HRIS Benefits Reconciliation Process
The HRIS Benefits Reconciliation Process generates a report detailing the difference between the OTIP or One-Trust Benefits deduction amounts and/or adjustment Import amounts, compared to the accumulated history deduction amounts actually taken. For each payroll Id to be included, a range of history pay periods is defined. For each Benefit Type code in the HRIS Benefits Import file the corresponding deduction code (as defined by the Benefit Type code data base) history values are accumulated, per employee. The Benefit Type values is compared to the history values taken and the difference is reported. When an adjustment amount is included in the Benefits file, that adjustment is reported as a separate amount, although the benefit amount and adjustment are combined for comparison to the employee’s history amount.
The Benefit Import file Class and Plan code will also be printed, proceeded by ***, should those codes not match the employee’s existing master Class and/or Plan code. The totals on this report include all entries, even those entries suppressed when the difference is zero.
This process is driven by the HRIS Benefit Import file as used by the HRIS Benefit Update Process and when selected this process will generate a Benefit Remittance file. The Benefits Remittance file contains all the employees’ details from the Benefit Import file and a column is updated with the actual benefit amount taken per deduction per employee.
See the HRIS Benefit Update Process for file names and details on the HRIS Benefit Import file.
The OTIP Benefits Remittance file, B#####_PROD_YYYYMMDD_REMIT.TXT, where ##### is the Employer Group Id code is a fixed length field file.
The One-Trust Benefits file, PROD_PR_###%%%%%%_yyyymmdd_ccc.CSV where ### is the One-Trust Client ID, %%%%% is the Employer Group ID, and ccc is the next applicable cycle number This remittance file is a comma separated field format.
Both the Benefit Import file and the Benefit Remittance file names are included in the report header, when applicable.
This report includes an option to generate an export file, ######.CSV, where ###### is the job number. The export file is generated where the logical SRB$OPSWRK is defined. All fields within the export file have any extra spaces removed from the front and back of the fields and all fields are separated by a comma.
The export file includes the following fields:
Payroll ID
Employee number
Employee Name
Employee Status
Mismatch flag, when the employee’s Class/Plan code does not match OTIP/ONET
Employee Class Code
Employee Plan Code
OTIP/ONET Class Code
OTIP/ONET Plan Code
Benefit Code
Deduction Code
Deduction description
YTD deduction amount from history
Benefit amount from Benefits file
Benefit adjustment from Benefits file
Difference between YTD taken and Benefit amount plus Benefit adjustment
Start period defined
End period defined
Note: Since the One-Trust remittance file is a CSV format, that file will open as well when Excel is selected.
Select Benefit Type
Enter 'O’ to work with the OTIP Database codes.
Enter 'T' to work with the One-Trust Database codes.
By default, a list of existing benefit files for the selected benefit type will be displayed. Select a file from the table as shown above or select exit to upload a new file.
Should you select a file from the list, then load prompt values from the Report Defaults, the newly selected file will be used.
Name Of Benefit Import File
Select the upload icon to upload a new file.
Enter Payroll Location ID
Enter one or multiple payroll ID's along with the pay period range per payroll to be reported. All payroll ids selected must have the OTIP/ONET Profile defined and active.
Use the arrow icons to move through the list of payrolls to make necessary changes. Select Delete to clear a specific line.
Select Close to close the window and move to the next prompt.
Omit Reporting Balanced (zero) Details
Enter 'N' to include all details on the report.
Enter 'Y' to omit reporting deduction details per employee where there is no difference. The deduction amounts suppress on the report will still be reflected in the totals of the report.
Include Generation of Remittance File
Enter 'N' or <CR> to omit the generation of the remittance file.
Enter 'Y' to include the generation of the remittance file.
Include Generation of CSV Export File
Enter 'N' or to omit the generation of the export file.
Enter 'Y' to include the generation of the export file.
The report lists the following:
The report header includes the Benefit Import file used as well as Benefit Remittance file, when applicable.
Payroll Id code
Employee number and name
OTIP/ONET Class code
OTIP/ONET Plan Code
Benefit Type code
Deduction code, blank when no deduction can be found
Deduction description
Employee deduction amount for range of pay periods per payroll
OTIP/ONET import employee deduction amount
OTIP/ONET import employee deduction adjustment
Difference of pay history amounts less benefit import amount plus adjustment.
Employee status, when applicable
Total number of employees, entries reported and report totals
Total number of errors reported on the error listing.
The report includes a Benefit Type Summary:
Payroll Id and Benefit Type code and description.
Totals for all categories compressed by payroll id and benefit type code.
Total errors such as unknown employees, invalid numeric.