Employee/Dependent Benefit Changes

The Employee/Dependent Benefit Changes screen allows entry and maintenance of employee and dependent benefit information ASEBP requires.

As information is entered and changed, transactions are created in the background which can be exported into a Bulk Upload file for transmission to ASEBP. From this screen, the user may also view, modify and delete any transactions created.

A history of all employee and dependent benefit information is saved as information is changed. For example, each time an employee's salary changes, the system does not merely over-write the existing information with the new, but instead it creates a new record with the new salary and saves the old. This history can be viewed and modified through the Functions | View/Change History option.

Much of the validation performed by ASEBP is duplicated in Atrieve to help ensure the information transmitted will be accepted.

As mentioned above, transactions are created whenever any information required by ASEBP is changed in the system. This includes changes that are made in other screens within HR and PAYROLL. For example, when you change an employee's address in the HR or Payroll Employee Change Screen. The same is true of salary changes.

When a Transaction is not required to be transmitted to ASEBP, this functionality can be turned off through the Functions | Turn On/Off Transactions option. The status of Transactions is displayed at the top left corner of the screen. With ASEBP Transactions turned off, corrections can be made to information without generating transactions to be sent to ASEBP.

Employee Number

Select the employee to Add or Change ASEBP details for

The Employee Demographics section pulls information from HR Employee Demographics, so should not need to be filled in.

SIN Number

• Enter the employee's SIN  

Name

• Enter the employee's name (divided into last, first and middle name segments) in the window that appears. The first and last name MUST be filled in. 

Address1

• Enter the first line of the address. Address 1 CANNOT be left blank. 

Address2

• Enter the second address line. Address 2 can be left blank. 

City

• Enter the city. The city CANNOT be left blank. 

Province

• Enter a valid province code (CANNOT be blank). Search for valid codes.

Postal Code

• Enter a valid Canadian postal code. 

Country

• Enter a valid country code (must be either 'CAN' or 'USA'). 

Birth Date

• Enter the employee's birth date (must result in an age between 15 and 64). 

Gender

• Enter the employee's gender. This must either 'M'ale or 'F'emale or 'O'ther. 

Employee Status

• Enter the employee's status: 'A' for active, 'L' for on-leave and 'T' for terminated. Search to view the list of valid options.

Employee Group

• Enter a valid employee group code. Search for valid options. They are:

NOTE: At this time, ASEBP is limited in their ability to process Group Changes (in other words, Transfers) through the Bulk Activity Upload. Especially when there are dependents involved, these transactions will usually fail during upload. ASEBP has advised that on their end this process of changing the group and effective date requires multiple steps to achieve. As such, group transfers will in many cases need to be updated in both systems indepedently. These can either be entered into Atrieve and then marked as Exported through the Employee/Dependent Benefit Transaction Report or transmitted to ASEBP to be rejected. Either way, the transfer will need to be manually initiated on their site as well. 

Stat/Group Effect Date

• Enter the date ((YY)YYMMDD) the employee's status or employee group becomes effective.

Status Change Reason

• This code indicates the reason for a leave or termination. Unless the employee's status is being changed, the system will skip over thie field. The valid options presented for this field depend on which Status code is selected above.

If the employee is being placed on Leave, the possible choices for this code are:

If the employee is being Terminated, possible choices for this code are:

Status Reason Suffix

• This code indicates the type of action required for some for the employee status change reasons. The acceptable values are:

The next 4 fields only pertain to changes when an employees changes to Status Leave

Option To Continue

• This field indicates the Employee's option to continue benefits while on leave of absence. 

Leave of Absence End Date

• This is the date ((YY)YYMMDD) the leave of absence ends.

Employer Remits

• This field indicates whether the employer will be remitting premiums to ASEBP for the duration of the leave of absence or for a period of time after termination. This field can either be 'Y'es or 'N'o.

Continue AHC

• This field indicates whether the employee will be continuing Alberta Health Care coverage for the duration of the leave of absence. This field can either be 'Y'es or 'N'o.

Annual Salary

• Enter the employee's current annual salary to the nearest whole dollar.

Salary Effective Date

• Enter the date ((YY)YYMMDD) this salary becomes effective.
  
  

When done are done entering the above information, select from the Menu Buttons:

Benefits     Make modifications in the EMPLOYEE BENEFITS INFORMATION screen 

Dependents Display the DEPENDENT INFORMATION screen to add, delete or modify dependent information (documented below). Note, Dependents can not be added until Benefits are first added. 

Functions   Display the list of Employee Benefit Functions

Available functions are:

View/Change Employee Transactions

Re-enroll Employee

View/Change Salary History

View/Change Employee Status History

View/Change Life Benefit History

View/Change ADD Benefit History

View/Change EDB Benefit History

View/Change EHC Benefit History

View/Change Dental Benefit History

View/Change Vision Benefit History

View/Change HSA Benefit History

Turn On/Off ASEBP Transactions

Turn Validation On/Warn/Off

These functions are self-explanatory except for:

Turn On/Off ASEBP Transactions. Arrow or Mouse to this option and choose Select to toggle between On and Off.

• If the status is On, ASEBP transactions will be created as information is changed.

• If the status is set to Off, transactions will not be created. This feature allows the user to make corrections to information without generating transactions to be sent to ASEBP.

• The TRANSACTION STATUS displays at the bottom left of the screen.

Turn Validation On/Warn/Off. Arrow or Mouse to this option and choose Select to toggle between On, Warn and Off.

• With the validation set to On the screen will do complete validation and will not allow the user to progress from a page until all validation rules have been satisfied.  This may cause issues leaving a screen or field – particularly if old data does not conform to present standards.

• Having the validation set to Warn will perform complete validation but will only warn the user when data is invalid. It will NOT prevent leaving a field or exiting a screen.

• A validation status of Off will not perform any validation checking.

• The VALIDATION STATUS displays at the bottom of the screen, next to TRANSACTION STATUS.

• A Default Status can be set in the ASEBP Parameters Profile, if something other than "ON" is needed. 

Re-enroll Employee allows the user to re-submit information for an employee which had previously been submitted and rejected by ASEBP.  You can make the needed changes and use the Re-enroll function to try re-sending the enrollment. Without running this function, the correction will be seen as a "change" and not be able to be sent as the user doesn't yet have an assigned ASEBP #. 

Cancel to cancel any changes made in the main employee screen and the  Benefits screen but not yet Saved. Changes made in the Dependent screen or History screens are saved immediately when exiting the screen and will NOT be reversed by pressing Cancel from this screen.

The Employee Benefits Information screen displays by selecting the Benefits button from menu bar. This screen allows entry and maintenance of the employee benefit information required by ASEBP. Benefit information can be entered for the following benefits: Life, ADD, Extended Disability, Extended Health Care, Dental, Vision and Health Spending Account.

Benefit Start Date

• Enter the date ((YY)YYMMDD) this benefit starts, or the status changes.

Benefit End Date

• Field disabled 

Plan Number

• Enter the benefit plan number. Search for valid codes for the particular benefit you are entering.

Coverage Level

• Enter the employee's choice of benefit coverage. Search for valid codes for the particular benefit you are entering. This field if not required for Life, Accidental Death, and Ext. Disability.

Level Reason

• No longer used; this field is disabled, only showing historical entries. 

Benefit Status

• Enter the status of the benefit you are working with. Search for valid codes.

Status Reason

• Enter the reason for changing the benefit level or status. Search to view valid codes.

• Selection options here under the banner "Below Are No Longer Used By ASEBP" are included only for historical data purposes. If used, they will not transfer to ASEBP. 

Spouse Cob

• This field indicates whether or not the spouse has their own coverage through ASEBP or any other insurance provider. Not currently used, this field is set to U for Unknown. 

Dependent Cob

• This field indicates whether or not the dependents have any additional coverage through ASEBP or any other insurance provider. Not currently used, this field is set to U for Unknown. 

Late Application

• This field indicates whether the employee has applied for coverage after the 31-day limit. Restrictions are in place before full coverage is obtained. Enter 'Y'es or 'N'o.

The Dependent Information screen displays by selecting the Dependents button from the menu bar. This screen allows the entry and maintenance the employee's dependent information. 

When this option is selected, a screen displaying all entered dependents (if any) appears along with another horizontal menu bar. The menu bar appears like this:

• Add dependent   Once selected, you will be prompted for the new dependent's name and other information.

• Modify dependent Select Modify and then the dependent to be modified. 

• Delete dependent 

• Back to return to the Employee screen
  
  

The Dependent Information screen lets you enter and maintain dependent benefit information. The dependent's name, birth date, gender and dependent type can be entered.

Name

• When you move to the dependent name field, a window will appear prompting for the Last Name, First Name, and Middle Initial. These are combined to create the Full name: LAST, FIRST, MI.

Dependent Type

• Enter the dependent type. This field indicates whether the dependent is a spouse, child or other. The field contents are controlled by entering them into the Dependent Type Code Database. This field CANNOT be left blank. Search to view valid dependent type codes.

Codes That ASEBP Will Recognize Are:

Birth Date

• Enter the date the dependent was born ((YY)YYMMDD).

Gender

• Enter the dependent's gender: 'M' for Male, 'F' for Female or 'O' for Other

• The following information can be entered on any of these benefits: Dental, EHC (Extended Health Care) and Vision.

Effective Date

• Enter the date ((YY)YYMMDD) that for the dependent's addition or change.

Life Event Date

• By default the same as the Effective Date, unless a Life Event is being recorded. 

Life Event Notification Date

• Optional; can be used to record the receipt of Notification of a Life Event.

Buttons on the Dependent screen include Cancel, Save and Functions. 

Dependent Functions are:

• View Dependent Transactions

• View / Change Dependent Benefit History