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Another Common Customization in PeopleSoft Benefits Administration

Today, we’ll get a even deeper into the PeopleSoft Benefits Administration guts. (Please see my previous post for the first dive.)

As mentioned before, the delivered functionality of the PeopleSoft setup tables and the Benefits Administration process can’t handle every aspect of the new-hire processing requirements.  Another common issue is that not all employee benefits become effective at the same time; some benefits become effective immediately, while others do not become effective for 3 months.

Here’s the scenario, which is similar (though more complex) to the first one we examined:

  • All non-electable benefits are effective as of hire date
    • Leave plans (Vacation and Sick)
    • Company-paid basic life insurance.
    • Company-paid basic Long Term Disability (LTD)
  • All electable benefits are effective after 3 months following hire date
    • Health plans (medical, dental and vision)
    • Employee-paid supplemental life insurance
    • Employee-paid dependent life insurance
  • Employees have 30 days following effective date to enroll in electable or voluntary plans
  • Accrual rates and insurance coverage levels determined by the terms of the plans
  • Leave accruals are based on hours worked and processed biweekly (every pay-period)

Issue:

Enrollment in the non-electable plans is tied to HIR Event which might not be finalized for as many as 120 days.  Multiple pay-cycles could be processed prior to HIR being finalized, resulting in leave plan accruals, employer paid insurance costs and possibly imputed income calculation not being triggered and recorded within payroll.

Therefore: leave accruals/balances and employer costs will have to be manually adjusted

Here is an easy solution:

1. Add IMM Event Class to the Event Class table, assign a higher priority than the HIR event.

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2. Insert IMM row to the appropriate Event Rules (open only leave plans).

3. Create Custom Process that inserts IMM trigger in BAS Activity table.  This looks like:

Custom Process – Functional Spec:

For any record in BAS_ ACTIVITY:

  • where BAS_ACTIVITY.BAS_ACTION = HIR, and where
  • BAS_ACTIVITY.BAS_ACTION_SOURCE = MJ or TJ, and where
  • no IMM row exists in BAS_ACTIVITY or BAS_PARTIC for employee/effective date

Insert a row to BAS_ACTIVITY as follows:

  • BAS_ACTIVITY.EMPLID = BAS_ACTIVITY.EMPLID
  • BAS_ACTIVITY.EMPL_RCD = BAS_ACTIVITY. EMPL_RCD
  • BAS_ACTIVITY.BAS_ACTION_SOURCE = ME
  • BAS_ACTIVITY.EVENT_DT = BAS_ACTIVITY. EVENT_DT
  • BAS_ACTIVITY.EVENT_EFFSEQ = BAS_ACTIVITY. EVENT_EFFSEQ
  • BAS_ACTIVITY.BAS_ACTION = IMM
  • BAS_ACTIVITY.BENEFIT_RCD_NBR = BAS_ACTIVITY.BENEFIT_RCD_NBR
  • BAS_ACTIVITY.COBRA_ACTION = BAS_ACTIVITY.COBRA_ACTION
  • BAS_ACTIVITY.BAS_ALL_JOBS = BAS_ACTIVITY.BAS_ALL_JOBS
  • BAS_ACTIVITY.BAS_SUPPRESS_FORMS = S

4. Create Custom Process that updates the effective date of the HIR trigger associated with the inserted IMM trigger (this process could be consolidated with the process in step 3).

Additional Custom Process – Functional Spec:

For any record in BAS_ ACTIVITY:

  • where BAS_ACTIVITY.BAS_ACTION = HIR, and where
  • BAS_ACTIVITY.BAS_ACTION_SOURCE = MJ or TJ, and where
  • no IMM row exists in BAS_ACTIVITY or BAS_PARTIC for employee/effective date
  • Set BAS_ACTIVITY.EVENT_DATE = BAS_ACTIVITY.EVENT_DATE +3months

5. Schedule Custom process(es) to always run prior to nightly Ben Admin runs.

6. Always run the process(es) manually before manually running Ben Admin.

Here again, so many organizations need this, yet the problem is out there en masse.  Hope this is helpful.

If you have any other questions about this or anything related to PeopleSoft Benefits Administration — whether you’re looking at a project big or small — please email me and I’ll be glad to help.

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