1. Benefits Administration

2. Course Objectives
At the end of this course, participants will be able to:
Understand the benefits enrollment and participation policies and transactions in SAP
Understand termination of participation and COBRA policies and transactions in SAP
Run needed reports

3. Agenda Lesson Time One: Introduction to Benefits Administration
Two: Benefits Enrollment and Participation
Three: Termination of Participation and COBRA
Four: Reports

4. Introduction to Benefits Administration

5. Lesson Objectives
At the end of this lesson, participants will be able to:
Describe the role of the Benefits Administrator in SAP
Name 3 common Infotypes used in Benefits Administration and explain what they are used for
Display employee benefits plans

6. Introduction to Benefits Administration
Employee Benefits are processed through the Benefits Administration module in SAP.
Benefits Administration contains all the processes required to offer and enroll an employee into benefit plans such as:
Medical, Dental, and Vision Plans
Medical Care and Dependent Care Spending Accounts
Life (enhanced and core), Accidental Death and Dismemberment (AD&D), and Disability
Florida Retirement System (FRS)
Tax Sheltered Annuities (403B)
Employees renew their benefits annually, through Employee Self-Service, during the Open Enrollment period.
Definition
Employee Self-Service (ESS): Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval.

7. Key Terminology Employment Status
Allows for division of employees into groups that define their relationship within SBBC for payroll purposes. For Example: active, inactive, withdrawn.
Employee Group
Allows for the division of employees into groups that define their relationship within SBBC for reporting purposes. For example: active, inactive, terminated, or retired.
Employee Subgroup
A subdivision of the employee group which allows for further definitions of employees according to their status. For example, a distinction can be made between union, non-union, salaried, hourly, temporary, and substitute employees.
Personnel Area
The Bargaining Group that represents an area within SBBC as determined by personnel administration, time management, and payroll accounting area.

8. Benefits Data and Infotypes
Infotypes are groups of personal data that is categorized based on content.
Each infotype contains different pieces of employee data.
Infotype 167
Health Plans
Name
Personnel Number
Plan Type
Option
Coverage
Name
Personnel
Number
Coverage
Employee master data can be found on more than one infotype.
If a piece of employee’s master data is changed, the new information will be displayed on all affected infotypes.
Plan Type
Option

9. Common Employee Benefits Infotypes
Action
0171
General Benefits Data – Display Only
0378
Adjustment Reasons
0021
Family Member/Dependents
0167
Health Plans – Display Only
0168
Insurance Plans – Display Only
0169
Savings Plans – Display Only
0170
Flexible Spending Accounts – Display Only
0236
Credit Plans

10. PA20: Displaying Benefits Data
Transaction PA20 allows for viewing of employee data.
When viewing employee records through this transaction, other users may also view the same employee record.
Changes to employee data cannot be made using this transaction.
All benefits related infotypes may be viewed using this transaction, security permitting.

11. PA20: Display HR Master Data6 1 2 3 4
PA20 allows for viewing of employee information. Information cannot be manipulated through this transaction.
1. Type the employee’s personnel number in the Personnel no. field and click the Enter key on your keyboard.
2. Click the appropriate tab to display infotypes for that functional area.
3. Click the selection box to the left of the infotype.
4. Enter time period if appropriate or click All (not all infotypes will require period selection).
5. An alternative to selecting the appropriate tab and infotype in steps 2 and 3 is to simply type the infotype number (if known) in the Infotype field.
6. Click the Display button.
Definition
Personnel Number: Number assigned to an employee as a method of identification. 5

12. Infotype 0171: General Benefits Data
Benefit Area is displayed.
1st Program Grouping is displayed
2nd Program Grouping is displayed.
Definitions
Benefit Area: The highest level within the benefits administration application. Defining a benefit area is based on existing organizational structure and the specific benefit programs offered to the various employees within the organizational structure. SB is the only Benefit area used by SBBC.
1st Program Grouping: Indicates Personnel Area
2nd Program Grouping: Indicates full time, part time, no benefits, temp, pool subs, retirees, etc. 1 2 3

13. Infotype 0167: Health Plans3 2
Displays Health Plan employee is enrolled in.
Displays detailed information for Plan.
Click on tabs for additional information.

14. Infotype 0168: Insurance Plans3 2
Displays Insurance Plan employee is enrolled in.
Displays detailed information for Plan.
Click on tabs for additional information.

15. Infotype 0169: Savings Plans3 2
Displays Savings Plan employee is enrolled in.
Displays detailed information for Plan.
Click on tabs for additional information.

16. Infotype 0170: Flexible Spending Accounts3 2
Displays Flexible Spending Accounts employee is enrolled in.
Displays detailed information for Plan.
Click on tabs for additional information.

17. Knowledge Check Transaction PA20 allows for:
Delimiting employee information
Displaying employee information
Viewing employee benefit information
All of the above

18. Questions?

19. Agenda Lesson Time One: Introduction to Benefits Administration
Two: Benefits Enrollment and Participation
Three: Termination of Participation and COBRA
Four: Reports

20. Benefits Enrollment and Participation

21. Lesson Objectives
At the end of this lesson, participants will be able to:
Describe the SBBC benefits enrollment process.
Enroll an employee in a benefits plan.
Make changes to an employee’s participation in a benefits plan.

22. Benefits Enrollment Process
All benefits enrollments are to begin with an adjustment reason. Listed below are the BCPS adjustment reasons:
ADMI: Benefits Administration (Benefits Dept only)
BRTH: Birth Adoption (Role TBD)
DETH: Death of enrolled dependent (Role TBD)
TSA : Savings Plan Enrollment (Benefits Dept only)
DIVC: Divorce/Separation (Role TBD)
HIRE: Hire / Rehire (Role TBD)
LDPC: Loss of Dependent’s coverage (Role TBD)
MARR: Marriage / DP Relationship (Role TBD)
ORGC: Organizational Change (Role TBD)
RETI: Delimit Plans for Retiree (Role TBD)
UPLV: Unpaid Leave of Absence (Role TBD)
RFLV: Return from Unpaid Leave (Role TBD)
BENF: Add or change beneficiaries (ESS User)
The enrollment permissions for each of these adjustment reasons will vary by each reason and will allow the addition, deletion or changing of benefit plans, the changing of benefit options, the addition of dependents and beneficiaries or the increase or decrease in employee contributions.
The adjustment reasons infotype 0378 can be the final infotype of a PA action or can be created separately via transaction PA30. The adjustment reason provides two purposes: 1) to maintain a record of all enrollments for an employee and 2) to initiate an enrollment from the enrollment workbench. Using the enrollment workbench (transaction HRBEN0001) is the required process for all enrollments. Completing the enrollment will create the necessary benefits infotypes. These infotypes should never be created using the transaction PA30 because this transaction does not validate the input defaults that have been configured. For this reason, update authorization to these infotypes from PA30 will be limited only to benefit decision makers.

23. Enrollment Prerequisites
Key Improvements in Benefits
Employees input their own life insurance beneficiaries in SAP through ESS.
Enrollment Prerequisites
Before an employee can enroll in a benefits plan, they must have a General Benefits Data (Infotype 0171) established in SAP.
All dependents enrolled in a health plan must have a Family Member/Dependent (Infotype 0021) record in SAP.
General Benefits Data is usually created during the hiring process.

24. Benefit Enrollment
Employees may be enrolled in benefits plans in the following ways:
New Hire offer
Open Enrollment offer through ESS

25. Benefits Enrollment: New Hire
All employees new to SBBC will have a “New Hire offer” plan available for 30 days from their date of hire.
Benefit Dept will enroll employees based on what they select on their forms.
The current process has not changed. See appendix from current manual.
Employees are enrolled through PA40
In the future employees may have more options to enroll themselves online.

26. Benefits Enrollment: Automatic Offer
Automatic Plans
Core life insurance & disability insurance are plans paid by SBBC with no cost to the employee.
Do not require employee selection.
All SBBC employees are enrolled in Automatic Plans; however an employee may choose to increase coverage in these plans.

27. Benefit Enrollment: Open Enrollment
During the “open enrollment” period employees select benefit plans for the upcoming year through ESS.
Employees who changed their health plan during open enrollment will not begin with their new health plan until their old plan has expired. Health plans effective dates are usually Jan. 1 – Dec. 31.

28. Change Notification to Vendors
All changes to benefits selections, including new hires and open enrollment must be communicated to benefits provider.
Active enrollments will be communicated to the Benefits Provider on a monthly basis via interface/report.

29. New Hire/Rehire Enrollment Process

30. HRBEN0001: Enrollment 1 5 4 Enter HRBEN0001 in the FastPath field; or
Double-click HRBEN0001 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Administration  HR Master Data  PA40-Personnel Actions.
Purpose: Use this procedure to enroll employees in eligible benefits plans upon initial hire or re-hire. As noted earlier, all employees must have an adjustment reason before this transaction can be performed.
Trigger: Perform the Benefits follow-up action upon notification of a new or rehired employee.
Prerequisites: An employee must have a General Benefits Information (Infotype 171) record established in SAP before enrolling in a benefits plan. Additionally, a new hire enrollment action PA40, which includes the creation of pertinent infotypes, is necessary for this benefits enrollment.
Steps:
Enter the personnel number for the employee.
Click the Enter key on your keyboard to display the employee’s information.
Complete or review date of hire for employee.
4. This section outlines the New Hire offers. See the Business Process Procedure (BPP) for more details.
5. Use the Print Form button to print the confirmation form.

31. HRBEN0015: Print Confirmation Form (continued)2
This is the top half of the sample Confirmation Form that will be printed with this transaction.
Employee Personnel Number and Name.
Detailed Employee Health and Insurance Plan information.

32. PA30: Maintain Benefits Data
Once an employee is participating in a benefit plan, PA30 gives you access to infotypes where employee data can be changed.
When accessing an employee record, this record is locked from all other users preventing them from viewing or changing the record.
Any personal information changed on one infotype will automatically be updated in all other applicable infotypes.
Some employee information can only be delimited, not deleted.
PA30 allows for manipulation of employee information. Change notifications must be sent to insurance company and/or third party vendor when changes are made to employee information that affects employee coverage.
NOTE: This transaction locks out other users from the record being used, therefore do not use PA30 for viewing only purposes, use PA20.
Definitions
Delimit: Delimiting data does not delete old data. A record is maintained in SAP of the old and new data including the active dates associated with all data sets.

33. PA30: Maintain HR Master Data6 1 2 3 4
Enter PA30 in the FastPath field; or
Double-click PA30 from your User Menu or Favorites menu
Type the employee’s personnel number in the Personnel no. field and press the Enter key on your keyboard. Employee’s information will automatically populate.
Click the appropriate tab to display infotypes for that functional area.
Click the selection button to the left of the infotype.
Select the period if appropriate or click All (not all infotypes will require period selection).
An alternative to selecting the appropriate tab and infotype in steps 2 and 3 is to simply type the infotype number (if known) in the infotype field.
Click on the Change button.
Once chosen infotype is displayed, make necessary changes. 5

34. Infotype 0378: Adjustment Reasons
See BPP for detailed instructions.
SBBC Adjustment Reasons:
ADMI: Benefits Administration (Benefits Dept only)
BRTH: Birth Adoption (Role TBD)
DETH: Death of enrolled dependent (Role TBD)
TSA : Savings Plan Enrollment (Benefits Dept only)
DIVC: Divorce/Separation (Role TBD)
HIRE: Hire / Rehire (Role TBD)
LDPC: Loss of Dependent’s coverage (Role TBD)
MARR: Marriage / DP Relationship (Role TBD)
ORGC: Organizational Change (Role TBD)
RETI: Delimit Plans for Retiree (Role TBD)
UPLV: Unpaid Leave of Absence (Role TBD)
RFLV: Return from Unpaid Leave (Role TBD)
BENF: Add or change beneficiaries (ESS User) 1

35. Infotype 0021: Family Member/Dependents
Use this infotype to create or make adjustments to family members, dependents, or beneficiaries.
Displays family member.
Displays beneficiaries.
NOTE: As noted before, when an employee makes a change to their family members or dependents, notification must be sent to the insurance company and/or third party vendors.

36. Infotype 0236: Credit Plans

37. PA40: Benefits Follow-Up Personnel Action

38. Knowledge Check
Which of the following ways can an employee be enrolled in a benefits plan:
Automatically
Open enrollment
Default
All of the above

39. Knowledge Check
To enroll an employee in a benefits plan, the employee must first have a General Benefits record,
Infotype 0171, established in SAP.
True
False

40. Knowledge Check Use PA30 to: Change employee data View employee data
Delimit employee data
All of the above

41. Questions?

42. Agenda Lesson Time One: Introduction to Benefits Administration
Two: Benefits Enrollment and Participation
Three: Termination of Participation and COBRA
Four: Reports

43. Termination of Participation
and COBRA

44. Lesson Objectives
At the end of this lesson, participants will be able to:
Terminate an employee’s benefits plan.
Initiate the COBRA process.

45. Benefit Terminations and COBRA Process
Plan terminations can be the result of an action that triggers the termination of benefits, a voluntary termination of benefits or from a COBRA qualifying event. Therefore there are 3 separate methods to delimit benefit plans:
1) the creation of a benefit adjustment as the final step of a PA action
2) from a COBRA qualifying event 1
3) from the execution of the termination transaction HRBEN0014.
The COBRA qualifying event collection and the generation of the COBRA letter creates infotype 0211 and delimits the health plan automatically. However, it does not delimit other plans that may need to be delimited as well. The termination transaction HRBEN0014 must be used to delimit these plans using the termination rule established for each plan to be delimited
While benefits infotypes can be delimited via transaction PA30, SAP recommends using the delivered tools to take advantage of the termination rules that have been configured

46. Termination of Participation
Upon termination of employment with SBBC, benefits plans must be terminated in accordance with the plans’ provisions.
COBRA benefits coverage must be offered to employee.
COBRA (Consolidated Omnibus Budget Reconciliation Act) is a law enacted by Congress that offers the employee and qualified dependents continuation of health care coverage when group coverage is lost due to a qualifying condition.
Qualifying conditions for COBRA benefit coverage:
Termination
Death of employee
Reduction in work hours
Medicare entitlement
Divorce
Legal separation
Loss of dependent status

47. COBRA Benefits The COBRA Process:
SAP event collection process is run to generate a list of COBRA eligible employees and dependents
Notification letter is generated for eligible individuals which specifies premium costs and length of coverage
Individual’s group health plan coverage is delimited according to plan termination rules
Employee or dependent contacts insurance company directly to enroll in COBRA coverage and monthly payments are made directly to the insurance company.
The Separation personnel action must be executed before COBRA process can begin.

48. HRBEN0014: Termination of Participation2 1
Enter HRBEN0014 in the FastPath field; or
Double-click HRBEN0014 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Benefits  Termination
Purpose: Use this transaction to terminate all or part of employee(s) benefits plan(s).
Trigger: Perform this procedure when there is a need to terminate participation in an employee’s benefits plan(s) due to the following:
Termination of employment
Life change event
Select all plans to be terminated.
Click Stop Participation button.

49. HRBENUSCOB01: Collection of Qualifying COBRA Events
Enter HRBENUSCOB01 in the FastPath field; or
Double-click HRBENUSCOB01 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Benefits  COBRA  Event Collection
Trigger: COBRA events are triggered in SAP when the Human Resources Department changes the employee’s master data record (Infotype-Action 0000). The system identifies potential COBRA-qualifying events by checking HR master data records for information that indicates that one of the following qualifying event types has taken place:
Termination of employment
Reduction in working hours
Death of employee
Employee's entitlement to Medicare
Divorce
Legal separation
Child's loss of dependent status
Bankruptcy of employer
When the system has identified a potential event, it checks whether the employee who has experienced these events is actually enrolled in any plans subject to COBRA. Only those employees and/or dependents who have actually lost group health coverage are COBRA-qualified beneficiaries.
Hint: The collection of COBRA events is the first step in the COBRA administration process. Event collection should be run at frequent intervals for all employees.

50. HRBENUSCOB02: COBRA Letter Generation

51. Knowledge Check The COBRA process can only be initiated after:
Employee submits resignation
Employee’s last day of employment
Separation Personnel Action has been executed

52. Questions?

53. Agenda Lesson Time One: Introduction to Benefits Administration
Two: Benefits Enrollment and Participation
Three: Termination of Participation and COBRA
Four: Plan Overview Reports

54. Reports

55. Reports
Plan Overview Reports
Eligibility Reports
Change Reports

56. Selection Criteria for Reports4 1 2 3
Most of the Benefits reports use the same selection criteria to extract their information. Instead of showing this process multiple times, the selection criteria steps are documented only on this slide. Unless otherwise noted, use this process when pulling a report.
Steps:
Complete the Key date criteria. The Key date automatically defaults to today’s date unless otherwise specified.
Enter Personnel Number of employee or group of employees; or
Complete Additional selection fields to identify a specific group of employees by their Program Groupings. If no Personnel Number or Additional selection criteria is completed the system will display a list of all applicable employees.
Click Display.
Definitions
Benefit area: The highest level within the benefits administration application. Defining a benefit area is based on existing organizational structure and the specific benefit programs offered to the various employees within the organizational structure. For SBBC this field will always be SB.
1st Program Grouping: Indicates Permanent (PERM) or Retirees (RETI, RPLN).
2nd Program Grouping: Indicates Food Service – 3hrs (3PTM), Full Time (FTIM), Part Time (PTIM), Pool Subs (PSUB), Retirees (RETI, RPLN, RRAP, RRIP).

57. HRBEN0006: Benefits Plan Overview
Enter HRBEN0006 in the FastPath field; or
Double-click HRBEN0006 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Benefits  HRBEN006

58. HRBEN0072: Participation Report
Enter HRBEN0072 in the FastPath field; or
Double-click HRBEN0072 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Benefits  Info System  Report  Participation.
This report details employees participating in a specified benefits plan on a given date or during a certain period of time.
HINT: You must know the Benefits Area, Program Grouping, Benefit Plan or Personnel Number(s) for the employees you are interested in reviewing. Employees must be enrolled in a benefits plan to appear on this report.

59. HRBEN003: Participation Monitor
Enter HRBEN0003 in the FastPath field; or
Double-click HRBEN0003 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Benefits  Participation Monitor.
This report detects employees who are no longer eligible for the plans in which they are enrolled. Inconsistencies can easily be detected and corrected with this transaction.
Employees must fulfill the following two eligibility requirements to participate in plans:
Macro Level of Eligibility: The employee’s plan is in the program defined for the combination of benefit area and first/second program grouping to which they belong (as stored on the General Benefits Information, Infotype 171 record.
The employee therefore becomes ineligible if:
The plan in which they are participating in is removed from the program that is applicable to their benefit area or program grouping.
Due to an organization change, an employee becomes assigned to a different benefit area or first/second grouping and the plans in which they are participating in is not in the applicable program.
Micro Level of Eligibility: If an employee no longer fulfills the eligibility rule for the plan, the corequisite conditions for the plan are no longer fulfilled.
Steps:
Displayed is a list of employees who are enrolled in plans they are no longer eligible for and the reason.
To withdraw an employee, select the plan(s) by clicking on the box next to the plan.
Click Stop Participation.
The Delimiting of Plans screen is displayed.
Click Execute to delimit the plan. This action delimits the plans the day before the selection date. Any infotype records for future participation in plans within the same plan type remain unchanges.

60. HRBEN004: Evidence of Insurability (EOI) Monitor2 3 1
Enter HRBEN0004 in the FastPath field; or
Double-click HRBEN0004 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Benefits  Insurability.
This report displays a list of selected employees for which Evidence of Insurability (EOI) has been requested. EOI may be necessary when an employee elects to enhance their life insurance plan. For each employee, the plans requiring EOI are shown with their options or coverage, status of EOI provision and the ending date of their grace period.
Trigger: Perform this procedure after the open enrollment period to get an overview of employees for whom EOI is pending or to register receipt of EOI from the insurance company. This procedure can also close pending enrollments for employees who have not provided EOI within the grace period.
Steps:
If EOI has been provided and approval notification received from the Life Insurance Company, select the appropriate plan.
Click on Insurability proven. On the screen, the traffic light will change from yellow (pending) to green (active).
If EOI has been denied by the Life Insurance company or the employee(s) have failed to provide insurability within the grace period, click Stop participation to delimit or delete the plan.

61. HRBEN0077: Changes in Benefits Elections
Enter HRBEN0077 in the FastPath field; or
Double-click HRBEN0077 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Benefits  Info System  Participation Changes in Benefits Elections.
Use this report to view changes to a benefits plan infotype record on a specific date or period. The following changes may be viewed:
New enrollment
Terminations
Employee elections for a plan
Hint: Records whose validity started after the election period, yet have been changed or delimited are not listed. However, records whose validity ends on the last day of the election period are listed. In each case, the report indicates whether a new record exists to renew the employee’s enrollment.

62. HRBEN0083: Changes in General Benefits
Enter HRBEN0083 in the FastPath field; or
Double-click HRBEN0083 from your User Menu or Favorites menu; or
Click Human Resources  Personnel Management  Benefits  Info System  Reports  Participation Changes in General Benefits Information.
Use this report to view changes to a benefits plan infotype record on a specific date or period. The following changes may be viewed:
New enrollment
Terminations
Employee elections for a plan
NOTE: This report can be exported to a Microsoft Excel spreadsheet.

63. Questions?