Employee's Insurance Benefits page

To open this pageClosed Select Employees > View/Edit Employee, find the employee, select Benefits, and then click Insurance Benefits.

Use this page to see a table of insurance benefit plans for which the employee has enrolled. The table shows the effective and expiration dates, coverage amounts, employee and dependent premiums, and employee contributions.

You can change which benefit plans are displayed in the table. (The initial choice is set on the User Preferences page.) The choices are:

  • Show All Benefit Plans (even ones that expired) (This is the default.)
  • Show Current Plans Only

Note: You must set up the benefit plans for your company before entering information for the employee. See Setting up benefit insurance plans.

  1. On the Insurance Benefits page, click Add.
  2. On the Insurance Benefits detail page, enter information in the relevant tabs.
  3. Click OK.
  1. In the table on the Insurance Benefits page, highlight the plan you want to view.
  2. Either click More or click + at the beginning of the row.
  3. On the Insurance Benefits detail page, make any needed changes on the tabs.
  4. Click OK.
  1. In the table on the Insurance Benefits page, highlight the plan you want to delete.
  2. Click Delete.
  3. When asked if you want to delete the plan, click Yes.

If you want to expire a benefit plan for both the employee and the employee’s covered dependents, use the Expire Benefit button at the bottom of the page.

  1. In the table on the Insurance Benefits page, highlight the plan you want to expire.
  2. Either click More or click + at the beginning of the row.
  3. Click the Expire Benefit button.

  4. In the Expire Benefit window, enter the date that you want the coverage in this plan to end, and then click OK.

    Note: To reactivate the benefit, clear the date in the Coverage Expiration Date item.

  5. Notice that the Employee Coverage Ends date on the Benefit Plan tab has the new date. Click OK to return to the Insurance Benefits page.

Notes:

  • To expire the benefit plan only for the employee, enter the expiration date for Employee Coverage Ends on the Benefit Plan tab.
  • To expire the benefit plan only for an employee’s dependent, click the Covered Dependents tab, select the dependent and click More, and enter the expiration date for Dependent Coverage Ends on the Coverage tab.

The Insurance Benefits detail page

The top portion (gray area) of the detail page displays the benefit plan code and description, the effective and expiration dates, total number of dependents and number insured, the employee’s marital status, and the employee’s annual salary. You cannot edit this information; some of this information comes from the Demographics page, the Dependents and Beneficiaries page, and the Current Pay page.

The Insurance Benefits detail page contains the following tabs.

Items on the tab


Item

Description

Insurance Benefit Plan

Select the benefit plan for this employee. The list only displays insurance plans set up for your company on the Benefit Insurance Plans page.

Benefit Type

Displays the benefit type for the plan as it was set up for your company on the Benefit Insurance Plans page.

Employee Coverage Begins

Enter the date this employee's coverage begins.

Note: Regardless of the date you enter, Sage HRMS starts calculating the benefit at the time 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

Displays the date the most recent changes were made to the amounts. For example, if you add a new company plan with the effective date of 1/1/2019 and then you add the plan to an employee on 1/3/2019, the latest change to the amounts date will be 1/3/2019.

Reason for Change

Displays the reason for the most recent changes to the amounts.

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 2019.

Date Eligible

Enter the date the employee is eligible for this benefit.

Date Waived

If applicable, enter the date the employee waived coverage. When you enter a waive date, the employee and employer contributions become blank. When you perform the Update Benefits process, Sage HRMS does not calculate eligibility for employees who waived coverage.

Items on the tab

 

Item

Description

Calculate From Plan Rules

Select Yes if you want the system to calculate participation and contributions automatically from information on the Benefit Insurance Plans page.

Select No if you do not want the system to automatically update this benefit for this employee.

Coverage Amount

Displays the face value of the coverage, if applicable. Coverage is the amount of benefits an insurance plan provides to eligible employees.

Coverage Amount Is For

Displays whether the coverage amount applies to both the employee and his/her dependents, or only the employee.

Total Dependent Coverage

Displays the total coverage amount for all dependents covered by the plan.

Monthly Employee Premium

Displays the monthly premium paid to the insurance company for the employee's coverage for this plan (including the employer's and employee's contribution). This amount should reconcile with your insurance billing statement.

Monthly Dependent Premium

Displays the monthly premium for the dependent's coverage for this plan (including the employer's and employee's contribution). This amount should reconcile with your insurance billing statement.

The Covered Dependents tab lists the dependents covered under this plan.

Employee Contribution

Displays the employee's contribution—the actual "out of pocket" amount the employee pays for this benefit.

Note: This amount is not automatically linked to any Sage HRMS Payroll deduction.

Per

Displays the employee's paycheck frequency.

Other Calculated Amount

(Optional) Enter an amount for a user-defined calculated field originating from the insurance plan setup. For example, this can be used to calculate the taxable wage amount for Excess Life Insurance. For more information, see Set Up Benefits.

Coverage Type

(Optional) Enter information to be used by Sage HRMS when calculating rates of coverage. For more information, see Set Up Benefits.

Certificate

(Optional) Enter the insurance certificate or policy numbers for this plan.

Beneficiary

(Optional) Enter the employee's beneficiary for this plan.

This tab provides four miscellaneous fields where you can enter information that Sage HRMS can use when calculating rates or coverage. For more information, see Setting up benefits.

For example, you could specify the seniority level, employee group, or wellness evaluation category (for employers that discount benefits for employees who have taken various risk assessments). You could also specify seat belt usage or 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, the tables can refer to the contents of these fields.

This tab contains a table with information about the dependents covered by the specific plan, including Relation (the relationship between the dependent and the employee), Dependent Name, Age, Effective Date, Expiration Date, Coverage Amount, Premium Amount, and Court Ordered (if the dependent is required to have coverage due to a court order, such as for a divorce).

  1. Click Add.

  2. The Covered Dependent Add window shows a list of Available Dependents from the Dependents and Beneficiaries page who are not already covered by this plan. Select the beneficiary who you want to add to this plan and click Select > to move that person to the Selected Dependents list on the right.

    Note:  You can only add one dependent at a time to an insurance benefits plan.

  3. Click OK. The person from the Selected Dependents list is now shown in the table.

    Note: When you add a dependent to the benefit plan, the dependent’s coverage will usually start and expire on the same dates as the employee’s coverage. However, you can change the coverage period.

  1. In the table on the Covered Dependents tab, highlight the person whose information you want to change.
  2. Either click More or click + at the beginning of the row.
  3. If needed, change the information on the Coverage tab.
  4. If there is a court order requiring coverage of this dependent (such as due to divorce or child support agreement), click the Court Order tab, select the Court Ordered check box, and enter other information (such as the coverage dates, court order number, and details).
  5. Click OK. The information is updated in the table.
  1. In the table on the Covered Dependents tab, highlight the person you want to remove.
  2. Click Delete.
  3. When asked if you want to remove the person, click Yes. That person is removed from the table.

This tab contains a table with information about the beneficiaries that the employee has designated for this insurance plan.

  1. Click Add.
  2. The Assigned Beneficiary Add window shows a list of Available Beneficiaries from the Dependents and Beneficiaries page who are not already assigned to this plan. Select the beneficiary who you want to assign for this plan and click Select > to move that person to the Selected Beneficiaries list on the right.

  3. Click OK. The people from the Selected Beneficiaries list are now shown in the table.

    The first assigned beneficiary is automatically set as the primary. All other beneficiaries are assigned as contingent.

  4. If needed, change the distribution percent for the beneficiaries:

    1. In the table, highlight the person you just added and either click More or click + at the beginning of the row.
    2. Enter the percent distribution.
    3. If needed, change whether the person is the primary or contingent beneficiary.

    4. Click OK

      Note: The total percent distribution for all primary beneficiaries must be 100%. If there are contingent beneficiaries, their total percent distribution must also be 100%.

  1. In the table on the Assign Beneficiaries tab, highlight the person whose information you want to change.
  2. Either click More or click + at the beginning of the row.
  3. Make the needed changes.
  4. Click OK. The information is updated in the table.

  5. If needed, repeat these steps for other beneficiaries.

    Note: The total percent distribution for all primary beneficiaries must be 100%. If there are contingent beneficiaries, their total percent distribution must also be 100%.

  1. In the table on the Assign Beneficiaries tab, highlight the person you want to remove.
  2. Click Delete.
  3. When asked if you want to remove the person, click Yes. That person is removed from the table.

  4. If needed, change the distribution percent for the remaining beneficiaries:

    1. In the table, highlight the person and either click More or click + at the beginning of the row.
    2. Change the percent distribution.
    3. If needed, change whether the person is the primary or contingent beneficiary.

    4. Click OK

      Note: The total percent distribution for all primary beneficiaries must be 100%. If there are contingent beneficiaries, their total percent distribution must also be 100%.