PeopleSoft Training

Base Benefits

Fewer Clients, More Attent

Objectives
Illustrate the PeopleSoft Human Resource Base Benefits business
process.

Set up payroll deductions for benefit plans

Define and manage benefit plans and programs.

Enroll employees, dependents and beneficiaries in benefit plans.

Calculate benefit deduction amounts.

Use eBenefits self service functionality.

Use multiple jobs within benefits.

Agenda
Session 1
Business Process of Base Benefits
Setting up payroll deductions.
Setting up health plans.
Setting up life insurance plans
Setting up disability plans
(USA) Setting up saving plan
Setting up leave plans
Setting up flexible spending accounts
Adding new employees, dependents and beneficiaries.
Enrolling employees.
Calculating Deductions.
Processing leave accruals
Managing changes to plans, programs and employee enrollments
Using E-benefits self service functionality with Base Benefits
Using multiple jobs within benefits
Business Process Overview

Understanding how PeopleSoft Human Resource Base Benefits fits into PeopleSoft
HRMS.
The phases of the benefits process.

The relationship between benefit tables and employee data.

The PeopleSoft Enterprise Human Resources Base Benefits components.

Relationship Between PS Enterprise HR Base Benefits and PS
HRMS
Difference between Base Benefits & Benefits
Administration

Base Benefits PeopleSoft Benefits Administration

Manual. Automated.

Administrator decides eligibility System decides eligibility internally

externally through Eligibility Rules.
Delivered with PeopleSoft Human Purchased as a separate product
Resource
N/A Designed to maintain a flexible credit
program
N/A Automates cross-plan validation
PeopleSoft Base Benefits Integrations
Phases of Benefits Process

Benefits Process has four phases:

Set up Benefit plans and supporting tables

Include benefit plans in one or more benefit programs
Assign employees to benefit programs and enroll them into benefit
plans
Calculate benefit-related deductions
Phase One: Setting Up Benefits Plans and Supporting
Tables
Availblable Plan Type by Category for benefit deduction
Phase One: Setting Up Benefits Plans and Supporting
Tables
Benefit Supporting Table Description

Plan Type Plan Types are:

Two character, alphanumeric codes
Stored in the Translate Table
Deduction Table In this table, define:
Payroll processing rules
Deduction frequencies
Special rules relating to deduction.
Provider/Vendor Table In this table, define:
Carrier information and contacts
Group numbers
Benefit Plan Table In this table, define:
Plan description and Plan providers
Default deduction codes
Plan attributes Tables Define additional processing information about a benefit plan. This is
a continuation to the Benefit Plan Table.
Rate Tables In this table, define:
Coverage Costs
Who pays for the plan the employer, the employee or both
Calculation Rules Table In this table, define:
As of dates for age, service, premium and coverage calculations
Rounding rules
Which salary fields to use: Annual rate or Benefit Base Rate
Phase Two: Including Benefit Plans in Benefit
Programs
Benefit Program
A collection of benefit plans
Differs by group of
employees(Regular Employees,
Contract Employees)
Benefit Plan
A specific benefit offering within a
plan type, such as basic dental or
enhanced dental.
Defined through multiple components
such as rate tables and calculation
rules
Offered in benefit programs
Phase Three: Assigning Employees to a Program and
Enrolling in Plans

Each benefit program can have multiple plans of each plan type. After
Employees are assigned to benefit program, they can select any
combination of the plans within the program
Phase Four: Calculate Benefits Related Deductions

Deductions can be processed through PeopleSoft NA Payroll or

PeopleSoft payroll Interface. When and employee is paid through payroll
for North America, deductions and coverage are processed through
payroll. If Payroll interface is used then run the deduction calculation
process.
Relationship Between Benefits Tables and Employee
Data

Benefits tables store information about the benefit plans that a company
offers, such as types of plans, premium costs and enrollment rules for
plans

Employment data includes employee benefit plan enrollments,

coverage levels, dependents and beneficiaries.
PeopleSoft Base Benefits Components
Payroll Related Table
Table Use

Deduction table Establish payroll deductions for benefit plans

Earnings table Define earnings code for leave categories to track holidays,
vacations, sick time and personal time
Pay Group table Link a benefit program to a pay group. The system defaults this
benefit program at the time of new hire.
Base Benefit Table
Table Use

Provider/Vendor table Identify plan providers

Benefit Plan Table Define benefit plan and assign a provider to plan.

Plan Attributes Table Define the details of a specific plan type e.g. health plan.

Rate Table Identify who pays for the plan and how much is paid

Calculation Rules Table Define basis for premiums, coverage & service calculations

Benefit Program Table Define benefit program and attach benefit plans to the program
PeopleSoft Base Benefits Components

Component Use
Add a Person Enter a persons biographical and contact information into the
database.
Job Data Enter the employees work location, job status, payroll and
salary plan
information, and compensation details.
Benefit Program Assign the Employee to a benefit program
Participation
Setting Up Deductions

These are three options for setting up

deductions:
One deduction for each plan type.
One deduction for each plan type and benefit plan combination.
One deduction for each plan provider.

The above diagram illustrates how the pages within the deduction table
component are associated
Setting Up Deductions

Set Up HRMS, Product Related, Payroll for North America, Deductions,

Deduction Table

This page is used to set up deduction information.

Setting Up Deductions

(USA) Setting Up Tax Classifications

Set Up HRMS, Product Related, Payroll for North America, Deductions,
Deduction Table, Tax Class

This page is used to indicate the type of tax classification used for the deduction code.
Setting Up Deductions

Tax Classification Description

After Tax Calculated after taxable gross and reduces employee net pay.
An example is a monthly disability deduction. After tax is the
default option.
Before Tax Calculated before taxable gross and reduces both taxable gross
and employee net pay. An example is an employee contribution
to a retirement plan, such as 401(k) plan in the U.S.
Nontaxable Benefit Has no effect on taxable gross or employee net pay. The
employer contribution to an employee benefit, such as a health
plan or retirement plan is an example.
Nontaxable Before tax Has no effect on taxable gross or employee net pay. Currently
Benefit used only for the before-tax matching contributions to savings
plan.
Taxable Benefit Calculated before taxable gross and added to taxable gross.
The system reduces employee net pay by the amount of the
tax.
Setting Up Deductions
Deduction Classification Scenarios
Scenario
Employee pays entire medical
premium with after tax.
Employee and employer pay
for medical premium
Employer pays entire life
insurance premium
(USA) A 401(k) plan whereby
employees may contribute
before tax only or a
combination of before and
after tax
Deduction Classification Option
Select After Tax only
Select Either:
After Tax and Nontaxable Benefit
(USA) Before Tax and Nontaxable Benefit
(USA) Select Nontaxable benefit and taxable benefit
(CAN) Select Taxable
If the organization offers after tax and before tax
employee contributions and matches both types of
contributions, select:
After tax
Before tax
Nontaxable benefit
Nontaxable, before tax benefit
Setting Up Deductions

Set Up HRMS, Product Related, Payroll for North America, Deductions,

Deduction Table, Tax Effect

This page is used to indicate the tax effect on deduction code.

Setting Up Deductions

Set Up HRMS, Product Related, Payroll for North America, Deductions,

Deduction Table, Process

Use this page to specify deduction method, deduction maximum, and general ledger
account numbers
Setting Up Deductions

Set Up HRMS, Product Related, Payroll for North America, Deductions,

Deduction Table, Schedule

Use this page to specify the frequency in which the system applies deductions

Activity 1
Setting Up Benefit Plans, Health Plans and Benefit
Programs

Components of a Health Benefit Plan

Setting Up Benefit Plans, Health Plans and Benefit
Programs
Components of a Health Benefit Plan

Set Up HRMS, Product Related, Base Benefits, Plans and Providers,

Provider/Vendor Table, Vendor Information

This page is used to enter a providers information

Setting Up Benefit Plans, Health Plans and Benefit
Programs
Components of a Health Benefit Plan

Set Up HRMS, Product Related, Base Benefits, Plans and Providers,

Provider/Vendor Table, Addresses

This page is used to enter a providers address

Setting Up Benefit Plans, Health Plans and Benefit
Programs
Components of a Health Benefit Plan

Set Up HRMS, Product Related, Base Benefits, Plans and Providers,

Provider/Vendor Table, Locations

This page is used to enter a providers location

Setting Up Benefit Plans, Health Plans and Benefit
Programs
Components of a Health Benefit Plan

Set Up HRMS, Product Related, Base Benefits, Plans and Providers,

Provider/Vendor Table, Contacts

This page is used to enter a providers contacts

Setting Up Benefit Plans and Benefit Programs

Components of a Health Benefit Plan

Set Up HRMS, Product Related, Base Benefits, Plans and Providers,

Provider/Vendor Table, Contacts

This page is used to enter policy information

Setting Up Benefit Plans, Health Plans and Benefit
Programs
Components of a Health Benefit Plan

Set Up HRMS, Product Related, Base Benefits, Plans and Providers,

Benefit Plan Table, Benefit Plan Table

This page is used to define the name of the plan that your company offers
Setting Up Benefit Plans, Health Plans and Benefit
Programs

Set Up HRMS, Product Related, Base Benefits, Plan Attributes, Health Plan Table

This page is used to define attributes that control enrollment

validation and processing for self-service users
Setting Up Benefit Plans, Health Plans and Benefit
Programs
Relationship between the Benefit Plan Table and a Plan Attribute
Table

The Benefit Plan Table and the Plan Attribute Tables share the same key
field structure

Plan Attribute Tables cant be built without first building the Benefit
Plan Table. Thus, the Plan attribute Tables are considered as a
continuation of the Benefit Plan Table.

When the system retrieves information from the Benefit Plan Table, it
also checks the Plan Attribute Table. If the values are not defined in the
tables or if a row is missing, the system might not know that a benefit
plan type is defined.
Setting Up Benefit Plans, Health Plans and Benefit
Programs
Set Up HRMS, Product Related, Base Benefits, Plan Attributes, Health Coverage
Codes
Coverage Description
Code
1 Employee Only
2 Employee + Spouse
3 Employee + Dependents
4 Family
5 (USA) Domestic Partner
Adult
6 (USA) Domestic Partner
Child
7 (USA) Domestic Partner
Adult + child

Coverage codes delivered with

PeopleSoft Human Resources
Base Benefits: This page is used to define coverage codes that
determine who can be covered in your benefit plans
and specify the number of dependents allowed
Establishing Rates for a benefit Plan

Activity 2
Setting Up Benefit Plans, Health Plans and Benefit
Programs
Adding a Health Plan to a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Benefit Program

This page is used to define the general parameters of the benefit program
Setting Up Benefit Plans, Health Plans and Benefit
Programs
Adding a Health Plan to a Benefit Program
Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit
Program Table, Plan Type and Option

This page is used to associate the benefit plans that you set up with a program and to
identify the payroll deduction rules and coverage code options
Setting Up Benefit Plans, Health Plans and Benefit
Programs
Adding a Health Plan to a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Cost

This page is used to identify the rates and calculation rules for each plan type and
option combination

Activity 3
Identifying Domestic Plan Partners

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Cost

Activity 4
Setting up Life Insurance Plans

Components of a Life Insurance Plan

Following things are kept in mind, to set up life insurance plans

The Plan Type is the 2X series (Plan Type 20)

Use the Life and AD/D Plan Table - Life/Accidental page to define
plan-specific information
The benefit plan table and the life and AD&D plan table share the
same high level key.
Setting up Life Insurance Plans

Setting Up the Life and AD/D Table

Set Up HRMS, Product Related, Base Benefits, Plan Attributes, Life and
AD/D Plan Table, Life/Accidental

This page is used to define the coverage amount of your life insurance plans

Coverage field is used to specify how coverage is calculated.

Coverage group code is a unique identifier assigned to group of life
insurance or AD/D plans that share a common maximum coverage
limit.
Setting up Life Insurance Plans

Reduction of AD/D Coverage Due to Group Maximum

The diagram illustrates how to set up a coverage maximum for a group of

plans.
Setting up Life Insurance Plans

Reduction of AD/D Coverage Due to Group Maximum

Set Up HRMS, Product Related, Base Benefits, Plan Attributes, Life and AD/D
Coverage Groups

This page is used to define a limit on a group of plans through the Coverage Group code
 Setting up Life Insurance Plans

Defining the Age-Graded Rate Tables

To have the system calculate the employee cost using the age-graded rate table, fill out the
total cost on the General tab and the employer-paid portion on the Employer Portion tab for
these categories:

Gender
Age category
Smoker status

Set Up HRMS, Product Related,

Base Benefits, Rates and Rules,
Age-Graded Rate Table

This page is used to establish coverage rates that vary based on the employees
age, gender, and smoker status
 Setting up Life Insurance Plans

Defining the Flat Rate Tables

Set Up HRMS, Product Related, Base Benefits, Rates and Rules, Flat Rate Table

This page is used to establish a rate when the premium has no variable such as age or
gender
Setting up Life Insurance Plans

Defining Calculation Rules

If the plan premium or coverage is based on employee age, salary or service, specify the
as of date using one of these parameters:

A specific day and month for the current year.

A specific day and month for the previous year.
The current pay period.
The next pay period.
 Setting up Life Insurance Plans

Defining Calculation Rules

Set Up HRMS, Product

Related, Base Benefits,
Rates and Rules,
Calculation Rules Table

This page is used to define

additional processing rules
needed to calculate the premium
for plans using the age-graded,
service, or salary rate tables
Setting up Life Insurance Plans

Defining Calculation Rules

Annual Benefits Base Rates (ABBR)

To use multiple ABBRs:

Define the ABBR types on the ABBR Type page.
Indicate the ABBR type to use for a plan on the calculation rules table.
Define the multiple ABBRs for an employee on the Update Annual Ben Base Rates
page
 Setting up Life Insurance Plans

Defining Calculation Rules

Set Up HRMS, Product Related, Base

Benefits, Rates and Rules, ABBR
Type Table

This page is used to define annual benefit base rate types

Benefits,
Employee/Dependent
Information, Update
ABBRs

This page is used to enter and maintain multiple ABBRs for an

employee
Setting up Life Insurance Plans

Adding a Life Insurance Plan to a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Plan Type and Option

This page is used to bring the components of a life plan together

Setting up Life Insurance Plans

Adding a Life Insurance Plan to a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Cost

This page is used to add cost type and rate to a life insurance plan

Activity 5
Setting up Disability Benefits Plans

Components of a Disability Benefit Plan

The diagram illustrates the components that will be used to

create a disability benefit plan
If the coverage rates varies depending on the length of service,
use the service rate table.
Setting up Disability Benefits Plans

Setting Up the Disability Plan Table

Set Up HRMS, Product Related, Base Benefits, Plan Attributes, Disability
Plan Table

This page is used to define the maximum benefit amount and the salary
replacement percent for disabled employees.

Disability Deduction Calculations

Premiums are based on employee salary or covered salary, whichever is
lower.
Covered Salary = Maximum Monthly Benefit Salary Replacement
Percentage
 Setting up Disability Benefits Plans

Defining Rates for Deduction Calculations

The following equation shows how disability plan deductions are calculated:
Annualized Premium = (Calculated Base Unit) (Calculation Rate) (Premium
Frequency)
Disability Deduction = Annualized Premium Payroll Frequency

Set Up HRMS, Product

Related, Base Benefits,
Rates and Rules,
Service Rate

This page is used if coverage rates vary based on the employees length of service
Setting up Disability Benefits Plans

Building a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Plan Type and Option

This page is used to bring the components of a disability plan together

Setting up Disability Benefits Plans

Building a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Cost

This page is used to define the options cost

Activity 6
(USA) Setting Up Savings Plans

Components of a Savings Plan

This diagram illustrates the components that are used to create a savings
plan

When defining a savings plan, you need to consider both plan-specific and
federally regulated limits.
(USA) Setting Up Savings Plans

This table specifies where to define plan limits set by an organization

Type Description Page
Employee limit Defines the maximum amount that an Savings Plan Table Employee Limit
employee can contribute. on Investment
Employer match limit Defines the maximum amount that the Savings Plan Table Employer
employer will match. Contribution/Match
Employer match Defines how much the employer will Savings Plan Table Employer
options match the employees contribution, up Contribution/Match
to the employer match limit

This table specifies where you define plan limits set by federal regulations
Type Description Page
401(a) limit Defines the maximum amount of employee compensation Limit Table
that can be used to calculate contributions to plan.
402(g) limit Defines the total amount (before taxes) that an employee can Limit Table
have deducted for all applicable plans.
403(b) limit Also known as Maximum Exclusion allowance Limit Table
415(c) limit Defines the limits that apply to total amount that an Limit Table
employee can contribute to all applicable plans
457 limit Defines the lesser of a flat amount or a percentage of the Limit Table
employees taxable income that can be deferred annually
(USA) Setting Up Savings Plans

Defining a Savings Plan

Set Up HRMS, Product Related, Base Benefits, Plan Attributes, Savings Plan Table

The Employee Limit on Investments page is used to define how much an employee
can contribute to the plan and to set up investment options
 (USA) Setting Up Savings Plans

Defining a Savings Plan

This page defines:
Employer mating rules.
Employer contribution limits

Set Up HRMS, Product

Related, Base Benefits,
Plan Attributes, Savings
Plan Table, Employer
Contribution/Match

The Employer Contribution/Match page is used to define employer matching rules on

before and after-tax contributions, and to define employer investments limits
(USA) Setting Up Savings Plans

Defining a Savings Plan

Set Up HRMS, Product Related, Base Benefits, Plan Attributes, Savings Plan
Table, Rollover of Funds

This page is used to define direct rollover contributions when regulatory or plan-based
limits are met in the plan
(USA) Setting Up Savings Plans

Setting Up the Service Step Table

Set Up HRMS, Product Related, Base Benefits, Rates and Rules, Service Step
Table

This page is used to define employer matching based on the number

of months that an employee has served
(USA) Setting Up Savings Plans

Setting Up Savings Plan Limits

Defining Federally Regulated Limits. These Limits are Delivered by PeopleSoft

Limit Description
401(a) Eliminates the tax advantage of highly compensated employees
participating in qualified plans
402(g) Imposes a flat annual currency limit on the amount that an employee can
contribute as an elective deferral
403(b) Determines the maximum amount an employee can contribute to 403(b)
savings plan
415(c) Restricts the total amount that an employee can contribute to savings plan.
457 Defines the deferred compensation plans offered by state and local
governments and employers that are exempt from federal income tax
(USA) Setting Up Savings Plans

Adding a Savings Plan to a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Plan Type and Option

This page is used to bring the components of a savings plan together

(USA) Setting Up Savings Plans

Adding a Savings Plan to a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Cost

This page is used to define the cost and calculation rule for a savings plan

Activity 7
Setting Up Pension Plans

Activity 8
Setting Up Leave Plans

Components of a Leave Plan

The diagram illustrates the components that are used to create a leave plan
A company offers leave plans to enable its employees to take time off
without losing pay for reasons such as vacations, health, or personal business
The preceding diagram does not contain a deduction table. Leave plans do
not require deduction codes because leave time is accrued, not deducted.
Setting Up Leave Plans

Defining a Leave Plan

Set Up HRMS, Product

Related, Base Benefits, Plan
Attributes, Leave Plan Table

This page is used to define, how

leave time will accrue, to identify
accrual processing information
and first year award values, and
to identify the leave accrual rates
and service bonus values
Setting Up Leave Plans

Defining a Leave Plan

Accrual Processing

Accrual Rate Units Award Frequency

Hours per Hour Every accrual run

Hours per Month First run of the month

Hours per Pay Period(USF) First run of the pay period (USF)

Hours per Week First run of the Week

Hours per Year First run of the Year

The table lists which accrual rate units to select based on the award frequency
of leave plan
Setting Up Leave Plans

Establishing Earning Codes for Leave Categories

This diagram shows the tables from which the earnings calculation process
retrieves data
Setting Up Leave Plans

Establishing Earning Codes for Leave Categories

Set Up HRMS, Product Related, North American Payroll, Compensation and

Earnings, Earnings Table

The Special Process page is used to identify which leave plans the earnings code will
affect, and to identify which earnings codes track service hours for the leave plans
Setting Up Leave Plans

Establishing Earning Codes for Leave Categories

Leave Accrual Process
The purpose of leave accrual processing is to maintain employee leave balances
When the leave accrual processing is initiated, the system calculates the leave accrual
award and the resulting leave balance.
To process leave accruals, the system needs information from payroll system, including
hours taken, hours adjusted, hours bought, hours sold and service hours for each
employee involved in the process.
The system processes leave accruals depending on how leave accrual plans are defined.
Employees earn leave based on either their length of service or the total number of hours
they have worked.

Tracking Leave Hours

When the leave hours taken for an employee through PeopleSoft payroll, the hours are
stored as unprocessed data at the employee level.
Unprocessed data comprises leave hours that are entered or adjusted through PeopleSoft
Payroll for NA but not yet updated into the employees year-to-date leave balances.
When the leave accrual process is run, the system retrieves the unprocessed data and
subtracts the hours taken from the actual leave plan balances.
Setting Up Leave Plans

Adding a Leave Plan to a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table

This page is used to bring the components of a leave plan together

Activities 9
Setting Up Flexible Spending Accounts

Components of the FSA Benefit Plan

The delivered plan types for FSAs are:

(USA) Flexible Spending Health (60).
Flexible Spending Dependent Care (61).
(CAN) Flexible Spending Health (65).
Retirement Counseling (66).
Setting Up Flexible Spending Accounts

Creating FSA Plans

Set Up HRMS, Product Related, Base Benefits, Plan Attributes, FSA Benefits
Table, FSA Benefit Plan

This page is used to identify a contribution frequency and employer

contributions
The SetID and Balance ID indicates the bucket name that will be used to
gather FSA calculated deduction information.
The bucket starts and stops based on the dates specified on the balance ID
table in payroll.
Setting Up Flexible Spending Accounts

Deduction Calculations

Product (USA) Calculation (CAN) Calculation

PeopleSoft Deduction Amount = Deduction Amount = (Annual
Payroll for (Annual Pledge YTD Pledge* or Employer Contribution
North America Balance) Unconfirmed or both YTD Balance) Pay
On-Cycle Pay Periods Periods Remaining in the Balance
remaining in the balance Year.
year *Annual Pledge applies only if you
are using credits with Benefits
Administration.
PeopleSoft Deduction Amount = Deduction Amount = Employer
Payroll (Employee Contribution Contribution FSA Contribution
Interface FSA Contribution Frequency Deduction Frequency
Frequency) Deduction
Frequency
Setting Up Flexible Spending Accounts

Adding FSA Plans to a Benefit Program

Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit

Program Table, Plan Type and Option

This page is used to bring the components of an FSA plan together

Activity 10
Adding New Employees, Dependents, and
Beneficiaries
Hire Employee Pages

This table lists the pages used to hire a new employee and assign the
employee to a benefit program
Component Pages Use
Add a Person Biographical Details These pages are used to
Contact Information enter personal information
Regional for a new employee
Organizational Relationships
Job Data Work Location These pages are used to
Job Information enter job information for a
Job labour new employee
Payroll
Salary Plan
Compensation
Benefit Program Participation This page is used to enroll
an employee in benefit
program.
 Adding New Employees, Dependents, and
Beneficiaries
Reviewing Employee Eligibility
Use the employee data summary to view an employees:
Personal information.
Job information.
Significant dates

Benefits, Employee/Dependent
Information, Review
HR/Job/Payroll Data

The Employee Data Summary

page is used to view current job-
related information for the
employee
Adding New Employees, Dependents, and
Beneficiaries
Setting Up Dependent and Beneficiary Data

This diagram shows how you use the Dependent

Relationship page to group relationships by
covered person type

Set UP HRMS, Product Related, Base Benefits, Dependent Relationships Table

This page is used to define relationships that qualify as dependents according to your
organization rules
Adding New Employees, Dependents, and
Beneficiaries
Entering Dependents and Beneficiaries
Benefits, Employee/Dependent Information, Update Dependent/Beneficiary,
Name

This page is used to record the name of the employee's dependents and beneficiaries
Adding New Employees, Dependents, and
Beneficiaries
Entering Dependents and Beneficiaries
Benefits, Employee/Dependent Information, Update Dependent/Beneficiary,
Address

This page is used to identify the address for your dependents and beneficiaries
Adding New Employees, Dependents, and
Beneficiaries
Entering Dependents and Beneficiaries
Benefits, Employee/Dependent Information, Update Dependent/Beneficiary,
Personal Profile

This page to enter the relationship to the employee and personal data for Dependents
and Beneficiaries
 Adding New Employees, Dependents, and
Beneficiaries
Tracking Additional Dependent and Beneficiary Data

Benefits, Employee/Dependent
Information, Record Dep/Ben
Comments

This page is used to record any

comments associated with dependents
and beneficiaries

Benefits, Employee/Dependent
Information, Review Dep/Ben
Summary

This page is used to view a list of the

employee's dependents and/or
beneficiaries and their relationships to the
employee
Enrolling Employees

Assigning Employees to Benefit Programs

This diagram shows the plans that employees can enroll in after they
have been assigned to our benefit program
Enrolling Employees

Assigning Employees to Benefit Programs

Benefits, Enroll in Benefits, Assign to Benefit Program

This page is used to associate an employee with a benefit program

This page is also part of the Hire and Job Data components.

Normally employees are enrolled during the hire process, but they can also
be Enrolled after they are hired.
Enrolling Employees

Enrolling Employees in Benefit Plans , Health Benefits

Employees assigned to a benefit program can enroll in any of the
health plans within the program, as shown in this diagram
Enrolling Employees

Enrolling Employees in Benefit Plans, Health Benefits

Benefits, Enroll in Benefits, Health Benefits

This page is used to enroll employees and dependents in health plans such as medical,
dental, and vision
Enrolling Employees

Enrolling Employees in Benefit Plans, Life and AD/D Benefits

Employees assigned to a benefit program can enroll in any of the life and
accidental death and dismemberment (AD/D) plans within the program, as
shown in this diagram
Enrolling Employees

Enrolling Employees in Benefit Plans, Life and AD/D Benefits

Benefits, Enroll in Benefits, Life and AD/D Benefits

This page is used to enroll employees in life plans, such as life, supplemental life, and
AD/D, and to identify the beneficiaries
Enrolling Employees

Enrolling Employees in Life and AD/D Elections Benefit Plans

Life/ADD Elections page is used to select life insurance and accidental death benefits
and to assign beneficiaries
Dependent life insurance plans pay a lump-sum benefit to a beneficiary upon
the death of a spouse or a child
AD/D coverage provides additional benefits if the employees death is the result of an
accident
AD/D plans also pay benefits if the employee suffers accidental dismemberment
If you are working with a dependent life plan, add dependent IDs for all of the
dependents covered by the plan. In dependent life plans, the dependents are covered
by life insurance, and the employee is the beneficiary
Enrolling Employees

Enrolling Employees in Benefit Plans, Disability Plans

Employees assigned to a benefit program can enroll in any of the disability

plans within the program, as shown in this diagram
Enrolling Employees

Enrolling Employees in Benefit Plans , Disability Plans

Benefits, Enroll in Benefits, Disability Benefits

This page is used to enroll employees in disability plans, such as short-term disability
and long-term disability
Enrolling Employees

Enrolling Employees in Benefit Plans, Savings Plans

Employees assigned to a benefit program can enroll in any of the savings

plans within the program, as shown in this diagram
 Enrolling Employees

Enrolling Employees in Benefit Plans, Savings Plans

Benefits, Enroll in Benefits, Savings

Plans, Savings Plan Elections

This page is used to enroll employees in

savings plans, assign beneficiaries, and
designate investment and rollover options
Enrolling Employees

Enrolling Employees in Benefit Plans, Savings Plans

The Savings Plan Elections page is used to record participation in savings benefits such
as 401(k), profit sharing, and individual retirement accounts (IRAs).

Also specify beneficiaries and the percentage of benefits to be assigned to each

beneficiary

Before Tax Investment and After Tax Investment fields define investment contributions as
a flat amount or percent of earnings.

The system compares the percent of earnings to the percent of gross limits for employee
before- and after-tax investment values. The system also verifies that the sum of the
before- and after-tax investment values does not exceed the overall investment limit
percentage that you defined on the Savings Plan page. If this limit is exceeded, it doesnt
show until payroll runs
Enrolling Employees

Viewing Employee Benefit Enrollments

View a summary of their current enrollments on the following pages:

Benefits Summary (w/Pay Dedns)

This page is used with PeopleSoft Enterprise Payroll for North America.

Benefits Summary (w/PI Dedns)

This page is used with PeopleSoft Enterprise Payroll Interface.
 Enrolling Employees

Viewing Employee Benefit Enrollments

Benefits , Review Employee

Benefits, Benefits Summary
(w/Pay Dedns)
Enrolling Employees

Viewing Employee Benefit Enrollments

Run the Base Benefits Consistency Audit report to list the following types of
errors:
Employees without employment or job records.
Employees less than 16 years old.
Employees and spouses (or other dependents) who both elect health benefits.
Employees with over-age dependent coverage or unusual dependents.
Employees with incorrect health plans set up on the Benefit Program page.

Perform these audits during implementation, before you enroll participants,

and periodically during the plan year
Calculating Deductions

Setting Up Tables Used to Calculate Deductions

This table describes the tables that the system uses when calculating
deductions
Table Details

Installation Select Payroll for North America or Payroll Interface to specify which process the
system uses when calculating deductions.
Balance ID Specify start and end dates for each type of balance year (calendar, fiscal or any
other period) that you set up.
Pay calendar Define a pay calendar for every pay group to determine employee benefit costs for
each pay frequency.
Pay Run Define pay run ID and associate them with one or more pay calendars

This diagram illustrates the process flow for calculating benefit deductions
Calculating Deductions

Setting Up Tables Used to Calculate Deductions

Set Up HRMS, Install, Installation Table

This page is used to define which payroll system to use to process benefit
deduction calculations
Calculating Deductions

Defining Earnings Balances

Set Up HRMS, Product Related, Payroll for North America, Payroll Processing
Controls, Balance ID Table

This page is used to view the months and years for which you want to maintain earning
balances
Calculating Deductions

Defining Earnings Balances

Maintaining Balances
PeopleSoft Payroll for North America enables you to maintain balances (earnings ,
deductions, etc)

Balances can be maintained not only by calendar year, but also by fiscal year, benefit
year, or any other method

PeopleSoft delivers CY (calendar year). To create a new balance year type, enter the
new year and click the Create button. The system populates both pages.

Specify the start and end dates for each type of balance year that needs to be set up,
as well as the quarters, periods, and date ranges for each year. Balance information by
various year types can be updated, adjusted, and reported.
Calculating Deductions

Defining Earnings Balances

Set Up HRMS, Product Related, Payroll for North America, Payroll Processing
Controls, Balance ID Table

This page is used to view the quarters for which earning balances needs to be
maintained
Calculating Deductions

Defining Earnings Balances

Using the Balance ID Table 2 Page

The Balance ID Table 2 page is used to define the actual quarter by year for each
balance ID
If the Bal for Calendar Year check box is selected and Create button is clicked on the
Balance ID Table 1 page, the system populates field information for the Balance ID Table
2 page.
If balance type is not specified with a calendar year in the Balance ID Table 1 page, a
value for the Year, Qtr, Period Name, Abbrev, From Period, and Thru Period fields must
be entered. For each row that is added after the first, the From Period field is set
automatically, based on the value in Quarters in a Year
Calculating Deductions

Creating Pay Calendars

Set Up HRMS, Product Related, Payroll for North America, Payroll Processing
Controls, Pay Calendar Creation

This page is used to create pay calendars automatically

Calculating Deductions

Creating Pay Calendars

Set Up HRMS, Product Related, Payroll for North America, Payroll

Processing Controls, Pay Calendar Table

This page is used to manually create calendars or to attach the pay run IDs to the
calendars
Calculating Deductions

Creating Pay Calendars

Defining Pay Calendars

Use the Pay Calendar Table component to establish pay periods for each pay group .
Each entry on a pay calendar corresponds to a specific pay period for a pay group.
For example, if you have a weekly pay group, you have fifty-two pay calendars per
year.
A pay period is defined by its begin and end dates .
The system uses the Pay Period of the Month field in conjunction with the Deduction
table to determine when deductions should be taken .
Calculating Deductions

Defining Pay Run IDs

Set Up HRMS, Product Related, Payroll for North America, Payroll

Processing Controls, Pay Run Table

This page is used to establish Pay Run IDs

The pay run table is used to establish pay run id.

The pay run id is used to group pay calendar entries from different pay groups for
processing.
A pay run ID identifies a single pay calendar process.
Several pay groups can be processed in a single run.
 Calculating Deductions

Viewing an Employees Deductions

This flow chart illustrates the process of

confirming deductions
Calculating Deductions

Confirming Deduction Amounts

Before confirming deductions, check:
Make any necessary modifications to deduction data for this pay period.
Run the Deduction or Pay Calculation process.
Review the results, make changes, and rerun the Deduction or Pay Calculation
process as necessary.

After this process is run, no further changes can be made to deduction

data for the pay period without running the Deduction Unconfirm process.

When the Deduction Confirm process is run, enter the pay run ID that
corresponds to the pay calendar for which deductions are to be confirmed
Processing Leave Accruals

Processing Leave Accruals

The Leave accrual process can be used even if the company doesnt use PeopleSoft
payroll for North America.
If NA payroll is not used, an automated process is developed to calculate the accrued
time taken and service hours accrued per employee for the current accrual period.
If a company uses PeopleSoft Payroll for North America, leave hours that have been taken
are automatically deducted from an employees leave balance when the program to
calculate leave accruals is run. After the leave accrual process is run, the results for each
employee can be viewed online.

Accrual Rate Unit Award Frequency

Hours per hour Every accrual run
Hours per month First run of the month
Hours per pay period First run of the pay period
Hours per week First run of the week
Hours per year First run of the year

As shown in this table, the system credits an employees leave accrual balance
based on the accrual rate unit defined for the leave plan
Processing Leave Accruals

Processing Leave Accruals

Benefits, Manage Leave Accruals, Calculate Periodic Accruals

This page is used to set up the operating parameters for an accrual cycle

The Leave Accrual process processes all employees who are currently enrolled in
the selected plan type and benefit plan. It does not check the employee status of
the employee.
The Leave Accrual process is a COBOL process. The system generates a message
log file after completing the process. You can view the message log file by
accessing the Process Monitor and clicking the Detail link of your process, and then
clicking the Message Log link.
Processing Leave Accruals

Viewing Employee Leave Accrual Balances Online

Benefits, Manage Leave Accruals, Review Accrual Balances

This page is used to view the results of leave accrual processing for an employee
Changing Benefit Programs and Employee Enrollments

The Benefit Program Report

The Benefit Program report serves as an audit trail for information defined
on the Benefit Program table, including:
Associations between benefit programs and plans.
Rates.
Calculation rules.
Payroll rules

Set Up HRMS, Product Related, Base Benefits, Plan Reports, Benefit Program

This page is used to print information from the Benefit Program Table
Changing Benefit Programs and Employee Enrollments

Cloning a Benefit Program

The Benefit Program Clone utility allows you to:
Create new benefit programs using an existing program as a template.
Create a benefit program with a new effective date to maintain history.
Make minimal changes when creating a new benefit program that is similar to an
existing one

Set Up HRMS, Product Related,

Base Benefits, Program
Structure, Benefit Program
Clone Utility

This page is used to create a new benefit program by using an existing program as a
template
Changing Benefit Programs and Employee Enrollments

Updating Employee Enrollments

When updating employee enrollments, always look to see whether the plan type exists
in the employee enrollment history.
If the plan type does not exist, insert a new row to identify the plan type and enter the
coverage information.
If the plan type does exist, scroll to that plan type, and then insert a new coverage row
to enter the coverage information
Using eBenefits Self Service Functionality
with Base Benefits
Self-Service Benefits Options

Base Benefits Benefits Administration

Health Health

Savings Savings

Insurance Insurance

Flexible Spending account Flexible Spending account

Dependent/Beneficiary Dependent/Beneficiary

Life events (except enrollment) Life events (including enrollment)

Enrollments
Using eBenefits Self Service Functionality
with Base Benefits
Prerequisites for eBenefits
For eBenefits to function correctly, set up:
Control tables
Workflow
Security
Using eBenefits Self Service Functionality
with Base Benefits
Prerequisites for eBenefits
Prior to setting up eBenefits, set up Base Benefits, including creating Benefit
plans, plan attribute tables, and benefit programs

Set Up HRMS, Install, Installation Table

The Installation Table-Products page is used to indicate which products are being used
Using eBenefits Self Service Functionality
with Base Benefits
Prerequisites for eBenefits
Set Up Provider/Vendor Table-Policy Information page
Set Up Benefit Plan table
Set Up Benefit Program table

This page is used to configure self-service options for a benefit plan

Using eBenefits Self Service Functionality
with Base Benefits
Prerequisites for eBenefits

Self-Service Configuration

Select the Collect Dependent/Beneficiary check box if the information pertaining to

the dependents and benefits is to be displayed on the eBenefits Summary and the
eBenefits Detail Information pages.

Select the Collect Fund Allocations check box if the information pertaining to savings
plan is to be displayed on the eBenefits Summary and the eBenefits Detail Information
pages.

The Show if no choice checkbox controls whether a plan type appears on the
enrollment when the employee has no option to choose and cannot waive the option. If
the check box is selected, the system displays the plan type in the enrollment form
summary.
Using eBenefits Self Service Functionality
with Base Benefits
Viewing Online Information
From the Benefit Summary page, access:
Basic information for each of your benefit plans.
Benefit providers home pages.

Self Service, Benefits, Benefits

Summary

This page is used to view a summary

of all Benefits
Using eBenefits Self Service Functionality
with Base Benefits
Viewing Online Information

Self Service, Benefits, Benefits

Summary, Click on Medical

This page is used to view the basic

information about the medical plan and to
access the plan providers internet home
page.
Using eBenefits Self Service Functionality
with Base Benefits
Describing Security Considerations For eBenefits

The following requirements must be met for employees to access eBenefits:

All employees need user IDs to access the system.
User IDs must be linked to employee IDs.
All user IDs must be assigned a role.
Roles must be assigned to a permission list.
Using Multiple Jobs Within Benefits

Employee with Multiple Jobs

The following diagram shows one employee with four jobs

Using Multiple Jobs Within Benefits

Grouping Jobs with Benefit Record Numbers

Using Multiple Jobs Within Benefits

Grouping Jobs with Benefit Record Numbers

Workforce Administration, Job Information, Job Data, Benefits Program Participation

This page is used to assign a benefit record number to a job

Using Multiple Jobs Within Benefits

Grouping Jobs with Benefit Record Numbers

Employees job can either share benefits programs or have separate benefits.
Jobs share benefits when they are combined under the same benefit record
number.

When multiple jobs are combined under a single benefit record number these
jobs are treated as one when determining eligibility in PeopleSoft Benefits
Administration and when enrolling the employee in benefits both with Base
Benefits and with Benefits Administration
Using Multiple Jobs Within Benefits

Benefit Primary Jobs

Set Up HRMS, Product related, base Benefits, Multiple Job Options, Multiple Job Optns

This page is used to define the rules for how the system sets the Primary Job Flags page
for the employee
Using Multiple Jobs Within Benefits

Benefit Primary Jobs

Benefits, Maintain Primary Jobs, Maintain Flags, Primary Jobs Flags

This page is used to view and update an employees Primary Job flag and Include
Deductions flags
Using Multiple Jobs Within Benefits

The benefit primary job is used throughout the system to:

Determine to which job the system applies the benefit deduction.
Identify the job that will provide the service date and the termination date .
For PeopleSoft Benefits Administration, the indicated job or jobs should be
evaluated when determining eligibility.

When a person is hired for a position, the system automatically flags that job
as primary based on rules that is set up on the Multiple-Job Optns (multiple job
options) page. This setting is stored in a table called Primary Job.

Do not confuse the Benefit Primary Job flag with the Primary Job Indicator,
which is used for Human Resource reporting.

Use the Primary Jobs Audit report to identify errors in primary job
designations. Errors might include employees with either no active primary job
or more than one active primary job.
Using Multiple Jobs Within Benefits

Calculating Benefits Deductions for Multiple Jobs

Calculate deduction and coverage amounts based on:

Primarythe salary from the primary job.
Flagged BRthe sum of the salaries from a group of jobs within the same benefit
record number selected for deduction processing.
All Flaggedthe sum of salaries across all benefit record numbers selected for
deduction processing
Using Multiple Jobs Within Benefits

Calculating Benefits Deductions for Multiple Jobs

Set Up HRMS, Product Related, Base

Benefits, Rates and Rules, Calculation
Rules Table, Calculation Rules

This section of the Calculation Rules

page is used to define rules for grouping
jobs together when the benefit
deduction calculations are based on the
employees salary

When calculating benefit deductions or coverage amounts based on the employees

salary, you need to determine which job salaries to use.
The Combine Salary for Multi Jobs check box and Group Method on the Calculation
Rules page along with the employees Include Deductions flag from the Primary Jobs
Flags page determine the deduction or coverage amount for salary-based plans
End of Base

Benefits