Topics Map > Human Resource System (HRS) > Benefits Administration

Printing a Manual Benefits Billing Invoice in HRS

Overview

This KB explains how to create and print a MANUAL invoice for an employee that is enrolled in Benefits Billing. This will be used when an invoice is needed outside of the normal monthly Benefits Billing calculation process which is run on the Tuesday evening, on or before to the 20th of each month.

Process Considerations:

  • Benefits Billing invoices are mailed to employees once a month on the Wednesday, on or before the 20th of each month, by UW Shared Services, Service Operations.
  • Run the reprint/print process when needing to create a manual invoice that includes any charge adjustment or manual charge entry following the initial load to Cypress.
    • Submit a ticket to UWSS if charge adjustments are needed for an employee.

  • Print ID represents the unique identifier per Benefits Billing Administrator for the reprint statement creation process.
    • Up to 6 characters may be used.
Examples of when to use this function:
  • An employee is identified as missing the last two months of deductions a few days after the monthly invoices have been mailed. A manual invoice will need to be created and mailed immediately.
    • First, create the charges through the Benefits Billing manual charge entry process. Reference Setting Up Benefits Billing Manual Charges in HRS
    • Second, after the charges have been created, run the reprint/print process  using the current Benefits Billing period (i.e. Today's date 3/20/2020 = 2004)
  • An employee is going on a LOA for the next six-months and is requesting an invoice to prepay for the future charges. 
    • First, create the charges through the Benefits Billing manual charge entry process. Reference Setting Up Benefits Billing Manual Charges in HRS.
    • Second, after the charges have been created, run the reprint/print process using the future Benefits Billing period. (i.e. Today's date 3/20/2020, returning 10/1/2020 use benefit billing period 2009 which is the September 2020 deduction month.)

You may click on the links below to navigate directly to a section:


Instructions


1. Navigate to the Reprint Statement page: Benefits > Benefits Billing > Create Statements > Reprint Statements

2. Click the Add New Value tab.

3. Enter a Print ID and click the Add button.
Step1U
4. Enter the relevant billing period (format is YYMM).

5. Enter the EMPLID that needs a reprint in the EMPLID box.
 
6. If additional EMPLID’s are required, click the (+) button and repeat step 5.

7. After all EMPLID’s are entered click the Save button.
reprint_replace_pic
8. Navigate to the Print Billing Statement Page: Benefits > Benefits Billing > Create Statements > Print Billing Statements

9. Click the Add a New Value tab.

10. Enter the Run Control ID, which is the same as the Print ID used in the reprint page, and click the Add button.
Step3U
11. Leave the Language drop down as English.

12. Verify accuracy of Billing Period field. Enter the most current benefits billing period that was processed.
Note: Running for a future billing period can break the module.
13. Enter "CURRENT DATE" in the field for Statement Date and Date for determining Past Due.

14. Check the Reprint checkbox.

15. Enter the Print ID you used on the Reprint Statement page and click Run.

16. Click OK.

17. Click the Process Monitor link at the top of the page.
Step 4-1U
18. Click on the Refresh button until the Run Status reaches "Success" and the Distribution Status reaches "Posted", then click on the Details link.
process_scheduler_replace
19. On the Process Detail page, click View Log/Trace then select the PDF file from the file list.
View Log Trace

PDF File
20. Review the invoice statement then print and distribute to employee as applicable.



Additional Resources

Related KBs:
Related Links:

Get Help

  • Click HERE to contact UW Shared Services - Service Operations Department or HERE for the UWSS IT HelpDesk if you have any issues with these instructions.




Keywords:benefits billing reprint statements print statements billing invoice PDF billing period process scheduler process monitor SQR BEN040 business unit print ID view/log trace nonpayment delinquency cancellation training BN Bill BN Billing personal payment BN, Benefits BN, Benefits   Doc ID:16459
Owner:Christina S.Group:UW–Shared Services
Created:2011-01-07 19:00 CDTUpdated:2020-07-24 10:59 CDT
Sites:Human Resource System (HRS), UW-La Crosse, UW–Shared Services
Feedback:  0   0