1. New Integration Benefits COnnect
Set your mind in motion, live long and prosper, may the force be with you and Bananas!
Presented By: Edie Harbordt

2. Benefits Connect Integration
Execupay API
Global Setup
Client Setup
Employee Setup

3. Benefits Connect Basics
One way synchronization of employees from Execupay to Benefits Connect
One way synchronization of applicable employee deductions from Benefits Connect to Execupay

4. Execupay API
Benefits Connect Service will require the use of the Execupay API (Application Program Interface)
API is separate from the actual Execupay Application. (it has no UI component)
For those that are totally hosted or replicating with Execupay, the API that is used is at our location.
Only for those that self host or are hosted elsewhere will you need to also have this additional tool installed. EP assists with this installation and any updates to it.
This tool is updated periodically and sometimes separately from EP / PP / PPHR / PPX
This tool has no additional cost

5. Execupay API
Benefits Connect (BC) will require two Windows Tasks that handle the scheduling of calls to the API for:
employee census data (a push to BC)
deduction data (a pull from BC).
This process is similar to existing integrations such as PlatinumRetire (aka PAI) / Shugo Pay Stub Uploads etc. which have Windows Tasks controlling them as well
Depending on your hosting scenario, either Execupay handles or assists with the process of creating these tasks.
The automated time schedule for the Census & Deduction data, could be every 5 minutes or anywhere up to once a day.

6. Global Setup
Benefits Connect will provide you 3 IDs per database that will need to be added to the Execupay System before any API Synchronization will occur
Setup area found in Clients / Employee / Online Access / Settings
Benefit Integrations / Benefits Connect (BC)

7. Company setup
In Online Access Center, will be a Benefits Connect section. Load up the Company you wish to work with.
At first, the Integration will be inactive upon release for all clients.

8. Company setup
Toggle to Active and from the drop down, pick the applicable Benefits Connect Client ID and Save. More than likely you will use the same client # that exists in Execupay during BC Implementation but this is flexible.
You have the ability to have multiple clients in EP linked to one BC Client. In that case, when creating the client in BC you would request an Alphanumeric Company ID perhaps. (Ex. BC123). This ID is separate from our EP Client # field.

9. Company setup
At this point, the client is still not a go for the BC Service. You must review and fill in all required missing data on employees. Once complete, you will then initialize the employees.
This is required even if a employer is already using BC. Each employee will be getting a new unique system BC Employee key that we will be using during the deduction import matching process. This key is stored in EP and shared with BC. (The field in BC is PayrollFileNumber)
After doing this initial synch up to BC, the company truly will be on the BC Service. Additions/Changes to employees and deductions will flow automatically after this point (of course, an employee will not flow upwards if there is missing required data)

10. Company setup Reminders:
If you add a company state, it more than likely will need to be added to Benefits Connect as certain benefits have certain rules by state and that is managed on the BC Side
You will be giving BC the deduction # from EP that is linked to the benefit in BC.
Whatever value BC has attached to a benefit is sent to us during the deduction import.
That # must exist in the client in question and should be the same entity on both sides.

11. Employee Setup
After activating a client to be on the Benefits Connect Service or when already active, the list of non-contract employees will display and by default terminated employees are hidden.
Toggle Show All Employees button to display the terminated people as needed.
Benefits Connect has required data elements that must contain values before a synch will be allowed. An icon will appear to the left of the Employee ID if they are missing data and additional info will be given or visual helping you see what might be an issue.

12. Employee Setup
There are extra data requirements for BC that do not exist on our employee record. These were added as Additional Properties and display as you click on an employee in the list. Review employees and fill in the additional properties.

13. Employee Setup
BC API has certain data requirements and will perform a multi-layer census file validation.
First is an overall file validation. Any this level will cause an entire file rejection. To prevent this, we skip sending the applicable employee(s).
Second is a per record validation. Any this level will only reject the applicable employee and not the rest
BC will the subvendor contact an either with a Completed Successful or Completed Successful with Errors message after this stage. Review and correct the employees indicated.

14. Employee Setup Required elements: First Name Last Name
SSN or VisaNumber (HR Advanced Tab)
Date of Birth
Gender (HR Basic Tab / Must NOT be Unspecified / Male or Female Only)
Address elements (Street / City / State / Zip)
Pay Frequency
Hours Per Week (General Tab / Def Hrs field)
If a value exists, it will be automatically converted to a weekly amount
Otherwise, if an employee is marked as part-time, the value will be 20 otherwise it will be 40. This number is used to calculate BC AnnualWages Field.

15. Employee Setup Required elements: Date of Initial Employment (DOE)
When you terminate an employee, an Employment History event is created
When you reactivate an employee, an Employment History event is created
The system will either use the start date (if no event exists) or the lowest date in the event table as the initial Date of Employment.
Rate 1 or Salary Amount (if employee has both, salary wins)
If salary, the per pay period salary amount will be annualized based on pay frequency.
Smoking Status (HR Basic Tab / Default in EP = Non-Smoker)
Employee Status (General Tab / value determined based on 3 fields)
Starts off as Full-Time or Part-Time (Job Status)
Temporary trumps #1
Seasonal trumps #1 / #2

16. Employee Setup Required elements when they occur: Termination Date
Deceased Date
Retirement Date (Additional Property)
FMLA Date (Additional Property)
Cobra Date (Additional Property)
Inactive Date (Additional Property)
These dates along with other factors automatically handle other BC required fields behind the scenes.
An employee in BC can only be one of these at a time
If an employee does not have any of the 6 dates above, the employee is considered active and if the DOE != current start date, the employee is considered to be re-hired.
Death trumps all other dates as that is pretty final sadly (at least in this realm/plane) 

17. Employee Setup Additional Required Properties
BC Division ID (if only 1 option, the system will set it for you)
BC Employment Category ID (if only 1 option, the system will set it for you)
BC Payroll Schedule ID ***
*** The system will take the employee’s pay frequency and check if BC has a payroll schedule for it and if so set it for you automatically. If no match is found and you do not dictate some other existing option, the employee will not synch. Contact the applicable party to have a new schedule created in BC for you to use.
For all 3, they are a drop down list populated with values from BC
They are not linked to any groupings on the EP Side. They are independent and are a way to group benefits for easier management in Benefits Connect.
Login Status, can be EP managed, but if left blank we will always be sending the default false
Union member, can be EP managed, but if left blank we will always be sending their default value of 2 for “N/A”

18. Employee Setup Optional fields Home Phone Email
Home Phone / Cell Phone / Work Phone will be used in that order if exists / stopping at the first existence hit
BC uses this as the employee's primary contact number
Home / Work will be used in that order if exists / stopping at the first existence hit
BC uses this for providing eligibility, enrollment notices/information or federal documentation electronically
Occupation (HR Basic / Title Field)

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