Field Definitions: HR Benefit Codes Form

The following is a list of field descriptions for the HR Benefit Codes form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Benefit Code

Enter a code, up to 10 characters, that uniquely identifies this benefit (e.g. 401K, Vac, Health Ins). Press F4 for a Benefit Codes Lookup form.

Description

Description field on the HR Benefits Codes form, Benefits Options tab

Enter a description for this Benefit Code Option. This description provides a meaningful description in the Option Description fields on the Earnings Codes tab and the Deduction/Liability Codes tab of HR Benefit Codes.

Plan Name

Enter the name of the benefit plan, up to 20 characters (e.g. Medical, Dental, Flex Spending).

Plan #

Enter the plan number, up to 20 characters.

Reporting Info

The Reporting Info text box on the HR Benefit Codes form, Info tab.

Use this text box to enter any miscellaneous notes about this benefit code. The space allowance is virtually unlimited.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check
Click the Spelling icon on the toolbar or select Tools Spelling to spell check the text in this field.

Vendor

Enter the vendor (from AP Vendors) that provides this benefit (e.g. Blue Cross, Prudential, Merrill Lynch). This is the vendor to which liabilities are to be paid when initialized from PR to AP.

Address

Enter the address for the benefit provider (vendor) indicated above. Initially defaults the address specified for the vendor in AP Vendors.

This is informational only, and is typically used as a reference when corresponding with the benefit plan administrator.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

City

Initially defaults from the AP Vendors for the above-mentioned vendor. May be overridden.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

State

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

Zip

Initially defaults from the AP Vendors for the above-mentioned vendor. May be overridden.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

Country

Enter the 2-character country code. Entry in this field is required when the address exists outside the Default Country specified in HQ Company Parameters for the active company. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

Contact

Enter the contact for the benefit provider, up to 20 characters. Typically, this will be the benefit plan administrator.

Phone

Enter the contact’s phone number, up to 20 characters.

Fax

Enter the contact’s fax number, up to 20 characters.

Update PR

Select this check box to update deductions, liabilities, and earnings related to this benefit to PR. May be overridden by resource in HR Resource Benefits.

Leave this check box unchecked if deductions, liabilities, and earnings related to this benefit should not be updated to PR.

About Update PR

This option determines whether or not the benefit code defined for a resource (including earnings, deductions, and liabilities) will be updated to PR when running the HR Update Benefit/Salary to PR program. If this check box is selected, the Ready Y/N check box is selected in HR Resource Benefits, and both the employee and benefit code are included in the selection criteria in HR Update Benefit/Salary to PR, earnings will be updated to PR Automatic Earnings, and deductions and liabilities will be updated to PR Employee Deductions/Liabilities.

When running the HR to PR update, there are certain conditions or criteria that determine the benefits eligible for update to PR:

  • The HR company equals the active company (specifically, the company you are working in). The update includes only resources/benefit codes for the currently active HR company.

  • The update only includes benefits for the resource (the Dependent Seq#field is set to zero); dependent benefits are not updated.

  • The effective date specified for the resource (Effective Date field) is less than or equal to the date specified in HR Update Benefit/Salary to PR (Effective Date field).

  • The benefit has not been updated to PR; that is, the Updated Y/N box is unchecked (HR Benefit Codes, Earnings Codes or Deduction/Liability Codes tabs).

Note: The system checks this box once the benefit is updated to PR; however, if subsequent changes are made to the benefit, the system will uncheck this box.
  • The Exists in PR display box is checked and an employee number is specified in PR Empl # (HR Resources, Payroll Info tab).

  • The resource/benefit does not exist in another batch.

Note: If a benefit is determined eligible, the update of earnings, deductions, and liabilities is determined as follows:
  • If the deduction or liability is employee based, it must have a processing sequence in order to be updated. Deductions and liabilities that are not employee-based do not require a processing sequence.

  • Earnings, deductions, and liabilities must be flagged as 'ready' for update. If the Ready flag is set to N, the earnings code, deduction, or liability will be skipped.

Eligibility Basis

Indicate the time basis applicable to the Eligibility Period. This will be used in conjunction with the Eligibility Period to indicate how long an employee has to work before being qualified for the benefit.

  • Days – Select this option if employees must work a specified number of days (indicated to the right) to be eligible for the benefit.

  • Months – Select this option if employees must work a specified number of months (indicated to the right) to be eligible for this benefit.

  • Years – Select this option if employees must work a specified number of years (indicated to the right) to be eligible for this benefit.

  • Blank – There are no eligibility requirements for this benefit plan.

Eligibility Period

Disabled if Eligibility Basis is blank.

Specify the number of Days, Months, or Years (depending on the Eligibility Basis specified above) that an employee must work before they become eligible for this benefit plan.

Minimum Essential Coverage

Minimal Essential Coverage field on the HR Benefits Codes form, ACA section

Available if the Health Plan check box is selected.

Select this check box to designate that this benefit code refers to a health plan that conforms to minimum essential coverage (MEC), as per the Affordable Care Act (ACA).

Description

Enter a description of the benefit code, up to 30 characters.

Benefit Options: Notes

Enter notes for the Benefit Code option.

Earnings Codes: Earning Code

Enter a valid earnings code to associate with this benefit.

Earnings Codes: Option

Required field.

Enter a benefit code option. This value must be numeric. You can apply multiple options to a benefit code to define multiple rates. For example, you might define a three-tiered 401(k) plan, each level having a different rate.

Earnings Codes: Frequency

Required field.

Specify a valid frequency code (from HQ Frequency Codes) to identify the processing frequency for this earnings code (e.g., always, weekly, monthly, yearly, etc.).

Earnings Codes: Old Rate

If this is a new benefit, this rate defaults to 0.00.

Enter the rate that was in effect prior to the New Rate and Effective Date.

Earnings Codes: New Rate

If this is a new benefit, this rate defaults to 0.00.

Enter the new rate.

Earnings Codes: Effective Date

Enter the date the New Rate takes effect.

Updated YN

This check box defaults to blank when entering a new earnings code. Once you update the benefit code to HR Resource Benefits, the system selects this check box.

If you are making change to an existing code, uncheck this box to have the system update HR Resource Benefits when you process HR Benefit Update.

Check this box to prevent the system from updating HR Resource Benefits with this benefit.

Deduction/Liability Codes: DL Code

Enter a valid deduction and/or liability code to associate with this benefit.

Deduction/Liability Codes: Option

Required field.

Enter a benefit code option. This value must be numeric. You can apply multiple options to a benefit code to define multiple rates. For example, you might define a medical plan with three coverage levels, each one having a different rate.

Deduction/Liability Codes: Frequency

Optional field.

Specify a valid frequency code (from HQ Frequency Codes) to identify the frequency at which this deduction or liability will be processed (i.e. always, weekly, monthly, yearly, etc.). You must assign the deduction or liability a Calculation Category of ‘E-Employee’ or ‘A-Any’ in PR Deductions/Liabilities.

Note: When you add a benefit for a resource in HR Resource Benefits (either manually or via initialization), the system will check the Employee-Based box for all deductions and liabilities.

Deduction/Liability Codes: Old Rate

If this is a new benefit, this rate defaults to 0.00.

Enter the rate that was in effect prior to the New Rate and Effective Date.

Deduction/Liability Codes: New Rate

If this is a new benefit, this rate defaults to 0.00.

Enter the new rate.

Deduction/Liability Codes: Effective Date

Enter the date the New Rate takes effect.

Deduction Liability: Updated YN

This check box defaults to blank when entering a new deduction/liability code. Once you update the benefit code to HR Resource Benefits, the system selects this check box.

If you are making change to an existing code, uncheck this box to have the system update HR Resource Benefits when you process HR Benefit Update.

Check this box to prevent the system from updating HR Resource Benefits with this benefit.