Using this option organizations can create benefit plans for several benefit types such as medical, dental, vision and others. These benefit plans can be grouped as benefit programs and are offered to the employees (including the dependents is optional) while they are employed with the organization.

Who can access Benefit Plans?

The System Administrator is the only user who can access the Benefit Plans.

How do you access Benefit Plans?

Click on the menu icon and select "Benefit Plans" under Product Setup.

How do you create a new Benefit Plan?

Note: If you want new attachments to be added in the Benefit Plan that should be available for the New Hire to download through Benefits Enrollment activity, then add the attachments/documents through Content Revision. For more details on creating the Attachment IDs through Content Revision, please click here.

Click "Add a New Value" on the Define Benefit Plan page.

Enter the Benefit Plan ID and click "Add".

The page opens to define the Benefit Plan details. 

Enter the Benefit Plan details in the fields given below. Fields with asterisk (*) are mandatory to enter.  

When providing the Benefit Plan effective date, make sure the date is current or future.

If effective date is lesser than the current date, the following error message displays on the page.

Enter data in all sections of the Benefit Plan. To add an attachment, click on the lookup icon for Attachment ID.

The lookup page for attachments opens as below. All attachments that are added through Content Revision appear in this lookup. Select an attachment related to the Benefit Plan.

The selected attachment appears on the Benefit Plan page as shown below.  Similarly, multiple attachments can be added in the Benefit Plan.

Note: When adding an attachment, make sure the effective date of the attachment is less than or equal to the effective date of the Benefit Plan.

Click on the outwards arrow next to Attachment ID to view its effective date.

 

In this case, the effective date of the attachment is same as the effective date of the Benefit Plan.

If effective date of the document attached is greater than the effective date of the Benefit Plan, then the following error will display on the page.

Example:

Consider an attachment with effective date (03/01/2023) which is greater than the Benefit Plan effective date (02/24/2023) .

When the attachment is added in the above Benefit Plan which has lesser effective date then the following error message displays on the page.

After adding all the details, save the Benefit Plan. The Benefit Plans created must be added in the Benefit Program to display in process for New Hire in Benefits Enrollment activity. For more details on adding a Benefit Plan in the Benefit Program, please click here.

The attachments configured in the Benefit Plan will be available for the New Hire to download when the corresponding Benefit Plan is selected in the Benefits Enrollment activity. 

Can you update the effective date of an existing Benefit Plan? 

You can update the effective date of an existing Benefit Plan with current or future dates. The setup will not allow you to update the effective date to a lesser value than the current date. 

When updated effective date is lesser than the current date, the following error message displays on the page.

How to add a new effective dated row in an existing Benefit Plan?

To add a new effective dated row under the same Benefit Plan, click on "Add" button.

In this example the maximum effective date of the Benefit Plan is "02/22/2023".

A new row with current date (in this case "03/02/2023") as the effective date will be added with the same benefit details under the benefit plan. This effective date can be changed as needed.

When changing the effective date of the new row, make sure the date is current or future. If the effective date of the new row is lesser than current date or maximum effective date of the prior row, the following error messages display on the page.

Error message displayed when the effective date of the new row is less than of the maximum effective date of the prior row:

In this case, the effective date of the new row is updated to "02/21/2023" which is less than the maximum effective date of the prior row "02/22/2023":

Error displayed when the effective date of the new row is greater than the maximum effective date of the prior row but less than the current date:

In this example the effective date of the new row is updated to "02/27/2023" which is greater than the maximum effective date of the prior row "02/22/2023" and less than the current date "03/02/2023".

Also, make sure no two rows have the same effective date. When Benefit Plan is saved with duplicate values of effective dated rows, the following error displays on the page.

If you want a new attachment to be effective from a new date, then add the attachment under the new effective dated row and save. 

Note: When adding an attachment, make sure the effective date of the attachment is less than or equal to the effective date of the Benefit Plan.

The new row added will show in the grid as shown below.

In what scenarios you can modify attachments of an existing Benefit Plan?

The attachments of a Benefit Plan can be modified if there are no transactions with Benefits Enrollment activity completed with that Benefit Plan. 

Click on "Correct History" on the Benefit Plan and click "Add Document" to add a new attachment row.

Click on Attachment ID lookup for the new row and select the attachment. Note: To add an attachment, the effective date of the attachment must be less than the effective date of the Benefit Plan. 

When the attachment populates on the page, click on "Save".

Note: If the Benefit Plan has already been used in a completed Benefits Enrollment activity, then the attachments of that Benefit Plan cannot be modified in the Benefit Plan setup. However, the details of other sections such as Policy Information, Plan Classification and Rate Data can be modified.

In this example, the Benefits Enrollment activity is completed with Medical Benefit Plan: "MEDICAL - BRONZE PLAN".

When you access the setup for the above Benefit Plan, you will notice the attachment is in read only mode.

The add/delete actions cannot be performed on this attachment. The details of other sections will be in edit mode and can be modified as needed,

In case you want to modify the existing attachment in the above Benefit Plan, then add a new effective dated row. This will allow you to add/delete the existing attachment(s).