The Alberta Benefits Update Process generates a report and separate rejection report along with optional deduction updates of all benefit deduction defined under field 16=Benefit Import Deduction Codes of the Alberta Benefits Profile. A benefits update file supplied by Morneau defines the employee's deduction code, deduction Amount and employer SHARE%.
This process first accumulates all imported entries, rejecting any entries where the employee is not in the payroll, the deduction code is not defined in the Benefits profile or the deduction is not on the employee. This process then steps through all active employees (Terminated and On Leave are omitted) in this payroll that are not assigned to be omitted. You can manually omit an employee by defining an 'N/A' to the HRIS Group code under the employee's Pay Master Screen. The employee's benefit deductions are then updated with the values as defined by the import file. When an employee's benefit deduction is not included in the import entries, then the benefit deduction will be updated with a 0.00 Amount and no SHARE% and reported as NO Import, thus deactivating the deduction. This process does not make changes to the deduction start/end, tables or frequency code.
The import deduction amount is the full benefit amount. When the employer share is 0.00 or 100.00 (which is converted to Benefit) then the employee's Amount is loaded with the imported deduction amount. When the imported employer percentage is other a zero or 100.00 then the employee and employer benefit amount is calculated based on the employer percentage. The SHARE% ratio is then calculated by dividing the employer benefit amount by the employee benefit amount.
The Alberta Benefits Update file, ccc_IN_%%%PPAY_%%%_Date/time.CSV files, where ccc is ECQ for test and ECP for production and %%% is assigned by Morneau. This import file can be stored at the location defined by the Location of HRIS Import Files field of the Benefits Profile or by default the system will look at the location defined by the logical SRB$Export.
The deductions defined for benefit update, based on the profile settings, is displayed for reference.
Name of Benefit Import File
Enter the full Benefits Payroll Interface file name. Automatically, all Benefit Payroll Interface files for the last year will be displayed, as shown below. You may scroll up and down to select the correct file. Use look-up to access the Benefit Payroll Interface file list.
Report Only or Process Deduction Update
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Enter 'R' to only generate the Benefits update report. No employee deductions will be changed.
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Enter 'P' to update the employee's deduction Amount and SHARE% fields based on the current import benefit file values. When an employee is not omitted (N/A as HRIS Group on pay screen) then all benefit deductions will be either updated with the value from the import file or cleared by updating a zero AMOUNTA value and blank SHARE% value.
The report lists the following:
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Employee number and name
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Deduction code and description
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Full benefit cost
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Employee portion of benefit cost
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Employer portion of benefit cost
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Employee's original deduction amount
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Employee's new deduction amount
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Employee's original employer SHARE%
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Employee's new employer SHARE%
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Flag, NO Import – indicates no entry was available in import file and value is cleared
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Total full benefit cost
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Total employee benefit cost
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Total employer benefit cost
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Total number of import entries reported
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Total number of rejected entries, reported on rejection report
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Total number of deductions updated
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Total number of updates with NO Import
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Total number of employees reported.
The report includes a Rejection report:
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Employee number and employee name
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Deduction code
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Deduction amount from import
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Record number from import file
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Rejection reason
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Total number of rejections.
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Total number of employees with rejections.