BN531 - Batch Benefit Enrollment Run BN531 (Batch Benefit Enrollment) to load benefits from CSV (Comma Separated Value) files. BN531 adds benefits the same way benefits are added in BN31.1 (Speed Benefit Entry). Before you run BN531, make sure all plans have been defined for the benefits you are loading. BN531 creates a report showing which benefits were loaded, the cost of each benefit, and an error report of benefits not loaded. Planning considerations 1. Plan the benefit records you will convert. - Decide if you will convert all benefits records or only selected records. For example, you might want to convert only current health benefits, but both historical and current 401(k) benefits. - You must have plans, coverage, contributions and waiting periods in effect for the start date of the benefits. For example, if a 401(k) benefit is for 01/01/90, the plan waiting period and contribution must be in effect for that date. If the benefit is a flex benefit, the employee must have flex dollars in effect on benefit start date. Examine carefully the dates of the historical records you will be converting, and be sure that dates were defined appropriately. - If you plan to convert payroll and benefits at the same time, the code names you assign to benefits deductions in the Payroll conversion must differ from the same benefits deductions in the Benefits system. For example, if you name the health deduction HL for the Lawson Benefits program, use another name, such as HLCV for the health deduction history. When you run the payroll conversion program (PR511), it creates payroll benefit deductions without sequence numbers or stop dates. When you define plans in the LAWSON INSIGHT Benefits system, deductions are automatically created in the same file with a sequence number. Failure to set up different code names for the two deductions causes the deduction to be taken twice. Verify that the benefit deduction codes you defined for payroll history data are different from other benefit deduction codes and that the codes for payroll history data have stop dates. In this way, you avoid creating duplicate deductions and you create an audit trail of both the converted deduction amounts and those created in the Benefits system. If you already converted the Payroll system and are running live when you convert the Benefits system, in addition to assigning unique names to the benefit deductions from each system, put stop dates on benefits deductions in the Payroll system for the day before the benefits deductions in the Benefits system become effective. 2. Define test samples. - If you have extensive benefits history, running a test sample through the whole process helps to flush out errors and discrepancies before you are encumbered by the volume of data. - Decide the samples you will use. You should have a sample for each plan that requires different input values. We recommend that, at a minimum, you try a sample for each unique plan type. For example, for life benefits, use a different sample for flat amount, multiple of salary and supplemental life plans. - Perform all steps of the conversion process for each sample to verify that you defined plans properly and that your data converted without errors. - If you have a large volume of data, convert each plan type as a different CSV file. If a problem occurs, you then have only one smaller file to correct. Conversion prerequisites 1. Ensure employee records are valid, Verify that the values the Benefits system uses are included in HR11.1 (Employees). The required values depend upon how you set up benefit plans, such as how you defined criteria for eligibility or the values you use to create benefit contributions. The following is a list of fields on the employee record the Benefit system might use. - Rate of pay or calculated annual salary - Job Code - Job Code Full Time Equivalent - Birthdate - Benefit Dates - Benefit Salaries - Hire Date - Adjusted Hire Date - Seniority Date - Anniversary Date - Smoker - Pay Plan - Address Postal Code - Benefits Postal Code Note: The Postal Code on the Benefit Dates form tab of HR11.1 is used to override Postal codes on the Address folder. 2. Verify Employee Groups are updated. The Benefits system uses employee groups for eligibility, coverage, contributions, and general ledger overrides. Verify that you updated employee groups before you convert benefit records. Use HR155 (Employee Group Update) to update groups and HR255 (Employee Group Listing) to inquire on employees within an Employee Group. 3. Verify that the Payroll features are defined (optional) If you used prior or next pay periods, or prior or next work periods for benefits eligibility on BN16 (Plan Waiting Periods), verify that this feature is defined in the Payroll system. You must also verify that each employee is associated with a pay plan. Use PR212 (Pay Plan Listing) to verify pay plans. 4.Verify that the Benefits Plans are defined. Before converting benefit records, make sure that you defined all benefit plans for which you are converting records. See Lesson 11, Define Benefit Plans of the LAWSON INSIGHT Human Resources Structure Training Manual. Specifically, you must verify the following information: - Verify that you set the initial start dates and premium dates for all plans and the start dates for coverage and contributions so that they are effective on the date of the benefit. - Verify that the benefit entry rules for each plan establish initial waiting rules. Waiting plans are defined using Plan Waiting Periods (BN16.1). - If the benefit record is for a flex benefit, verify that the flex benefits plan was defined and that employee flex dollars exist. Employee flex dollars are created using Employee Flex Dollars (BN45) or Benefit Election Form (BN145). - If you used postal codes for eligibility, verify that you defined postal code tables using Eligibility Postal Codes (BN11). To verify that parameters were defined, use the following listings: Values Listing Name ------ ------------ Benefit Plan BN125 (Plan Parameter Listing) Waiting Periods BN216 (Waiting Period Listing) Employee Flex Dollars BN145 (Benefit Election Form) Flex Plan Dollars BN206 (Flex Plan Listing) Mapping considerations Note: It is recommended that you create a unique CSV file for each plan type or plan code and complete the entire conversion process for each CSV file before beginning another. Certain fields are required by all benefit plans, but each plan may require one or more fields in addition. Examine the file layout at the end of this section to determine the fields you will need for a specific plan. For example, for a health plan, you may need to load only the fields required for all plans and the COV-OPTION field. For an employee life plan which is a multiple of salary, you may need to load only the MULTI-SALARY field in addition to the required fields. For a flat amount life plan paid foe by the company, you may not need any additional fields. The conversion updates the following files: Database File Description Database File Name ------------------------- ------------------ Employee Benefit BENEFIT Benefit Comments (updated if comments are deleted) BNCOMMENTS Employee Deduction Master EMDEDMASTR Employee Flex Dollars Remaining EMPFLEXREM Employee Investments EMPINVEST Employee EMPLOYEE Dependent Benefits HRDEPBEN Standard Time Record STANDTIME Workfile name: BNBATCH To verify data: - Run BN230 (Plan Participant Report) - Run BN231 (Employee Benefit Report) - Run PR214 (Employee Deduction Listing) Updated Files BENEFIT - The Employee Benefit file contains employee benefit records for all benefit types. BNCOMMENTS - The Benefit Comments file is updated with comments. CKPOINT - The Check Point file is used to allow recovery. EMDEDMASTR - The Employee Deduction file is updated. EMPFLEXDOL - The Employee Flex Dollars file is updated. EMPFLEXREM - The Employee Flex Period Dollars file is updated. EMPINVEST - Employee Benefit Investment Distribution file is updated. EMPLOYEE - The Employee file is updated with the last deduction sequence number. The file also verifies that the employee exists. HRDEPBEN - The Dependent Benefits file is updated. HRHISTORY - The Garnishment Parameters file is accessed to verify that garnishment information exists if the deduction is a garnishment, and verify tax levy information. PRTAXGRP - The Tax Group file is accessed by this program. STANDTIME - The Payroll Standard Time Record is updated. Referenced Files BENEFICRY - The Beneficiary file is used to verify beneficiaries. BNACCOUNTS - The Benefit Accounts file validates general ledger override account information. BNANNENR - BNCOMPANY - The Benefit Company Parameters file is used to verify company information. 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 - 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 used to verify contribution schedule detail. DEDCODE - The Deduction file is used to verify benefit deductions. DEDFREQTBL - The Frequency Table file is used to verify deduction cycles for deductions created. EMDEPEND - The Employee Dependent file is used to access employee dependent files. EMTAMASTR - The Employee Time Accrual Master file is accessed by this program. FLEXDOLLAR - The Flex Dollars file is used to verify flex dollar records. FLEXPLAN - The Flex Benefit Plan file is used to verify flex plans. GLINTCO - HRHISTORY - The Garnishment Parameters file is accessed to verify that garnishment information exists if the deduction is a garnishment, and verify tax levy information. HRSECLEV - The Employee Security Level file is accessed by this program. JOBCODE - The Job Code Parameters file is used to verify job code annual hours. NAVIGATE - The Benefit Entry Navigation file contains navigation records. ONETMDED - The Payroll One-time Deduction file is accessed by this program. PADICT - PAEMPLOYEE - The Employee PA Information file is used to verify employees. 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 used to determine whether a field should be logged in the logfile. PAYDEDUCTN - The Employee Payment Deductions file is accessed to ensure benefits are not deleted if payments exist. PAYMASTR - PGEMPLOYEE - The Employee Group Employees file is used to verify employees in an employee group. PGSELECT - The Employee Group Selection Criteria file is accessed to retrieve the selection criteria for the employee group. PLAN - The Benefit Plan file is used to verify health plans. PREMDEDHST - The Employee Deduction History file is accessed by this program. PREMIUM - The Benefit Plan Premium file is used to verify premium amounts. 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. 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 accessed to retrieve the salary if there is a pay step. 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 used when payroll run flags are updated for mid-year or mid-cycle flex changes. PRTAXGRP - The Tax Group file is accessed by this program. PRTAXLEVY - The Payroll Tax Levy file is accessed by this program. 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 by this program. RATETBLHDR - The Rate Table Header file is used to verify rate table codes. RESTRANS - The Spending Account Transactions file is accessed by this program. SPHIST - The Stock Purchase Plan History file is accessed to retrieve the total cost of the stock an employee has. INVOKED Programs HRFN HRHI HRLO IFAC ACAC IFCR IFSG IFCU IFAU SLSE SLSU IFOB |