[HR] How to Assign Benefits Manually

The HR Resource Benefits form is used to define and track benefit information for employees and their dependents. Benefits are identified by the benefit codes set up using the HR Benefit Codes form and can be added individually or through initialization. Initializing benefits allows for quick set-up of group of pre-defined benefits for an employee.

1. From the HR module's Programs folder, open the HR Resource Benefits form.
2. In the Resource # field, press F4 to select the resource for which you are defining benefits.
3. In the Benefit Code field, press F4 to select the code identifying the benefit for the employee.
4. In the Dependent Seq # field, press F4 to select a dependent for the benefit. If you are defining benefits for the employee, the number should be 0.
5. On the Info tab:

1. In the Benefit ID # field, enter the employee ID number for the benefit.
2. Check the Smoker box if the employee is a smoker.
3. In the Employer Cost of Benefit field, specify the cost amount of the benefit that is paid by the employer. This applies when defining benefits for the employee only (not a dependent).
4. If the benefit is part of a cafeteria plan, check the Benefit is a Part of a Cafeteria Plan box, and then specify the benefit amount paid by the employee in the Cafeteria Plan Amount field.
5. In the Beneficiary section of this tab, enter the name of the primary and secondary beneficiaries as well as the relationship that these beneficiaries have with the resources (e.g. spouse, son, daughter, etc.).
6. Under the Important Date Information section of this tab, enter the date this employee or employee’s dependent is eligible for the specified benefit. It will initially default the employee’s hire date unless the benefit code has an eligibility restriction.
7. In the Reminder Date field, enter a reminder date for an important action related to this benefit if necessary.
8. The ‘Active?’ check box indicates the status of this benefit for this employee/dependent. You can check this box if the benefit is active for this employee/dependent.
9. In the Effective Date field indicate the date on which this benefit becomes active for this
    employee/dependent.
10. In the Expiration Date field, indicate the date on which this benefit expires for this employee/dependent. This date does not affect any calculation and the system uses it for warning and reporting purposes for benefit expiration. When an expiration date is present, the ‘Reinstate This Benefit?’ check box becomes active. Check this box if this benefit will be reinstated for this employee/dependent, and then use the Reinstate Date field to specify the date the benefit will be reinstated.

    6. Save the record.

Notes: When a benefit is added for a resource, all deductions, liabilities, and earning defined for the benefit are automatically configured on the Deduction/Liability Codes and Earning Codes tabs. You can add other deductions, liabilities, and earnings as needed, but any codes added here are not updated in the HR Benefit Codes form.

In addition, the ACA Coverage History tab in HR Resource Benefits is used to record coverage history for resources and their dependents. This enables the system to accurately complete IRS "Form 1095-C - Employee-Provided Health Insurance Offer and Coverage" to report compliance with ACA requirements. If the coverage you offer is self-insured, you must report the months of coverage for each resource and their dependents in Part III of "Form 1095-C - Employee-Provided Health Insurance Offer and Coverage".

When you select the Active check box, if you have entered dates in the Important Date Information section of the Info tab, the system automatically creates a record on the ACA Coverage History tab. A record created this way is noted as "System Generated" in the Notes field. This system-generated note is only a visual indicator of how the record was created, and is not used in any processing. You may edit or delete it.

If you entered a Series 2 Code in the ACA section (indicating the resource's coverage status), the system also creates a record on the ACA History tab in HR Resource Master for the resource.

 Entering history data directly into the ACA Coverage History tab will not update the main Info/Grid tab.