The Insurance Benefits page contains information about employee and dependent premiums and coverage for each benefit plan for which the employee has enrolled. The system can calculate employee contributions automatically. You should set up your benefit plans before entering data on this page.
The Show All Benefits Plans option shows all of the benefit plans, including the ones that have expired. The Show Current Plans Only option shows only the current plans that have not expired or do not have an expiration date.
If you select the Include History Records check box, it will show any changes to the amounts for an employee benefit (coverage amounts, premiums, contributions, or other calculated amounts). Each history record shows the date those amounts went into effect and the reason for the change. For more information on benefit history, see A Note on Benefit History.
The detail of each benefit record, displays the employee’s marital status, total number of dependents, total number of insured dependents, and annual salary. You cannot edit this information, because Sage HRMS provides the data from the Demographics page, the Dependents and Beneficiaries page, and the Current Pay page.
To Expire a Benefit
If you want to expire a benefit plan for the employee and the employee’s covered dependents, use the Expire Benefit button at the bottom of the page. The Expire Benefit feature allows you to completely cancel a benefit for the employee and the employee’s dependents.
- Click Expire Benefit to open the Expire Benefit dialog box.
- In the Coverage Expiration Date field, enter the date to expire the benefit.
- Click .
- To reactivate the benefit, clear the date in the Coverage Expiration Date field of the Expire Benefit dialog box.
Notes:
- The Expire Benefit button is available only on existing benefit plans for which the employee has enrolled. The button is not present when you add a plan.
- To expire the benefit plan for the employee only, enter the expiration date in the Employee Coverage Ends field on the Benefit Plan tab.
- To expire the benefit plan for the employee’s dependents only, enter the expiration date in the Dependent Coverage Ends field on the Covered Dependents Detail page.
Insurance Benefit Page Tabs
Benefit Plan
The following fields appear on the Benefit Plan tab.
| Field Label | Field Description |
|---|---|
|
Insurance Benefit Plan |
Sage HRMS links the benefit code to the code on the Benefit Insurance Plans setup page. |
|
Benefit Type |
This is the benefit type entered on the Benefit Insurance Plans setup page when you set up this benefit. Sage HRMS automatically enters the Benefit Type when it enters the description. |
|
Employee Coverage Begins |
Enter the date the employee’s coverage begins. This is the same as the plan effective date. Note: Regardless of the date you enter, Sage HRMS will start calculating the benefit at the time you add the enrollment. This means that even if you enter a date in the past or a date in the future (before or after the system date), the calculation will begin on the day you add the enrollment. |
|
Employee Coverage Ends |
Enter the date the employee’s coverage expires. Leave this date blank to show ongoing coverage. If only dependents are covered under this plan, enter the same date for both Employee Coverage Begins and Employee Coverage Ends. |
|
Latest Change to Amounts |
The date the most recent changes to the amounts occurred. This field is automatically updated whenever a change is made to a plan’s amounts. For example, if you add a new plan with the effective date of 1/1/2009 and then you add the plan to an employee on 1/3/2009, the latest change to the amounts date will be 1/3/2009. |
|
Reason for Change |
The reason for the most recent changes to the amounts. This field is automatically populated from the benefit plan’s history record. If you are using Sage Employee Self Service for Benefits Enrollment, the reason defaults to the description for the open enrollment period in which the employee enrolled in this plan, for example Open Enrollment Spring 2009. |
|
Date Eligible |
Enter the date the employee is eligible for this benefit. |
|
Date Waived |
Enter the date the employee waived coverage, if applicable. When you enter a waive date, the employee and employer contributions are blank. When you execute the Update Benefits process, Sage HRMS does not calculate eligibility for employees who waived coverage. |
Costs and Coverage
The following fields appear on the Costs and Coverage tab.
| Field Label | Field Description |
|---|---|
|
Calculate From Plan Rules |
Select if you want the system to calculate participation and contributions automatically from information you provide on the Benefit Insurance Plans setup page. Select if you do not want the system to automatically update this benefit for this employee. |
|
Coverage Amount |
This field contains the face value of the coverage, if applicable. For more information, see Set Up Benefits. |
|
Coverage Amount Is For |
This field indicates if the coverage amount applies to both the employees and their dependents, or to just the employee. |
|
Total Dependent Coverage |
The total coverage amount for all dependents covered by the plan. |
|
Monthly Employee Premium |
This field contains the monthly premium cost (including the employee's contribution) the employer pays for the employee's coverage under this benefit. This figure should reconcile with your insurance billing statement. For more information, see Set Up Benefits. |
|
Monthly Dependent Premium |
This field contains the monthly premium cost (including the employee’s contribution) paid for the dependents covered under this benefit. This figure should reconcile with your insurance billing statement. The Covered Dependents tab lists the dependents covered under this benefit. |
|
Employee Contribution |
This field contains the employee's contribution. This is the actual "out of pocket" amount the employee pays for this benefit. Note: This field is not automatically linked to any Sage HRMS Payroll deductions. |
|
Per |
This is the period for the Employee Contribution (payroll deduction) toward dependent premium. |
|
Other Calculated Amount |
This field contains a user-defined calculated field originating from the insurance plan setup. For example, this field can be used to calculate the taxable wage amount for Excess Life Insurance. For more information, see Set Up Benefits. |
|
Coverage Type |
Use this field to indicate information for which Sage HRMS should look when calculating rates of coverage. For more information, see Set Up Benefits. |
|
Certificate |
Enter the insurance certificate or policy numbers. |
|
Beneficiary |
Enter the employee's beneficiary for this plan. |
User Defined
The User Defined tab provides four miscellaneous fields. Use these fields to indicate information for which Sage HRMS should look when calculating rates or coverage. For more information, see Set Up Benefits.
For example, you could indicate seniority level, employee group or wellness evaluation categories (for employers that discount benefits for employees who have taken various risk assessments). You could also indicate seat belt usage or many other types of information not stored elsewhere in Sage HRMS that can make the insurance coverage, premium, or contribution vary. When you set up rate tables, they can refer to the contents of these fields.
Covered Dependents
The Covered Dependents tab provides information about the dependents covered by the specific plan. Click to add a dependent to this benefit plan. A list of dependents will appear. These are the dependents you entered on the employee’s Dependents and Beneficiaries page who are not currently enrolled in the plan.
Note: You can only add one dependent at a time to an insurance benefits plan.
When you add a dependent to the benefit plan, the dependent’s coverage will start and expire on the same dates as the employee’s coverage. However, you can specify a different coverage period for each dependent by clicking the More… button.
The Covered Dependents grid contains the following columns: Relation, Dependent Name, Age, Effective Date, Expiration Date, Coverage Amount, and Premium Amount.
Assign Beneficiaries
The Assign Beneficiaries tab provides information about the beneficiaries that the employee has designated for this insurance plan.
To assign a beneficiary
- Click . A list of dependents and beneficiaries opens. These are the dependents and beneficiaries you added on the Dependents and Beneficiaries page who are not currently assigned to this plan.
- Select the dependent or beneficiary you want to assign and click . The first assigned beneficiary is automatically set as the primary with 100% distribution. All other beneficiaries are assigned as contingent. Click the More... button to make necessary changes.