Alberta ASEBP Options

The Alberta ASEBP Options shows you the options available to enter, change and inquire on employee and benefit information required by ASEBP in order to transmit them through a Bulk Activity Upload. This replaces the previous BEDI functionality. 

• Employee/Dependent Changes is used to add and change employee benefit information. 

• Employee/Dependent Inquiry is used to view employee benefit information. 

• Employee/Dependent Report reports on current and historical benefit information. 

• Employee/Dependent Benefit Transaction Report allows the user to report / export transactions that are created by the system. 

• Employee/Dependent Benefit Load represents legacy functionality no longer required or available.

• Employee/Dependent Benefit Comparison Process is also a historical function that has been disabled.

Because there is no direct correspondence between the benefit deduction information stored in PAYROLL and the benefit information required by ASEBP, the Alberta ASEBP Options Menu in HR facilitates Bulk Activity transmission to ASEBP. The Employee/Dependent Changes screen allows the user to enter and maintain employee and dependent demographic and benefit information. As employee or dependent benefit information is updated, the software creates the transactions required by ASEBP to be reported through Bulk Activity Upload. Much of the validation required by ASEBP is included by the Atrieve software to ensure when changes are made required by ASEBP, they can be included in a Bulk Activity file and uploaded to the ASEBP website. ASEBP Member Numbers created in their system can then be downloaded into Atrieve after they are created. Both the ASEBP Bulk Activity Extract and ASEBP Bulk ID Update are found on the PowerSchool (Atrieve) ESS Web Portal's Payroll Reporting Menu.

Not only is integration implemented into the Employee/Dependent Benefit screen, it has also been implemented wherever benefit information required by ASEBP is changed, such as employee Name Email or Mailing Addresses from Employee Demographics or Salary information from Payroll. The system can also be configured to update the employee's ASEBP Status when their Status is changed in either HR or Payroll. 

There are several steps listed below that must be taken to successfully send transactions to ASEBP.

1. Enter Employee, Benefit and and Dependent information in Employee/Dependent Benefit Changes

2. Verify created transactions

3. Export Transactions to Bulk Activity Upload file

4. After logging into ASEBP, upload the Bulk Activity File

5. The following day, import ASEBP numbers for new members into Atrieve.

These steps are detailed below:

1. Add new or change existing Employee/Dependent Benefit Information 

   • New employee benefit information can be entered, or existing employee benefit information can be modified through the Employee/Dependent Benefit Changes screen. Additionally, any employee demographic information can be changed through the regular HR Employee Demographics Change Screen or through the PAYROLL Employee Record Change screen. Employee status and salary information can also be changed using the regular methods in PAYROLL. 

2. Verify ASEBP transactions 

   • You can view the transactions that have been created by the system by running the Employee/Dependent Benefit Transaction Report, or by going into Employee/Dependent Benefit Changes and using the Functions button to View ASEBP Transactions.   If correct, these transactions can be exported through the next Bulk Activity Upload. Any issues can be address first through the Employee/Dependent Benefit Changes screen.

3. Create a Bulk Activity Upload file from the Web Portal under Payroll / Reporting / ASEBP Bulk Activity Upload  

   • The ASEBP Bulk Activity Upload should be run in Preliminary first, and any issues addressed before running it in Final to create the upload file.

   • The resulting file will download to the user's computer to be uploaded onto the ASEBP site as a Bulk Activity file. 

4. Upload the Bulk Activity Upload File to ASEBP's website.  

   • On the ASEBP site, upload the Bulk Activity File. After a delay, the results of the upload can be seen, including any Pending or Rejected transactions. Address any discrepancies as required.

   • ASEBP's site may mark some transactions as Rejected or Pending.

     • Rejected: Likely the data can be corrected in Atrieve and the transaction sent in another bulk actvitity upload. Some changes, such as Group Transfers, may need to be manually updated on the ASEBP site. 

     • Pending: These transactions need a manual review by ASEBP before they can be accepted. The status of these transactions should be updated on the site shortly as they are processed

     • Transactions in the Total number not labelled as either Rejected nor Pending have been successfully uploaded. 

5. Update ASEBP IDs. When new employees have been transmitted to ASEBP, their ASEBP IDs can be downloaded to Atrieve the following day.
   

   • IDs can are updated through Web Portal under Payroll / Reporting / ASEBP Bulk ID Update.

   • Although not seen in Atrieve, these need to be downloaded before subsequent changes can be transmitted for the same employee. 
     
     
     

Database to be set up prior to using ASEBP:

Dependent Type Code Database

Create Dependent Type Codes in Atrieve HR through Dependent Type Code Database Additions. These should be as provided by ASEBP, but likely include:

All other databases used by this module are hard-coded per ASEBP's instruction.