Benefits

Human Resources > Workforce Administration > Search > Employee > Payroll Data

The grid in this section contains the benefit data that applies to the selected employee. Each benefit corresponds to a row in the grid. For benefits that have been set up through Benefits Administration, the edit and delete icons have been removed from the corresponding rows, and the coverage dates displayed are the payroll start and end dates from Benefits Administration.

Rows are sorted alphabetically by Benefit, beginning with those that have Open end dates. Clicking a row displays the Benefit Detail section below the grid. The fields in this section contain the details of the benefit selected.

The Effective Date of the benefit and the last date (Date Last Used) the benefit was applied to a payroll are displayed directly above the grid.

On first navigating to this section, you see only the active, or open, benefits as of the date on the timeline and future-dated benefits that do not have records.

To populate the grid with all benefits ever assigned to the employee, including those that no longer are active, click the View All button, located on the right side of the Benefits section header.

Once you have clicked View All, the button label changes to View Open. Click this button to repopulate the grid with active benefits only.

A column of check boxes on the far-left of the grid lets you create end events for multiple benefits at once. Select the check box next to each benefit that applies. To select or deselect all benefits in the list, select the check box in the column header.

If you select multiple benefits at once, the end date defaults to the last one used in payroll, but you may change the date. If there is not a last used in payroll end date, the end date defaults to the latest start date.

  • If the selected benefits have different last processed dates, the default effective date is the last processed date.
  • If the selected benefits have different last processed dates and one benefit has a start date later than the other last processed dates and does not have a last processed date, the default effective date is the start date.
  • If all benefits do not have a last processed date but have different start dates, the default effective date is the latest start date.

To add a benefit to the grid in the Benefits section, click the New button, located on the left side of the section header. The New Benefit pop-up opens, asking for the selection of a Benefit.

Click once in the field, and type the first few letters of the benefit you want. A short drop-down opens, showing only the benefits that match, or most closely match, your entry. When you see the benefit you want, click it to have it entered automatically in the field. You also may click the field prompt to select from a complete list of valid benefits that have been set up in Maintenance.

After making your selection, click OK. The pop-up closes, and the Benefit Detail section opens below the grid, the available fields determined by the Deduction selected in the pop-up.

If the benefit selected already exists, the section contains the entries for the most recent benefit record. If the benefit selected does not exist, all fields available for entry are blank.

To edit a benefit, click the corresponding edit icon , located in the far-left cell of the appropriate row. The Benefit Detail section opens directly below the grid, with the appropriate data enabled for editing.

Note: If an existing benefit has been used in a payroll, or if a payroll containing the benefit has been printed but not posted, the section opens in view-only mode, with a message saying the entries cannot be changed.

Enabled when a row in the grid is selected, the Create Event button creates a new coverage period and applicable details for the benefit selected.

Clicking the button opens a pop-up that asks for the Effective Date of the new version of the benefit. This date must be later than or the same as the Effective Date for the benefit selected.

Once the date is selected and the pop-up closed, if the End Date of the original benefit was Open in the Date Range column of the grid, it closes with the Effective Date of the new benefit, and the new benefit shows an Open End Date. The Benefit Detail section displays in edit mode below the grid, and the Effective Date contains the date selected on the pop-up.

Note: If an employee’s benefit detail is edited after the employee’s pay check has been calculated in a payroll, and if the edit date falls within the payroll date range, a warning diplays, saying that proceeding invalidates the employee’s calculated payroll and requires it to be recalculated.

Enabled when a row in the grid is selected, the End Event button opens a pop-up that asks for the date the selected benefit coverage is to end.

Once coverage has ended, the benefit shows the start and end dates in the Date Range column of the grid.

To delete a benefit from the grid, click the delete icon , located immediately to the left of the Benefit cell in the appropriate row. A dialog displays to confirm the delete. Only that particular effective-dated record is deleted.

Note: A benefit that has been used in a payroll cannot be deleted.

If multiple records exist for a benefit, the most recent displays. To view or edit the data associated with other records, click the arrows of the navigation control , located on the right side of the section header.

The fields and selections in this section are determined by the Benefit selected in the grid. The Amount, Percentage and Multiplier share one field, and the formatting and label of the field change based on the Benefit selected. The Limit field label changes based on the Limit Type set up on the benefit.

The following table contains descriptions of the fields in the Benefit Detail section:

Field Description
Effective Date

Date the benefit coverage becomes effective, available for processing in payrolls. It must be later than or the same as the Effective Date for the benefit selected.

The default entries, set up in Maintenance as of the date selected, populate the fields automatically.

Once the benefit is saved, this date may not be edited.

Note: Coverage dates cannot overlap.
End Date

Date the benefit coverage ends. This entry may be edited.

Note: This date cannot be later than the Effective Date of a subsequent benefit record.
Benefit Code and description of the benefit. This data comes from Maintenance and is view-only.
Declined

Lets Michigan Office of Retirement Services (ORS) users assign employees benefits with zero contributions so the employees are reported correctly on the Michigan ORS Report and transmittal file. The Create ORS Member Data process includes benefits that have been declined.

Note: An employee who chooses to contribute $0.00 to a defined contribution plan still needs to have wages subject to retirement and the 0% or $0.00 amount reported to ORS.

Selecting Decline disables and removes entries from the Override fields in the Values section of the benefit detail.

If a benefit has been used in a payroll (Last Used in Payroll date is displayed), the Declined check box is disabled.

A green check mark displays in the Declined column of the Benefits grid for any benefit that has been declined. If a benefit is an amount or flat percent, N/A displays in the Amount column. If it is a multiplier, N/A displays in the Multiplier column.

Payroll processing ignores benefits that are marked as declined as of the pay end date.

The Position Budgeting initialization process filters out declined benefits. Benefits may have gaps. An employee may have a benefit not declined, then declined in the same year. If the benefit is declined as of the start date of the budget year, it is not included in the Position Budgeting calculations. If a declined benefit is not declined as of the start date of the budget year, it is included in the calculations. If a benefit is not declined as of the start date, then declined later in the budget year, the benefit is stopped during initialization.

Budget year is 07.01.2017 - 06.30.2018

Benefit is not declined from 07.01.2017 - 10.01.2017, then declined on 10.02.2017

Benefit is stopped as of 10.01.2017
Last Used in Payroll Last payroll the employee received the benefit. This date is view-only. If a date is displayed here, only the End Date may be edited. All other fields in this section are disabled.

Values

The Default column in this section displays the data as set up for the benefit in Maintenance. You may use the Override column to override the default data.
Frequency Required. Tells how often the benefit is applied to the employee's pay. If the entry does not default from Maintenance, click in the field to select one from the drop-down.
Amount

Based on the benefit selected, identifies the benefit dollar amount, percent or multiplier. 

Amount:Closed displays when the benefit calculation method from Maintenance is Flat Amount or Amount Per Hour. If an entry is not defaulted from Maintenance, an override Amount is required.

Percent:Closed displays when the benefit calculation method from Maintenance is CA Additional EPMC, CalPERS, Flat Percent, Percent of Annual or Percent of Deduction. If an entry is not defaulted from Maintenance, an override Percent is required.

Multiplier:Closed displays when the benefit calculation method from Maintenance is Pay Rate. If an entry is not defaulted from Maintenance, an override Multiplier is required.

Percent
Multiplier
Benefit Maximum Cap set for the maximum benefit amount to be provided.
Year-to-Date/Life-to-Date Limit Limits the amount of the benefit by year to date or lifetime to date. The name of the field changes based on the setup in Maintenance.

If you do not want to save your entries, click Cancel. If you are satisfied with your entries, click Save. The benefits grid updates, and if Create Event was used, the new effective date displays in the Date Range column.

To save your entries and clear the Benefit Detail section for the entry of another benefit, click Save/New.

To assign user rights to the Benefits section, follow these steps:

  1. Navigate to Maintenance > new world ERP Suite > Security > Users. The User List page opens.
  2. Select (highlight) the user to be given rights to the Benefits section.
  3. Click Permissions. The Permissions page for the selected user opens, showing a grid of application components.
  4. Click the Show Search link in the top-right corner of the page. The Component Name, Application and Company Name search fields display.
  5. In the Component Name field, type Workforce Administration Payroll Datra.
  6. Select the Human Resources Application.
  7. Click Search. The grid refreshes to show only the Workforce Administration Payroll Data components.
  8. In the Workforce Administration Payroll Data - Benefits row, check the appropriate processes to assign the user.
  9. Click Save. 
  10. For the authorization to take effect, the user must sign off and sign on the system.