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BN100 - Employee Change Benefit Update
**Form Purpose
Run Employee Change Benefit Update (BN100) to automatically add, change, and
terminate employee benefits based on changes made by personnel actions. Run
BN100 after implementing actions using PA52.1 (Individual Action) or PA100
(Action Update) before you run the payroll cycle in which the benefit changes
take effect.
**Processing Effect
BN100 determines which benefits are updated using the benefit change audit
records from BN35.1 (Benefit Change Audit). Benefit change audit records are
changes made by personnel actions that affect an employee's benefits. BN100
does not process changes that are on hold in BN35.1. A change is on hold if
the Hold field is Yes in BN35.1.
The following is a list of changes that can affect an employee's benefit.
- Adding or removing the employee from an employee group used for benefits.
- Changing the employee's benefit postal code.
- Changing the employee's salary. Changes to all of the following data items
are considered a change to the employee's salary: job code, FTE (Full-Time
Equivalent), rate of pay, step, grade, schedule, salary class, or benefit
salaries 1 through 5.
- Changing the employee's pay frequency.
Some employee changes that appear in BN35.1 are listed as affecting an
employee's eligibility but do not trigger BN100 to update an employee's
benefits. Those changes include changes to an employee's birthdate, age, years
of service or smoker status. In addition, BN100 does not update a benefit if
the salary used for the benefit's coverage calculations is overridden on
benefit entry forms.
BN100 updates benefits in the following sequence:
1. Stop benefits for which an employee is no longer eligible.
2. Change benefits in which an employee is enrolled but now qualifies for
different coverage, contributions, or general ledger overrides. To change a
benefit, BN100 stops and re-adds the benefit.
3. Add the employee into plans for which the employee has become eligible.
BN100 enrolls employees into default plans with the applicable default
coverage, default contribution, and default contribution tax type defined for
each plan. For defined contribution plans with a default investment account,
you can run BN100 to enroll employees with the default investment account. If
an employee has dependents, you can run BN101 to create dependent benefit
coverage for default plans that cover dependents.
Benefit automation rules are used to determine when a personnel action
affects employee benefits. Benefit automation rules are defined in BN16.2 (Add
Rules), BN16.3 (Change Rules), and BN16.4 (Termination Rules). If no
automation rules exist for a personnel action that affects benefits, BN100
lists the affected benefits but does not update the benefits.
BN100 can create a COBRA record for an employee affected by a termination
rule defined as a qualifying COBRA event. A termination rule is a qualifying
COBRA event if the COBRA Occurrence field is Yes for the rule in BN16.4. BN100
will create a COBRA record in BN70.1 (COBRA Participant) if the employee does
not have a COBRA record in effect on the date the employee's benefit is
terminated. The employee's Occurrence Date is the day after the employee's
benefit is terminated.
If a change makes an employee ineligible for a flex plan, BN100 stops the
employee's flex dollar record and all benefits under the flex plan according
to the flex plan's termination rules.
You can see the results of running BN100 without updating employee benefits
by selecting Report Only in the Update field and running BN100.
For each benefit updated for an employee, the report lists the following
applicable items: the update performed, start date, coverage option, multiple
of salary, coverage amount, the annual employee contribution, whether the
contribution is a percent or an amount, employee and company contributions,
and deductions for the contributions.
Updated Files
BENEFIT - The Employee Benefit file contains employee benefit records
for all benefit types.
BNCHANGE - The Benefit Changes file is updated with postal code, salary,
pay frequency, birthdate, service date, and smoker flag
changes.
BNCOMMENTS - Comments are deleted from the Benefit Comments file when an
employee benefit is deleted.
BNCOMPANY - The Benefit Company Parameters file validates the company.
BNGRPCHG - The Benefit Group Change file is updated when a group is added
or deleted.
CKPOINT - The Check Point file is used to allow recovery.
EMDEDMASTR - The Employee Deduction Master file is updated when benefits
are added, changed, or deleted.
EMPFLEXDOL - The Employee Flex Plan file is updated with flex plan
information.
EMPFLEXREM - The Employee Flex Period Dollars file is updated with flex
plans.
EMPINVEST - The Employee Benefit Investment Distribution is updated with
the stop date when a benefit is stopped on a defined
contribution plan. The file is also updated when benefits are
deleted.
EMPLOYEE - The Employee file is updated with the last deduction sequence
when a benefit is added. The file also verifies the employee.
HRDEPBEN - The Dependent Benefits file is accessed by this program.
HRHISTORY - The HR History file is accessed to retrieve annual salary for
"as of" dates.
HRUTILITY -
PARTICIPNT - The Participant file is updated with COBRA participant
information.
PRREGPARM -
STANDTIME - The Payroll Standard Time Record file is updated for defined
contribution plans when employee benefits are deleted or when
contributions are changed or added.
Referenced Files
BENEFICRY - The Beneficiary file is accessed to ensure disability,
employee life, defined contribution, and defined benefit plans
are not deleted if beneficiaries exist.
BNACCOUNTS - The Benefit Accounts file validates general ledger override
account information.
BNANNENR -
BNCOVDFT - The Benefit Coverage Defaults file verifies whether a coverage
option is needed and that coverage defaults exist.
BNCOVERAGE - The Benefit Coverage file verifies that coverage exists for an
employee and date.
BNCOVOPT - The Benefit Coverage Options file is accessed to validate the
coverage option.
BNFAMSTS -
BNINVEST - The Investment Distribution file is accessed to determine if
employee investments exist.
BNNEWHIRE -
BNPLNENR -
BNPOSTCODE - The Benefits Postal Code file is updated with postal codes for
the company.
BNPRMOPT - The Benefit Premium Options file is accessed to validate
contributions.
BNWAIT - The Benefit Plan Waiting Period file contains waiting period
data.
CODA - The Cash Or Deferred Account History file contains employee
account balances for defined contribution and defined benefit
plans.
COMPHIST - The Employee Compensation History file contains employee
compensation history data.
CONTRDETL - The Contribution Schedule Detail file is accessed verify
company match information and to retrieve contribution limits
and company match information.
DEDCODE - The Deduction Code file is accessed to verify deductions.
DEDFREQTBL - The Frequency Table is accessed to verify the deduction
frequency table.
DEPTCODE - The Department file is accessed to retrieve the department
name.
EMDEPEND - The Employee Dependent file is accessed to verify dependent
information.
EMTAMASTR - The Employee Time Accrual Master file is accessed to verify
vacation maximum hours and costs.
FLEXDOLLAR - The Flex Dollars file is used to verify that flex dollar
records exist.
FLEXPLAN - The Flex Plan file is accessed to verify that flex plans exist.
GLINTCO -
GLSYSTEM -
HRHISTORY - The HR History file is accessed to retrieve annual salary for
"as of" dates.
HRSECLEV - The Employee Security Level file is accessed to verify the
user security for updates.
JOBCODE - The Job Code Parameters file is accessed to retrieve the job's
annual hours for computing the salary.
NAVIGATE - The Benefit Process Order file is accessed to display plan
types in the user-defined order.
OCCURTYPE -
ONETMDED - The Payroll One-Time Deduction file is accessed to ensure
benefits are not deleted if a one-time deduction exists.
PADICT -
PAEMPLOYEE - The Employee Personnel Information file is accessed verify
that the employee exists.
PARTBEN - The COBRA Participant Benefit file is accessed to retrieve the
coverage option and benefit coverage information for COBRA
participants and retirees.
PASCRTY - The Data Item Attribute Parameters file is accessed to
determine if a change should be logged.
PAYDEDUCTN - The Employee Payment Deductions file is accessed to ensure
benefits are not deleted if payments exist.
PAYMASTR -
PERSACTHST - The Personnel Action History file is accessed to accessed to
retrieve the personnel action code that finds benefit waiting
period rules for adds and changes.
PERSGROUP - The Employee Group Header file is accessed to verify that the
group exists.
PGEMPLOYEE - The Employee Group Employees file is accessed to retrieve all
the employees in a group and to verify if an employee is in the
group.
PGSELECT - The Employee Group Selection Criteria file is accessed to
retrieve the selection criteria for the employee group.
PLAN - The Benefits Plan file is used to verify that a plan exists.
PREMDEDHST - The Employee Deduction History file is accessed to ensure a
benefit is not deleted if a deduction was taken.
PREMIUM - The Benefit Plan Premium file is accessed to compare the plan
contribution type with the premium contribution type to be sure
it is the same. The file also verifies that the premium exists.
PROTPAYPRD - The Overtime Pay Periods file is accessed to retrieve the pay
period start and end dates for entry verification.
PROTWRKPRD - The Overtime Work Periods file is accessed to retrieve the
work period start and stop dates for entry verification.
PROVERTIME - The Overtime Pay Plan file is accessed to verify that the pay
plan exists.
PRPROCGRP - The Payroll Process Group file is accessed to verify that the
processing group exists.
PRRATEHIST - The Employee Rate History file is accessed to retrieve the
salary for the "as of" date.
PRSAGDTL - The Step and Grade Schedule Detail file is used to retrieve
the employee salary using step and grade.
PRSAGHEAD - The Step and Pay Schedule Header file is accessed to retrieve
the salary for an employee with a pay step.
PRSYSTEM - The HR Company and Process Levels file is accessed to verify
that the company exists.
PRTAXAUTH -
PRTAXLEVY - The Payroll Tax Levy file is accessed to verify the IRS levy
table for the effective year.
PRTAXLOC -
PRTIME - The Employee Pay/Hours History file is accessed to calculate
the waiting period.
PSGRELATE - The Pay Class/Pay Summary Group Relation file is accessed to
determine if hours should be added or subtracted.
RATETBLDTL - The Rate Table Detail file is accessed to retrieve the current
rate.
RATETBLHDR - The Rate Table Header file is used to verify rate table codes.
RESTRANS - The Spending Account Transactions file is accessed to ensure
benefits are not deleted if a spending account plan still
exists.
INVOKED Programs
HRHI
HRLO
IFAC
ACAC
ACCL
API4
IFCU
IFSG
SLSE
SLSU
IFOB
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