Benefit Codes Table

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Medical Benefit Code

Benefit Codes Table

Fields on the Benefits Codes Table

It is possible to set up benefit plans for the next open enrollment with future effective dates, to allow these plans to be assigned to employees prior to the effective date of the new plan.

Code. Enter a Code, of ten characters or less with no spaces or special characters.
Description. Enter a Description of thirty characters or less for the plan.
Active? An active code has the Active checkbox selected, making the code available and keeping the code in effect as a valid choice.
Terminate Plan and EE Plans button and unlabeled field. When a plan is terminated, enter a benefit termination date for the plan code in the unlabeled field above this button, and then click on the Terminate Plan and EE Plans button to terminate the plan and all employees enrolled in by populating all corresponding employee benefit detail records with a termination date.

Policy Information

Vendor Name. Select the Vendor code to define the carrier or provider related to the benefit, if any.
Effective Date. Enter the first date that the plan is available to employees in the Effective Date field. To allow benefit plans for the next open enrollment to be assigned to employees prior to the effective date of the new plan, it is possible to define a future effective date.
Benefit Type. Select the Benefit Type to define the benefit offering, i.e., medical, dental, disability, life, etc. This affects benefit self-service enrollment options.
Termination Date. If the Termination Date for this benefit is known, enter it.
Benefit Category. Optionally, select the Benefit Category to classify the plan.
Policy ID. Enter the Policy ID used by the benefit provider, if applicable.
Wellness Prog. Select the wellness program to define any associated preventative care program related to this benefit (optional).
COBRA Eligible? To denote a plan that can be continued through COBRA (at the employee’s cost) after termination or other COBRA-eligible event, select the COBRA Eligible checkbox, and enter the related cost to the employee to perpetuate the plan in the field next to its checkbox. Otherwise, leave these fields blank.
Imputed Income? To initiate the system computation for imputed income, for plans such as group term life in excess of $50,000, select the Imputed Income checkbox.
Waived Coverage? The waived coverage indicator should only be marked for the waived coverage benefit code for this particular benefit type. To mark a benefit plan option as an option to waive (reject) a benefit plan of this type, select the Waived Coverage checkbox. A code that defines a plan should never have the waived coverage checkbox marked.

Note: A plan marked as "Waived Coverage" will not enable selection of a coverage through the online benefit enrollment wizard.

Auto Enroll? To allow new hire processing to automatically enroll eligible employees in benefit packages according to the selected benefit profile, mark the "Auto Enroll" checkbox, located under the Imputed Income checkbox and above the Open Enrollment Eligible checkbox.
Open Enrollment Eligible? Mark the "Open Enrollment Eligible" checkbox to allow this plan to available for benefit self service enrollments for the associated benefit type and eligible employees.
Accrue Hours? For benefit that requires hours-accruals such as PTO, mark the Accrue Hours checkbox and select the Hours Accrual Code in the field next to it. Otherwise, leave these fields blank.
Benefit Eligibility. Select Benefit Eligibility to define rules for who is eligible for this benefit plan. This helps manage sets of benefits offered to employees because it can be reviewed on reports.
ESS HREF. To define a hyperlink for the benefit plan description, enter it in the ESS HREF field. For instance, https://online.emangrove.com would be a valid entry.

The ESS HREF on an active benefit code displays on the self-service Benefit Links page for all employees and on the Current Plans page for employees with that plan. Additional links can be defined on the Benefit Plan Information Table that is available to administrators.

Define Annual Payrolls for Benefit Costing Calculation

Define the number of annual payrolls for different payroll frequencies for more accurate calculation of pay period employee deduction amounts based on actual annual premium amounts defined. The system divides both annual benefit costs and annual hours accruals by these annual payroll values to determine pay period process amounts.

Weekly. The default is 52 weeks per year for a weekly pay schedule.
Bi-Weekly. The default is 26 pay periods per year for a bi-weekly pay schedule.
Semi-Monthly. The default is 24 pay periods per year for a semi-monthly pay schedule.
Monthly. The default is 12 pay periods per year for a semi-monthly pay schedule.

Cost and Hours Posting Info

Earning Code. Select the Earning Code for this plan when applicable. For instance, PTO benefits typically have an associate earnings code.
EE Deduction. Select the deduction code to define the related employee deduction. The EE Deduction field shows those deductions marked as employee-paid.
ER Deduction. Select the deduction code to define the related employer deduction. The ER Deduction field shows those deductions marked as employer-paid.
Benefit Cost Codes button. A Benefit Cost Codes button provides a shortcut to the Benefit Cost Codes Table. Continue and define annual costs by adding one or more Benefit Cost Codes. Benefit Cost Codes define benefit costing by Benefit Code and Coverage Code. Coverage Code fields are found on the on the Benefit Costs Codes Table and the Employee Benefits Detail screen.