Approve Life Event
Use this page to approve the enrollments an employee makes during a life event. When an employee selects a life event and submits benefit plan changes as a result of that event, you receive a notification in your Message Center. The changes to the employee's benefit plans remain pending until you approve or reject them. After approval, the employee's
enrollment records are updated in Sage Employee Self Service, using the as set up for the particular life event. If you reject the changes, they are not updated in Sage Employee Self Service.
When you approve or reject an employee's benefit
plan changes, the system sends the employee an appropriate notification
to their Message Center.
When an employee makes a qualifying life event change
to their information outside of Life Events (for example, makes a change
to their marital status on the Personal Profile page), you may want to
notify them that the change qualifies as a life event and they probably
will be able to make benefit plan changes. One way you can do this is
reject the change with a note directing them to the Life Events page.
Employees' enrollments during a life event are validated
by the system to make sure they are correct and complete. If there are errors or omissions, the Benefit Enrollment Checklist page provides information
about how to complete their enrollment. Refer to Validating Employee Enrollment for a complete list of validation messages.
Usually, you approve life events for one employee at a time, since all employees are not entering life events at the same time. The Approve Life Events process lets you approve benefit plan changes
for one employee or multiple employees.
Before you begin
- Before
you can approve a life event you must have already completed the necessary
steps to set up the life event (refer to Life
Event Setup
for instructions).
- You should
run the Enrollment
Exceptions report
and correct all exceptions before you approve life events.
To approve life
events
- Select System Administrator > Benefit Updates > Approve Life Events to open the
Approve Life Events page.
- The Approve Life Events page opens and displays all employees in the selected employer
who have pending (not yet approved) life events. This is the default search
criteria, however, you can use any of the following search criteria to
find employees who have entered a life event:
- To
find all employees who entered a life event, select All
and enter a From and To date to indicate the period in which
the employees entered the event.
- To
find a specific employee, select Employee
Last Name and enter the last name.
- To
find employees with a specific enrollment status, select an Enrollment
Status:
- In
Progress. The employee started making benefit plan changes but has not yet submitted
the records for approval; or the records did not pass validation and are
waiting for the employee to correct them.
- Pending. The employee submitted changes for approval; or the employee made a
change to enrollment records that were originally approved and then resubmitted
them.
- Rejected. The employee submitted benefit plan changes but they were rejected.
The employee must make the required changes and resubmit for approval.
- Updated The benefit administrator approved the
benefit changes and the employee's enrollment records are updated in Sage
HRMS).
The Enrollment Status
displays at the top of each page as an employee goes through the life
event steps. However, the enrollment status the employee sees is slightly
different than the statuses listed above, as illustrated below:
N/A | Incomplete |
Pending | Approval Pending |
In Progress | Incomplete |
Updated (approved) | Not visible because the event is immediately updated |
- To find specific employees who entered life events within a certain time
period, enter a From and To date to indicate the period in which the employees
entered the event.
- Click Go to start the search. The page shows
life event records for all employees who matched the search criteria.
- Click
an employee name link and review the details of their life event changes:
- You can review the answers to required enrollment questions by clicking the Questions link.
- The
Status list displays the
current status of the life event.
- The
Election column shows the current
election; the Change From column
shows the previous election (if there was no change, No
Change will display).
- If
there were errors, Errors were detected
displays at the top of the page and errors are marked in red. If you reject the changes, include a Note to the employee using the error information so they'll know how to correct it. You can also use the Enrollment Exceptions report
to see which employees' enrollments have exceptions that need to be corrected.
- Select a status and add a note (will be added to the notification in the employee's Message
Center)
to the employee if applicable. Use the following information to select
the status:
- You
cannot change the status for In Progress
life events; the employee has not finished their benefit plan changes
or submitted them for approval.
- You
cannot change the status for Updated
life events; the benefit plan changes have already been updated in Sage Employee Self Service.
- Change
the status of Pending life events
to Approved or Rejected. If you approve, the change is immediately updated in Sage Employee Self Service and the employee receives an approval notification. If you
reject, the employee receives a reject notification (add a note so they
know how to correct the error) and the life event status changes back
to Pending.
- Change
the status of Rejected life events
to Approved at which time the change is immediately updated in Sage Employee Self Service and the employee receives an approval notification.
- Click Save when you are finished. The benefit
plan changes for the employee are updated to the selected status. When
you approve the changes, the system sends an approve notification to the
employee's Message Center and immediately updates the appropriate enrollment
records in Sage Employee Self Service. When you reject the changes, the system sends a
reject notification to the employee's Message Center and the changes are
not updated
in Sage HRMS.
- When the
process is finished, log on to Sage Employee Self Service and run the Update
Benefits process to calculate the new plan amounts. Linked payroll deductions will also be updated with the new plan amounts (only when the
Plan Year Effective Date is the
same as or later than the system date).