Benefits Basic Training

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Benefits Basic Training

• June-July, 2007

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HCM Authorization Summer, 2007 Training Sessions

• To ensure that you have adequate access to the
  HCM infotypes we will be using during the summer,
  2007 training sessions, you have been given a
  generic logon with broad ability to view and/or
  update information. Specific data for all
  employees in the HCM training client has been
  scrambled to protect the individuals privacy.
• When you return to your campus, your normal HCM
  authorization will be in place for the production
  client. If you do not have the appropriate access
  for your responsibilities in HCM, you should
  contact your campus Org Management person, or
  your HR Director.

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Benefit Agenda

• Review of basic principles
• Required Infotypes for Benefits Processing
• PA40 New Hire Enrollment action
• Enrollment screen
• Confirmation Forms
• Adjustment Reasons (Open Enrollment and TSA
  enrollment examples)
• Termination of Benefits
• Life Event Changes
• Student Certifications/Decertifications (over age
  19)
• Divorce/Separation
• PEBTF Miscellaneous Plans such as the PEBTF 1
  and Buy Up plans
• Other Miscellaneous plans Coaches contribution
  and Faculty Health and Welfare
• Reporting
• Ad-Hoc Query
• Standard Reports
• 750 hours report
• Campus questions and discussion

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Required Infotypes for Benefits

• Actions (0000)
• Organizational Assignment (0001)
• Personal Data (0002)
• Work Schedule (0007)
• Basic Pay (0008)
• Date Specifications (0041)
• General Benefits Data (0171)
• Benefits Medical Information (0376)
• Adjustment Reasons (0378)
• Family/Related Persons (0021) For any
  dependents needing benefits enrollment

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Overview Of Benefits Enrollment

• Employees are enrolled via open enrollment or
  adjustment reasons.
• Adjustment reasons include-
• New Hire
• Position Change
• Life Change
• Org. Changes
• Retirement

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Overview Of Benefits Enrollment

• The SAP system automatically presents only those
  plans for which the employee is eligible
• Examples are-
• Different plan groupings for PEBTF and SSHE
• No HMO plans for SSHE Part Time Employees
• Only relevant Health Plans By University location
  and employee group/bargaining unit
• No new enrollments into Universal Life Plan and
  certain SERS Plans.

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Overview Of Benefits Enrollment

• The system also calculates the cost of the plan
  options, which may vary for different employees.
• Examples are-
• Part Time Employees who have a larger employee
  share (PEBTF employees hired on or after 8/1/2003
  require manual entries)
• 20 pay Faculty Employees who have a different
  employee share than 26 pay
• Automatic calculation of maximum coverage rates
  for life insurance
• Automatic calculation of employee rates for
  voluntary LTD by salary and voluntary life and
  ADD by age, amount, and smoker/non smoker

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What Happens During Enrollment

• Selection of plan options for employee.
• Benefit plan infotypes are automatically created
  by the enrollment process.
• Enrollment requires employee master data records
  and benefit plan data.

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Benefits Enrollment - Structure

• Cost groupings to distinguish part time EEs who
  have to pay for health benefits.
• Coverage groups for the levels of insurance
  coverage.
• Eligibility groupings to allow for 750 hour rule,
  at least 50 FTE,etc.

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Benefits Enrollment New Hire Personnel Action -
PA40 transaction

• This Personnel Action must be run for all New
  Hires to create the New Hire adjustment reason,
  complete dependent information and HMO PCP data
  (if required).
• System
• Demonstration

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Enrollment HRBEN0001

• Transaction HRBEN0001 accesses the Benefits
  Enrollment screen directly. However, an
  Adjustment reason such as New Hire or Org.
  Changes must be created in Personnel
  Administration before an employee can be enrolled
  in benefits.
• The Rehire Personnel Action includes the creation
  of the New Hire adjustment reason. However,
  Benefits coordinators will need to verify the
  Dependent information through PA20 before
  proceeding to the enrollment screen.
• System Demonstration - Rehire

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Benefits Confirmation Forms

• The confirmation form contains the detailed
  breakdown for each employees benefits
  enrollment.
• The form can be created and printed at the end of
  the Enrollment process on the Enrollment screen
  (HRBEN0001) or through transaction the
  Confirmation form transaction (HRBEN0015) at any
  time.
• HRBEN0015 will also allow mass printing of
  Confirmation forms.
• System Demonstration

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Adjustment Reasons Open Enrollment

• During Open Enrollment periods, the central
  office will perform a mass processing of the
  specific Open Enrollment adjustment reason (SSHE
  or PEBTF).
• The campus can go directly to the Enrollment
  transaction (HRBEN0001) and access the available
  plan enrollment options.
• If an employee did not have the Open enrollment
  adjustment reason loaded for some reason (i.e.
  New hire), the campus can create the Open
  Enrollment Adjustment Reason directly on Infotype
  0378
• System Demonstration

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Adjustment Reasons TSA Enrollment

• Always use the Adjustment Reason on Infotype 0378
  (TSAContAdjustEnroll) and the subsequent Benefits
  Enrollment Screen to add or adjust TSA
  contributions and Investments. Direct adjustments
  to Infotype 0169 (Savings Plans) is not
  recommended.
• System Demonstration

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Termination of Benefits

• The Benefits Termination transaction (HRBEN0014)
  must be executed after the Separation and
  Annuitant (SSHEAHCP Election) Personnel Actions
  are performed. However, the Annuitant Benefits
  enrollment will be performed centrally by the
  Office of the Chancellor.
• System Demonstration

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Benefit Life Events

• Transaction PA40 Benefit Life Events
• Student Certification Use Reason OS for
  adding or recertifying an Overage 19 student
• Student Decertification Use reason code OA
  Overage Dependent
• Divorce DV or Separation SP - Be sure to
  Copy the existing Spouse record, manually
  change to Divorced Spouse and delimit the
  Spouse record
• Deleting Duplicate IT0021 records PA30, IT0167
  (Health Plans), uncheck the dependent from all
  Health Plans. Then go to IT0021 and Delete the
  duplicate record. Be sure to return to IT0167 and
  recheck the dependent on all applicable health
  plans.
• System Demonstration Students and Divorce

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PEBTF Miscellaneous Plans

• Five (5) Miscellaneous plans have been developed
  for the PEBTF. They are
• PEBTF 1 Contribution Plan Developed for the 1
  contribution required for PEBTF employees hired
  after August 1, 2003. To enroll an employee in
  this plan, enter 1 in the Percentage field.
  Click on Accept.
• PEBTF .5 Contribution Plan Required for PEBTF
  employees hired before August 1, 2003 who
  participate in the Health Risk Assessment waiver.
  This plan will be created for the applicable
  group of employees with a mass load by the
  OOC/Sytec. If necessary to enroll an employee in
  this plan (when employee transfers from the
  Commonwealth of Pennsylvania), enter .5 in the
  Percentage field. Click on Accept.
• PEBTF HRA (Health Risk Assessment) Plan
  Developed for those employees who are approved by
  the PEBTF to be eligible for the HRA Waiver. This
  plan will created with a one time mass load done
  by the OOC/Sytec.
• PEBTF Buy Up Developed for the PEBTF additional
  health care contribution amount for the employee.
  To enroll an employee in this plan, enter the
  correct amount for the employees county based on
  the contract guidelines. Click on Accept.
• PEBTF Dependent Buy Up - for the PEBTF additional
  health care contribution amount for dependents.
  To enroll an employee in this plan, enter the
  correct amount for the employees county based on
  the contract guidelines. Click on Accept.
• PEBTF Part-time employees hired after August 1,
  2003 require manual rate change. Contact the
  central Benefit Office for assistance.
• System Demonstration

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Other Miscellaneous Plans

• There are two other Miscellaneous plans that are
  used
• Coaches Health Care Contribution Plan Developed
  for the 1 health care contribution required for
  Coaches. To enroll an employee in this plan,
  enter 1 in the Percentage field. Click on
  Accept.
• Faculty Health and Welfare Developed to track
  the Faculty Health and Welfare plan for Faculty
  employees. Please be aware that the actual
  employer deduction wage type is entered during
  the New Hire or Rehire personnel actions on
  IT0014. This plan is for tracking purposes. To
  enroll, select the plan and Click on Accept.
• System Demonstration

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PASSHE Benefits Interfaces

• As you are probably aware, Benefits Infotype
  records maintained in SAP are used in vendor
  interfaces for almost all of our retirement and
  health plans. Listed below are some important
  reminders in order to help ensure accurate data
  is transmitted to our vendors
• Benefits should not be terminated until the
  Separation or Annuitant Personnel Action has been
  run. For example, the SERS 056 date will not
  default on IT0041 (Date Specifications) unless
  the system can read the SERS benefit plan from
  IT0169.
• In addition, please do not terminate an employee
  with benefits until after the date of termination
  has passed (i.e. employee retired 3/30/2007,
  process benefits termination after this date).
  Terminating early can create problems with the
  interface files.
• Ensure that whoever performs your Personnel
  Administration tasks uses the Address Change
  Personnel Action for all Permanent Address
  changes. This action is used by the interface
  programs to notify the vendors of address
  changes.
• Duplicate IT0021 dependent records need to be
  corrected or they may appear as errors on the
  health plan interfaces such as Highmark.
• Please inform the Central Benefits Office if
  you have unusual situations such as an approved
  Retirement Plan change from one vendor to another
  (i.e. PSERS to ARP) or any retroactive benefits
  change to a record that goes back greater than 6
  months. The vendors will many times question
  these and it helps to have the information on
  hand to respond.

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Troubleshooting/Reminders

• Dates! SAP is a date driven system and you must
  be very aware of the dates you use in all
  transactions. Examples include making sure you
  use the same Benefit Termination date as
  Separation Date and changing the date on the
  Benefits Enrollment and Termination screens.
• Training Materials - The location of the
  materials is the "SyTEC/Blackboard" website and
  the link is http//bb-passhe.sytec.passhe.edu
  Each campus should have their own user ID and
  password - obtainable from the HR Directors on
  each campus.
• Basic Group Life - If the "Benefit Salary" is not
  being calculated (usually only happens in
  changing from Hourly to Salary situations), use
  PA30, IT0168 (Insurance plans) and enter the
  annual salary amount in the "Salary override"
  field under the "Insurance Cov." tab.

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Troubleshooting/Reminders
PCP Information for HMOs If you have employees
selecting an HMO plan as part of New Hire, Life
Changes or Open Enrollment, be sure to add the
PCP information for the employee to the Benefits
Medical Information screen (IT0376) either during
the Benefits Enrollment (New Hire) PA 40 action
or using PA30 with the correct effective date
(i.e. 06/09/2007 for 2007 Open Enrollment), after 
completing the normal Enrollment
processing.  PCP for Dependents  1. Transaction
PA30,  Infotype 0021(Family/Related Persons),
Click "Overview". 2. A list of the employee's
dependents will appear. 3. Select the Spouse
record (1) if applicable. Click "Copy", 4. Change
the Start Date to the Effective date of the HMO
enrollment (i.e. 06/09/2007).   5. Enter the data
in the Physician1 and ID number fields. 7. For
Children and other dependents - Select their
record from the "Overview" screen and
"Copy".  Change the Start Date to the Effective
date of the HMO enrollment (i.e. 12/11/2004).  
8. Enter the data in the fields as indicated in
the table above. Repeat Step 6 for all
dependents. 9. IMPORTANT After all PCP
information has been entered, return to the
"Maintain HR Master Data" screen and click on
"Delimit". Enter the date of the HMO enrollment
(i.e 12/11/2004).  10. On the Overview screen,
select the second record for each dependent and
click "Delimit" again. Repeat Steps 9 and 10 for
each dependent.  
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Reporting in SAP
Pennsylvania State System of Higher Education
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Objectives

• At the end of this training, you will be able to
• Generate standard reports such as
• Participation
• 750 Hour Benefits Rule Report
• Changes in Benefits Elections
• Changes in Eligibility
• Define data and narrow report results
• Drill down and sort standard reports
• Print reports
• Export reports to Excel
• Create and save report variants
• Retrieve reports
• Add reports to your Favorites list

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SSHE Report Tree (Menu Path SAP Menu/Information
Systems/SSHE Reporting/SSHE Human Resource/Payroll
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Benefit Reports

• SAP standard delivered benefit reports are
  grouped into three major areas
• Participation Reports-
• Eligible Employees
• Participation
• Changes in benefit elections
• Changes in eligibility

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Benefit Reports

• Cost and Contribution Reports-
• Health Plan Cost
• Insurance Plan Cost
• Savings Plan Cost
• FSA Contributions

• Statistics Reports-
• Employee Demographics
• Benefit Election Analysis
• Enrollment Statistics

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Report Generation Steps

• Define Report Selection Criteria
• ALWAYS put in some sort of selection criteria!
• Click the Execute button
• Print your report if required
• Download report if required

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Report Selection Criteria

• Use Report Selection Criteria to
• Limit the amount of information the report
  retrieves
• Make your report as specific as possible
• Selection Criteria Examples
• Date range
• Personnel Area
• Personnel Number
• Employee Group

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Timing Out a Report
Easy way to interrupt a report that may be taking
too long to run.
Note Do NOT use CtrlAltDel on your keyboard to
stop a process.
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Variants

• A variant is similar to a report template
• It is a set of criteria that determines the
  content of a report
• You can create variants by defining the fields
  and the data that you want to populate in the
  report
• Using a variant, you can define which rows, text
  and columns appearon your report

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Report Buttons
Drill-down, choose details Sort in ascending
order Sort in descending order Select
all Deselect all Dynamic selections
Set filter Expanded totals Totals lines
only Current variants Selection options Multiple
selections
Note Not all of these buttons will display or be
available in every report.
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Sorting Reports

• Sort in Ascending Order
• Example A gt Z

• Sort in Descending Order
• Example Z gt A

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Standard Drill Down
Click the Drill Down Icon to isolate a
specific record
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Report Output

• Displayed List in SAP
• Print to printer
• Export to Excel or Word
• Save to PC File button

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Selection Options

• In this example, you could select the specific
  Personnel Subareas for which you want to report.

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Accessing Reports - Favorites List

• You can use your Favorites List to store and
  access reports you commonly use

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Demonstration of SAP Standard Report Output
Change Options

• Save Changed Output Layout

User-Specific setting
Default setting
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Demonstration of SAP Standard Report

• Participation Transaction HRBEN0072, SSHE
  Health Plan Variant

When to use To produce a basic list of all
employees currently enrolled in a benefit plan or
group of benefit plans such as the SSHE Health
plans. Tips and Tricks Adjust the Period
reporting criteria if you need to produce a
future dated report such as 06/11/2005 to
12/31/9999. Once the report is displayed, use
the Select Layout icon and chose the
ZPLANCODE layout to display the plan code and
Plan Participation dates.
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Demonstration of SAP Standard Report

• 750 Hour Benefits Rule Report Transaction
  Y_DV1_04000038

• When to use
• Temporary employees do not become eligible for
  benefits until they have worked for a minimum of
  750 hours within a Calendar year. This report can
  be used to track those employees who become
  eligible .
• Tips and Tricks
• On the main report screen, select the Get
  Variant icon .
• For 2004 totals, select the 2004 750 hour
  report variant, for 2005, select the 2005 750
  hour report variant.
• Keep in mind that you will only get results for
  Temporary employees (Employee group equal to T)
  who have reached 750 hours in the calendar year.
  So early in the year you may not get any results.
  The report also evaluates the Employee Group as
  of 01/01 of the year so if the employee changes
  to P during the year, he/she may still show up
  on this report. Change the Personnel Area
  selection field to your campus by clicking on the
  Drop down icon next to the field and selecting
  your campus from the list.

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Demonstration of SAP Standard Report

• Changes in Benefits Elections Transaction
  S_AHR_61015549

When to use This report shows the changes made
to benefit plan Infotype records on a given
date or during a certain period in time. These
changes include new enrollment, termination, or
changes in the employee elections for a
plan. This can be helpful during Open Enrollment
periods to evaluate plan changes.

• Tips and Tricks
• On the main report screen, select the Get
  Variant icon.
• To report on changes made for the 2005 Open
  Enrollment period, select the OPEN ENROLLMEN
  variant.
• Change the Personnel Area to your campus in the
  Selection criteria.

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Demonstration of SAP Standard Report

• Changes in Eligibility Transaction
  S_AHR_61015541

• When to use
• This report shows employees who are no longer
  eligible for the plans in which they are
  participating. Employees can become ineligible in
  the following circumstances
• If the plan in which they are participating is
  removed from the program for the benefit area and
  first/second program grouping to which they
  belong.
• If, due to an organizational change, they become
  assigned to a different benefit area and
  first/second program grouping, and the plan in
  which they are participating is not in the
  applicable program
• If they no longer fulfill the requirements of the
  eligibility rule for the plan in that program
• If they are no longer enrolled in a plan defined
  as corequisite.

• Tips and Tricks
• The report lists employees who are no longer
  eligible per plan and also the following
• The date on which the employee became ineligible
  or the period in time during which the employee
  is not eligible
• The reason why the employee is not eligible.
• Be sure to use the Selection criteria to select
  your campus Personnel Area.

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Participation Monitor
Demonstration of SAP Standard Report

• The maximum dependent student age for the PEBTF
  Health plans has been changed to 23.
• In order to identify those students who have
  reached maximum age, the Participation Monitor
  report (HRBEN0003)

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Demonstration of SAP Standard Report

• Participation Monitor Contd
• It is recommended that this report be run
  monthly.
• To run
• 1.Select Today
• 2. Enter Benefit Area BA
• 3.Enter 1st Program Grouping PEBTF
• 4. Select your campus for the 2nd Program
  Grouping from the Drop down menu.

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Participation Monitor
Demonstration of SAP Standard Report

• A list of employees who do not meet the
  eligibility criteria for a benefit program will
  be displayed. The overage dependents will appear
  as Dependent Joe Smith not allowed for plan
  PXXX as shown below

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Participation Monitor
Demonstration of SAP Standard Report

• Be sure and follow the procedure outlined in the
  Overage Student Life Changes BPP to stop the
  dependents participation (Dont use the Stop
  Participation button since this will end the
  employees participation too.

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Questions/Comments