Manage HR Benefits in legacy HR

You can define and maintain HR benefit data that is used for creating and assigning benefits cases in the non-scoped version of HR.

The HR Benefits module contains a list of all open benefits cases and allows HR agents to enroll employees in the company benefit plans. HR agents can add and modify benefit providers and benefit types. Tuition reimbursement cases are managed through the HR Benefits module.

The following information is set up and maintained as part of the HR Benefits module. Employees can access HR benefits information and submit HR benefits cases from the HR Service Portal. HR managers or administrators set up and modify the information.

• HR Benefits Case Management
• HR Benefits
  • Beneficiaries
  • Dental benefits
  • Medical benefits
  • Pharmacy benefits
  • Retirement benefits
  • Vision benefits
• Benefit Providers and Types
• Tuition Reimbursements

HR specialists, generalists, and managers can perform any of the following tasks.

• Create HR benefits cases for employees to record the processing of HR requests, such as a request from an employee for tuition reimbursement or a request for information about a benefit.
• Create HR cases for automated HR processes, such as employee medical insurance enrollment.
• View HR benefits case information and manage the overall HR workload. For example, a manager can work with all HR cases that are not assigned.

HR benefits cases can have one or more associated HR tasks to manage individual pieces of work within the case.

Benefits case management in legacy HR

You can use HR dashboards, reports, and other HR management modules to monitor and manage HR benefits cases in the non-scoped version of HR.

You can view a list of all benefits cases in the HR • Benefits > Case Management > Benefits Cases module.

You can view a list of tuition reimbursement cases in the HR • Benefits > Tuition Reimbursements module.

Depending on your HR job function, you can use any of the following tools to help you with day-to-day HR benefits cases and operations.

• Dashboards, including the Overview, Overview (Reporting), and Manager Dashboard. Dashboards are a type of homepage containing reports and other widgets. You click a listed benefit record or a segment in a report to see details.
• HR reports, including reports available on the dashboards. Various HR reports are predefined for you, and you can create additional reports.

Create or modify a beneficiary in legacy HR

You can create, add, or modify an employee beneficiary using the HR Benefits module.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Employees request to create, add, or modify a beneficiary to a particular benefit plan by submitting a request through the HR Service Portal. A beneficiaries case is opened and can be viewed and managed at HR • Benefits > Case Management. Once a beneficiary is added to the HR application, HR agents can add the beneficiary to an employee benefit record using the lookup icon.

Procedure

1. Navigate to HR • Benefits > Benefits > Beneficiaries.
   The HR Beneficiaries list opens.
2. Click New to open a beneficiary record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 1. HR Beneficiary form

   Field	Description
   Full name	Full name of the beneficiary.
   SSN	Social security number of the beneficiary.
   Relation to employee	Relationship to the employee.
   Date of birth	Beneficiary birth date.
   Percentage	Percentage amount of the benefit distributed to the beneficiary.
   Benefit type	Type of benefit, such as, 401(k), Basic Life, Retirement Plan, or Voluntary Life.
   Beneficiary contact	Beneficiary contact information if available.
   Beneficiary type	Primary or contingent.
   Employee	The user who submitted the case. Click the lookup icon and select the user.
   Start date	Date when the benefit is active for the beneficiary.
   End date	Date when the benefit is no longer active for the beneficiary.

4. Click Submit.
   The beneficiary is listed in the HR Beneficiaries list.
5. To modify beneficiary data, find the existing beneficiary in the HR Beneficiaries list.
   You can use the list search menu by typing the beneficiary name and pressing Enter. You can also search on the employee name the same way.
6. Click the beneficiary name to open the form.
7. Modify the form.
8. Click Update.

Create or modify a dental benefit in legacy HR

You can add or modify a dental benefit for an employee using the HR Benefits module.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Employees can ask questions about dental benefits and request to enroll in a dental insurance plan by submitting a request through the HR Service Portal. A dental benefits case is opened and can be viewed and managed at HR • Benefits > Case Management.

Procedure

1. Navigate to HR • Benefits > Benefits > Dental Benefits.
   The HR Dental Benefits list opens.
2. Click New to open a dental benefits record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 2. HR Dental Benefit form

   Field	Description
   Name	The name of the benefit.
   Employee	The user who requested enrollment. Click the lookup icon and select the user.
   Provider	Insurance provider.
   Details	Any details about the benefit.
   Paycheck deduction amount	Dollar amount deducted from the employee paycheck toward the benefit.
   Beneficiaries	Family members eligible for the benefit.
   Start date	Date when the benefit is active for the employee and beneficiaries.
   End date	Date when the benefit is no longer active for the employee and beneficiaries.

4. Click Submit.
   The dental benefit is listed in the HR Dental Benefits list.
5. To modify dental benefit data, find the existing dental benefit in the HR Dental Benefits list.
   You can use the list search menu by typing the employee name and pressing Enter.
6. Click the dental benefit to open the form.
7. Modify the form.
8. Click Update.

Create or modify a medical benefit in legacy HR

You can add or modify a medical benefit for an employee using the HR Benefitsmodule.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Employees can ask questions about medical benefits and request to enroll in a medical insurance plan by submitting a request through the HR Service Portal. A medical benefits case is opened and can be viewed and managed at HR • Benefits > Case Management.

Procedure

1. Navigate to HR • Benefits > Benefits > Medical Benefits.
   The HR Medical Benefits list opens.
2. Click New to open a medical benefits record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 3. HR Medical Benefit form

   Field	Description
   Name	The name of the benefit.
   Employee	The user who requested enrollment. Click the lookup icon and select the user.
   Provider	Insurance provider.
   Enrollment form	Managed document employee uses to enroll in the benefit.
   Details	Any details about the benefit.
   Paycheck deduction amount	Dollar amount deducted from the employee paycheck toward the benefit.
   Beneficiaries	Family members eligible for the benefit.
   Start date	Date when the benefit is active for the employee and beneficiaries.
   End date	Date when the benefit is no longer active for the employee and beneficiaries.

4. Click Submit.
   The medical benefit is listed in the HR Medical Benefits list.
5. To modify medical benefit data, find the existing medical benefit in the HR Medical Benefits list.
   You can use the list search menu by typing the employee name and pressing Enter.
6. Click the medical benefit to open the form.
7. Modify the form.
8. Click Update.

Create or modify a pharmacy benefit in legacy HR

You can add or modify a pharmacy benefit for an employee using the HR Benefits module.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Employees can ask questions about pharmacy benefits and request to enroll in a pharmacy benefit plan by submitting a request through the HR Service Portal. A pharmacy benefits case is opened and can be viewed and managed at HR • Benefits > Case Management.

Procedure

1. Navigate to HR • Benefits > Benefits > Pharmacy Benefits.
   The HR Pharmacy Benefits list opens.
2. Click New to open a pharmacy benefits record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 4. HR Pharmacy Benefit form

   Field	Description
   Name	The name of the benefit.
   Employee	The user who requested enrollment. Click the lookup icon and select the user.
   Provider	Benefit provider.
   Details	Any details about the benefit.
   Paycheck deduction amount	Dollar amount deducted from the employee paycheck toward the benefit.
   Beneficiaries	Family members eligible for the benefit.
   Start date	Date when the benefit is active for the employee and beneficiaries.
   End date	Date when the benefit is no longer active for the employee and beneficiaries.

4. Click Submit.
   The pharmacy benefit is listed in the HR Pharmacy Benefits list.
5. To modify pharmacy benefit data, find the existing pharmacy benefit in the HR Pharmacy Benefits list.
   You can use the list search menu by typing the employee name and pressing Enter.
6. Click the Pharmacy benefit to open the form.
7. Modify the form.
8. Click Update.

Create or modify a retirement benefit in legacy HR

You can add or modify a retirement benefit for an employee using the HR Benefits module.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Employees can ask questions about retirement benefits and request to enroll in a retirement benefit plan by submitting a request through the HR Service Portal. A retirement benefits case is opened and can be viewed and managed at HR • Benefits > Case Management.

Procedure

1. Navigate to HR • Benefits > Benefits > Retirement Benefits.
   The HR Retirement Benefits list opens.
2. Click New to open a retirement benefit record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 5. HR Retirement Benefit form

   Field	Description
   Name	The name of the benefit.
   Employee	The user who requested enrollment. Click the lookup icon and select the user.
   Provider	Benefit provider.
   Details	Any details about the benefit.
   Paycheck deduction amount	Dollar amount deducted from the employee paycheck toward the benefit.
   Paycheck deduction percent	Percentage deducted from the employee paycheck toward the benefit.
   Balance	Amount of currency in the benefit account.
   Contributions	Employer match contributions.
   Beneficiaries	Family members eligible for the benefit.
   Start date	Date when the benefit is active for the employee and beneficiaries.
   End date	Date when the benefit is no longer active for the employee and beneficiaries.

4. Click Submit.
   The retirement benefit is listed in the HR Retirement Benefits list.
5. To modify retirement benefit data, find the existing retirement benefit in the HR Retirement Benefits list.
   You can use the list search menu by typing the employee name and pressing Enter.
6. Click the retirement benefit to open the form.
7. Modify the form.
8. Click Update.

Create or modify a vision benefit in legacy HR

You can add or modify a retirement benefit for an employee using the HR Benefits module.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Employees can ask questions about vision benefits and request to enroll in a vision benefit plan by submitting a request through the HR Service Portal. A vision benefits case is opened and can be viewed and managed at HR • Benefits > Case Management.

Procedure

1. Navigate to HR • Benefits > Benefits > Vision Benefits.
   The HR Vision Benefits list opens.
2. Click New to open a vision benefit record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 6. HR Vision Benefit form

   Field	Description
   Name	The name of the benefit.
   Employee	The user who requested enrollment. Click the lookup icon and select the user.
   Provider	Benefit provider.
   Details	Any details about the benefit.
   Paycheck deduction amount	Dollar amount deducted from the employee paycheck toward the benefit.
   Beneficiaries	Family members eligible for the benefit.
   Start date	Date when the benefit is active for the employee and beneficiaries.
   End date	Date when the benefit is no longer active for the employee and beneficiaries.

4. Click Submit.
   The vision benefit is listed in the HR Vision Benefits list.
5. To modify vision benefit data, find the existing vision benefit in the HR Vision Benefits list.
   You can use the list search menu by typing the employee name and pressing Enter.
6. Click the vision benefit to open the form.
7. Modify the form.
8. Click Update.

HR benefit providers in legacy HR

You can use HR Benefit Providers to maintain and add benefit providers and benefit types to the HR application.

The HR Benefits module contains a list of all benefit providers and types of benefits. HR agents can add and modify benefit providers and types.

The following information is set up and maintained as part of the HR Benefits > Benefit Providers module.

• HR Benefits Providers
  • Dental benefit providers
  • Medical benefit providers
  • Pharmacy benefit providers
  • Retirement benefit providers, such as 401(k) or IRA
  • Vision benefit providers
  • Voluntary life benefit providers
  • Short-term disability benefit providers
  • Long-term disability
  • Basic life benefit providers
• HR Benefits Types
  • Dental
  • Medical
  • Pharmacy
  • Retirement
  • Vision
  • Voluntary life
  • Short-term disability
  • Long-term disability
  • Basic life

Create or modify a benefit provider in legacy HR

You can add or modify a benefit provider using the HR Benefit Providers module.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Benefit providers can be viewed at HR • Benefits > Benefit Providers > HR Benefit Providers.

Procedure

1. Navigate to HR • Benefits > Benefit Providers > HR Benefits Providers.
   The HR Benefit Providers list opens.
2. Click New to open an HR benefit provider record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 7. HR Benefit Provider form

   Field	Description
   Name	The name of the benefit.
   Provider	The name of the benefit provider.
   Plan type	Type of plan, such as medical PPO or HMO or Total Life Platinum or Bronze.
   Active	Select to activate a plan provider in the system. Leaving the box empty or deselecting deactivates a provider in the system.
   Benefit type	The type of benefit, such as medical, dental, retirement.

4. Click Submit.
   The benefit provider is listed in the HR Benefit Providers list.
5. To modify benefit provider data, find the existing benefit provider in the HR Benefit Providers list.
   You can use the list search menu by typing the benefit provider or benefit name and pressing Enter.
6. Click the benefit provider or benefit name to open the form.
7. Modify the form.
8. Click Update.

Create or modify a benefit type in legacy HR

You can add or modify a benefit type using the HR Benefit Providers module.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Benefit types can be viewed at HR • Benefits > Benefit Providers > HR Benefit Types.

Procedure

1. Navigate to HR • Benefits > Benefit Providers > Benefits Types.
   The HR Benefit Types list opens.
2. Click New to open an HR benefit type record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 8. HR Benefit Types form

   Field	Description
   Name	The type of benefit, such as medical, dental, pharmacy.
   Value	Value name of benefit, such as pharmacy or medical.
   Active	Select to activate a plan provider in the system. Leaving the box empty or deselecting deactivates a provider in the system.
   Benefit class	Table name of benefit, such as sn_hr_sp_pharmacy_benefit

4. Click Submit.
   The benefit type is listed in the HR Benefit Types list.
5. To modify benefit type data, find the existing benefit type in the Benefit Types list.
   You can use the list search menu by typing the benefit type name or benefit value name and pressing Enter.
6. Click the benefit type to open the form.
7. Modify the form.
8. Click Update.

HR tuition reimbursements in legacy HR

You can maintain and manage tuition reimbursement cases for an employee using the HR Benefits module.

The HR Benefits module contains a list of all tuition reimbursement cases. HR agents can add and modify tuition reimbursement cases.

Create or modify tuition reimbursement in legacy HR

You can add or modify a tuition reimbursement for an employee using the HR Benefits module.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Employees can ask questions about approved courses and classes and request tuition reimbursement by submitting a request through the HR Service Portal. A tuition reimbursement case is opened and can be viewed and assigned at HR • Benefits > Tuition Reimbursements.

Procedure

1. Navigate to HR • Benefits > Tuition Reimbursements.
   The HR Tuition Reimbursements list opens.
2. Click New to open an HR tuition reimbursement record.
3. Complete the form.
   (The fields you see on the form depend on how the form is configured and what fields are selected to display.)

   Table 9. HR Tuition Reimbursement form

   Field	Description
   Course title	The name of the course.
   Employee	The user who requested tuition reimbursement. Click the lookup icon and select the user.
   School/Program name	Name of the school or program where the employee took the course.
   Course grade	Grade the employee received after completing the course.
   Course justification	Explanation of why the employee took the course.
   Status	Status of the reimbursement request, such as Approved or Paid.
   Course start date	Date when the course started.
   Course end date	Date when the course ended.
   Course cost	Cost of the course.
   Refund	Amount reimbursed to the employee.

4. Click Submit.
   The tuition reimbursement is listed in the HR Tuition Reimbursements list.
5. To modify tuition reimbursement data, find the existing tuition reimbursement in the HR Tuition Reimbursements list.
   You can use the list search menu by typing the course title or employee name and pressing Enter.
6. Click the tuition reimbursement to open the form.
7. Modify the form.
8. Click Update.

Approve a tuition reimbursement request in legacy HR

To approve a tuition reimbursement request, you review the submitted documentation and justification to ensure the course supports the employee job functions.

Before you begin

Role required: hr_basic or hr_approver_user

About this task

The employee who submits the request attaches the payment receipt and grades to the tuition form using the HR Service Portal. When the request is submitted, two HR tasks are generated: one to review and approve the payment, and one for payroll to process the payment.

Procedure

1. Open a tuition reimbursement request and click Start work.
2. Verify the documents that are attached and review them to determine whether to approve the request.
3. Optional: If one or more of the documents are not attached or are incorrect, click Suspend, select Document for the reason, and enter a note about the documents that you need.
   The HR case is suspended. The employee receives an email notification and responds by attaching the documents. You are notified when this action is completed.
4. Open the first task and click Start Work.
5. Complete one of the following actions.

   Option	Description
   Request is approved	Click Close complete, enter a note that the documents and reimbursement are approved, and click OK.
   Request is not approved	Click Close incomplete, enter a note about why you do not approve the documents or justification, and click OK.

6. To notify payroll that this request is approved for payment, open task assigned to HR payroll and enter a comment that the task is ready for work.
   This sends an email notification with the comment to the assigned payroll agent.

What to do next

After the payroll agent processes the payment, they notify you that the case can be closed.

Process a tuition payment in legacy HR

After a tuition reimbursement request has been reviewed and approved, you are notified that the task to process the reimbursement payment is ready to work on.

Before you begin

Role required: hr_basic or hr_task_writer

About this task

When the tuition reimbursement request was submitted, an HR task was created to process the payment. The HR agent who reviews the documents enters a comment in the HR task for payroll, and you receive email notification with a link to the task.

Procedure

1. Click the link in the email notification to open the HR task.
   You can also navigate to HR • Case Management > HR Tasks > Assigned to me.
2. Click Start work.
3. Complete the process in the payroll system to reimburse the employee.
4. In the HR task, click Close Complete, enter a note regarding the reimbursement, and click OK.

Result

When this task is closed, an email notification is sent to the HR agent assigned to the tuition reimbursement case. The HR agent can review the information and close the HR case.