Benefits Set-Up Documentation

Keystyle Support Team -

Corresponds with V: 1.12 of the Portal

QUICK LINKS:

STEP 1: VIEWPOINT CONFIGURATION

HR Benefit Code

The following is a list of items you will need to check/make changes to for them to appear in the portal.

Assigning Benefit Type

The benefit type will allow you to group your different benefit codes under one benefit Type. This is a combo box we have added to your HR Benefit Code. If a benefit type is not selected you will not be able to see it in the portal.

1.png

    • How to Modify Benefit Type Dropdowns: To add, remove, re-name your benefit Types: Go to Viewpoint Administration, VA Custom Field Combo Boxes, Benefit Types

2.png

NOTE: The Benefit Type Database Value will need to be used for Benefit Portal Settings.

BACK TO TOP

Benefit Options:

If your benefit code has Options (Example: Single, Single + Spouse, Family) you will need to check that each benefit Option has a description in the Benefit Options Tab. This is what will appear in the option dropdown.

3.png

If you would like to restrict the maximum number of dependents per benefit option we have added a column to your Benefit Options tab. This will allow you to set a max for how many dependents your users can add (ex: Single – 0, Spouse -1). If you leave it blank it will be limitless.

4.png

BACK TO TOP

Deductions:

For plans with Options you will need to be sure that each Option has a Frequency and an amount in the New Rate column. These will appear in the portal under “My Contribution”

5.png

BACK TO TOP

Liabilities:

Your Liabilities will appear in the portal as “Employer Costs” Only if portal Setting “Show Employer Costs” is enabled.

6.png

If you want to show your Employer Costs you will need to be sure each deduction code has a corresponding Liability.

7.png

BACK TO TOP

Update PR:

Each Benefit Code must be selected with “Update PR” in the Benefit Code. If this is not selected the dollar amounts will not appear in the portal.

BACK TO TOP

Additional Options:

  • Downloads: To provide downloads for each benefit code attach it to the Benefit Code.8.png

  • Notes: To add Notes to each of your Benefit Codes underneath the Benefit Description in the portal simply add them to the notes tab in the HR Benefit Code.

  • Overriding Frequency Code Labels: If you want to change the description of the frequency code without changing the actual frequency code, add the following UD Fields on HR Benefit Codes:

    • udEmployerUM

    • udEmployeeUM

For Each Benefit Code put in the Frequency Code with the description you want your users to see

9.png

BACK TO TOP

HR Benefit Groups

Each Benefit Group should have the Benefits assigned in the Benefit Codes Tab.

10.png

In the portal, you will assign your benefits to employees (Office Tools > Manage Benefit Assignments). If a benefit code is not assigned to a Group, it will not appear for the users assigned to that group. A user can be added to multiple groups.

Additional Options:

  • Benefit Group Attachments: If you want to provide an attachment just to a Benefit Group, simply attach it in the Benefit Group and it will show up at the bottom of the notes section of Step 3.

11.png

BACK TO TOP

HR RESOURCE BENEFITS

If you want to show your employee’s current elections on the summary page during closed windows (Example A) and pre-selected as current during an open window (Example B) you will need to have their benefits filled out in HR Resource Benefits.

12.png

13.png

NOTE: If you want to show the employee’s dependents associated with that benefit code you will need to make sure that each dependent has their own line on that benefit code (the dependent sequence will tell you if that is the employee or their dependent). Only the dependent sequence “0” should have a Deduction/Liability associated. This is how it will appear after a user’s benefit with dependents has been approved.

14.png

BACK TO TOP

STEP 2: PORTAL SETTINGS:

LOCATION: Admin, Portal Settings, Update My Benefits

  • Allow users to request a benefits window for qualifying events

    • If turned off, when users go to “Manage My Benefits” they will only see their current benefits and will not be able to request a qualifying event.

  • Automatically Approve Benefit Window Requests

    • When users request a window, this setting will automatically open the window without administrator approval.

  • Benefit Test Mode (Only Benefit Access to Admins):

    • While you are still setting-up your Benefits turn on this setting to allow the Personal Info Admin access to test Benefits without other users seeing “Manage My Benefits”

NOTE: Must have “Enable Benefits Functionality” turned on.

  • Benefit Type Sort – List the benefit types (database value) in the order you’d like them to appear

    • Comma Separated

    • Found in Benefit Type ComboBox Database Value

      • VA Custom Field Combo Boxes, “BenefitType”)

15.png

  • Code Logo Attachment Type

    • This setting is still under development.

  • Custom Text: Benefit Pending Request Text

    • Text that appears after a user has submitted their qualifying event benefit window request.

  • Custom Text: Benefits Request Page (Closed Window)

    • Text to show in the blue header in the Benefit Main Page when user does not have an open enrollment window

  • Custom Text: Benefits Request Page (Open Window)

    • Text to show in the blue header in the Benefit Main Page when user does have an open enrollment window

  • Custom Text: If Benefit Window Requests are disabled and Employee has pending elections, show this text above the benefit summary.

  • Custom Text: Step 3 - Benefit Header

    • This will show up on Step 3. (where users make their benefit selection)

    • If you added an attachment to a specific Benefit Group, it would show up at the bottom of this header text.

  • Custom Text: Step 4 – Bottom Section of Finalize Benefit Page

    • This appears at the bottom of “Step 4. Finalize and submit” of the Benefits Enrollment. This is where you add any final details or legal requirements before your user finalizes and submits their benefits. This will appear on the Benefit Audit report.

  • Custom Text: Step 4 – Top Section of Finalize Benefit Page

    • This will appear at the top of “Step 4. Finalize and Submit” to the right of their Benefit Window Details and above their elected benefits.

  • Date for Effective Benefit Group Age Filtering:

    • This setting allows you to set the effective date for establishing the age groupings for benefit eligibility by Benefit Grouping. IE – their age as of this date. If you leave it blank it will default to their age as of today.

  • Default effective date for benefit requests:

    • This setting allows you to set the default Effective Date during the approval process. If left blank it defaults to today’s date.

16.png

  • Dependent Benefit Codes – Disabled [Benefit CodeA:Benefit CodeB])

    • When the Benefit Code A is selected the Benefit Code B is disabled. Colon between linked benefit codes, semi colon between coupled benefit codes

  • Dependent Benefit Codes – Enabled ([Benefit CodeC];Benefit CodeD])

    • When Benefit Code C is selected, Benefit Code D appears. Colon between linked benefit codes, semi colon between coupled benefit codes

  • Disable Email Notification When New Window is Opened

    • If you want to turn off the email that informs the user that their window is open, turn on this setting.

  • Enable Benefits functionality?

    • This will allow the Benefits Module to be visible to users

  • Frequency Code of deactivated deductions and liabilities

    • When a user declines coverage for this benefit code OR they switch benefit plans, this frequency code will replace the existing frequency code. You should choose a frequency code that will never be processed in payroll (Ex: I for inactive or N for never).

  • Input Settings Per Benefit Type (Each benefit type is separated by semi-colon) where 1= yes and 0= no CODE: [A,F,P - Input mode (see helper text)],[0,1,2 - Read Only, 0 Editable; 1 Read Only; 2 Hide Options],[0,1 - Attachments Allowed],[0,1 - Dependents Shown],[0,1 -Beneficiaries Shown],[0,1 - Allow Free Input of Beneficiary Names], [0,1 – Notes Required on Decline Coverage] EXAMPLE: Med:A,0,1,1,0,0,1;Dental:F,0,1,1,0,0,1

    • Benefit Type should be the same as the VA Custom Field Combo Boxes database value

    • Input Mode: A = Option Amount, F = Fixed $, P = % of Gross Salary

  • Log record of benefit request actions in HR Employee History

    • This setting gives you an additional way to track your users Benefit Windows, Elections and declines through HR Employee History.

  • Plan Info Attachment Type:

    • Currently under development

  • Product Image Attachment Type ID:

    • Currently under development

  • Show Employer Costs on Benefits Selection Page (Step 3)

    • This will show the employer cost (aka the Liability codes on the benefit code) in step 3 and in the closed window review

  • Text to show after benefit submission in pop-up window

    • This text will pop-up just after a user has finalized their benefit elections.

BACK TO TOP

STEP 3: ASSIGNING A PERSONAL INFO ADMIN

LOCATION: Admin, Admin Roles

Users who are set as Personal Info Admin will be able to approve Personal Info, Dependents and Benefits changes.

  • If you have turned on “Notify Real Time” the Personal Info admin will get an email each time a user submits a request

  • If you have Turned on “Notify Daily” the Personal Info Admin will just get an email once a day (midnight) that they have items for approval.

18.png

Personal info admins will also have access to Manage Benefit Assignments (where they can assign users to Benefit Groups) and the Benefits Dashboard (where the can manage benefits windows).

19.png

BACK TO TOP

STEP 4: MANAGE BENEFIT ASSIGNMENTS:

LOCATION: Office Tools, Manage Benefit Assignments

For each Benefit Group, created in Viewpoint, you will be able to assign specific employees to that group. To assign users to these groups:

20.png

  1. Select Company and Benefit Group: Select which HR Company then which Benefit Group you want to make assignments to

  2. Add/Exclude by Group: Here you can add members to your Benefit Groups by using a Group Type and a Group Value. There are five different Group Types: PR Group, Craft, EarnCode, PR Department and Employee Age (years). You can select a Group Type, narrow by Group Value (or select “All”), and then choose to include or exclude to make the needed list of employees. Users that are added into viewpoint will be inherited into their respective Benefit Group.

NOTE: For the Employee Age (years) if you want it to be set as of a specific date you will need to set the “Date For Effective Benefit Group Age Filtering” located in Admin, Portal Settings, Update my Benefits.

  1. Add/Exclude Specific Employees: If you want to add or exclude certain employees from the list created by the Add/Exclude by Group or build a hand selected list, this section allows you to search all employees and add or exclude individually.

  2. Refresh Membership: To double check your list click Refresh Membership to get a list of who is part of this list.

  3. Clear Group: To remove all groups from a Benefit Group Select ‘Clear Group’

BACK TO TOP

STEP 5: BENEFITS DASHBOARD:

LOCATION: Office Tools, Benefits Dashboard

The Benefits Dashboard allows you to approve, create and modify all enrollment windows. It also allows you to Modify Event Types and print Benefit Audit reports.

21.png1. FILTER: The filter Bar allows you to modify your view as well as set-up your group for Batch Action. You can filter by PR Group and/or by other filters (Earn Code, Craft, PR Dept, Benefit Group and Window Type).

22.png

2. MANAGE EVENT TYPES: This page allows you to modify the qualifying events that appear on the My Benefits Page during closed windows.

23.png

    1. Duration (Days) – The duration days are the default for the length of the window when it is approved. You will be able to adjust the dates of the window open and close, but this will allow you to have a default already entered.

    2. Attachment Required – If a qualifying event requires an attachment you can click this to enforce your users to add attachment when submitting a qualifying event request. You will be able to see the attachment only on approving the window request.

NOTE: The user will not be able to submit the request without the attachment so you may want to include the attachment requirements in the “Custom Text: Benefits Request Page (Closed Window)” Portal setting so they know what kind of attachment is required.

    1. Active – If a Qualifying event is active it means that it will appear in the dropdown list of qualifying events. If you un-check the event will not be listed for the user to select.

3. BATCH ACTION: The Batch Action button allows you to make specific actions by the filtered group

24.png

  • Initialize Enrollment Window: When you are ready to set-up an open enrollment for everyone (or a filtered group) select Initialize Enrollment Window to set the window dates and window type for your users.

25.png

NOTE: Once you hit “Initialize” your users will receive an email letting them know they window type, the start and end date and the link to the portal enrollment page.

  • Email Enrollment Reminder: This allows you to email all filtered employees that have not yet completed their window.

  • Extend Windows: This feature is currently not functional.

  • Export Current View to Excel: To get a more in-depth look at your user’s current benefits status you can export to excel.26.png

  • Export Summary: This allows you to print out the Benefit Audit Report for each user during a specified open enrollment window. The Benefit Audit Report is a PDF that includes a summary of what benefits they elected and/or declined, the dependents selected, the Finalize Text the user sees at the bottom of step 4 and their signature and date for a specific window. This report is also available individually (see action button).

4. ACTION: This button allows you to make similar actions as the Batch Action button, but on an individual level. The Action button can also link you to a user’s pending requests.

27.png

    • Create New Window: If you need to open an enrollment window for specific users and not a group, you can create a window here. You will need to select start and end dates as well as

NOTE: Beware of overlapping windows. If you try to create a new window during the same time of your current window (even if it is completed) you may get an error. Use Revise Window Dates to either modify current windows or purge previous windows.

    • Email Enrollment Reminder: This allows you to send a reminder to just a specific user.

    • Review Window Request: This only appears if a user has requested a window with a qualifying event. You will see the notes they have entered, any attachments they submitted, the qualifying event they submitted and the dates will be pre-filled based on your defaults set-up in ‘Manage Event Types’ but are also editable.

28.png

NOTE: Currently the attachment will only appear here, you may want to download and save if you need to attach it.

    • Revise Window Dates: This allows you to modify and purge current open windows

    • Review Dependent Changes: If a user has submitted Dependent changes you will see how many, if you click on this it will take you to the Dependent Approval Page (Approval, Dependent Requests)

    • Review Personal Changes: If a user has submitted Personal Info Changes you will see how many, if you click on this it will take you to the Personal Info Approval Page. (Approval, Personal Info)

    • Review Benefit Requests: If a user has submitted and finalized their benefit elections you will see how many are currently pending. If you click on this, it will take you to the Benefits Approval Page. (Approval, Benefit Requests).

    • View Window History: This opens a window for you to see your user’s Benefit Window History. For windows completed in portal versions 10 or higher you will be able to download the Benefit Audit Report. The Benefit Audit Report is a PDF that includes a summary of what benefits that user elected and/or declined, the dependents selected, the Finalize Text the user sees at the bottom of step 4 and their signature and date for that specific window.

29.png

  • Generate: An Audit report may not be available (either the benefits were not approved OR they were approved before this setting existed). By clicking ‘Generate’ you will make the audit report both in the Benefit Dashboard for the Personal Info Admin and in Manage My Benefits for the user.

  • View: Means that the audit report is available for download.

BACK TO TOP

STEP 6: BENEFITS REQUESTS (APPROVAL)

LOCATION: Approval, Benefit Requests

After a user has submitted their benefits the Personal Info Admin will receive an email letting them know they have something to approve! The link will take them to the Benefits Requests Page. Below explains the different options on this page:

30.png

  1. Filters: During a large open enrollment you may have many benefit requests in at the same time. You can use the filters to narrow your view: By Payroll Group, Earn Code, Craft and PR Department

31.png

  1. Search: You can use this earch to find all requests for a specific user

  2. Export All Pending Requests to Excel: When clicking an Excel sheet will download with all the details for the request (except for the Depentend names).

32.png

  1. Review: When clicking the Review button you can see all the dteails on the user’s Benefit Request

33.png

  1. ATTACHMENTS: If a user has submitted an attachment the paperclip will be blue and you will be able to download it in the review page.

  2. Approve: To approve a benefit request you will need to first select the Benefit you want to approve and then select “Approve”. The Benefit will not go into HR Resource Benefits until it is approved.

34.png

  1. Reject: When you reject a plan you may only reject one at a time. When you reject the plan all of the other requests for that user will be removed from the approval page, this is because when you reject a plan it will unselect it for the user and open their window again. Although their other plans will still be selected they can cancel their other plans to make additional adjustments.

  2. i”: If you see this icon it means that one of the dependents added to the benefit are not yet approved (and therefore not yet in Vista). Go to Approval, Dependent Requests to approve the dependent.

35.png

  1. Declines: Although declines will not show up in HR Resource Master, they do go through approval (incase the user declined in error). You will be able to see the decline reason (if enabled) in the review.

BACK TO TOP

WORKFLOW:

OPENING A WINDOW: A window may either be requested via qualifying events or opened manually by the Personal Info Admin in the Benefits Dashboard. Once a window is approved or opened the user will get an email letting them know the Window has been opened, the start and end of that window, and a link to the portal benefits page.

OPEN ENROLLMENT: When a user has an open enrollment window they will need to complete all four steps in order to submit their requests for approval.

STEP 1: Update your own personal information

This is the same page as ‘Update Info’. If you have made any of the personal Info field ‘Benefits Required’ they will appear in red if blank and the user will have to fill them out in order to verify this page. Once they have finished adding or modifying their personal information (or if they have no changes) they will need to select ‘Verify’ to complete the step. All request changes will follow the normal workflow and do not need to wait for step 4 to be completed before being submitted for approval.

For more information on setting up personal info: Personal Info Set-up Documentation

STEP 2: Update your dependent information

This is the same as the ‘Update Dependents’ page. Users will be allowed to add new dependents for approval. If their new depenent has not yet been approved they will still be able to add them to their benefits in step three. Once they have finished adding or deleting their dependents (or if they have no changes) they will need to select ‘Verify’ to complete the step. All request changes will follow the normal workflow and do not need to wait for step 4 to be completed before being submitted for approval.

For more information on setting up dependents: Dependents Set-up Documenation.

STEP 3: Review plan offerings and elections

On this page users will be able to elect their benefits. They will only see benefits attached to the Benefit Groups they are assigned to. They can:

  • Keep Existing Plan: This will allow them to keep the beenfits assinged in their HR Resource Benefits with the new rates in HR Benefit Codes. All dependents currently assiciated with this plan will also remain the same.

  • Confirm Selection: After a user has selected a plan the confirm button will allow them to update their dependents or beneficiaries, and add attachments (depending on what you have enabled for this benefit type in the ‘Input Settings Per Benefit Type’ portal setting).

  • Decline Coverage: When a user declines coverage they will need to give a reason for their decline. The decline and the reason will both appear in Benefit Approval.

STEP 4: Finalize and Submit

After a user has completed steps 1,2 and 3 they will be able to select step 4. On this page they will review their new elections as well as see a subtotal of their current and newly requested benefits.

At the bottom of the page they will select ‘Finalize and Confirm’ which will require them to sign (either with their finger or with their cursor) that they have read and understood the contents and select submit.

Once a user has submitted their benefits their benefit elections will be submitted to the Personal Info Admin for approval.

BACK TO TOP

APPROVING BENEFIT REQUEST: Personal info Admin can review, approve and reject all benefit reuqests in the Benefit Requests page (Approval, Benefit Requests).

  • Reviewing Benefit Elections: Before approving or rejecting a Benefit Election the Personal Info admin can select the Reivew button to take a look at the Requested plan, the Option selected and the dependents or beneficiaries associated.

  • APPROVING BENEFITS: To approve an election select the box on the far right (or to approval all select the box on the top). All changes are made in the HR Resouce Benefits and a history line is added to HR Resouce Employement History under the History Code “BENEFIT”. The following is a more specific list for each situation.

    • New Benefits are added to HR Resouce Benefits

      • Deductions and Liabilites amounts from the HR Code selected OR if the Benefit Type is Fixed or Percentage then the amount/percentage will be based on what they entered.

      • The ready flag is checked

      • The effective date is updated to the effective date specified in approval.

    • Previous elections (aka benefit codes on the same benefit type that were not selected) are:

      • unchecked from the active column

      • all deduction and liabilites are given the Frequency code from the Portal setting: “Frequency Code of deactivated deductions and liabilites”

    • When a user declines coveage the decline must go through the same approval process. When the decline is approved:

      • If it was previously elected it will be:

        • unchecked from the active column

        • The Dedcutions and liabilities will have the Frequency code from the Portal setting: “Frequency Code of deactivated deductions and liabilites”

BACK TO TOP

OTHER LINKS & DOWNLOADS:

PDF DOWNLOAD

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk