Define Dependent & Beneficiaries

The first step in benefits activities is adding the dependent/beneficiary information. Depending on the system configuration, the "Define Dependents & Beneficiaries" page may or may not display the self row.

If it is configured to be hidden, the self row will not appear on the page. 

If the self row is configured to appear, the page will automatically populate your details as the initial row.

To add a dependent/beneficiary, click the "Add Person" button.

Fill out the fields shown below. Fields marked with an asterisk (*) are required. Validation messages will appear if any required fields are not entered.

Example: 

The details of each section of this page is discussed below:

Name:

The fields and their description of the above section are provided in the following table:

Enter all the name fields.

Error messages will be triggered if invalid values are entered in these fields.

When "Relationship to Employee" is selected, the default value of dependent/beneficiary "Type" is auto populated. 

When modifying the default value for "Type", make sure it is appropriate to the relationship selected. Otherwise, the following error message displays on the page and you may have to modify your entries.

Person Details:

The fields and their description of the above section are provided in the following table:

Depending on the configuration, entering the Date of Birth field for individuals classified as "Dependent" or "Dependent & Beneficiary" may be either mandatory or optional.

If the Date of Birth is set as mandatory, entering a value in this field is required.

In this case, if the value is not entered, the following error will be displayed on the page:

If the Date of Birth is configured as optional for types "Dependent" or "Dependent & Beneficiary", you can choose whether or not to enter a value in this field. In this case, entering the Date of Birth is not required.

In the above scenario (Date of Birth = not required & Type = "Dependent"/"Dependent & Beneficiary"), if Date of Birth is not entered the following warning message will be displayed upon saving the activity.

When Type =  "Beneficiary", entering the Date of Birth is optional.

Address:

The fields with asterisk are mandatory to enter. Based on the Country you choose in the drop-down, the address field format will change. By default, the address field format displayed is for the United States.

The fields and their description of the above section are provided in the following table:

The required address fields are validated and the related error messages are displayed if those fields are not entered.

When "Address Same as Employee" is checked, the dependent's/beneficiary's address defaults to the employee's Home address as given below. This "Address Type" can be changed to "Mailing" if the mailing address of the employee is to be populated.

When "Address Same as Employee" is unchecked, you will need to manually enter the dependent's or beneficiary's address. Ensure that all required address fields are completed.

Dependents, beneficiaries, or dependent & beneficiary entries can include a country other than the USA.

National ID

By default, the Country under National ID is set to "United States" and the National ID Type is "Social Security Number". You can change the Country by selecting a different option from the dropdown menu.

The fields and their description of the above section are provided in the following table:

The values presented in the drop down for the National ID Type will vary based on the Country selected. Few examples are shown below:

Entering the National ID is optional; however, if a National ID is provided, selecting the National ID Type is required. If not entered, the following error message will be displayed when you save the activity.

The value entered in the National ID is validated based on the National ID Type. Error message displays if the entered format is not correct specific to that National ID Type.

Country = United Kingdom

National IDs are also checked for duplicates within the same Dependent/Beneficiary Type. If the ID you are trying to enter has already been used for a person with the same Type, the following message will appear upon saving the activity. You may need to adjust the person’s Type or correct the National ID before saving.

Phone Information:

The fields and their description of the above section are provided in the following table:

If "Same Phone as Employee" is checked, the employee's phone information populates on the page as shown below:

If "Same Phone as Employee" is unchecked, the phone information has to be entered.

Email Information:

The fields and their description of the above section are provided in the following table:

If "Same Email as Employee" is checked, the employee's email information populates on the page as shown below:

If "Same Email as Employee" is unchecked, the email information has to be entered.

After entering all the information, click "OK" to save the details. 

The added dependent/beneficiary information shows on the main page as given below:

To see the details, click the arrow on the right side of the grid.

Once all Dependent/Beneficiary information is added, save the changes. The individual’s information can be edited until the process is submitted to HR.

If changes are needed after the process has been submitted, the process/activity may need to be restarted by the HR admin.

To download the signed forms of the completed activity, click the "Download Signed Forms" icon present at the bottom right corner of the page.