The HRIS Benefits Update Process generates a report and separate rejection report while matching up the imported benefit codes to the employee’s deduction to update the benefit amount. A Clear Non-Active Benefits Amount report follows the main Update report. This report section details those employee active for HRIS benefits but with benefit amounts not included in the upload file. In process mode these deduction amounts will be cleared.
The HRIS file contains a benefit code that must be defined under the HRIS Benefit Type code with the applicable correlating payroll deductions.
This process accumulates all payroll and deduction details for all selected payrolls per employee to match the employee to the import entry. You can manually omit an employee by defining an ‘N/A’ to the HRIS Group code under the employee’s Pay Master Screen. The first active payroll and matching active deduction will be used. Should the employee’s first payroll or deduction not be active, the process will look for another payroll/deduction to try to find an active match. An inactive payroll and/or deduction will be used if there is no other alternative. This process will look at both the deduction frequency as well as the deduction start and end periods.
The employee’s benefit deductions are then updated with the values as defined by the import file. The import deduction amount is the full benefit amount. The SHARE% ratio is reported, if applicable.
The OTIP Benefits file, B#####_PROD_YYYYMMDD.TXT, where ##### is the Employer Group Id code is a fixed length field file with a format such as:
B12345HDR 20200515Mnthly
B12345543001A10010 1122334 DEN 10.01 0.00 0.00 0.00 0.00 0.00 20200601
B12345543001A10010 1122334 EHC 19.03 0.00 0.00 0.00 0.00 0.00 20200601
B12345TRL202005151531
The One-Trust Benefits file, PROD_###%%%%%%_yyyymmddhhmmss.CSV where ### is the One-Trust Client ID, %%%%% is the Employer Group ID, is a comma separated field format with contents such as:
985000099,HDR,20200415,Monthly
985000099,985,,985006,20070498,20,12.31,0,0,0,20200501
985000099,TRL,20200415,3
When this process is run in Process mode and reporting archiving is active, the Benefit Update Report is automatically archived to the payroll archive system under either OTIPU##.RPT or ONETU##.RPT, with ## being an increment number from 01 to 99. Each time this import process is run in final mode for a pay period, the Benefit Update report number is incremented to allow all occurrences of the Benefit Update reports to be maintained under the archiving system, per period. The reports are archived to the current pay period as defined in the Payroll Master Profile.
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
Class code
Plan Code
Benefit Code
Deduction code
Deduction Description
Deduction Frequency code
Deduction Start Period
Deduction End Period
Employee’s Original deduction amount
Employee’s Original Share% value
Benefit amount
Benefit adjustment
New employee deduction amount
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.
Update Current Or Selective Payrolls
Enter 'C’ to only update employees from the current payroll.
Enter ‘S’ to select a list of payroll ID to update employees.
Enter Payroll Location ID
Enter one or up to 10 payroll IDs to be included in the update. Only payrolls with an active benefit profile will be accepted.
When PAYROLL selection is for the CURRENT payroll only then the following additional options will be available:
Select Employee's by Code
Employee Number EM Pay Code PC
Location Code LC Cost Centre CS
Salary Grid GR Occupation Code OC
Pay Cycle Code CY Employee Type ET
Pay Type PT Shift Code SC
Enter a 2 character code to define the field to use for employee/function line selection.
Enter to select employees based on employee number.
When Employee Selection is Not by Employee Number or Location Code:
Select Master only or all Function Lines
Enter ‘M’ to select Employees using only criteria from the Master Function Line.
Enter ‘A’ to select using criteria from all the function lines an employee may have.
When Employee Selection is by Employee Number:
Report all or Selected Employees
When employee selection is based on any field other than employee number, you are prompted to enter one or more of that
code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for
numeric fields such as hours. The list of values entered will determine if an employee is selected based on the values from
the master function line or all function lines if so selected. Select clear icon to clear the selected codes.
Update Deduction Amounts, Adjustments Or Both
This feature allows the adjustment amounts to be processed on a separate payroll run from the deduction benefit amounts.
Enter 'B’ to update the employee’s deduction master with the deduction and adjustment column values. This option would be used when only one payroll is run for benefits.
Enter ‘D’ to update the employee’s deduction master with the deduction column value only.
Enter ‘A’ to update the employee’s deduction master with the adjustment column value only.
Report Only Or Process Deduction Updates
Enter 'R’ to generate a report only of the update process results.
Enter ‘P’ to generate a report and update the employee’s deduction masters with the new benefit deduction amounts.
include generation of CSV export file
Enter 'N' 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 file used.
Employee number and name
Payroll ID code
OTIP/ONET Class code
OTIP/ONET Plan Code
Benefit Type code
Deduction code, blank when no deduction can be found
Deduction frequency
Employee’s existing deduction amount
OTIP/ONET import employee deduction amount
OTIP/ONET import employee deduction adjustment
Employee’s new deduction amount
Employer’s share, if applicable
Total number of employees, entries reported and report totals
The Clear report lists the following:
Employee number and name
Payroll ID code
OTIP/ONET Class code
OTIP/ONET Plan Code
Deduction code
Deduction frequency
Employee’s existing deduction amount
Benefit Amount, which is zero
Final cleared benefit amount
Employee’s status
Total original benefit amounts cleared.
The report includes a Benefit Update Error listing:
Payroll Id and Benefit Type code and description.
Employee Number
Reason for error
Benefit type code
Benefit amount
Benefit adjustment