollments such as ADM and SAV Events for enrollment purposes, but On Demand is also used for finalizing Events reported on the MSC Event Evaluation Report. Using On Demand Event Maintenance allows you to process participant Events quickly without setting up Run Controls, waiting for overnight Ben Admin to run, or switching to other pages to enter the employee enrollments. It also allows you to correct processing errors as they occur instead of running reports after the evening processes have run. This document will walk you through the fields found on the On Demand Event Maintenance screen and how to process an Event from Schedule/Prepare to Finalized.

PROCESS CONSIDERATIONS:
You may click on the links below to navigate directly to a section:

PROCESSING an ADM EVENT:

ADM Events  are used by a Benefit Administrator for the purpose of enrolling, changing, or canceling benefit enrollments outside of the employee self service functionality.

1.  Navigate to Benefits > Manage Automated Enrollments > Events > On Demand Event Maintenance.  Verify that an ADM Event does not already exist for the Effective Date you need.  If an Event exists, you can reprocess this event by following the steps in KB 58136.  If no Event exists with the Effective Date you need, proceed to step 2.

2.  Add an ADM Event to the BAS Activity Table with the appropriate Effective Date. (See BN - Adding Events to the BAS Activity Table )

3.  Navigate back to Benefits > Manage Automated Enrollments > Events > On Demand Event Maintenance, enter the employee's ID (Empl_ID) and click the Search button.

4.  Pending activities will appear at the top of the screen.  If there is only one Event pending, click the Schedule/Prepare button and then the OK button on the pop up acknowledgement window. 

Upd. Pending Screen

Ok Ackn button

Upd. ADM Prepared Status

Benefits Administration will have performed the following functions:

If more than one Event is pending, click the Show Activities button and a pop up box will appear allowing you to choose which Event you want to work with first.  Only one Event can be open at any given point in time.  Events must always be worked in Date, Priority, and then Event ID order to avoid Events becoming out of sequence.

Upd. Multiple Events Pending

5.  Click the Election Entry button to make your enrollment additions, changes, or to cancel benefits.  If the employee is currently enrolled in any benefit plans, the Event should pull through those current elections. 

9.2 Health Option Code

9.2 Health Option Code Look UP

Enroll All

9.2 Health Magnifying glass

9.2 Health Dependent Look up

6.  To change the current Benefit Plan election to a new election, replace the current Option Code with the new Option Code and enroll or cancel dependents as needed.  To cancel coverage for a Benefit Plan, choose the Waive Option Code for that Plan Type.

7.  Scroll down to the next Plan Type and repeat this process until all enrollments have been entered. 

8.  When all enrollments or changes have been entered, scroll to the bottom of the screen and click OK to return to the main On Demand Screen.  Click the Validate/Finalize button to submit your changes to the Base Benefit pages. 
Upd. Validate Finalize ADM
9.  A pop up box will appear letting you know that the process completed successfully.  Click the OK button to continue.

10.  Note that the Event now has a Event Processing Status of Finalized - Enrolled and the Event Status is now Closed for Processing.
Upd. Finalized Status
11.  It's important to verify that the Base Benefit Pages are accurate.  To verify enrollments, see BN - Review Benefit Enrollments .

You can also access a summary of these plans by navigating to:  Benefits > Review Employee Benefits > Current Benefit Summary BN - Current Benefit Summary
(NOTE:  The Current Benefit Summary will only show the plans that will be active as of today.  It will not show past or future elections.


PROCESSING an SAV EVENT:

Savings Events are used when an employee completes a paper Salary Reduction Agreement form to enroll, make a change, or cancel deductions completely for a Tax Sheltered Annuity (TSA) plan.  (Note:  Employees can choose to use self-service to make changes to deduction amounts for existing TSA plans.) 

1.  Navigate to Benefits > Manage Automated Enrollments > Events > On Demand Event Maintenance.  Verify that an SAV Event does not already exist for the Effective Date you need.  If an Event exists, you can reprocess this event by following the steps in KB 58136.  If no Event exists with the Effective Date you need, proceed to step 2.

2.  Add an SAV Event to the BAS Activity Table.  (See:  BN - Adding Events to the BAS Activity Table )

3.  Navigate back to Benefits > Manage Automated Enrollments > Events > On Demand Event Maintenance, enter the employee's ID (Empl_ID) and click the Search button. 

4.  Pending activities will appear at the top of the screen.  If there is only one Event pending, click the Schedule/Prepare button and then the OK button on the pop up acknowledgement window. 

Upd. SAV Schedule Prepare
Benefits Administration will have performed the following functions:

If more than one Event is pending, click the Show Activities button and a pop up box will appear allowing you to choose which Event you want to work with first.  Only one Event can be open at any given point in time.  Events must always be worked in Date, Priority, and then Event ID order to avoid Events becoming out of sequence.

Upd. Multiple Events Pending

5.  Enrollment Code, Enrollment Reason, and Application Received By date fields are not used for SAV Events.  Click the Election Entry button to make your enrollment additions, changes, or cancel benefits.  If the employee is currently enrolled in any benefit plans, the Event would pull through those elections. 

Upd. SAV Election Entry

6.  Scroll down to the Plan Type you wish to enroll in.  Using the magnifying glass or search option enter the Option Code.  For a list of all Option Codes, reference: 16838.  Once an Option Code has been selected, the deduction fields will be activated for entry.

SAV Option Code

7.  For Pre-tax Savings Plans, enter either a Flat Amount or a Percent of Earnings under the first row of data.  (NOTE:  If you choose a Percentage of Earnings equal to 100%, the employee will have their entire net payroll check diverted to the TSA plan, resulting in zero net earnings.)
SAV Pre Tax
For After Tax ROTH Plans, enter either a Flat Amount or a Percent of Earnings in the second row of boxes as shown below:
SAV After Tax
8.  When all enrollments have been entered, scroll to the bottom of the screen and click OK to return to the main On Demand Screen.  Click the Validate/Finalize button to submit your changes to the Base Benefit pages.
Upd. SAV Validate Finalize
9.  A pop up box will appear letting you know that the process completed successfully.  Click the OK button to continue.

10.  It's important to verify that the Base Benefit Pages are accurate.  To verify enrollments, see BN - Review Benefit Enrollments .

You can also access a summary of these plans by navigating to:  Benefits > Review Employee Benefits > Current Benefit Summary BN - Current Benefit Summary   (Please note that the Current Benefit Summary will only show the plans active as of today's date.  It will not show past or future elections.)

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ADDITIONAL RESOURCES

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