INS: Best Practices Workflows

Overview

Before setting up and using the Insurance Benefits module, ensure you are complying with your company's benefits policy. While each company differs in its policies and the benefits offered to employees, the below workflows include steps that will likely be common to most.

  1. Set up each individual benefit:
    • Create each benefit in the Benefit Setup screen, including plan options, and pricing rules.
    • Create each pricing structure with one or more pricing rules.
    • Create each benefit offering.
    • Create Benefit Classes with GL and Job number details. Important: Assign Benefit Classes to Titles in the Employee Master File.
    • Create eligibility rules in Eligibility Setup.
  2. Create Benefit Templates by combining a benefit class, benefit offering, pricing structure and eligibility rule.
  3. Set up Defaults, including a default template, if needed.
  4. Create special templates or packages using Package Assignments and Benefits by Job.
  1. Using the Package Validation screen or Benefits by Employee screen, assign packages to employees. Packages include the offering, pricing structure and eligibility rules.
  2. Address any exceptions noted in the Package Validation grid.
  3. At least once daily, use the Package Validation screen to review changes, new employees, etc.
  1. Using the Benefits by Employee screen, select the plan option for each benefit chosen by the employee.
  2. Enter the dependent and beneficiary information.

Using the Deduction Sync screen, select deductions to be entered in the Employee Master File.

At least monthly, use the Eligibility Testing Wizard to test eligibility for new and ongoing employees. Make changes as needed based on the results.

The Insurance Benefits Automation Engines process employees for Termination, No Hours and Auto Enrollment. The rules for these processes are set up on the Insurance Benefits Benefit Setup screen General Info tab. You can review results of these processes on the Insurance Benefits Automation Review screen.

  1. Run the Termination Engine at least monthly to identify terminated employees based on the Termination Rule for each benefit. You can choose to have the system unenroll employees from benefits.
  2. Run the No Hours Engine at least monthly to identify employees with no hours, based on the no Hours Rule for each benefit. You can choose to have the system unenroll employees from benefits.
  3. Run the Auto Enroll Engine at least monthly to have the system mark an employee as enrolled in a benefit