Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance in HRS

Overview

On Demand Event Maintenance is a screen used to manually run Benefits Administration (Ben Admin) in place of the automated Ben Admin processes that run every night Sunday through Thursday. Typically we use On Demand Event Maintenance to process manual enrollments such as ADM and SAV Events for enrollment purposes, but On Demand is also used for finalizing Events reported on the MSC Event Evaluation Report. Using On Demand Event Maintenance allows you to process participant Events quickly without setting up Run Controls, waiting for overnight Ben Admin to run, or switching to other pages to enter the employee enrollments. It also allows you to correct processing errors as they occur instead of running reports after the evening processes have run. This document will walk you through the fields found on the On Demand Event Maintenance screen and how to process an Event from Schedule/Prepare to Finalized.

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

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Instructions for Processing an ADM Event

ADM Events  are used by a Benefit Administrator for the purpose of enrolling, changing, or canceling benefit enrollments outside of the employee self service functionality.

1.  Navigate to Benefits > Manage Automated Enrollments > Events > On Demand Event Maintenance.  Verify that an ADM Event does not already exist for the Effective Date you need.  If an Event exists, you can reprocess this event by following the steps in KB 58136.  If no Event exists with the Effective Date you need, proceed to step 2.

2.  Add an ADM Event to the BAS Activity Table with the appropriate Effective Date. (See Adding Events to the BAS Activity Table in HRS )

3.  Navigate back to Benefits > Manage Automated Enrollments > Events > On Demand Event Maintenance, enter the employee's ID (Empl_ID) and click the Search button.

4.  Pending activities will appear at the top of the screen.  If there is only one Event pending, click the Schedule/Prepare button and then the OK button on the pop up acknowledgement window. 

• The Event will now be in a Prepared Status:

Benefits Administration will have performed the following functions:

• Assigned the Event (Activity) to the appropriate Benefit Event Schedule (See:  List of Benefit Schedules in HRS )
• Assigned the employee to a Benefit Program based on Eligibility Rules
• Determined if the employee had any enrollment opportunities based on that type of Event
• Prepared the employee's Enrollment Options (if any)
• Opened the Event for further processing (Note that the Event no longer appears under the Pending Section)

If more than one Event is pending, click the Show Activities button and a pop up box will appear allowing you to choose which Event you want to work with first.  Only one Event can be open at any given point in time.  Events must always be worked in Date, Priority, and then Event ID order to avoid Events becoming out of sequence.

5.  Click the Election Entry button to make your enrollment additions, changes, or to cancel benefits.  If the employee is currently enrolled in any benefit plans, the Event should pull through those current elections. 

• Enter an Enrollment Code and Enrollment Reason (See Overview of Enrollment Codes and Reasons Job Aid for HRS )
• Enter the App Received By date
• Click the Apply Enrollment Defaults button to carry the information down to each Plan Type.
• Scroll to the State Group Health (Plan Type 10)
• Using the magnifying glass or the search options, to find the appropriate Option Code. For a list of all Option Codes, reference: Benefits Coverage Codes Job Aid for HRS

• You can use filters to narrow your search for the correct State Group Health plan.

• Enter the Primary Care Physicians/Clinics and check the "Previously Seen" checkbox if the employee is a current patient.  Please note the HRS system will not accept punctuation in this field.  For example the system will accept "Dr Smith" but will not accept "Dr. Smith."  This information will be transmitted to ETF on a nightly basis (Sunday through Thursday of each week) and then forwarded by ETF to the vendor.

• If you are enrolling dependents, you can click the "Enroll All" button to pull through the names of all dependents.  You can remove a dependent if necessary by using the minus sign at the end of the row for that dependent. 

• You can add a single dependent by clicking on the plus sign to add a row and then clicking on the magnifying glass to bring up the list of available dependents.

• When enrolling dependents for State Group Health, enter the Primary Care Physicians/Clinics for each dependent and check the "Previously Seen" checkbox if the dependent is a current patient.  Please note the HRS system will not accept punctuation in this field.  For example the system will accept "Dr Smith" but will not accept "Dr. Smith."  This information will be transmitted to ETF on a nightly basis (Sunday through Thursday of each week) and then forwarded by ETF to the vendor.

• NOTE:  Dependents are entered for State Group Health, Delta Dental, and Vision Insurance Plans only.  Dependent life insurance will have a separate plan type and the level of coverage will be dictated by the Option Code chosen.  Beneficiary information is not tracked by the UW,

6.  To change the current Benefit Plan election to a new election, replace the current Option Code with the new Option Code and enroll or cancel dependents as needed.  To cancel coverage for a Benefit Plan, choose the Waive Option Code for that Plan Type.

7.  Scroll down to the next Plan Type and repeat this process until all enrollments have been entered. 

8.  When all enrollments or changes have been entered, scroll to the bottom of the screen and click OK to return to the main On Demand Screen.  Click the Validate/Finalize button to submit your changes to the Base Benefit pages. 

9.  A pop up box will appear letting you know that the process completed successfully.  Click the OK button to continue.

10.  Note that the Event now has a Event Processing Status of Finalized - Enrolled and the Event Status is now Closed for Processing.

11.  It's important to verify that the Base Benefit Pages are accurate.  To verify enrollments, see Review Benefit Enrollments in HRS .

You can also access a summary of these plans by navigating to:  Benefits > Review Employee Benefits > Current Benefit Summary Viewing the Current Benefits Summary in HRS
(NOTE:  The Current Benefit Summary will only show the plans that will be active as of today.  It will not show past or future elections.

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Instructions for Processing an SAV Event

Savings Events are used when an employee completes a paper Salary Reduction Agreement form to enroll, make a change, or cancel deductions completely for a UW 403(b) Supplemental Retirement Plan.  (Note:  Employees can choose to use self-service to make changes to deduction amounts for existing 403(b) plans.) 

1.  Navigate to Benefits > Manage Automated Enrollments > Events > On Demand Event Maintenance.  Verify that an SAV Event does not already exist for the Effective Date you need.  If an Event exists, you can reprocess this event by following the steps in KB 58136.  If no Event exists with the Effective Date you need, proceed to step 2.

2.  Add an SAV Event to the BAS Activity Table.  (See:  Adding Events to the BAS Activity Table in HRS )

3.  Navigate back to Benefits > Manage Automated Enrollments > Events > On Demand Event Maintenance, enter the employee's ID (Empl_ID) and click the Search button. 

4.  Pending activities will appear at the top of the screen.  If there is only one Event pending, click the Schedule/Prepare button and then the OK button on the pop up acknowledgement window. 

Benefits Administration will have performed the following functions:

• Assigned the Event (Activity) to the appropriate Benefit Event Schedule (See:  List of Benefit Schedules in HRS )
• Assigned the employee to a Benefit Program based on Eligibility Rules
• Determined if the employee had any enrollment opportunities based on that type of Event
• Prepared the employee's Enrollment Options (if any)
• Opened the Event for further processing (Note that the Event no longer appears under the Pending Section)

If more than one Event is pending, click the Show Activities button and a pop up box will appear allowing you to choose which Event you want to work with first.  Only one Event can be open at any given point in time.  Events must always be worked in Date, Priority, and then Event ID order to avoid Events becoming out of sequence.

5.  Enrollment Code, Enrollment Reason, and Application Received By date fields are not used for SAV Events.  Click the Election Entry button to make your enrollment additions, changes, or cancel benefits.  If the employee is currently enrolled in any benefit plans, the Event would pull through those elections. 

6.  Scroll down to the Plan Type you wish to enroll in.  Using the magnifying glass or search option enter the Option Code.  For a list of all Option Codes, reference: Benefits Coverage Codes Job Aid for HRS

7.  For Pre-tax 403(b) Plans, enter either a Flat Amount or a Percent of Earnings under the first row of data.  (NOTE:  If you choose a Percentage of Earnings equal to 100%, the employee will have their entire net payroll check diverted to the UW 403(b) Supplemental Retirement Plan, resulting in zero net earnings.)

For After Tax ROTH Plans, enter either a Flat Amount or a Percent of Earnings in the second row of boxes as shown below:

For WRS Voluntary Additional plan, enter either a Flat Amount or a Percent of Earnings in the second row of boxes as shown below: