Topics Map > Human Resource System (HRS) > Benefits Administration
Process Indicators and Event Process Statuses in HRS
Overview
PeopleSoft Benefits Administration processes all participant Events by using the appropriate Event rule and Event Classification that has been set up for each covered Plan Type to evaluate what effect, if any, the Event has on an employee's benefits eligibility. Each participant Event goes through the following four steps: Assign Benefit Program, Prepare Options, Enter Elections, and Finalize Enrollments. Occasionally a Benefit Administrator will need to reprocess an Event to recognize eligibility or enrollment changes. Below is a description of each status found in Benefits Administration and how they interact.Process Considerations:
- Event Status: An Event typically has 3 statuses: Open, Closed, or Voided. Events must have an Event Status of "Open" to be processed or reprocessed. The first grid below shows a description of Event Statuses.
- Process Indicator: Benefits Administration takes each Event through four main steps: Assign Benefit Program, Prepare Options, Enter Elections, and Finalize Enrollments. The Process Indicator tells you to what stage of Benefits Administration an Event has been processed. The second grid below shows all possible Process Indicators.
- Event Process Status: As Benefits Administration attempts to perform it's four main steps, the Event Process Status will indicate whether or not it has completed each step and without errors. The third grid below shows all possible Event Process Statuses.
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Event Statuses
| Event Status |
Description |
|---|---|
| Open (O) | Processed by the system on the next run of the Benefits Administration process. Only one event can be open for an employee ID and benefit record number combination. Event Status can be updated to Closed automatically by the system or manually on the Event Status Update page. |
| Closed (C) | Not currently processed by the system. Closed events can be updated to Open, either by the system or manually, if no other events for the employee ID and benefit record number combination are Open. |
| Void (V) | Has been backed out of the system and all eligibility processing related to it has been reversed. In effect, it is as if the event never occurred. To change event status to Void, use the Controls page or Event Status Update page. Events with an event status of Void can be updated to Open or Closed through event reprocessing. |
Process Indicators
| Process Indicator |
Processing |
|---|---|
| Assign Benefit Program (A) | Event status must be Open. Schedule assignment is not reviewed or changed. Elections for participant events are rolled back (deleted) from the Base Benefit enrollment tables. Program eligibility is determined again. Option eligibility, cost credits, defaults, and pre-entry are recalculated. The system attempts to reprocess participants to PR status. |
| Elect Options (E) | Event status must be Open. Schedule assignment, program assignment, and option eligibility are not reviewed or changed. The system rolls back elections from Base Benefit enrollment tables but retains them on a table. The process re-validates elections for this event and loads them, if no errors occur, back into the Base Benefit enrollment tables, resetting the final process status to FE. |
| Normal Processing (N) | Standard processing for Benefits Administration. |
| Prepare Options (P) | Event status must be Open. Schedule assignment and program assignment are not reviewed or changed. Elections for participant events are rolled back (deleted) from the Base Benefit enrollment tables. The system recalculates option eligibility, cost credits, defaults, and pre-entry information. The system attempts to reprocess participants to PR status. |
| Re-enter (R) | Use to correct election errors for finalized events when enrollment information has been loaded to benefit tables. Event status must be Open. Schedule assignment, program assignment, and option eligibility are not reviewed or changed. The system rolls back elections from Base Benefit enrollment tables but retains them on a table. The system leaves the event at a process status of RE. When you post election changes to the data entry component, the system updates the process status to ET. |
| Void (V) | The system updates the event status to Void and removes the event from processing. The system does not review schedule assignment, program assignment, and option eligibility. If the event is in a process status of FE-Enrolled, elections are rolled back from Base Benefit enrollment tables but retains them on a table. The system leaves the event at a process status of RE. |
Event Process Statuses
| Process Status |
Reason | Benefit Administrator Action |
|---|---|---|
| Assign None (AN) | Benefits Administration was unable to assign a benefit program. This could be a result of the Benefit Flag set to a terminated Employee Record (Empl_Rcd). | Review and fix Benefit Flag as needed. Change Process Indicator to “Assign Program (AS)” and Event Status to “Open (O)”. Then reprocess the event and close the event to Process Status of “Finalized– Prepare None (FP)” or “Finalized – Enrolled (FE)”. |
| Assign Error (AE) | Benefits Administration is unable to assign Benefit Program due to missing or incorrect information. | Contact your Affinity Group. |
| Assigned (AS) | Benefits Administration is able to assign Benefit Program because a prior event is Open. It is possible the Open Event is appearing on the MSC Event Evaluation report. | Make sure the “Open (O)” and Process Status “Prepared (PR)” event is processed to Process Status of “Finalized– Prepare None (FP)” or “Finalized – Enrolled (FE)”. |
| Prepare Error (PE) | Error in preparation of options. The system has encountered an error. This could be a result of a missing ICI ABBR or a missing payroll calendar. | Setup ABBR for current events. Change Process Indicator to “Assign Program (AS)” and reprocess event to Process Status of “Finalized– Prepare None (FP)” or “Finalized – Enrolled (FE)”. Future events will have to wait until the pay calendar has been setup in HRS if missing payroll calendar is the cause of the error. |
| Prepared (PR) | The system has calculated eligible options, credits, rates, and proof requirements for the employee associated with the event, and current elections have been identified for proof, eligibility level, and default processing. | Hire and Termination events will automatically close. MSC events are appearing on the MSC Event Evaluation Report awaiting review. All other events should be processed to Process Status of “Finalized– Prepare None (FP)” or “Finalized – Enrolled (FE)”. |
| Notified (NT) | Employee has accessed the Self Service event but has not submitted elections. | You should follow up with the employee to make sure their elections are submitted timely. |
| Elections Error (EE) | The system encountered an error in processing the elections for the employee associated with the event. This could be a result of the dependent effective dates, or a mismatch between coverage code and listed dependents. It could also be a result of a missing pay calendar. | Correct the enrollment code to match selected dependent. Contact the Affinity Group to change the effective date on dependent information. Change Process Indicator to “Assign Program (AS)” and Event Status to “Open (O)”. Then reprocess the event and close the event to Process Status of “Finalized – Enrolled (FE)”. Future events will have to wait until the pay calendar has been setup in HRS. |
| Re-Enter (RE) | Benefit Administrator reopened event. | Make enrollment change as appropriate and process the event to Process Status of “Finalized – Enrolled (FE)”. |
| Elections Entered (ET) | A Benefits Administrator (or the employee through Self Service) has entered the employee's new elections into the system and they are ready for validation by the Benefits Administration Process. | ADM, SAV, and UIA events need to be processed to a Process Status of “Finalized – Enrolled (FE)”. Hire events will close automatically. |
| Finalized – Benefit Pgm None (FA) | Employee event has no program assignment and no current elections. This could be a result of the Benefit Flag being set to a terminated Empl_Rcd. It could also be the result of an address change when employee is not active. | Review and fix Benefit Flag as needed. Change Process Indicator to “Assign Program (AS)” and Event Status to “Open (O)”. Then reprocess the event and close the event to Process Status of “Finalized– Prepare None (FP)” or “Finalized – Enrolled (FE)”. Ignore address change events made when employee was not active. |
| Finalized – Prepare None (FP) |
Benefit Administration is acknowledging that the employee’s eligibility has not changed. | No action. |
| Finalized – Enrolled (FE) | Benefits Administration processing is complete for the employee event. All elections have been validated and loaded. | Review enrollments. |
Additional Resources
Related KBs:
- Benefits Administration Process in HRS
- List of Benefit Schedules in HRS
- Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance in HRS
- Reprocessing Events Using On Demand Event Maintenance in HRS
- Deleting and Voiding Events Using On Demand Event Maintenance in HRS
- Running the Employee Process Status Report in HRS
- Benefits Administration Schedule Summary in HRS