Benefits Maintenance (CCRSB & HRSB)

Agenda Welcome Introduction of facilitators Logistics and expectations Objectives and overview of the course

Logistics and Expectations Training facility information (breaks, lunch, etc.) Cell phones / Blackberrys on silent mode No email during training Participate in group activities Respect time frames

Benefits Maintenance Course Map Overview Benefits Maintenance Reports/Auditing

Benefits Maintenance Objectives (CCRSB & HRSB) At the end of this course, you will be able to: Define New Terms and Concepts Explain Benefits Enrollment and Termination Explain and execute the steps to maintain employee benefits for a Life Status Change, Over Age Dependent, Increase/Decrease of Insurance Coverage and Leave of Absence & Return Understand and explain how integration points in the system trigger Benefits Maintenance Describe the various benefit reports available.

Benefits Maintenance Benefits Maintenance Overview Reports/Auditing

Overview Objectives At the end of this module, you will be able to: Define new terms and concepts Provide an overview of Benefits enrollment and termination Identify some of the key integration points in the system with Benefits.

Benefits: Key Integration Points HR Human Resources Personnel Administration Time Management Organizational Management Benefits Administration Payroll The overall SAP HR module has many components, or individual applications, for Benefits Administration the Key Integration Points include: Personnel Administration Payroll.

Benefits: Key Integration Points Personnel Administration Hiring triggers the requirement for benefits enrollment. Life status changes may trigger the requirement for benefits maintenance. A termination triggers the requirement to stop participation in benefit plans. Payroll Enrolled or changed benefits and their costs flow through to payroll and ultimately Financial Accounting and Controlling modules.

Reason for Action Dropdown Window The reason for action will determine which number to choose during the Benefit Change activity. It is important to remember the reason for action must match the Personnel Administration activity. In the case of an original hire the reason for action is 01 Enrollment. In the case of a Rehire the reason for action is 09 Rehire.

Enrollment Possible Offers To display the eligible benefit plans click on the Hire tab

Benefit Termination Date Important PA effective date of termination Example: March 31st Benefit effective date of termination of benefits will be the first day the employee is no longer at work. Example: April 1st Benefit Termination Date is an important part of Benefit Administration. When an activity has occurred in Personnel Administration, specifically a termination or a retirement, the effective date entered in the system is the actual last day of employment of the employee. Following this activity benefits must be terminated. The termination date of benefits is advanced to the first day the employee will not receive benefits.

Termination Information Select the “Stop participation in period” check box You can confirm the action taken by the small stop sign icon in the Activity column

Module Review What are two key functional areas that integrate with Benefits Administration? What can trigger the need to process a Benefit Change action? Is there a difference in the Personnel Administration termination date and the Benefits Administration termination date?

Answers to Module Review What are two key functional areas that integrate with Benefits Administration? Personnel Administration and Payroll What can trigger the need to process a Benefit Change action? -new hire -organizational change -life status change -leave of absence -termination Is there a difference in the Personnel Administration termination date and the Benefits Administration termination date? Yes there is a difference; the PA termination date is the employee’s last day of work, and the Benefits termination date is the day after the employee’s last day of work

Benefits Maintenance Benefits Maintenance Overview Reports/Auditing

Module Objectives At the end of this module, you will be able to: Define new terms and concepts Understand and explain how integration points in the system trigger Benefits Maintenance Understand and execute the steps to change an employee’s benefits for a Life Status Change, Employee Change, Optional Life Insurance coverage, Leave of Absence and Return, Temporary Assignment, and Organizational Change

Life Status/Employee Changes A Life Status Change is processed by the following life experiences that may occur during an employee’s life-cycle: Birth of a Child Marriage Divorce Over Age Dependant

Demonstration and Practice [Exercise]

Coordination of Benefits (IT9002) Date the plan took into effect Name of the provider Birth Date of Card Holder Card Holder’s name Dual coverage Employee has coverage and spouse has coverage. Plan coverage

Demonstration and Practice [Exercise]

Life Insurance Coverage During an employee’s life-cycle situations may occur where Life Insurance Coverage may: Increase, or Decrease As per Jocelyn: Increase

Demonstration and Practice [Exercise]

Temporary Assignment / Organizational Change An employee has an organizational change to a position with the same classification. No change to benefits. An employee has an organizational change to a position in a different personnel area. This would require a Benefits Change. For example, Educational Assistant/Educational Program Assistant to NSTU. CUPE to NSTU (Hfx) or NSGEU to PEG.

Temporary Assignment

Demonstration and Practice [Exercise]

Leave of Absence On When an employee goes on a Leave of Absence a Benefit Change action may be required. Not all leave of absences processed in Personnel Administration will require a benefit change. If a Benefits Change action is required the reason for Action would be 05 Leave of Absence On.

Leave of Absence without pay The pre-requisite activities for a Leave of Absence without pay, benefits will be pre-paid by employee, are: Leave of Absence On (processed through PA40) Payroll Simulation (PC00_M07_CALC_SIMU) Pre-paid deductions (created through the Additional Payments infotype IT0015, wage type 2310 PPPD Payment for Benefits). If this is your Business Practice.

Payroll Simulation Payroll simulation is the first step in determining the employee’s benefit costs while on unpaid leave

Results Table The Results Table, commonly referred to as the RT Table, contains the individual payroll results for an employee. For this course, the RT Table will be required to find out what wage types to use when calculating monetary amounts for prepaid deductions.

Wage Types for Calculating Pre-Paid Deductions Wage Type Code Wage Type Name 3022 ADD1 ee CCRSB 3024 VADD ee CCRSB 3025 MEDE ee CCRSB 3026 BLIF ee CCRSB 3150 PEN2 ee The wage type name may change when a simulation is run, depending on the employee, their specific benefit plans, and their specific board. ADD1 = Accidental Death & Dismemberment MEDE = Medical and Dental PEN2 = Pension

Return from Leave of Absence If a Benefits Change action with the reason Leave of Absence On was processed on an employee, then upon the employee’s return the Benefits Change action has to be adjusted. The Benefits Change action for Leave of Absence Return should be processed effective the employee’s first day back to work.

Demonstration and Practice [Exercise]

Module Review What transaction must first occur in SAP for a Life Status Change before the Benefits Change action? Name two of the information items that can be entered under the Coordination of Benefits infotype (IT9002)? Do all Temporary Assignments and Organizational Changes require a Benefits Change? Why? What payroll activity can determine future benefit deductions an employee needs to pay while on a Leave of Absence without pay?

Answers to Module Review What transaction must first occur in SAP for a Life Status Change before the Benefits Change action? PA40 Action Name two of the information items that can be entered under the Coordination of Benefits infotype (IT9002)? -effective date of the plan -name of the provider -birth date of the spouse -Policy and ID Number -card holder’s name -plan coverage Question 2 - is for Dual Coverage in a plan. Employee has plan and the husband has another plan.

Answers to Module Review Do all Temporary Assignments and Organizational Changes require a Benefits Change? Why? No, only if the personnel area changes when the employee has taken on a Temporary Assignment or Organizational change. What payroll activity can determine future benefit deductions an employee needs to pay while on a Leave of Absence without pay? Payroll simulation

Benefits Maintenance Benefits Maintenance Overview Reports/Auditing

Types of Reports Custom ABAP reports (tailored to meet business requirements) Standard reports delivered with SAP Where are the reports? Standard report delivered with SAP SAP comes with many reports in HR. These reports can be found in various menus. The reports can be executed from either the report tree or from the command field. Custom ABAP reports There is some reporting that is specific to the School Boards and as a result, many custom reports were developed. These custom reports are not accessible through the SAP menu but you can save the transaction code to your favorites.

HRBEN0015 – Confirmation Form Transaction code HRBEN0015 is used to produce the Benefit Confirmation Form Fields required are in the Period and Selection sections The Benefits Confirmation Form can be produced during the Benefits Change Action – Enrollment, or outside of enrollment using transaction code HRBEN0015. The Benefits Confirmation Form is a report that shows the employee’s master data information. For example, Personnel number, Name of the employee, Personnel area. The Benefits Confirmation Form also indicates the name of the benefits plan, the plans attributes, employee and employer costs, and the effective dates.

HRBEN006 – Participation Overview The participation overview reports allow you to display information about the benefits of individual employees. This function would be used, for example, if you receive an inquiry from an employee regarding their current enrollments.

Download to Excel or Word Report Outputs Displayed List Printer SAP Report The results of the SAP reports can be output in various formats: Displayed as a list on-screen Printed and reviewed as a hardcopy Downloaded to Excel or Word and saved on your PC or a network drive for further manipulation and future reference. The criteria used to produce the report results can be saved as a variant and reused to re-execute the report at a future date. Download to Excel or Word Save

Module Review What are some of the applications you can download SAP reports into? What transaction is used to produce a Benefits Confirmation Form?

Answers to Module Review What are some of the applications you can download SAP reports into? -Excel or Word 2. What transaction is used to produce a Benefits Confirmation Form? -HRBEN0015

Benefits Maintenance Objectives (CCRSB & HRSB) At the end of this course, you should be able to: Define New Terms and Concepts Review Benefits Enrollment and Termination Explain and execute the steps to maintain an employee benefits for a Life Status Change, Employee Change, Optional Life Coverage and Leave of Absence & Return Understand and explain how integration points in the system trigger Benefits Maintenance Describe the various benefit reports available

Evaluation Please complete the course evaluation sheets. Your input will help to shape future enhancements in the SAP R/3 Training Program.