Onboarding & Benefits Enrollment

This file is a combined export of PrismHR help topics in Onboarding & Benefits Enrollment. Source help system: https://tech-docs.prismhr.com/SP_help/Default.htm Each topic is separated by a heading and includes its original URL.

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Assigning Administrative Roles

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Assigning_Admin_Roles.htm Path: OBE/Benefits Enrollment/Topics/Assigning_Admin_Roles.htm

Assigning Administrative Roles

There are many places in PrismHR that require administrator actions. For more information, see the System Administration Guide, Human Resources User Guide, or Approvals Guide.

Requiring Approvals

When setting up workflows for enrollments, you have the option to require that an administrator approve all enrollments. If you choose to do this, you must have at least one user or worksite trusted advisor for each of these roles.

• If the user is a service provider, assign the role Benefit Manager in the Users form.

• If the user is a worksite manager or worksite trusted advisor, assign the role Benefit Approver in the Users form.

You must also set up approval policies. Each approval policy specifies who must approve an action before it is finalized.

• Use the Global Approval Policies form to define approval policies at the system level.

• Use the Approval Policies form to override global approval policies at the client level.

Setting Proxy Enrollments

You can set up the following proxy enrollments:

• Worksite Managers and Worksite Trusted Advisors who are set up with the Enrollment Proxy user role can act as an employee and execute the employee’s enrollment selections using the Proxy Login form.

• Worksite Managers and Worksite Trusted Advisors who are set up with the Onboarding Proxy user role can read employees’ full onboarding workflows. (Note: The system bypasses any field-level security when using this role.)

Worksite Managers and Worksite Trusted Advisors who are set up with the Enrollment Proxy user role can act as an employee and execute the employee’s enrollment selections using the Proxy Login form.Note: If the user is a Worksite Manager or Worksite Trusted Advisor, assign the Enrollment Proxy and Onboarding Proxy roles in the Users form.

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Assigning Dependents to Group Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Assigning_Dependents_Grp_Plans.htm Path: OBE/Benefits Enrollment/Topics/Assigning_Dependents_Grp_Plans.htm

Assigning Dependents to Group Plans

You must add validation on group benefit plan types by assigning them to the relationship codes that represent employee dependent relationships. You must also define the age limit for dependents and when the dependent’s age limit takes effect.

These settings allow the correct cost for the offered benefit plans, based on the employee’s dependent selection, to display during enrollments.

• In the Group Benefit Plan Types form, set up the Minimum Dependents and Maximum Dependents.

If the benefit plan type requires that the employee’s spouse be set as a dependent, select Spouse Required or Domestic Partner Req’d on each Type Code.

Indicate whether the plan covers the employee’s regular dependents, the domestic partner’s children, or both using the Dependent Min/Max Type list.

• In the Group Benefit Plans form, define the Dependent’s Age Limit and select when the benefit plan imposes an age limit from the list.

• In the Relationships form, assign group benefit Plan Types to each Relationship Code.

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Assigning Offer Types

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Assigning_Offer_Types.htm Path: OBE/Benefits Enrollment/Topics/Assigning_Offer_Types.htm

Assigning Offer Types

You must assign an offer type to each benefit plan offered to employees during benefit enrollments. The offer type classifies the benefit plan according to type (for example, Medical, Dental, Vision) and assures that the benefit plan displays in the correct form during benefit enrollments.

If benefit plans are not assigned offer types, you cannot include them in benefits enrollment.

To assign offer types on group benefit plans:

1. Click Back Office.

2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens.

To assign offer types on flexible spending account (FSA), health saving account (HSA), and commuter (COM) benefit plans:

1. Click Back Office.

2. From System|Change, select Flex Spend Account Types. The Group Benefit Plans form opens.

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Benefit Plans Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Benefit%20Plans%20Report.htm Path: OBE/Benefits Enrollment/Topics/Benefit Plans Report.htm

Benefit Plans Report

Use this form to generate a report that is run at the system level of all group benefit plans in the system. The report includes important plan setup information with the option to include specific G/L account information.

Note: Note: This form does not use Client Access Group Security.

To access the form, click Reports menu. Under System|Report, click Benefit Plans Report.

To generate the Benefit Plans Report:

1. Complete the following:

Field Name — Description

Termination Date Above or Equal to — Enter the date from which you want to run this report.

G/L Template ID — If you want G/L account numbers on the report, enter a G/L template here or click the G/L Template ID link and select it from the Select G/L Template dialog box.

2. Click Run to generate the report. The Benefit Plans Report shows up on screen.

3. Click Clear to clear the form at any time

4. Click Close to close this form.

This report shows the following columns:

• Benefit Plan ID

• Benefit Plan Description

• Insurance Class

• Reconciliation Group

• Cost Basis

• Auto Enroll

• Section 125

• COBRA Eligible

• Report on W2

• Deduction Code

• 125 Deduction Code

• Bill Code

• Debit G/L Account ID

• Credit G/L Account ID

• Termination Date

• Client Sponsored

• Doesn’t Meet Participation Requirements

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Benefit Reconciliation Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Benefit%20Reconciliation%20Report.htm Path: OBE/Benefits Enrollment/Topics/Benefit Reconciliation Report.htm

Benefit Reconciliation Report

Use this form to generate a report to show benefit collections per coverage period based on benefits registers.

Note: Note:

• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.

• Client Access Group Security and Data Entity security is enabled on this form.

To access the form, either:

• Click Reports. Under Benefits|Report, click Benefit Reconciliation Report OR

• Under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting, click Benefit Reconciliation Report.

To generate the Benefit Reconciliation Report:

1. Complete the following:

Field Name — Description

Coverage Year — Select the coverage year to report on from the drop-down. The default is the current year with a 10 year look back option.

Coverage Month — Select the coverage month to report on from the drop-down. The default is the month of January.

Benefit Plan ID — This field is optional. Leave this field blank for this report to run for all benefit plans. If you want to restrict this report to run for selected benefit plans, enter the benefit plan IDs here or click the Benefit Plan ID link and select them from the Select Benefit Plan dialog box.

Client ID — This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box.

2. Click Run to generate the report. The report displays on-screen.

3. Click Clear to clear the form at any time.

This report displays the following columns:

• Plan ID

• Plan Name

• Client ID

• Client Name

• Employee ID

• Employee Name

• Billed

• Deducted

• Arrearage

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Benefit Summary Statement Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Benefit%20Summary%20Statement%20Setup.htm Path: OBE/Benefits Enrollment/Topics/Benefit Summary Statement Setup.htm

Benefit Summary Statement Setup

Use this form to define the parameters for running the mvQuery version of the benefit confirmation report.

Note: Note: Client Access Group Security is enabled on this form.

To access the form, click the Back Office menu. Under System|Change, click Benefit Summary Statement Setup.

To set up the Benefits Summary Statement:

1. Complete the following:

• Client - and select the Client from the Select Client dialog box OR
• Employer - and select the employer from the Select Employer dialog box. | Report Options section | | | Display Short Term and Long Term Disability Coverage? | This field is optional. Leave this box unchecked if you do not want to display Short Term and Long Term Disability Coverage. Check this box if you want to display Short Term and Long Term Disability Coverage. | | Display Client Contributions? | This field is optional. Leave this box unchecked if you do not want to display Client Contributions. Check this box if you want to display Client Contributions. | | Display 401k and ROTH 401k Catch-Up Amounts? | This field is optional. By default, this checkbox is unchecked. - Unchecked - When this checkbox is unchecked, no 401k Catch-Up amount or ROTH 401k Catch-Up Amount is displayed on the “Pay Period Cost” column or included in the “Total Pay Period Cost” in the Benefit Confirmation Statement. - Checked - If you check this box then, 401k Catch-Up amount and ROTH 401k Catch-Up Amount are displayed on the Pay Period Cost column and included in the Total Pay Period Cost when the Benefit Confirmation Statement is generated. |
• Unchecked - When this checkbox is unchecked, no 401k Catch-Up amount or ROTH 401k Catch-Up Amount is displayed on the “Pay Period Cost” column or included in the “Total Pay Period Cost” in the Benefit Confirmation Statement.
• Checked - If you check this box then, 401k Catch-Up amount and ROTH 401k Catch-Up Amount are displayed on the Pay Period Cost column and included in the Total Pay Period Cost when the Benefit Confirmation Statement is generated. | Employee Status Code | This field is optional. Leave this field blank to include all employee status codes. If you want to set this up for specific employee status codes, enter them here or click the Employee Status Code link and select them from the Select Employment Status dialog box. | | Employee ID | This field is optional. Leave this field blank to include all employees. If you want to set this up for specific employees, enter the employee IDs here or click the Employee ID link and select them from the Select Employee dialog box. | | Benefit Plan | This field is optional. Leave this field blank to set this up for all benefit plans. If you want to exclude specific benefit from the setup, enter them here or click the Benefit Plan link and select them from the Select Plan dialog box. | | Benefit Summary Statement section | | | Benefit Summary Statement | This field is optional. Leave this field blank to display the default message at the bottom on the Confirmation Statement. If you enter a message text here it will override the default message. Each screen line corresponds to one line of text on form. A form line holds approximately 120 characters and will begin a new line if longer than the available space. If blank, will use the information entered at System/ Change/ Default Benefit Summary Message. | | Print Options section (Enter the return address information as appropriate on the following fields. This will be the address of either the Client or the Employer as selected above.) | | | Name | | | Address | | | ZIP Code | | | Suffix | | | City | | | State | | | Telephone | | | Website | |

2. Click Save to save the setup. The form is refreshed.

3. Click Delete to delete the setup. A dialog box appears asking you to confirm the deletion of the record.

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Benefit Summary Statement

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Benefit%20Summary%20Statement.htm Path: OBE/Benefits Enrollment/Topics/Benefit Summary Statement.htm

Benefit Summary Statement

Use this form to generate a customizable Benefit Confirmation Statement that can be run for a single client and includes details related to benefits including: benefit enrollments, dependents, coverage amounts, premium amounts. This report uses the information from the Benefit Summary Statement Setup form. The link to the Benefit Summary Statement Setup form is available on this form. This setup form needs to be completed for a client to run this report for the client.

Note: Note: Client Access Group Security is enabled on this form.

To access the form, in the Work Centers panel, under Onboarding & Benefits section, click Benefit Imports & Reporting. Under Benefit Reporting click Benefit Summary Statement.

To generate the Benefit Confirmation Statement:

1. Complete the following:

Field Name — Description

Benefit Summary Statement

Show all employees with coverages effective on this date — If you select this radio button, indicate the date

Show all employees whose coverage starts between — If you select this options, then provide a date range be providing a Start Date and an End Date. Start Date - Coverage for all employees that start from this date. End Date - Coverage for all employees that is up to this date.

Plan Year - Enter Plan Year Start and End date for display on the report only.

Start Date — Indicate the Plan Year start date here.

End Date — Indicate the Plan Year end date here.

2. Click Generate Report to build the Benefit Confirmation Statements for the client. A job progress window shows the processing steps. Click Close to close the job progress window. The following links appears on the screen.

3. Click the View Benefit Summary Report link to open the Benefit Confirmation Statement on screen. One employee record is displayed per page in the Benefit Confirmation Statement on screen. This link will not display unless you generate the report.

4. Click the View Error Report link to review the error message if any. If there is no error then “No Errors Produced” is displayed before the View Benefit Summary Report link. This will not display unless you generate the report.

5. Click Clear to clear the form at any time.

Following is a sample Benefit Confirmation Statement:

[Image: Benefit Confirmation Statement]

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Setting Benefit Import Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Benefit-Import-Def.htm Path: OBE/Benefits Enrollment/Topics/Benefit-Import-Def.htm

Setting Benefit Import Parameters

Use the Benefit Import Maintenance form to set parameters for benefit imports. Benefit import definitions specify data file layout and provides a template to interpret the data. The import definition also has tables that translate data file codes into standard PrismHR codes.

Note: Note: This form does not use Client Access Group Security.

To set benefit import parameters:

1. From the Work Centers panel, click Benefit Imports and Reporting.

2. From Benefit Imports, click Benefit Import Maintenance.

3. Complete these fields as required:

• Suppress COBRA prompts when a benefit enrollment is terminated.
• Prevent COBRA enrollee records from being created when benefits coverage is lost. | Special Program After Import | Enter a subroutine name to run immediately after the data file is sent from your PC to the host. Do not perform this without guidance from PrismHR Support. |

4. To set import fields:

2. — Click Populate with required fields to fill in required import fields. You must have Company, Employee ID, Plan ID, and Effective Date defined before you can save the template.

3. — Specify Field Names: Enter one of the standard column tags and the import program will look for that item of information in this position of the data file. The list of field names along with their description is displayed below:

4. — Specify Field Masks: Enter a mask string if you want to format the data after extracting it. For example, enter MCU to convert alpha characters to upper-case.

Note: Note: While importing data on the Benefit Import Maintenance form, you can identify employees by Employee ID, SSN, or Clock Number.

While importing data on the Benefit Import Maintenance form, you can now identify employees by Employee ID, SSN, or Clock Number.

5. Set up translation tables.

6. Click Save to update your import definition settings or click Save as New to reuse existing settings and save the definition under a new ID and description. The system displays a success message that all settings were saved.

You also have the option of deleting the import definition.

Translation Tables

Use translation tables to convert codes found in the data file to standard action codes that PrismHR software uses. External action codes are located in an external data file, and standard action codes correspond to external action codes.

Options include:

• Action Translations: Enter action codes found in the external data file in this column. Enter the corresponding standard action codes in the next column.

• Client Translations: Enter company IDs found in the external data file in this column. Enter the corresponding standard company IDs in the next column.

• Plan Translations: Enter benefit plan codes found in the external data file in this column. Enter the corresponding standard benefit plan codes in the next column.

• Plan Type Translations: Enter plan type (coverage levels) found in the external data file in this column Enter the corresponding standard plan types in the next column.

• Network Translations: Enter network codes found in the external data file in this column. Enter the corresponding standard network IDs in the next column.

1. In the Translation Tables dialog box, click Actions. The Benefit Import Actions Translation Table form opens.

2. To indicate the action the system should take for each line of data, enter the External Action Codes found in the data file and the corresponding Standard Action Codes from the following table.

Code Name — Description

ADD — Creates a new benefit enrollment.

WAIVE — Waives coverage for an existing enrollment.

CHANGE — Changes the plan type/coverage of an existing enrollment.

TERM — Terminates an existing enrollment.

DEPEN+ — Adds a covered dependent to an existing enrollment. You can also use this to add covered dependents to a new enrollment, as long as the new enrollment occurs in the file before the line that adds the dependent.

BENEF+ — Adds a beneficiary to an existing enrollment. You can also use this to add a beneficiary to a new enrollment, as long as the new enrollment occurs in the file before the line that adds the beneficiary.

DEPEN- — Removes a covered dependent from an existing enrollment.

BENEF- — Removes a beneficiary from an existing enrollment.

ENROLLFSA — Creates a new flexible spending account (FSA) enrollment.

ENROLLHSA — Creates a new health savings account (HSA) enrollment.

TERMFSA — Terminates an existing flexible spending account (FSA) enrollment.

TERMHSA — Terminates an existing health savings account (HSA) enrollment.

CHANGEFSA — Changes the plan type/coverage in an existing flexible spending account (FSA) enrollment.

CHANGEHSA — Changes the plan type/coverage in an existing health savings account (HSA) enrollment.

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Defining Enrollment Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Benefits_Enrollment_Plan_Details.htm Path: OBE/Benefits Enrollment/Topics/Benefits_Enrollment_Plan_Details.htm

Defining Enrollment Plans

To set up information about available benefit plans for new hires and employees to view during their enrollments, upload required documents, and set up benefit plan dependencies, use the Benefits Enrollment Plan Details form.

To select what to do:

1. Click Back Office.

2. From System|Change, select Benefits Enrollment Plan Details.

3. In What would you like to do today? select an option:

• Define Offer Type Level Setup. For more information, see Defining Offer Type Setup.

• Define Plan Level Setup. For more information, see Defining Plan Level Setup.

The system opens the selected tab, but you can switch to another tab as needed. If you do this, the system prompts you to save or discard any unsaved changes.

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Tracing Benefit Enrollment

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Benefits_Enrollment_Trace_Log.htm Path: OBE/Benefits Enrollment/Topics/Benefits_Enrollment_Trace_Log.htm

Tracing Benefit Enrollment

When an employee logs in and begins the enrollment process, the system determines the benefit plans to display and calculates the employee costs for each benefit plan by applying a series of checks on each form in the workflow. You can view a record of these checks in the Benefits Enrollment Trace form.

The Tracing tool is especially useful for troubleshooting and finding errors when you set up benefits and open enrollments. If a user made an error in setting up a workflow or a benefit plan, tracing provides a way to find the error. You can then make any needed corrections to enable employees to access the correct benefit plans and view correct calculations for the costs of the available plans.

The Benefit Enrollment Trace form displays data only for a form that is currently open and active in an enrollment. It can display details for only one form at a time.

Note: Note: You must be logged in to an enrollment using the correct employee credentials. Also, the form whose details you want to view must be open and active to use this tool.

Before you begin:

• Verify that the correct client record is shown near the top of the form. If it is not, click it and then select the correct client. If the correct client is not selected, the system cannot access system checks for the client’s enrollments.

• Log in to the enrollment using the employee’s login credentials, and open the form to view. The form opens in the enrollment.

To trace benefit enrollment:

1. On the HR menu, select HR|View > Benefits Enrollment Trace.

2. Enter the Employee ID and click Reload.

3. The system checks (for the form that is open and active in the enrollment) are shown in the table.

You can click Download to save a text file of the trace log.

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Defining Offer Type Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/BEPD_Define_Offer_Type_Level_Setup.htm Path: OBE/Benefits Enrollment/Topics/BEPD_Define_Offer_Type_Level_Setup.htm

Defining Offer Type Setup

In the Define Offer Type Level Setup panel, use the Comparison Fields and Offer Type Dependency tabs to set up benefit plan details at the offer type level. The system prompts you to select the offer type to set up and opens the selected tab. You can switch to another tab as needed. Before you switch to the other tab, the system prompts you to save or discard any unsaved settings.

Use this tab — To do this

Comparison Fields — Define the benefit plan information options employees can view for the offer type. Corresponding plan specific information is set up in Plan Details.

Offer Type Dependency — Set up dependencies at the offer type level. The system prompts you to select an offer type from the list. It applies the settings you define to all benefit plans that have that offer type selected.

Defining Employee Options

To define the benefit plan information options employees can view in all plans that have the selected offer type during enrollments, use the Comparison Fields tab. After you set up the options, you can set up the values in each individual benefit plan using the Details tab in the Define Plan Level Setup panel.

An employee can review this benefit plan information, including costs for employee and dependents, co-pays, deductibles, and so on. An employee can also compare information for up to three benefit plans within the offer type during enrollment.

To define the benefit options available to employees:

1. Click Back Office.

2. From System|Change, select Benefits Enrollment Plan Details.

3. In What would you like to do today? select Define Offer Type Level Setup > Comparison Fields.

4. Select the Offer Type for the benefit plan to configure. The Comparison Fields tab displays.

A table is shown where you can enter the options for the information to include. You can enter as many options as needed. You can also import multiple fields using the Plan Offer Type Import form.

5. Specify how to display the benefit plan information options.

Use this option — To define this

Display Comparison Fields — How to display the benefit plan information options.

…even if empty in all plans — All options entered are displayed, even if there is no corresponding value entered for them at the plan level in the Details tab in the Define Plan Level Setup panel. This is the default setting.

…only if filled in all plans — The only options displayed are those that have a corresponding value entered for them at the plan level in the Details tab in the Define Plan Level Setup panel.

Allow Waive in Benefit Enrollment — The option is allowed to waive coverage to display in all benefit plans that have the offer type selected. See Setting Up Employee Waive Options for more information about other system and client-level settings that affect employee waive options.

6. Enter the following information for each benefit plan:

• To modify the name of an option, click [Image: screenshot] (Edit).

• To remove an option, click [Image: screenshot] (Delete).

• To rearrange options, click and hold [Image: screenshot] (Rearrange) for an option and then drag the option higher or lower in the list. Note that when an option is moved, the values defined for the option on the Details tab of the Define Plan Level Setup panel do not move with the option and must be updated manually. For more information, refer to Defining Plan Level Setup.

7. Select one of the following options:

• To save settings, click Save.

• To save settings and close the tab, click Save and Close.

• To close the tab without saving settings, click Cancel.

• To delete the record, click Delete.

Defining Dependencies

To set up dependencies at the offer type level, use the Offer Type Dependency tab. For example, if plans with the offer type Domestic Partner Medical (MDP) require the employee to enroll in a dependency plan with the offer type Medical (MED), the employee can select any available plan that has the MED offer type.

Tier-based dependencies further limit which benefit plans are available to employees during enrollments. The option to set up additional dependencies is available only in offer types that use tiers. It is not available in life insurance or disability benefit plans, which use coverage levels rather than tiers.

To set up dependencies for offer types:

1. Open the Offer Type Dependency tab.

2. Select the offer type to use as a dependency, and then click Add. The Offer Type Dependency is shown in the table.

• You can add as many dependencies as needed. The type being viewed in the form requires enrollment in one of the specified dependencies.

• To remove a dependency, click [Image: screenshot] (Delete).

3. If necessary, specify an additional tier-based dependency.

Tier — Description

Exact Tier — Dependency plans must have a tier level that is an exact match for the tier or coverage level selected in the plan that requires the dependency.

Limited Tier — Dependency plans can have a tier level that includes the tier or coverage level selected in the plan that requires the dependency.

4. Select one of the following options:

• To save settings, click Save.

• To save settings and close the tab, click Save and Close.

• To close the tab without saving settings, click Cancel.

• To delete the record, click Delete.

If you switch to another tab, the system prompts you to save any unsaved settings.

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Defining Plan Level Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/BEPD_Define_Plan_Level_Setup.htm Path: OBE/Benefits Enrollment/Topics/BEPD_Define_Plan_Level_Setup.htm

Defining Plan Level Setup

In the Define Plan Level Setup panel, you can use the following tabs to set up benefit plan details for specific benefit plans offered during enrollments.

Use this tab — To do this

Plan Details — Enter plan specific information to go with the options set up in Comparison Fields for the benefit plans you offer to employees during enrollments.

Documents — Attach a Summary of Benefits Document and additional Supporting Documents to the benefit plan record.

Plan Dependency — Set up dependencies at the plan level.

Terms & Conditions — Enter content for terms and conditions that the user must acknowledge. This content displays for all confirmation forms

To set up plan details:

1. Click Back Office.

2. From System|Change, select Benefits Enrollment Plan Details.

3. In What would you like to do today? select Define Plan Level Setup > Plan Details.

4. Select the Offer Type, Plan Description, and Effective Date for the benefit plan to configure. You can enter multiple effective dates as needed for the benefit plan selected in the Plan Description list. Each effective date creates a new record, allowing you to enter contribution information on the same benefit plan for different enrollment periods. You also have the following options:

• To enter a new effective date for the plan, click New Date.

• To copy all settings to a new effective date and create a duplicate record, click Copy Date.

Defining Plan Details

To enter plan specific information for the benefit plans offered to employees during enrollments, use the Details tab.

To enter specific information about a benefit plan:

1. Select the Details tab.

For this option — Define this information

Field — The benefit plan information options for the offer type set up in the Comparison Fields tab in the Define Offer Type Level Setup panel.

Value — Corresponding information about the options.

Additional Plan Details displays the following options:

Option — Description

PCP Lists — If benefit plans require primary care physician (PCP) information, the URL where employees can look up their PCP. Typically, these are health maintenance organization (HMO) medical plans, but some dental or voluntary benefit plans might also require this information. This list is shown only for benefit plans that have the Collect PCP Information option enabled in the Web Enrollments Parameters panel on the Group Benefit Plans form.

Participation Requirement — How to track carrier plan participation requirements at the system level to ensure client and employee enrollments abide by carrier guidelines. Percentages must be from 1 to 100%.

Plan Application — At the system level, you can enable employees to complete a carrier plan application through Benefits Enrollment, enter a website URL to a carrier application. When defined, the Plan Application link displays in the Required forms section of the benefit plan tile. When an employee clicks the link, the application opens in a new browser window. > Note: Note: This feature is only for the Medical (MED), Dental (DEN), and Vision (VIS) offer types.

Description Text — Enter a description for the plan application link.

Use aggregate spouse maximum — Whether the maximum coverage for the employee’s spouse should not exceed the aggregate coverage amount of an employee’s basic and additional life insurance plan selections. You must select Require Basic Life Enrollment if you select Use Aggregate Spouse Maximum.

Attaching Documents

To attach a Summary of Benefits document and additional supporting documents to the benefit plan record, use the Documents tab.

Life insurance and disability plans display an additional option to attach an Evidence of Insurability (EOI) form. If you attach an EOI form, you must also enter an Evidence of Insurability Message to display during enrollments.

Before you begin:

• Upload files you plan to attach to the benefit plan to the Document Repository.

To attach documents to a benefit plan:

1. Select the Documents tab.

2. In Summary of Benefits Document, click Add and select a document from the search list that opens.

3. In Supporting Documents, click Add and select a document to attach from the search list that opens. You can repeat this step to include additional supporting documents.

The names of the selected documents display in Summary of Benefits Document and Supporting Documents.

• To update an attached file, click [Image: screenshot] (Edit), make changes if necessary, and then click Upload New Version.

• To remove an attached file, click [Image: screenshot] (Delete).

Setting Up Plan Dependencies

To set up dependencies at the plan level, use the Plan Dependency tab. For example, a domestic partner medical plan that you select might require the employee to enroll in a specific medical benefit plan as well.

If this dependency is set up at the plan level, you can specify which benefit plans are required. The employee can select only those benefit plans.

To set up plan dependencies:

1. Select the Plan Dependency tab.

2. In Offer Type, select the offer type.

3. In Plan Description, select the benefit plan to use as a dependency.

4. Click Add. The specified plan displays as a dependency in the table.

• You can add as many dependencies as needed. The benefit plan being viewed in the form requires enrollments in one of the specified dependencies.

• To remove a dependency, click [Image: screenshot] (Delete).

5. You can specify an additional tier-based dependency as needed. Tier-based dependencies further limit which benefit plans are available to employees during enrollments:

The option to set up additional dependencies is available only in offer types that use tiers. It is not available in life insurance or disability benefit plans, which use coverage levels rather than tiers.

Tier — Description

Exact Tier — Dependency plans must have a tier level that is an exact match for the tier or coverage level selected in the plan that requires the dependency.

Limited Tier — Dependency plans can have a tier level that includes the tier or coverage level selected in the plan that requires the dependency.

Defining Terms and Conditions

In Benefits Enrollment, employees cannot submit their enrollment without affirming the terms and conditions. If they decline, a warning message displays indicating what they must do to proceed. After submitting their enrollment, the affirmation displays on the Benefit Confirmation Statement.

To enter content asking employees to affirm or decline the terms and conditions provided, use the Terms & Conditions tab. This content displays for all confirmation forms, based on the plan offerings.

1. Click the Terms & Conditions tab. Complete the following:

• Example employee question: Have you read and understand the Terms and Conditions?
• Example proxy message: Have you reviewed the Terms and Conditions with the employee? | Acknowledgment Response | The employee and proxy affirmation and declination messages. - Example employee affirmation: I have read and understand the terms and conditions. - Example proxy affirmation: I have reviewed the terms and conditions with the employee. - Example employee declination: I either do not understand or am unable to review the terms and conditions at this time. - Example proxy declination: The employee either did not understand the terms and conditions or I was not able to review the content with the employee at this time. |
• Example employee affirmation: I have read and understand the terms and conditions.
• Example proxy affirmation: I have reviewed the terms and conditions with the employee.
• Example employee declination: I either do not understand or am unable to review the terms and conditions at this time.
• Example proxy declination: The employee either did not understand the terms and conditions or I was not able to review the content with the employee at this time.

2. Select one of the following options:

• To save settings, click Save.

• To save settings and close the tab, click Save and Close.

• To close the tab without saving settings, click Cancel.

• To delete the record, click Delete.

If you switch to another tab, the system prompts you to save any unsaved settings.

Managing Underwriting Questions

In some cases, insurance companies require employees to complete underwriting questions to enroll in benefit plans. Underwriting questions determine whether an employee can enroll in a benefit plan based on the response. For example, when enrolling in a benefit plan, the system could ask an employee, “Does this coverage replace or change any existing insurance?” Based on the response, the system could deny employee enrollment. To configure required questions for enrollment, use the Underwriting Questions option when defining plan level setup.

Underwriting Questions are only available for the following offer types:

• LTD - Long Term Disability
• ACC - Accident Benefits | - STD - Short Term Disability | - HOS - Voluntary Hospitalization |
• STD - Short Term Disability
• HOS - Voluntary Hospitalization | - LDA - Additional LTD | - IDT - Identity Theft |
• LDA - Additional LTD
• IDT - Identity Theft | - SDA - Additional STD | - LGL - Legal |
• SDA - Additional STD
• LGL - Legal | - CRI - Critical Illness | - TEL - Telehealth |
• CRI - Critical Illness
• TEL - Telehealth | - CAN - Cancer Benefits | - WLI - Whole Life |
• CAN - Cancer Benefits
• WLI - Whole Life To add underwriting questions:

1. On the Underwriting Questions tab, click Add. The Add/Edit Underwriting Questions dialog box displays.

2. Complete the following:

• Yes/No: The employee selects Yes or No.
• Multiple Choice: The employee selects a multiple choice option. To add multiple choice options, click [Image: screenshot] . To delete multiple choice options, click [Image: screenshot] . | Disclaimer | A disclaimer statement. The character limit is 500 characters. |

3. Click Save.

After adding underwriting questions, you can:

• Click [Image: screenshot] to move the question in the order of the list.

• Click [Image: screenshot] to delete the question.

• Click [Image: screenshot] to edit the question.

After adding underwriting questions to a benefit plan in PrismHR, they display in a BE workflow when electing plan coverage. The BE benefit plan tiles now have an Underwriting tab where employees can answer any necessary questions. If a benefit plan requires employees to answer underwriting questions, they cannot elect coverage until they answer.

After an employee answers underwriting questions for an elected benefit plan and submits their enrollment, the questions and responses display on the Benefit Confirmation Statement. The questions and responses also display on the employee benefits enrollment record in PrismHR. You can view this information on the Employee Benefits Enrollment form.

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Importing Benefits

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/BIP_Benefits_Import_Process.htm Path: OBE/Benefits Enrollment/Topics/BIP_Benefits_Import_Process.htm

Importing Benefits

The Benefits Import Process enables you to enroll employees in group benefit plans using the information in an external data file. The process requires you to set up a data file and a benefit import definition.

Before you begin:

• Set up company benefits and benefit rules. For more information, see the Benefits Administration User Guide.

Setting Up the Data File

The data file must be either tab-delimited or comma-delimited. It must include the following columns of information, in any order:

• Company ID

• Employee ID, Employee SSN, or Employee Clock Number

• Offer Type

• Benefit Plan ID

• Benefit Plan Type

• Effective Date

• Action Codes

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Defining the Data Layout

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/BIP_Creating_the_Benefit_Import_Definition.htm Path: OBE/Benefits Enrollment/Topics/BIP_Creating_the_Benefit_Import_Definition.htm

Defining the Data Layout

The benefit import definition defines the layout of the data file and provides a template to interpret the data. It also contains tables that let you translate codes found in the data file into standard PrismHR codes.

To define the data layout:

1. Go to Work Centers >File >Benefit Imports & Reporting> Benefit Import Maintenance. The Benefit Import Maintenance form opens.

• NGBEPOST: Imports group benefit plans into Benefits Enrollment
• NGBEFSPOST: Imports flexible spending plans into Benefits Enrollment | Import Definition Description | Text that describes the import. | | File Format | Select delimited or fixed-length format, then select tab-delimited or comma-delimited. | | Header Row | Select an option to include or exclude a header row with the import. | | | This will also prevent COBRA enrollee records from being created when benefits coverage is lost. You should not enter Y if you need to administer COBRA for terminated benefits. | | Special Program After Import | The name of subroutine to run immediately after the data file is sent from your computer to PrismHR. Do not use this option before consulting PrismHR Support. |

2. Answer the following questions with either Y for yes, or N for no.

3. Unless the PrismHR Customer Support Team instructed you to do otherwise, leave Special Program After Import blank.

To enter the import fields:

1. In the Benefit Import Definition Maintenance form, click F5-Import Fields. The Benefit Import Fields Maintenance form opens.

2. Enter the Field Names to include in the data file. The fields you enter define the headers and their order in the data file, as shown in the following tables.

For the definition ID NGBEPOST, the field names displayed in the following table are already set up and you cannot change them. (PrismHR Benefits Enrollment only.)

For the definition ID NGBEFSPOST, the field names displayed in the following table are already set up and you cannot change them. (PrismHR Benefits Enrollment only.)

For any other definition ID, you can enter the field names displayed in the following table.

3. Click F2-Save. The system displays the Benefit Import Fields Maintenance form.

Entering Translation Tables

The system uses translation tables to convert codes found in the data file to the standard action codes that PrismHR uses. Each line of the data file must be mapped to an action code (set up in the Benefit Import Action Translation Table form).

The definition IDs NGBEPOST and NGBEFSPOST are already set up in the system with the correct translation tables. You cannot change these settings. If you enter any other definition ID, use the following procedures.

1. In the Benefit Import Fields Maintenance form, click F6-Translation Tables.

2. In the Translation Tables dialog box, select the translation table to set up:

• Actions

• Company

• Plan IDs

• Plan Types

• Networks

First, you must specify the action codes found in the data file and map them to the standard action codes used by PrismHR. This is required.

Actions

1. In the Translation Tables dialog box, click Actions. The Benefit Import Actions Translation Table form opens.

2. To indicate the action the system should take for each line of data, enter the External Action Codes found in the data file and the corresponding Standard Action Codes from the following table.

Code Name — Description

ADD — Creates a new benefit enrollment.

WAIVE — Waives coverage for an existing enrollment.

CHANGE — Changes the plan type/coverage of an existing enrollment.

TERM — Terminates an existing enrollment.

DEPEN+ — Adds a covered dependent to an existing enrollment. You can also use this to add covered dependents to a new enrollment, as long as the new enrollment occurs in the file before the line that adds the dependent.

BENEF+ — Adds a beneficiary to an existing enrollment. You can also use this to add a beneficiary to a new enrollment, as long as the new enrollment occurs in the file before the line that adds the beneficiary.

DEPEN- — Removes a covered dependent from an existing enrollment.

BENEF- — Removes a beneficiary from an existing enrollment.

ENROLLFSA — Creates a new flexible spending account (FSA) enrollment.

ENROLLHSA — Creates a new health savings account (HSA) enrollment.

TERMFSA — Terminates an existing flexible spending account (FSA) enrollment.

TERMHSA — Terminates an existing health savings account (HSA) enrollment.

CHANGEFSA — Changes the plan type/coverage in an existing flexible spending account (FSA) enrollment.

CHANGEHSA — Changes the plan type/coverage in an existing health savings account (HSA) enrollment.

3. Press F2-Save. The system returns you to the Translation Tables dialog box.

Company

1. In the Translation Tables dialog box, click Company. The Benefit Import Company Translation Table form opens.

2. To denote the company, enter the External Company Code found in the data file and the corresponding Translated Company Code.

3. Press F2-Save. The system returns you to the Translation Tables dialog box.

Plan IDs

1. In the Translation Tables dialog box, click Plan IDs. The Benefit Import Plan Translation Table form opens.

2. To denote the benefit plans to include, enter the External Plan ID found in the data file and the corresponding Translated Plan ID.

3. Press F2-Save. The system returns you to the Translation Tables dialog box.

Plan Types

1. In the Translation Tables dialog box, click Plan Types. The Benefit Import Plan Type Translation Table form opens.

2. To denote the benefit plan types or coverage levels, enter the External Plan Type found in the data file and the corresponding Translated Plan Type.

3. Press F2-Save. The system returns you to the Translation Tables dialog box.

Networks

1. In the Translation Tables dialog box, click Networks. The Benefit Import Network Translation Table form opens.

2. To denote the benefit networks to include, enter the External Network ID found in the data file and the corresponding Translated Network ID .

3. Press F2-Save. The system returns you to the Translation Tables dialog box.

4. Click Exit. The system returns you to the Benefit Import Definition Maintenance form.

5. Click F2-Save.

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Importing Benefit Rules

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/BIP_Using_the_Benefit_Rules_Import_Definition.htm Path: OBE/Benefits Enrollment/Topics/BIP_Using_the_Benefit_Rules_Import_Definition.htm

Importing Benefit Rules

Use the following procedures to create the benefit rules import file and to import benefit rules information into PrismHR from a tab-delimited text file.

Note: Note: You can download data import template files for importing benefit rules information. Log on to the Customer Resource Center and search for import template file for more information.

Creating the Benefit Rules Import File

The following table shows the layout of the tab-delimited text file to use to import benefit rules.

Importing the Benefit Rules File

Use the following procedure to import benefit rules information from a tab-delimited text file.

See Importing Benefit Rules.

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Importing Company Benefits

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/BIP_Using_the_Benefits_Import_Definition.htm Path: OBE/Benefits Enrollment/Topics/BIP_Using_the_Benefits_Import_Definition.htm

Importing Company Benefits

Use the following procedures to create the benefit import file and import benefits information into the system from a tab-delimited text file.

Note: Note: The PrismHR Customer Support Team provides import file templates for Company Benefits, Group Benefit Plans, Flex Spending Plans, and Benefit Rules. To download these templates, search for Knowledge Base article Import Template for Company Benefits in the Customer Resource Center.

Creating the Company Benefits Import File

You must create the Company Benefits Import file to convert your company benefits data. The following tables show the layout for the tab-delimited text file. You can use the field names listed in the tables as headers in the Benefits Import file:

If you used the Definition ID NGBEPOST to import group benefit plans, use the field names provided in the following table. (PrismHR Benefits Enrollment only.)

If you used the Definition ID NGBEFSPOST to import flexible spending plans, use the field names provided in the following table. (PrismHR Benefits Enrollment only.)

If you used any other Definition ID, use the field names in the following table.

Importing Company Benefit Information

Use the following procedure to import company benefit information from a tab-delimited text file that will populate the Company Benefits form.

To import the company benefits import file:

1. Go to Operations Management > Process > Import Processing > Benefit Import Processing > Company Benefits Import. The Company Benefits Import form opens.

Use this option — To define this

Import Pc Folder — The path to the location where the import file is stored.

Import Pc Filename — The filename of the import file. It must be a tab delimited text file, including the file extension (.TXT).

2. Click F2 - Import.

3. Verify the information in the company benefits import by selecting Company Administration > File > Company Benefits > Company Benefits.

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Bulk Launch Benefit Workflow

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Bulk-Benefit-Workflows.htm Path: OBE/Benefits Enrollment/Topics/Bulk-Benefit-Workflows.htm

Bulk Launch Benefit Workflow

This new form is a new bulk creation tool that can create enrollment records simultaneously, so information no longer needs to be added one record at a time. This is especially helpful for take-on clients. Service providers also now have the ability to launch life events in bulk. The form is called Bulk Launch Benefit Workflow and provides these options:

• Employee record check boxes where you can select a single or multiple employees. You can also Select All employees with a check box.

• Column sorting and filtering.

• A record counter at the bottom of the table that displays the total number of items, the number of items displayed that are based on filtering, and the number of items selected or checked.

• Data displayed in the table is pulled from the Employee Detail record.

• Pre-filtering options for clients, employment type, and employment status.

• Two action buttons exist on this form: Launch Life Event and Launch Benefit Enrollment.

• View and download reports associated with benefit enrollment changes.

• These columns of data are included in the table:

Note: Note: You can turn column display on or off by selecting the column name from the drop-down menu next to Enrollment Type.

Employee Considerations

For employees displayed in the table:

• Employees are the same employees listed on the Web Enrollment Configuration form.

• All eligible employees are listed, including employees without a workflow enrollment record and employees with a workflow enrollment record.

• All employee statuses are displayed except Terminated.

Security

Security restrictions require enforcement on this form, and Service Providers, Worksite Managers, and Worksite Trusted Advisers need access. Security measures determine the companies that these users can view, as well as other data such as department, location, division, and so forth. It also determines what table data these users can see.

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Bulk Launch Life Event

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Bulk-Launch-Life-Event.htm Path: OBE/Benefits Enrollment/Topics/Bulk-Launch-Life-Event.htm

Bulk Launch Life Event

Use the Bulk Launch Life Event form to make bulk life event changes for multiple employees and eliminate the administrative burden of launching individual life event workflows.

To perform bulk life event changes:

1. Navigate to the Bulk Launch Benefit Workflow form.

2. Pre-filter clients, employment types, and employment statuses, then click Continue. See Pre-Filtering Bulk Launch Benefit Workflowsfor more information.

3. Select the desired client and employees (they must have an active workflow).

4. Click the Launch Life Event button. .The Active Workflows(s) Detected form opens.

5. Click Continue. The Launch Life Event form opens.

6. Select a life event from the Select Life Event drop-down (all life event codes are available for selection). For example, changing from Part Time to Full Time.

7. Select a Life Event Date from the calendar picker. For example, the date when employees become Full Time employees.

8. Select a notification date from the Date Notified calendar picker.

9. Click Continue to commit changes. The system runs a process that archives existing workflows (if any) and creates life event workflows. The Bulk Workflow Results form opens and displays a success message if the process completed correctly.

10. Click Download Results to download the report as a CSV file (the report name is Launch Life Event Results). You cannot access the report after viewing it the first time.

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Downloading Bulk Workflow Results

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Bulk_Workflow_Results.htm Path: OBE/Benefits Enrollment/Topics/Bulk_Workflow_Results.htm

Downloading Bulk Workflow Results

You can download these results as a CSV file by clicking Download Results. The downloaded report name is Launch Benefit Enrollment Results.

The Bulk Workflow Results form provides a way to validate and track bulk changes. You can download these results as a CSV file.

To access this form:

1. From the Review Workflow Request form, click Continue. The Bulk Workflow Request form opens. The system displays this message:Launch request results are available as a CSV download. Download Results option will not be available after leaving this screen.

Note: Note: Benefit workflow launch results that are successful displays a Status of Success in the results table.

2. Download the workflow results as a CSV file by clicking Download Results. The downloaded report name is Launch Benefit Enrollment Results.

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Changing Benefit Workflows for Multiple Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Changing-Benefit-Workflows-for-Multiple-Employees.htm Path: OBE/Benefits Enrollment/Topics/Changing-Benefit-Workflows-for-Multiple-Employees.htm

Changing Benefit Workflows for Multiple Employees

Use the Bulk Launch Benefit Workflow form to launch benefit workflows for multiple employees at a time.

To access this form and change benefit workflows for multiple employees:

1. Click Back Office.

2. From Operations|Action, select Bulk Launch Benefit Workflow. Or, from Work Centers, select Benefit Enrollment Maintenance|Bulk Change Tools|Bulk Launch Benefit Workflow.

3. Select one or more pre-filter options (optional). You can specify Client(s), Employment Type(s), and Employment Status.

4. Click Continue to complete pre-filtering. The main Bulk Launch Benefit Workflow form displays.

Note: Note: The form is also available in the Benefit Enrollment Maintenance work center under Bulk Change Tools > Bulk Launch Workflows.

5. Select one or more employees from the list by clicking the check box next to their names. The employees must be in the same benefit group.

6. You can narrow the displayed items by filtering or searching for specific items using these column headings:

Column — Description

Client ID — The unique identifier for the client. Click the link to open a multi-select search modal.

Employee ID — The unique identifier for the employee.

Employee Name — The name of the employee.

Hire Date — Date the employee was hired (from - through)

Employer Start Date — The date the employee started with this employer.

Benefit Group — The benefit group the employee is assigned to.

Employment Status — A text string describing an employment status. For example, A for active. This value is defined on the Employee Statuses form.

Employment Type — A text string describing the employment type. For example, FT for full-time. This value is defined on the Employee Types form.

Active Workflow — Displays an existing workflow ID. Search for an ID or select it from the drop-down. If there is no existing workflow, select None.

Enrollment Type — Displays the type of enrollment. Search for an enrollment type or select it from the drop-down. If left blank, it displays all enrollment types. Options are Benefit Enrollment (BE), Anytime Enrollment (AE), Life Event (LE), or OE (Open Enrollment).

7. Click Launch Benefit Enrollment to open the Active Workflows(s) Detected form.

For life events, click Launch Life Event (see Bulk Launch Life Event

8. Click Continue. The Review Workflows form opens.

9. Review the results. You can change Workflow, Effective Date, Start Date, and End Date.

10. Make changes as needed, then click Continue. The Bulk Workflow Results form displays.

11. Click Download Results to download the report as a CSV file (see Downloading Bulk Workflow Results

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Client Enrollment Status by Workflow

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Client_Enrollment_Status_by_Workflow.htm Path: OBE/Benefits Enrollment/Topics/Client_Enrollment_Status_by_Workflow.htm

Client Enrollment Status by Workflow

The Client Enrollment Status by Workflow Report shows how many employees have either completed or not yet begun the enrollment process. (PrismHR Benefits Enrollment only.)

You can run the report for a specific client or workflow as needed. You can also limit the report to enrollments with a specific starting, ending, or effective date.

If the start, end, or effective dates are missing from a record, one or more of the employees included either has an enrollment assigned that is missing this information or does not have an enrollment assigned. You must fix this by either creating a custom enrollment for employees who do not have an enrollment assigned or by updating their existing enrollments with the correct dates. You can run the Enrollment Status by Workflow/Client report to identify the employees who require this update.

To run the Client Enrollment Status by Workflow report:

1. Click Reports.

2. From Benefits|Report, select Client Enrollment Status by Workflow. The Client Enrollment Status by Workflow form opens.

• Enrollment: The workflow is for benefits enrollments (BE), open enrollments (OE), or life event enrollments.
• Onboarding: For future development. Does not currently impact the functionality of PrismHR. | Workflow ID | The workflow to include in the report. The Version/Revision list populates. | | Version/Revision | The version or revision of the selected workflow to include in the report. If not specified, the report includes all versions and revisions of the workflow. |

3. Click Run. The report displays information in the following columns.

Column — Description

Workflow — The workflow for the enrollment.

Client — The client for the enrollment.

Start Date — The start date for the enrollment.

End Date — The end date for the enrollment.

Effective Date — The effective date for the enrollment.

Not Started — The number and percentage of the client’s employees who have not started the enrollment process.

In Progress — The number and percentage of the client’s employees whose enrollments are currently in progress.

Completed — The number and percentage of the client’s employees whose enrollments are completed.

Total Employees — Total number of the employees whose enrollments are not started, in progress, or completed.

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Client Enrollment Summary

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Client_Enrollment_Summary.htm Path: OBE/Benefits Enrollment/Topics/Client_Enrollment_Summary.htm

Client Enrollment Summary

The Client Enrollment Summary Report displays a summary of all enrollments for clients using Benefits Enrollment. It displays the percentage of employees who have not started, have enrollments in progress, or have completed their enrollments.

To run the Client Enrollment Summary report:

1. Click Reports.

2. From Operations|Report, select Client Enrollment Summary Report. The Client Enrollment Summary Report form opens. The report displays information in the following columns.

Column — Description

Client ID — The client’s ID number. If needed, you can view more detail by clicking the link to run the Client Enrollment Status by Workflow Report.

Client Name — The client’s name.

Enrollment Type — The enrollment type (New Hires, Open Enrollment, or both).

Not Started (%) — The percentage of employees whose enrollments are not yet started.

In Progress(%) — The percentage of employees whose enrollments are in progress.

Completed (%) — The percentage of employees whose enrollments are completed.

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Assigning Workflows at the Client Level

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Client_Workflow_Grid.htm Path: OBE/Benefits Enrollment/Topics/Client_Workflow_Grid.htm

Assigning Workflows at the Client Level

Use the Client Workflow Grid form to assign, at the client level, the workflows to use during enrollments.

You create enrollment workflows in the Workflow Library. You can also assign workflows at the system level. Settings you define at the client level override system-level settings.

The Min # of Overlap days designates the limited amount of time an employee has to complete the open enrollment workflow when the workflow start date plus the Min # of Overlap days extends beyond the open enrollment window. This option is used only in an enrollment workflow overlap scenario.

• If the start date is the date the first workflow is submitted, 4/25/19, the system checks the Min # of Overlap days on the grid and adds that number of days to the Start Date Window. It then calculates a date of 4/27/19. The system then checks the End Date Window on the grid.

• If the calculated date is greater than the end date on the grid, the system uses the calculated date.

• If the end date is in the past, 4/23/19, the system uses the calculated date of 4/27/19 for the workflow end date.

• If the dates are equal, 4/27/19, the system uses the calculated date of 4/27/19 for the workflow end date.

• If the end date is in the future, 5/3/19, the workflow end date is 5/3/19.

• If the Min # of Overlap days is left blank, the system uses the current logic of same length as window dates; the length between start date window and end date window.

• Use the Filter Records panel to filter system-level workflows by entering the OE Start Date and OE End Date, and then clicking Search.

• Use First, Prev, Next, and Last to navigate through the workflow history.

• View the total number of records, which displays in the lower right-hand corner.

• Use the Filter Records panel to filter system-level workflows by entering the OE Start Date and/or OE End Date, then clicking Search.

• Use First, Prev, Next, and Last to navigate through the workflow history in the records table.

• View the total number of records, which displays in the lower right-hand corner.

Creating a Workflow Assignment

To create a new workflow assignment to use during enrollments:

1. Click Back Office.

2. From System|Change, select Client Workflow Grid. The Client Workflow Grid form opens.

3. Click Add Row. The Add a New Record panel opens.

• All OFF: Disable notifications for all enrollment types
• BE Only: Turn on notifications only for benefit enrollments
• OE Only: Turn on notifications only for open enrollments
• AE Only: Turn on notifications only for anytime enrollments
• All ON: Enable notifications for all enrollment types

4. Click Save. The record displays in the records table.

5. If needed, assign additional workflows.

6. Click Save.

Copying a Workflow Assignment

You use an existing workflow assignment as the basis of a new one by copying it and assigning a new effective date. For example, you can copy the information from a previous year to use for the current year.

To copy a workflow assignment:

1. In the System Workflow grid, click Copy New. The Copy an Existing Record panel displays.

2. Enter the Client ID for the workflow to copy.

3. Enter the Effective Date for the record to copy.

4. Enter the New Effective Date for the record to create.

5. Click Save. The record maintains the settings from the original record and displays the new effective date in the Records panel.

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Configuring Web Enrollment

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Configuring_Web_Enrollment.htm Path: OBE/Benefits Enrollment/Topics/Configuring_Web_Enrollment.htm

Configuring Web Enrollment

Use the following settings in the Group Benefit Plans Web Enrollment Parameters panel when setting up enrollments.

Some medical and dental benefit plans enable or require employees to enter information about their primary care provider (PCP) during enrollment.

• To offer the benefit plan in open enrollments, select Include in Open Enrollments. If you do not select this option, the benefit plan is not included.

• To give employees the option to enter PCP information, select Collect PCP Information. When you select this option, PCP Required becomes active.

• To require employees to enter PCP information, select PCP Required.

You must also specify a URL where employees can look up their PCP in PCP Lists in the Details tab in the Benefits Enrollment Plan Details form.

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Creating Benefits Enrollment Statements

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Create-Ben-Enroll-Statements.htm Path: OBE/Benefits Enrollment/Topics/Create-Ben-Enroll-Statements.htm

Creating Benefits Enrollment Statements

Benefits Enrollment Statements contain employee election data required to complete enrollment with an insurance carrier. To generate and download Benefits Enrollment Statements, use the Create Enrollment Statements form and the Download Enrollment Statements form. These statements can also be viewed, downloaded, and printed using the Manage Documents form if the user’s role has been granted access to the Benefits Enrollment Statements document category. Benefits Enrollment Statements are for Service Providers only.

Note: Note: You can only create and download enrollment statements for batches posted on June 13th, 2020, and later.

To add the document category to your user role:

1. Click Back Office.

2. From System|Change, select User Roles. The User Roles form opens.

3. In Role ID, select your user role.

4. ClickActions menu [Image: screenshot] and select Document Security. The Document Security form displays.

5. Click Add. The Document Security Selection form displays.

6. From the list, select Benefits Enrollment Statements and click Accept. The document category displays on the Document Category Security form.

7. Click Save.

After adding the document category to your user role, you can create and download employee enrollment statements.

To create enrollment statements:

1. Click Back Office.

2. From Operations|Action, select Create Enrollment Statements. The Create Enrollment Statements form opens.

3. Complete the following:

4. In Batch ID, select the posted batch number to create enrollment statements. If the batch has documents to generate, the Generate button displays.

5. Click Generate.

6. Click Status. The panel shows information about the PDFs created and the PDFs that failed to generate. For any PDFs that fail to generate, click Generate to run the process again.

After creating enrollment statements, you can download them with the Download Enrollment Statements form.

To download enrollment statements:

1. Click Back Office.

2. From Operations|Action, select Download Enrollment Statements. The Create Enrollment Statements form opens.

3. In Select Batch Id, select the posted batch number to download enrollment statements.

4. Click Get Employees. The list shows employees with generated PDF enrollment statements.

5. Click Download Statements. The statements download to your machine in a compressed zip file.

[Image: screenshot]

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Creating a Custom Form

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Create_Custom_Form_BE.htm Path: OBE/Benefits Enrollment/Topics/Create_Custom_Form_BE.htm

Creating a Custom Form

You can create a custom form in the Form Library. If you use this option, you are building the form from scratch and must add and configure all of the fields you want to include.

To create a custom form:

1. Click Back Office.

2. From System|Change, select Form Library. The Form Library opens.

3. Click Create New Form. The Create New Custom Form opens.

For this option — Define this information

New Form ID — The ID for the new form. Required.

Form Name — A name for the form. Required. PrismHR recommends using spaces, not hyphens. Hyphenated words do not wrap correctly in Benefits Enrollment.

Description — A description of the form.

Workflow Type — Benefit Enrollment. Required.

Onboarding — For Onboarding only.

4. Click Continue to proceed to Edit Custom Form.

General Tab

The New Form ID, Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only. The system populates Form Name and Description with the information entered on the previous form, but you can edit it as needed.

Layout Tab

1. In Fields, select the type of field to include (Text, Inline Image, Checkbox, and so on). Enter the number of fields to include, then click Add New Field. The form displays the new fields.

2. Expand the field and click Field ID to configure content. The Field Details panel opens. The parameters vary, depending on the field type selected.

3. For File Hyperlink and Inline Image, click Add File to attach documents, images, or other media to the field.

4. Add and configure fields as needed until you have built the form.

• To preview the form before saving, click Preview Form.

• To return to the Form Library without saving changes, click Back to Forms Library.

5. Click Save. The Submit Form dialog box prompts you to select an option.

Option — Description

Immediately — The system sets the form status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date.

Future Date — You are prompted to enter a Start Date. The system sets the form status to Inactive, changing it to Active on the start date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date.

Save as Draft — The form status is set to Draft. The system does not set a Start Date nor does it set version or revision numbers for the form.

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Creating a Confirmation Form

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Creating%20Confirmation%20Forms_BE.htm Path: OBE/Benefits Enrollment/Topics/Creating Confirmation Forms_BE.htm

Creating a Confirmation Form

The Confirmation form is where the employee submits benefit selections and completes the enrollment process during enrollments. It can include a message, documents, images, and other media.

The Confirmation Form template includes a header and a series of prebuilt fields that you can modify as needed.

The Confirmation form works in conjunction with the Benefit Summary form, the previous form in the workflow. The employee can access the Confirmation form only after clicking Next on the Benefit Summary form. This summarizes the employee’s benefit selections and lets the employee review and make changes to benefit selections.

The Benefit Summary and Confirmation forms are both required for benefits and open enrollments to process correctly.

When you submit a form, the system sets the form’s version and revision numbers.

To create a new Confirmation form:

1. Click Back Office.

2. From System|Change, select Form Library. The Form Library opens.

3. Click the Name on the Confirmation Form template. The Confirmation Form Template opens.

4. Click the form ID to edit the form. The Edit Custom Form form opens.

General Tab

The Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only.

Layout Tab

1. Click Header and Footer to expand the Header/Footer Detail panel and customize the Field Default Value as needed. The Field ID and Field Type are read-only.

2. Configure fields as needed until you have built the form. You can click any of the prebuilt paragraph fields to expand the Field Details panel and customize the Field Default as needed. The Field Type and Field ID are read-only.

3. In Confirmation Verbiage, set up a confirmation statement to display above the e-signature field during enrollments. The Field Default Value displays the default verbiage but you can change it. The Confirmation Verbiage is required and you cannot delete it.

4. Select one of the following options:

• To preview the form before saving, click Preview Form.

• To return to the Form Library without saving changes, click Back to Forms Library.

5. Click Save. The Submit Form dialog box prompts you to select an option.

Option — Description

Immediately — The system sets the form status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date.

Future Date — You are prompted to enter a Start Date. The system sets the form status to Inactive, changing it to Active on the start date. Since there can only be one active version of the form, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date.

Save as Draft — The form status is set to Draft. The system does not set a Start Date nor does it set version or revision numbers for the form.

6. Click Submit Form.

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Creating a Welcome Form

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Creating%20Welcome%20Forms_BE.htm Path: OBE/Benefits Enrollment/Topics/Creating Welcome Forms_BE.htm

Creating a Welcome Form

The Welcome form introduces the employee to the enrollment process and the workflow. It is recommended but optional. It can include introductory material or a message, including documents, images, and other media.

The Welcome Form template includes a header and a series of prebuilt options that you can modify as needed.

When you submit a form, the system sets the form’s version and revision numbers.

To create a new Welcome form:

1. Click Back Office.

2. From System|Change, select Form Library. The Form Library opens.

3. On the Welcome Form template, click Name. The Welcome Form Template opens.

4. Click the form ID to edit the form. The Customize Prebuilt Form form opens.

General Tab

In the General tab, the Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only.

Layout Tab

1. Click Header and Footer to expand the Header/Footer Detail panel and customize the Field Default Value as needed. The Field ID and Field Type are read-only.

You can click any of the prebuilt paragraph fields to expand the Field Details panel and customize the Field Default as needed. The Field Type and Field ID are read-only.

2. Configure fields as needed until you have built the form.

3. Select one of the following options:

• To preview the form before saving, click Preview Form.

• To return to the Form Library without saving changes, click Back to Forms Library .

4. Click Save. The Submit Form dialog box prompts you to select an option.

Option — Description

Immediately — The system sets the form status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date.

Future Date — You are prompted to enter a Start Date. The system sets the form status to Inactive, changing it to Active on the start date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date.

Save as Draft — The form status is set to Draft. The system does not set a Start Date nor does it set version or revision numbers for the form.

5. Click Submit Form.

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Creating a Workflow (Benefits Enrollment)

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Creating_a_Workflow_BE.htm Path: OBE/Benefits Enrollment/Topics/Creating_a_Workflow_BE.htm

Creating a Workflow (Benefits Enrollment)

To create workflows for enrollments, use the Workflow Library form. You can also use this form to add notifications to send to employees or groups during enrollments. As you create the workflow, you are also building the workflow’s navigation menu structure that the employee views during the enrollment. The forms in the workflow display in the navigation menu in the same order in which you arrange them.

To create a custom workflow for enrollments:

1. Click Back Office.

2. From System|Change, select Workflow Library. The Workflow Library opens.

3. Click Create New Workflow. The Create New Workflow form displays.

For this option — Define this information

ID — A unique workflow ID. Required.

Name — A unique name for the workflow. Required.

Workflow Type — Enrollment. The type of enrollment. The Onboarding workflow type is used only to create workflows in Onboarding

Start Date, End Date — Inactive. You set these dates when you submit the workflow.

3. Click Save. The Process, Forms, and Notifications tabs become active, and the name of the form changes to Edit Workflow.

To create a custom workflow for enrollments based on an existing form:

1. Click Back Office.

2. From System|Change, select Workflow Library. The Workflow Library opens.

3. Click Duplicate on the form to clone. The Duplicate Form form displays.

4. Click Duplicate. The Process, Forms, and Notifications tabs become active, and the name of the form changes to Edit Workflow.

Defining the Process

The lists displayed in the Process tab are for the Welcome, Benefits Summary, and Confirmation forms.

You can click

[Image: screenshot]

(Edit) next to the list to edit the form’s display name.

To define the process:

1. Select the Process tab.

2. Select the form to use from each list. You can clear the I-9 option if you do not want to include the I-9 forms in the workflow.

3. Select Approve Every Employee Enrollment if an administrator must approve all enrollments.

You must set up a user as a Benefit Approver (if the user is a worksite manager) or Benefit Manager (if the user is a service provider) for this option to be available. You must also set up an approval policy at the system level.

4. Select HSA Request to inform employees that they must complete certain forms when selecting a high deductible health plan and provide a link to download the forms. Then, enter a message in the Title field and the Message field. Options are available for both English and Spanish. To add documents for employees to download, click Add to select a document to upload.

5. Click Save.

Adding Forms

You can add forms to the workflow by dragging them from the Forms Available panel to the Forms Selected panel and organizing them in the appropriate order. Forms in bold are prebuilt forms.

You can organize forms into categories. This is especially helpful for workflows that include many forms. The category displays in the navigation menu, and the included forms for each category display as sub-menu items.

To add forms:

1. Select the Forms tab.

2. Click Add Category in the Forms Selected panel. The Category Name dialog box opens.

3. Enter the Category Name and click Save. The category displays in the Forms Selected panel.

4. Click and drag forms into the Form Selected panel and arrange in categories in the appropriate order. You can change the name of a category or form by clicking [Image: screenshot] (Edit). To remove a category or form from the Forms Selected panel, click x.

Creating Notifications and Submitting the Workflow

You must create notifications and set up recipients for them to be available to assign to workflows. See Notification Templates (Enrollments) for more information about creating notification templates. See Notification Recipients (Enrollments) for more information assigning notification recipients.

When you submit a workflow, the system sets the workflow’s version and revision numbers.

To create notifications and submit the workflow:

1. Select the Notifications tab.

2. Select Enabled for each notification to attach to the workflow.

3. Click Save. The Submit Workflow dialog box opens.

4. Select one of the following options:

Option — Description

Immediately — The system sets the workflow status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the workflow, the system changes the status of any prior active version to Inactive and sets the current date as its End Date.

Future Date — You are prompted to enter a Start Date. The system sets the workflow status to Inactive, changing it to Active on the start date. Since there can be only one active version of the workflow, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date.

Save as Draft — The workflow status is set to Draft. The system does not set a Start Date nor does it set version or revision numbers for the workflow .

5. Click Submit Workflow.

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Creating a Benefit Summary Form

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Creating_Benefits_Summary_Forms_BE.htm Path: OBE/Benefits Enrollment/Topics/Creating_Benefits_Summary_Forms_BE.htm

Creating a Benefit Summary Form

The Benefit Summary form summarizes the employee’s benefit selections and enables the employee to review and make changes to benefit selections during enrollments. It can include introductory material, a message, documents, images, and other media.

The Benefit Summary and Confirmation forms are required for enrollments to process correctly. The prebuilt Benefit Summary form includes a header and footer that you can modify as needed. The rest of the content is prebuilt for you. The Benefit Summary form works in conjunction with the Confirmation form. The employee must click Next on the Benefit Summary form during an enrollment to access the Confirmation form, submit benefit selections, and complete the enrollment process.

When you submit a form, the system sets the form’s version and revision numbers.

To create a new Benefit Summary form:

1. Click Back Office.

2. From System|Change, select Form Library. The Form Library opens.

3. Click the Name on the Benefit Summary Form template. The Benefit Summary Form Template opens.

4. Click the form ID to edit the form. The Customize Prebuilt Form form opens.

General Tab

In the General tab, the Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only.

Layout Tab

1. Click Header and Footer to expand the Header/Footer Detail panel and customize the Field Default Value as needed. The Field ID and Field Type are read-only.

Insert Link: For future development. Does not currently impact the functionality of PrismHR.

2. Click ConfirmHeader, ConfirmFooter, ProxyHeader, and ProxyFooter and modify as needed.

3. Select one of the following options:

• To preview the form before saving, click Preview Form.

• To return to the Form Library without saving changes, click Back to Forms Library.

4. Click Save. The Submit Form dialog box prompts you to select an option.

Option — Description

Immediately — The system sets the form status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date.

Future Date — You are prompted to enter a Start Date. The system sets the form status to Inactive, changing it to Active on the start date. Since there can only be one active version of the form, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date.

Save as Draft — The form status is set to Draft. The system does not set a Start Date nor does it set version or revision numbers for the form.

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Using Prebuilt Forms

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Creating_New_Welcome_Etc_Forms_BE.htm Path: OBE/Benefits Enrollment/Topics/Creating_New_Welcome_Etc_Forms_BE.htm

Using Prebuilt Forms

Benefits Enrollment provides special templates in the Form Library, similar to the prebuilt forms. You can use the templates to create Welcome and Confirmation forms for enrollments. The Form Library also provides a prebuilt Benefits Summary form that works in conjunction with the Confirmation form.

Note: Note: A Welcome form is recommended for workflows, but optional. The Benefit Summary and Confirmation forms are required for enrollments to process correctly.

You can filter the list of forms and find the template or prebuilt form you need by entering a Name, Date of Creation, Status, or Workflow Type, and clicking Filter.

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Using the Dashboard

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Dashboard_BE.htm Path: OBE/Benefits Enrollment/Topics/Dashboard_BE.htm

Using the Dashboard

The PrismHRDashboard provides quick access to company information and relevant features. The information shown in the Chart and List sections of the Perspective panel reflects the client selected.

To view onboarding tasks within Benefits Enrollment, in the Chart section of the Perspective panel, select Benefit Enrollments by Status from the list.

[Image: screenshot]

Displaying Tasks and Their Status

The chart in the Perspective panel displays enrollment tasks and their statuses. You can use the type list to filter the type of enrollment to view in the Dashboard (All Types, Benefit Enrollment Only, Open Enrollment Only, Life Event Only, Anytime Enrollment Only). When you select an enrollment type, the system displays the number of employee enrollments available.

• Benefits Enrollment Enabled must be selected in the Global Configuration form.
• If the client restricts eligible benefit plans (by Department, Benefit Group, Division, or Location) using the Eligible Benefits Determinant in Client Details, the system checks list of Eligible Benefits at the restriction level to see if the benefit plans are active and the employee is OE eligible. If no list of Eligible Benefits is entered at the restriction level, the system excludes the employee’s benefit group and the employee is not OE eligible.
• If the client lists the employee’s status as eligible in the Benefits Enrollment Eligibility Criteria panel in the Client Details form, the employee is OE eligible. If the client has not listed eligible statuses in this panel, the system excludes terminated employees from being OE eligible. Employees who are not terminated are OE eligible.
• If the client lists the employee’s type as eligible in the Benefits Enrollment Eligibility Criteria panel in the Client Details form, the employee is OE eligible. If the client has not listed eligible types in this panel, the employee’s type must have Eligible For On-line Benefit Enrollment selected at the system-level in Employee Types for the employee to be OE eligible. ## Displaying Benefit Enrollments by Type

The List section displays the individual benefit enrollment records for the type selected. You can further filter benefit enrollment records that display in the list by clicking a status in the pie chart. The list updates, and the colored dot that displays next to each item matches the color in the pie chart section.

The table displays the following columns.

• Archive: Archives the enrollment record. The system displays an informative message and prompts you to confirm Yes or No. If you click Yes, the system archives the record and displays a confirmation message when complete. Click OK to close.Click OK to close.
• Extend: Changes the enrollment End Date and extends the enrollment period for the employee. The system displays a dialog box where you can enter the new end date and click Extend to save.
• Proxy: Performs a proxy enrollment in the Proxy Login form.

• View Web Enrollment: Displays the enrollment record in the Web Enrollment Configuration form.

Managing Documents

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Document_Repository.htm Path: OBE/Benefits Enrollment/Topics/Document_Repository.htm

Managing Documents

Use the Document Repository to upload and manage documents. You can upload pdf, jpg, jpeg, tif, tiff, png, and gif files. When uploaded, you can use the files to create forms for enrollments in the Form Library. Benefits Enrollment users can attach documents to benefit plan records in the Comparison Fields tab in the Benefits Enrollment Plan Details form.

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Editing a Document

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/DR_Editing.htm Path: OBE/Benefits Enrollment/Topics/DR_Editing.htm

Editing a Document

You can modify file settings to maintain and organize your files.

To edit a document:

1. Click Back Office.

2. From System|Change, select Document Repository.

3. Click the Name of the file. The Document Settings dialog box opens.

4. Modify the File Label, Description, File Classification, File Tags, and File Version Number. The Security Level for the document is read-only and you cannot change it. The File Classification and at least one File Tag are required to save changes.

5. Select one of the following options:

• To update the document with a new version, click Upload New Version. The system prompts you to navigate to the location of the file to upload and select the file.

• To save changes, click Save.

• To delete the file, click Delete.

• To view the file, click Preview.

• To download the file, click Download.

• To return to the Document Repository without saving changes, click Close.

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Searching and Filtering Documents

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/DR_SearchingFiltering.htm Path: OBE/Benefits Enrollment/Topics/DR_SearchingFiltering.htm

Searching and Filtering Documents

PrismHR provides various ways to search and filter files in the Document Repository. The total number of documents displays in the lower left-hand corner of the Document Repository.

• Public and Client—The set contains all public and client documents. This is the default.
• Employee for Client ID—The set contains all employee documents for the selected client ID. The set does not contain public and client documents. | Search | Searches for files in the Document Repository. Start typing to search, or narrow the search by Name, Description, Tags, and Label. | | Classification | Filters your view using the list. Only documents assigned the selected classification display. | | Tags | Filters your view by selecting one or more file tags. Only the documents assigned to the selected file tags display. | | [Image: screenshot] | Filters your view based on the columns you select or clear. Columns with the [Image: screenshot] icon display in the table. Columns with the [Image: screenshot] icon do not display. | | Sort Ascending, Sort Descending | Sorts files in ascending or descending order for the column header (Name, Date, Label, Version, Description) that you click. To hide a column from view, select Hide Column. | ========================================================================

Uploading a Single Document

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/DR_Uploading.htm Path: OBE/Benefits Enrollment/Topics/DR_Uploading.htm

Uploading a Single Document

You can upload a single document to the Document Repository. You can also upload a .ZIP file containing multiple documents.

You must assign uploaded documents unique names within their selected security level. The system displays an error message if you assign a document the same name and security level as an existing document in the Document Repository.

To upload a document:

1. Click Back Office.

2. From System|Change, select Upload a Document. The Document Upload dialog box opens.

• Public - All users can access the document.
• Client - The system prompts you to enter the Client ID. All employees who work for the client you specify can access the document.
• Employee - The system prompts you to enter both Client and Employee IDs. Only the employees that you specify will be able to access the document.

3. Click Choose File, navigate to the location of the file to upload, and then select the file.

4. Click Upload.

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Uploading Multiple Documents

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/DR_Uploading_Multiple_Documents.htm Path: OBE/Benefits Enrollment/Topics/DR_Uploading_Multiple_Documents.htm

Uploading Multiple Documents

Using .ZIP file format, you can upload multiple documents to the Document Repository. Documents can include logos and other images, PDF files, spreadsheets, and other types of files.

Creating the .ZIP File

For bulk uploads, construct .ZIP files exactly as follows. Any variation causes the upload to fail.

• Use PKZIP or the Compressed (zipped) folder option in Windows Explorer to create a .ZIP file that contains the documents for bulk upload.

• Do not use any implementation‑specific features or the file does not extract correctly.

• Encryption, passwords, or other security measures are not supported, and cause the upload to fail.

• Arrange the folders and files in the .zip file following the directory structure, with three sub-folders (client, employee, public) contained in the root folder.

Files placed in the root directory (that is, outside the sub-folders shown) and files placed in any other sub-folders are not supported and cause the upload to fail. Directory names must be in lowercase.

• The folder name and all sub-folder names must be in lowercase (client).
• The client folder must contain one sub-folder per client, with the folder name set to match the Client ID (including any leading zeroes). For example, if the Client ID is 1908, the sub-folder for that client must be named 1908.
• The client documents should be placed inside the client sub-folder. No additional sub-folders are permitted. | employee | Files in this folder are restricted by Client ID and Employee ID after upload in the Document Repository. - The folder name and all sub-folder names must be in lowercase, for example (employee). - The employee folder must contain one sub-folder per client, with the folder name set to match the Client ID (including any leading zeroes). For example, if the Client ID is 1908, the sub-folder for that client must be named 1908. - Each client sub-folder must contain one sub-folder per Employee ID, with the folder name set to match the Employee ID. For example, if the Employee ID is 22386, the employee sub-folder must be named 22386. - The files should be placed inside the employee sub-folder. No additional sub-folders are permitted. |
• The folder name and all sub-folder names must be in lowercase, for example (employee).
• The employee folder must contain one sub-folder per client, with the folder name set to match the Client ID (including any leading zeroes). For example, if the Client ID is 1908, the sub-folder for that client must be named 1908.
• Each client sub-folder must contain one sub-folder per Employee ID, with the folder name set to match the Employee ID. For example, if the Employee ID is 22386, the employee sub-folder must be named 22386.
• The files should be placed inside the employee sub-folder. No additional sub-folders are permitted. | public | Files in this folder are imported with no security restrictions, and are viewable by everyone after upload in the Document Repository. - The folder name must be in lowercase (public). - All files must be placed within the public sub-folder. No additional sub-folders are permitted. |
• The folder name must be in lowercase (public).
• All files must be placed within the public sub-folder. No additional sub-folders are permitted. ## Uploading the .ZIP File

To upload the .ZIP file:

1. Click [Image: screenshot] (Back Office).

2. From System|Change, select Document Repository.

3. Click Bulk Upload (Zip). The Upload window opens.

4. Click Choose File and select the .ZIP file to upload.

5. Click Submit. After the upload completes, the system automatically extracts the documents, stores them in the Document Repository, and generates a metadata.csv file. You can review for errors and edit as needed, with the following restrictions:

• Do not change the value in the first column (uuid).. The system uses this value to locate the files in the document repository. Do not remove the first row containing the column headings.

• The columns userClassification, label, description, and version are strings and are always treated as a single value.

• Classification labels must match the classifications in the Document Repository.

• To avoid processing errors, do not use quotation marks inside any of the column values.

• In the userTags column, specify multiple tags by separating them with a comma.

6. Import the metadata.csv file back into PrismHR using the Metadata Import Entry Form to complete the upload process.

Importing the metadata.csv File

To import the metadata.csv file into PrismHR, use the Metadata Import Entry form, located in the Back office menu under System > Action. The metadata.csv file is generated when you upload multiple files to the Document Repository using the bulk upload.

This is the final step in uploading multiple files to the Document Repository. You must complete it for the files the files to display correctly.

To import the metadata.csv file into PrismHR:

1. Click Back Office.

2. From System|Action, select Metadata Import Entry.

3. Click Start Import. The Upload window opens.

4. Click Choose File, and select the file to upload.

5. Click Submit. The imported data displays. If the file contains invalid information, the system displays an error.

• To view the data, click Done with Errors

• To scroll through the report, click Next Page and Previous Page.

• To discard the data, click Cancel.

6. Click Post Data to complete the import.

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EDI History Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/EDI%20History%20Report.htm Path: OBE/Benefits Enrollment/Topics/EDI History Report.htm

EDI History Report

more of an audit report to compare the employee bill rate to the actual premium rate being paid to the carrier and see the variance if any. This is not a billing reconciliation report based on actual payroll data and generates the billed vs. premium amounts from the Group Benefit Plan Billing and Premium rates.

Note: Note: This form does not use Client Access Group Security.

To access the form, click Reports. Under Operations|Report, click EDI History Report.

To generate the EDI History Report:

1. Complete the following:

Field Name — Description

EDI File ID — This field is optional. Leave it blank for the report to run for all EDI files. If you want to run it for a particular EDI file, enter it here.

Original Client ID — This field is optional. This is the original billed Client ID. This would normally be blank for a test download. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for a selected client, enter the Client ID here or click the Original Client ID link and select it from the Select Client dialog box.

Process Date On or After — This is the date the invoice was processed. This field is optional. Leave this field blank for the report to run for all EDI process dates. If you want to restrict this report to run from a particular EDI process date, enter it here.

Process Date On or Before — This is the date the invoice was processed. This field is optional. Leave this field blank for the report to run for all EDI process dates. If you want to restrict this report to run up to a particular EDI process date, enter it here.

Invoice Date On or After — This is the invoice date for the item being submitted through EDI. This field is optional. Leave this field blank for the report to run for all invoice dates. If you want to restrict this report to run from a particular invoice date, enter it here.

Invoice Date On or Before — This is the invoice date for the item being submitted through EDI. This field is optional. Leave this field blank for the report to run for all invoice dates. If you want to restrict this report to run up to a particular invoice date, enter it here.

EDI Agent ID — Enter the EDI Agent ID here.

2. Click Run to generate the report. The report shows up on screen.

3. Click Clear to clear the form at any time.

4. Click Close to close this form.

This Detail report shows the following columns:

• EDI File ID

• Invoice Date

• Original Client Name

• Cill to Client ID

• EDI Amount

• Invoice Number

• Location Code

• Agent Type

• Agent ID

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Employee Benefit Register Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Employee%20Benefit%20Register%20Report.htm Path: OBE/Benefits Enrollment/Topics/Employee Benefit Register Report.htm

Employee Benefit Register Report

Use this form to generate a report to show the various employee benefit registers for a client. You can also view this report for the various employee benefit registers broken out by worksite location codes.

Note: Note: Client Access Group Security is enabled on this form.

To access the form, in the Work Centers panel, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting, click Employee Benefit Register Report.

To generate the Employee Benefit Register Report:

1. Complete the following:

• Eligible Unenrolled
• Active Enrollment
• Terminated Enrollment
• COBRA Enrollment
• Waived Enrollment | Benefit Plan ID | Enter the Benefit Plan ID that you want to report on. Leave this field blank to include all benefit plans. | | Deduction Start Day (Day of the Month) | Enter the desired deduction start date in number of days. Default value is 31 which means the last day of the month. | | Worksite Location | Enter the location codes to be included in this report or select them from the Worksite Location dialog box. Leave this filed blank to include all location codes. | | Sort By | You can generate the report sorted by one of the following options: - Employee Name (Default) - Location Code |
• Employee Name (Default)
• Location Code

2. Click Generate Report. The report shows up on the screen.

3. Click XLS to download the report.

4. Click Clear to refresh the screen at anytime.

The Report has the following columns:

• Location/Description

• Employee Name/Title

• Group - Benefit Group

• Plan ID

• Network ID

• St - Enrollment Status Codes

• Cov Eff Date - Coverage Effective Date

• Type

• EE/SP/DE Cov

• Premium Amount

• Company Contribution

• Employee Contribution

• HI 1.5% - Hawai 1.5% Benefit Plan

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Employee Enrollment Progress

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Employee_Enrollment_Progress_Report.htm Path: OBE/Benefits Enrollment/Topics/Employee_Enrollment_Progress_Report.htm

Employee Enrollment Progress

The Employee Enrollment Progress Report lists the enrollment progress for employees participating in an enrollment. This enables you to review which workflow steps in an employee’s enrollment are complete, and which are still pending. (PrismHR Benefits Enrollment only.)

You can run this report for a specific client, employee, or workflow as needed. You can also limit the report to enrollments with a specific starting, ending, or effective date.

If the start, end, or effective dates are missing from a record, one or more of the employees included either has an enrollment assigned that is missing this information or does not have an enrollment assigned. You must fix this by either creating a custom enrollment for employees who do not have an enrollment assigned or by updating their existing enrollments with the correct dates. You can run the Enrollment Status by Workflow/Client report to identify the employees who require this update.

To run the Employee Enrollment Progress report:

1. Click Reports.

2. From Benefits|Report, select Employee Enrollment Progress Report. The Employee Enrollment Progress Report form opens.

• Enrollment: Tthe workflow is for benefits enrollments (BE), open enrollments (OE), and life event enrollments.
• Onboarding: For future development. Does not currently impact the functionality of PrismHR. | Workflow ID | The workflow to include in the report. The Version/Revision list populates. | | Version/Revision | The version or revision of the selected workflow to include in the report. If not specified, the report includes all versions and revisions of the workflow. | | Employee ID | The employee to include in the report. If blank, the report includes all employees. |

3. Click Run. The report displays information in the following columns.

Column — Description

Workflow — The workflow ID.

Client — The client’s name and ID.

Employee ID — The employee’s name and ID.

Start Date — The start date for the enrollment.

End Date — The end date for the enrollment.

Effective Date — The effective date for the enrollment.

Progress Step — The step number and name in the workflow.

Status — The employee’s enrollment status (Eligible, Not Eligible, Pending, Waived, Completed) for the specified step.

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Adding Field Options

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Enrollment_Form_Library_Fields.htm Path: OBE/Benefits Enrollment/Topics/Enrollment_Form_Library_Fields.htm

Adding Field Options

The Form Library is where you create and manage forms by adding field options to them. You use forms to create workflows in the Workflow Library. Some options use the images or documents uploaded in the Documents Repository form.

To add fields to a custom form:

1. Click [Image: screenshot] (Back Office).

2. From System|Change, select Form Library. The Form Library opens.

3. Using the Layout tab on the Edit Custom form, drag the preferred Field Types from the Field Type list to the designated section on the right. Users of the custom form can change Field Types noted as editable. For example, they can select or clear a Check box.

4. Select a field type and click Configure. The Field Details panel opens. Field parameters vary, depending on the type of field selected, and they are required.

5. Click Save.

All fields require the following parameters in the Field Details panel.

Parameter — Description

Field ID — Enter a new Field ID. It must begin with an alphabetic character, contain at least two characters, and have no spaces.

Field Type — Select the field type from the list.

Field Label — Enter the field label to display in the form to indicate what the user should enter in the field (for example, Last Name for a Text field).

Field Group — For future development. Does not currently impact the functionality of PrismHR.

The following table describes the types of fields available in the Form Library and describes any additional parameters required for each field.

Field — Description

Text Area — A field where employees can enter multiple lines of information. Additional Parameters: | Field Constraints | The constraints for the data in the field: . | | — | — | | Field Default Value | The default value to display in the field. | | Required | Whether data is required for the field. Yes or No. | | Disabled | Whether the field is disabled. Yes or No. |

Field Constraints — The constraints for the data in the field: .

Field Default Value — The default value to display in the field.

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

Textfield — A field where employees can enter a valid e-mail address. Additional Parameters: | Field Constraints | The constraints for the data in the field: . | | — | — | | Field Default Value | The default value to display in the field. | | Required | Whether data is required for the field. Yes or No. | | Disabled | Whether the field is disabled. Yes or No. |

Field Constraints — The constraints for the data in the field: .

Field Default Value — The default value to display in the field.

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

E-mail — A field where employees can enter a valid e-mail address. Additional Parameters: | Field Default Value | The default value to display in the field. | | — | — | | Required | Whether data is required for the field. Yes or No. | | Disabled | Whether the field is disabled. Yes or No. |

Field Default Value — The default value to display in the field.

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

Password — A field where employees can enter a password. Additional Parameters: | Field Constraints | The constraints for the data in the field: . | | — | — | | Min, Max | The minimum and maximum number of characters to enter in the field. | | Field Default Value | The default value to display in the field. | | Required | Whether data is required for the field. Yes or No. | | Disabled | Whether the field is disabled. Yes or No. |

Field Constraints — The constraints for the data in the field: .

Min, Max — The minimum and maximum number of characters to enter in the field.

Field Default Value — The default value to display in the field.

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

Radio Button — A field where employees can select one option from a set of related options. You can enter as many radio buttons as needed. Additional Parameters: Field Options — Click Add Option to add radio buttons as needed. Enter labels for each item in the fields provided. Required — Whether data is required for the field. Yes or No. Disabled — Whether the field is disabled. Yes or No.

Field Options — Click Add Option to add radio buttons as needed. Enter labels for each item in the fields provided.

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

Checkbox — A field where employees can select more than one option from a set of related options. You can enter as many checkboxes as needed. Additional Parameters: Field Options — Click Add Option to add check boxes as needed. Enter labels for each item in the fields provided. Required — Whether data is required for the field. Yes or No. Disabled — Whether the field is disabled. Yes or No.

Field Options — Click Add Option to add check boxes as needed. Enter labels for each item in the fields provided.

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

Drop-Down List — A field where employees can select one option from a list of related options. You can add as many items to the listas needed. Additional Parameters: Field Options — Click Add Option to add check boxes as needed. Enter a label for each item in the fields provided. Required — Whether data is required for the field. Yes or No. Disabled — Whether the field is disabled. Yes or No.

Field Options — Click Add Option to add check boxes as needed. Enter a label for each item in the fields provided.

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

Date — A field where employees can enter a date or select one from the calendar that opens. Additional Parameters: | Field Default Value | The default value to display in the field. | | — | — | | Required | Whether data is required for the field. Yes or No. | | Disabled | Whether the field is disabled. Yes or No. |

Field Default Value — The default value to display in the field.

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

Time — A field where employees can enter a time. Additional Parameters: | Required | Whether data is required for the field. Yes or No. | | — | — | | Disabled | Whether the field is disabled. Yes or No. |

Required — Whether data is required for the field. Yes or No.

Disabled — Whether the field is disabled. Yes or No.

Paragraph — A block of text to display in the form (for example, instructions on how to use the form). Enter a separate field for each paragraph you want to include. Paragraph cannot include HTML formatting. If you want to use HTML (for example, to create a bold heading) you must select Markdown. Additional Parameter: | Field Default Value | The default value to display in the field. | | — | — |

Field Default Value — The default value to display in the field.

Markdown — Text that includes markdown or HTML formatting (for example, a bold heading) to display in the form. You can select Paragraph if you do not need to use markdown or HTML formatting. Additional Parameter: | Field Default Value | The default value to display in the field. | | — | — |

Field Default Value — The default value to display in the field.

E-Signature — A field where the employee can submit an electronic signature. Additional Parameter: | Required | Whether data is required for the field. Yes or No. | | — | — |

Required — Whether data is required for the field. Yes or No.

File Hyperlink — A hyperlink to a file in the Document Repository.

Inline Image — An image from the Document Repository (for example, a logo).

Video — A video. Videos must be hosted on an external server. Additional Parameters: Video Source URL — The source URL for the video to display in the form. Video Aspect Ratio — The video aspect ratio to use: 16x9 or 4x3. Aspect ratio is the ratio between the width and the height of a picture.

Video Source URL — The source URL for the video to display in the form.

Video Aspect Ratio — The video aspect ratio to use: 16x9 or 4x3. Aspect ratio is the ratio between the width and the height of a picture.

URL — A field where the Field Label links to a website on the Internet. The Field Label is a universal parameter. Additional Parameters: Video Source URL — The URL for the website to link from the Field Label. Employees can access the website by clicking the link during enrollments.

Video Source URL — The URL for the website to link from the Field Label. Employees can access the website by clicking the link during enrollments.

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Viewing Posting Information

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Enrollment_Posting_Logs.htm Path: OBE/Benefits Enrollment/Topics/Enrollment_Posting_Logs.htm

Viewing Posting Information

To view posting information for Benefits Enrollment, use the Enrollment Posting Logs form.

This form is intended for high-level Service Provider users only. Contact the PrismHR Customer Support Team before using this feature.

To view posting information:

1. Click Back Office.

2. Select System|View > Enrollment Posting Logs.

3. Enter the required information.

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Enrollment Status by Workflow/Client

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Enrollment_Status_by_Workflow_or_Client.htm Path: OBE/Benefits Enrollment/Topics/Enrollment_Status_by_Workflow_or_Client.htm

Enrollment Status by Workflow/Client

The Enrollment Status by Workflow/Client Report lists the enrollment status for employees participating in an enrollment. (PrismHR Benefits Enrollment only.)

You can run the report for a specific client, employee, or workflow. You can also limit the report to enrollments with a specific starting, ending, or effective date.

If the start, end, or effective dates are missing from a record, one or more of the employees included either has an enrollment assigned that is missing this information or does not have an enrollment assigned. You must fix this by either creating a custom enrollment for employees who do not have an enrollment assigned or by updating their existing enrollments with the correct dates. You can run the Enrollment Status by Workflow/Client report to identify the employees who require this update.

To run the Enrollment Status by Workflow/Client report:

1. Click Reports.

2. From Benefits|Report, select Enrollment Status by Workflow/Client. The Enrollment Status by Workflow/Client form opens.

• Enrollment: Tthe workflow is for benefits enrollments (BE), open enrollments (OE), and life event enrollments.
• Onboarding: For future development. Does not currently impact the functionality of PrismHR. | Workflow ID | The workflow to include in the report. The Version/Revision list populates. | | Version/Revision | The version or revision of the selected workflow to include in the report. If not specified, the report includes all versions and revisions of the workflow. |

3. Click Run. The report displays information in the following columns.

• If the enrollment is In Progress, information about the step that is in progress displays.

• If the enrollment is Completed, the enrollment confirmation ID displays.

Assigning Workflows to Enrollments

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Chapter_Assign_Workflows.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Chapter_Assign_Workflows.htm

Assigning Workflows to Enrollments

Use the System Workflow Grid and Client Workflow Grid forms to assign the workflows to use for enrollments at the system or client levels.

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Configuring Client Settings

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Chapter_Config_Client_Settings.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Chapter_Config_Client_Settings.htm

Configuring Client Settings

The following client-level settings are specific to Benefits Enrollment. You must define them for the benefit plan information to display correctly during enrollments. Client-level settings override settings established at the system level.

The client-level settings for Benefits Enrollment are in the Benefits and Control tabs in Client Details form. Refer to the Benefits Administration User Guide for more information.

To set up group benefits, workers’ compensation, and retirement plan information:

1. Select the Client menu.

2. From Client|Change select Client Details. The Client Details form opens.

3. On the Benefits tab, in the Group Benefits panel, select a Benefit Plan ID.

Use this option — To define this

Section 125 Plan — The Section 125 Plan in which the client participates.

HSA Plan — The HSA Plan in which the client participates.

Maintains Own HDHP — Whether the client maintains a high deductible health plan. This suppresses the system’s validation when setting up an employee HSA.

Eligible Benefits Determinant — Whether to make benefits available to an employee if the client makes different sets of benefits available to their employees based on department, division, location, or benefit group. The system determines the benefits employees are eligible for based on the determinant.

Suppress Automatic Benefit Adjustment — Whether the client wants to suppress automatic benefit adjustment calculations.

Control Group Client — The control group client that acts as a master company for the control group, if any. Use control groups to aggregate data when multiple clients are treated as related entities for Affordable Care Act (ACA) or retirement plan reporting purposes. For example, if an employee works 20 hours at company A and 20 hours at company B, the system treats that employee as having worked 40 hours for the purposes of the ACA, and reports that for both companies A and B.

Auto Create Open Enrollments — Whether to create employee web enrollment forms automatically.

Auto Post Open Enrollments — Whether to post employee web enrollment forms automatically.

Include Employer Cost in Employee Self-Service — Whether to include employer cost in employee self-service. (PrismHR Benefits Enrollment only.)

Employee Calculation Based On — The method (Pay Period, Per Month, or System Default) for calculating employee costs during enrollments. (PrismHR Benefits Enrollment only.)

4. Click Save.

To set up new hires and employees:

1. Select Client in the menu bar.

2. From Client|Change select Client Details. The Client Details form opens.

3. Click the Control tab.

4. Access the New Hire/Employee Detail Controls and complete these fields as required:

• System Default: The New Hire form displays the First Pay Period Hours only if Enable New Hire First Period Hours is selected in System Parameters.
• Enabled: The First Pay Period Hours is available in the New Hire form, regardless of the setting in System Parameters.
• Disabled: The New Hire form does not display the First Pay Period Hours, regardless of the setting in System Parameters. | Department Required | The department required for time sheets and labor allocation. | | Shift Required | The shift required for time sheets and labor allocation. | | Work Group Required | The work group required for the employee. | | Division Required | The division required for time sheets and labor allocation. |

5. Click Save.

To configure enrollment and onboarding controls:

1. Select Client in the menu bar.

2. From Client|Change select Client Details. The Client Details form opens.

3. Click the Control tab.

4. Access the Enrollment/Onboarding Controls and complete these fields as required:

• Always: Employees always do their own onboarding online.
• Never: Employees never do their own onboarding. Instead, administrators enter employee information in the New Hire form.
• Prompt: The New Hire form prompts the user to indicate whether the employee will complete the onboarding process online, or whether an administrator will enter the information in the New Hire form. | Electronic On‑Boarding for Rehires | Whether rehire employees use Electronic On‑boarding: - Always: Employees always do their own onboarding online. - Never: Employees never do their own onboarding. Instead, administrators enter employee information in the New Hire form. - Prompt: The New Hire form prompts the user to indicate whether the employee will complete the onboarding process online, or whether an administrator will enter the information in the New Hire form. |
• Always: Employees always do their own onboarding online.
• Never: Employees never do their own onboarding. Instead, administrators enter employee information in the New Hire form.
• Prompt: The New Hire form prompts the user to indicate whether the employee will complete the onboarding process online, or whether an administrator will enter the information in the New Hire form. | I-9 Business Address | Whether the system should use the Employer address or the Client (DBA) address with the doing-business-as name. This list displays if the If Onboarding Module is set to PrismHR. | | Complete All Forms to Activate Payroll | How employees are added to payroll: - System Default: The system defaults to adding employees to payroll after they submit their Form I‑9 Section 1 (and the manager completes the Form I‑9 Section 2) and Employee Information form - Enabled: Prevents employees from being added to payroll until all of their onboarding forms are complete - Disabled: Does not prevent employees from being added to payroll until all of their onboarding forms are complete |
• System Default: The system defaults to adding employees to payroll after they submit their Form I‑9 Section 1 (and the manager completes the Form I‑9 Section 2) and Employee Information form
• Enabled: Prevents employees from being added to payroll until all of their onboarding forms are complete
• Disabled: Does not prevent employees from being added to payroll until all of their onboarding forms are complete | Enable Benefit Enrollment After Final Submit | How employees access their benefit enrollment workflow: - System Default: Uses the configuration of the Enable Benefit Enrollment After Final Submit option on the Onboarding Options form. For more information, see the System Administration User Guide. - Enabled: Enable employees to access their benefit enrollment workflow through Onboarding after submitting all onboarding related forms. - Disabled: Disable employees from accessing their benefit enrollment workflow through Onboarding after submitting all onboarding related forms |
• System Default: Uses the configuration of the Enable Benefit Enrollment After Final Submit option on the Onboarding Options form. For more information, see the System Administration User Guide.
• Enabled: Enable employees to access their benefit enrollment workflow through Onboarding after submitting all onboarding related forms.
• Disabled: Disable employees from accessing their benefit enrollment workflow through Onboarding after submitting all onboarding related forms

5. Click Save.

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Maintaining Web Enrollments

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Chapter_Maintaining_Web_Enrollments.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Chapter_Maintaining_Web_Enrollments.htm

Maintaining Web Enrollments

You maintain web enrollments using the following forms:

• To view an employee’s enrollment activity during enrollments, use the Web Enrollments History form.

• To extend the end date in an enrollment for an employee who needs more time to enroll, use the Web Enrollment Configuration form.

• To create a custom enrollment period for an employee, use the Web Enrollment Configuration form.

• To assign a new workflow to active enrollments, use the Web Enrollments Bulk Update form.

• To modify the start and end dates on active enrollment workflows, use the Web Enrollments Date Update form.

• To create enrollment batches and post benefit enrollments, use the Post Benefit Enrollments form.

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Generating Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Chapter_Reports.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Chapter_Reports.htm

Generating Reports

You can generate reports about benefit enrollments in Benefits Enrollment.

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Setting Up Benefit Plan Information

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Chapter_Setting_BP_Information.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Chapter_Setting_BP_Information.htm

Setting Up Benefit Plan Information

To set up information about available benefit plans, use the Benefits Enrollment Plan Details form. For example, you can set up costs for employee contributions, co-payments, deductibles), attach detailed benefit plan summaries and other supporting documents, and set up benefit plan dependencies.

You can enter benefit plan information fields manually in the Comparison Fields tab in the Benefits Enrollment Plan Details form. You can also use the Plan Offer Type Import form to import multiple benefit plan information fields.

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Setting Up Forms and Workflows

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Chapter_Setting_Forms_Workflows.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Chapter_Setting_Forms_Workflows.htm

Setting Up Forms and Workflows

A workflow is essentially a wizard—a script that presents employees with a series of forms to guide them through well-defined and highly customizable steps during onboarding and benefit enrollments.

In the Form Library, you can create custom versions of the forms or use the prebuilt versions provided with their default language and settings. Prebuilt forms are shown in bold.

If you plan to include any media items (such as documents or images) in forms or workflows, upload them to the Document Repository before you create the forms in the Form Library.

After you create the forms, you can use them as components to create workflows in the Workflow Library.

[Image: screenshot]

Planning Enrollment Workflow Components

A typical enrollment workflow might begin with an optional Welcome form and then present forms for medical, dental, and vision plans; long-term and short-term disability plans; and so on. You can organize forms into categories for easier navigation.

The final forms in a workflow include the following required forms:

• A Benefits Summary form that summarizes the employee’s benefit selections and provides the opportunity to make changes.

• A Confirmation form where the employee submits benefit selections and completes the enrollment process.

A Welcome form is recommended for workflows, but optional. The Benefit Summary and Confirmation forms are required for enrollments to process correctly.

Before you begin:

• Plan the organization of the information blocks to present during enrollments so that the process flows well and makes sense.

Managing Documents, Forms, and Workflows

Use the following libraries to manage documents, forms, and workflows for enrollments.

Library — Description

Document Repository — Upload and maintain documents to use when creating forms (graphic files for logos, PDF files containing benefit information, and so on).

Form Library (Enrollments) — Build the forms, typically using documents from the Document Repository. PrismHR provides prebuilt forms that you can use as templates to create new forms, as well as templates for the Welcome and Confirmation forms. You can also build your own custom forms.

Workflow Library (Enrollments) — Create workflows using forms from the Forms Library as components.

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Setting Up Notifications

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Chapter_Setting_Up_Notifications.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Chapter_Setting_Up_Notifications.htm

Setting Up Notifications

To set up notifications to send during enrollments, use the Notification Templates and Notification Recipients forms.

Before you begin:

• Set up Email Services.

To access the Notification Templates form:

1. Click Back Office.

2. From System|Change, select Notification Templates. The Notification Templates form opens.

To access the Notification Recipients form:

1. Click Back Office.

2. From System|Change, select Notification Recipients. The Notification Recipients form opens.

To access the Notification Control Panel:

1. Click Back Office.

2. From Operations|Action, select Notification Control Panel. The Notification Control Panel opens.

Setting Up an Enrollment User

You must set up an enrollment user in PrismHR with the User ID called Enrollment. .

The Enrollment user serves as the administrator and sender for all notifications. The email address set up on the user account displays in From for all notifications sent to employees and new hires. If this user account is not set up, the notifications engine does not send notifications.

The User ID must be as follows, spelled correctly, and with no punctuation: Enrollment

To test the Enrollment user:

1. In the Notification Templates form, set up a test notification template recipient.

2. In the Notification Recipients form, set up a test recipient.

3. In the Notification Control Panel, turn on the notification engine using a test client.

4. Send a test message from the Enrollment user to confirm that it is set up correctly.

If the Enrollment user is set up correctly, the test recipient receives the notification.

Setting Up Templates and Recipients

After you set up the Enrollment user, you can set up content for notifications in the Notification Templates form.

You can designate recipients for notifications in the Notification Recipients form.

The notifications that you create are available in the Workflow Library where you can add them to workflows.

Managing Notifications

To specify how often the system should send the notifications and to start the notifications engine, use the Notification Control Panel.

You can run the Notification Audit Report to review notifications sent to all recipient types (for example, employees, generic recipients, message groups).

Messages are also stored in the Messages center in PrismHR. You can also set up your SMTP server to retain a copy of every email sent.

Handling Undelivered Notifications

There are two possible circumstances that can result in notifications not reaching their recipient.

• The email address is not entered correctly. For example, it is entered as @​example.com​ instead of jsmith@example.com.​ PrismHR logs this error but it is not accessible to the user. Users should contact the PrismHR Customer Support Team.

• The email address is entered correctly, but is otherwise not deliverable (for example, the email address is no longer active). In this case, PrismHR simply sends the email. There is no error log, and in most cases there is no way to know that it was not received. Many email servers are configured not to send notifications of undeliverable emails.

Tracking Notifications

To track notifications, set up the Notification Recipients form to send copies of all notifications to an administrator in your organization. This also enables you to forward notifications as needed.

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Configuring System Settings

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Chapter_SystemLevelSetup.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Chapter_SystemLevelSetup.htm

Configuring System Settings

The following sections describe system-level settings that are specific to setting up benefits and open enrollments. You must define these settings for benefit plan information to display correctly during enrollments.

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Setting Up Anytime Enrollment

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Front_Matter/BE_UG_Setting-Up-Anytime-Enrollments.htm Path: OBE/Benefits Enrollment/Topics/Front_Matter/BE_UG_Setting-Up-Anytime-Enrollments.htm

Setting Up Anytime Enrollment

Anytime Enrollment enables employees to enroll in Anytime Benefits at any point during a plan year. A date or event does not trigger the Anytime Enrollment process — you can enroll in Anytime Benefits at any time. One example of an Anytime Benefit plan is pet insurance. If you acquire a pet and want to enroll in a pet insurance benefit plan, you can do so at any time outside of annual enrollment restrictions. To set up Anytime Enrollment, you must:

1. Configure a benefit plan to include in an Anytime Enrollment workflow

2. Set up a notification template

3. Set up notification recipients

4. Create an Anytime Enrollment workflow

5. Add the workflow to the system or client workflow grids

To begin, you must configure an Anytime Benefit plan to include in an Anytime Enrollment workflow.

Including a Benefit Plan in an Anytime Enrollment Workflow

To include a benefit plan in an Anytime Enrollment workflow, use the Group Benefit Plans form.

To include a benefit plan in an Anytime Enrollment workflow:

1. Click Back Office.

2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens.

3. Configure a benefit plan for Anytime Enrollment or use the Benefit Plan ID link to select a plan from the list.

4. In the Web Enrollment Parameters panel, enable Include in Anytime Enrollment Workflow.

5. Click Save.

After configuring a benefit plan to include in an Anytime Enrollment workflow, you must set up a notification template.

Setting Up an Anytime Enrollment Notification Template

To set up a notification template for an Anytime Enrollment workflow, use the Notification Templates form.

To set up a notification template for an Anytime Enrollment workflow:

1. Click Back Office.

2. From System|Change, select Notification Templates. The Notification Templates form opens.

3. Configure a notification template for Anytime Enrollment or use the Template Id link to select a template from the list.

4. In the Workflow Type panel, enable Anytime Enrollment. You can combine with other workflow types except for Onboarding.

5. Click Save.

After configuring a notification template for an Anytime Enrollment workflow, you must set up notification recipients.

Setting Up Anytime Enrollment Notification Recipients

To set up notification recipients for an Anytime Enrollment workflow, use the Notification Recipients form.

To set up notification recipients for an Anytime Enrollment workflow:

1. Click Back Office.

2. From System|Change, select Notification Recipients. The Notification Recipients form opens.

3. To configure notification recipients for Anytime Enrollment, click Setup a new Notification. Or, to select a recipient group from the list, use the Notification Id link.

4. In the Notification Template panel, to assign the recipient group to a template configured for Anytime Enrollment, click Template Id. For more information, see Setting Up an Anytime Enrollment Notification Template.

If you select a notification template configured for Anytime Enrollment, the Workflow Type and Message Delivery Method panels are disabled.

5. Click Save.

After configuring notification recipients for an Anytime Enrollment workflow, you must create the workflow.

Creating an Anytime Enrollment Workflow

To create an Anytime Enrollment workflow, use the Workflow Library form.

To create an Anytime Enrollment workflow:

1. Click Back Office.

2. From System|Change, select Workflow Library. The Workflow Library form opens.

3. In the Type list, select Enrollment.

4. To edit an existing workflow for Anytime Enrollment, select a workflow from the list. To create a new workflow, click Create New Workflow.

5. On the Process tab, enable Anytime Enrollment.

6. On the Forms tab, select forms to include in the workflow.

7. On the Notifications tab, enable the notification template configured on the Notification Template form. For more information, see Setting Up an Anytime Enrollment Notification Template.

8. Click Save.

After creating the workflow, you must add it to the system or client workflow grids.

Adding an Anytime Enrollment Workflow to the System Workflow Grid

To add an Anytime Enrollment workflow to the system workflow grid, use the System Workflow Grid form.

To add an Anytime Enrollment workflow to the system workflow grid:

1. Click Back Office.

2. From System|Change, select System Workflow Grid. The System Workflow Grid form opens.

3. In the Anytime Enrollment column, select a workflow from the list to add it to the workflow grid.

You can also click Add Row to add another row to the workflow grid. In the Add a New Record section, you can select an Anytime Enrollment workflow from the AE Workflow list.

4. Click Submit Changes.

After submitting your changes, the workflow is now available at the system level. You can also assign the workflow at the client level using the Client Workflow Grid form. Client‑level settings override system‑level settings.

Adding an Anytime Enrollment Workflow to the Client Workflow Grid

To add an Anytime Enrollment workflow to the client workflow grid, use the Client Workflow Grid form.

To add an Anytime Enrollment workflow to the client workflow grid:

1. Click Back Office.

2. From System|Change, select Client Workflow Grid. The Client Workflow Grid form opens.

3. In the Anytime Enrollment column, select a workflow from the list to add it to the workflow grid.

You can also click Add Row to add another row to the workflow grid. In the Add a New Record section, you can select an Anytime Enrollment workflow from the AE Workflow list.

4. In Enable Notifications, you can select the following specific to Anytime Enrollment workflows:

• All OFF: Disable notifications for all enrollment types. Applies only if you combine multiple workflow types on the notification template.

• AE Only: Enable notifications only for Anytime Enrollment

• All ON: Enable notifications for all enrollment types. Applies only if you combine multiple workflow types on the notification template.

5. Click Save.

After submitting your changes, the workflow is now available at the client level.

Adding Anytime Benefits to Employee Portal

In Employee Portal (EP), you can add a widget displaying available Anytime Benefits enabling employees to enroll directly from EP. A link from EP opens directly to an Anytime Enrollment workflow (through SSO) where they can enroll in any of the available benefit plans. For more information on creating the widget, see Adding Anytime Benefits to Employee Portal (EP) on the Customer Resource Center.

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Global Dependent Information Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Global%20Dependent%20Information%20Report.htm Path: OBE/Benefits Enrollment/Topics/Global Dependent Information Report.htm

Global Dependent Information Report

Use the Global Dependent Information Report form to generate a report for one or more clients to produce a detailed output of all employees who have a listed dependent.

Note: Note: Client Access Group Security is enabled on this form.

To access this form, clickReports menu. Under Benefits|Report, click Global Dependent Information Report.

To generate the Global Dependent Information Report:

1. Complete the following field:

Field Name — Description

Client ID — This field is not mandatory. Leave this field blank to select allclients. If you want to run this report for specific clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients list. The corresponding Client Name displays.

2. Click Run to generate the report on-screen.

3. Click Clear to clear this form at any time.

4. Click Close to close this form at any time.

Report Output

The Global Dependent Information Report is sorted by Client ID and displays the following columns:

• Client ID

• Client Name

• Employee Last Name

• Employee First Name

• Dependent Last Name

• Dependent First Name

• Relation

• Soc-Sec-Num

For example:

[Image: screenshot]

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Global Employee Benefit Detail Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Global%20Employee%20Benefit%20Detail%20Report.htm Path: OBE/Benefits Enrollment/Topics/Global Employee Benefit Detail Report.htm

Global Employee Benefit Detail Report

Use the Global Employee Benefit Detail Report form to generate a report that provides benefit enrollment detail for multiple clients including the effective date, plan information, and coverage information. Information can be reported based on the payroll processor assigned to a group of clients.

Note: Note: Client Access Group Security is enabled on this form.

To access this form, clickReports menu. Under Benefits|Report, click Global Employee Benefit Detail Report.

To generate the Global Employee Benefit Detail Report:

1. Complete the following field:

Field Name — Description

Client ID — This field is not mandatory. Leave this field blank to select allclients. If you want to run this report for specific clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients list. The corresponding Client Name displays.

2. Click Run to generate the report on-screen.

3. Click Clear to clear this form at any time.

4. Click Close to close this form at any time.

Report Output

The Global Employee Benefit Detail Report is sorted by Payroll Rep, provides a Record Count on the last page, and displays the following columns:

• Payroll Rep.

• Client ID

• Client Name

• Employee Name

• Plan Name

• Effective Date

• Coverage Start Date

• Coverage Amount

• Toral Premium

• Employee Contrib.

• Client Contrib.

For example:

[Image: screenshot]

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Global Employee Deduction Setup Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Global%20Employee%20Deduction%20Setup%20Report.htm Path: OBE/Benefits Enrollment/Topics/Global Employee Deduction Setup Report.htm

Global Employee Deduction Setup Report

Use the Global Employee Deduction Setup Report form to generate a global report on employee deductions set up for all employees. This report provides a global list of deductions set up by employee. The report can be customized by Client, Deduction Code, and employee Status Class.

Note: Note: Client Access Group Security is enabled on this form.

To access this form, clickReports menu. Under Operations|Report, click Global Employee Deduction Setup Report.

To generate the Global Employee Deduction Setup Report:

1. Complete the following fields:

• All - This is the default form option. Select this option to include all employee statuses in PrismHR in your report.
• Active - Select this option to include only active employees in PrismHR in your report.
• Terminated - Select this option to include only terminated employees in PrismHR in your report.
• Leave of Absence - Select this option to include only employees who are leave of absence in PrismHR in your report.

2. Click Run to generate the report on screen.

3. Click Clear to clear this form at any time.

4. Click Close to close this form at any time.

Report Output

The Global Employee Deduction Setup Report displays the following columns:

• Employee ID
• Employee Name
• Deduction Code
• Type
• Method
• Description
• Amount

• Periods

Global Employee Garnishment by Date Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Global%20Employee%20Garnishment%20by%20Date%20Report.htm Path: OBE/Benefits Enrollment/Topics/Global Employee Garnishment by Date Report.htm

Global Employee Garnishment by Date Report

Use the Global Employee Garnishment by Date Report form to generate a report for one or more employers and a specified pay date range of all garnishments during the period including the pay date, garnishment type, docket information, and amount.

Note: Note: Client Access Group Security is enabled on this form.

To access this form, clickReports menu. Under Operations|Report, click Global Employee Garnishment by Date Report.

To generate the Global Employee Garnishment by Date Report:

1. Complete the following fields:

Field Name — Description

Starting Pay Date — Enter the starting pay date of the reporting period.

Ending Pay Date — Enter the ending pay date of the reporting period.

Employer ID — This field is not mandatory. Leave this field blank to select all employers. If you want to run this report for specific employers, enter the Employer IDs here or click the Employer ID link and select them from the Select Employer list. The corresponding Employer Name displays.

2. Click Run to generate the report on-screen.

3. Click Clear to clear this form at any time.

4. Click Close to close this form at any time.

Report Output

The Global Employee Garnishment by Date Report is sorted by Employer ID and displays the following columns:

• Employer ID

• Employee Name

• Soc-Sec-Num

• Pay Date

• Voucher

• Check No.

• Type

• Issue Authority

• Docket ID

• Amount Garnished

For example:

[Image: screenshot]

========================================================================

Global Employee Garnishment Setup Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Global%20Employee%20Garnishment%20Setup%20Report.htm Path: OBE/Benefits Enrollment/Topics/Global Employee Garnishment Setup Report.htm

Global Employee Garnishment Setup Report

Use the Global Employee Garnishment Setup Report form to generate a global report of employee garnishments with amount paid to date. This report will show the garnishments that are set up across clients based on selected employee status in PrismHR.

Note: Note: Client Access Group Security is enabled on this form.

To access this form, clickReports menu. Under Operations|Report, click Global Employee Garnishment Setup Report.

To generate the Global Employee Garnishment Setup Report:

1. Complete the following fields:

Field Name — Description

Employee Status — This field is optional. Leave this field blank to report for all employee statuses.

Include Inactive Garnishments — This field is optional. By default this box is unchecked, and will report garnishments that are active in PrismHR on the day this report is run. Check this box if you also want to include inactive garnishments in your report.

2. Click Run to generate the report on screen.

3. Click Clear to clear this form at any time.

4. Click Close to close this form at any time.

Report Output

The Global Employee Garnishment Setup Report displays the following columns:

• Client ID
• Client Name
• Employee ID
• Employee Name
• Issuing Authority
• Soc-Sec-Num
• Receipt Date
• Docket No.
• Payee ID
• Payee Name
• Total Amount
• Flat Amount
• Base Code
• Pct

• Amount Paid

Global Payroll Deduction by Date Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Global%20Payroll%20Deduction%20by%20Date%20Report.htm Path: OBE/Benefits Enrollment/Topics/Global Payroll Deduction by Date Report.htm

Global Payroll Deduction by Date Report

Use the Global Payroll Deduction by Date Report form to generate a report on employee deductions for all or selected clients by a pay date range.

Note: Note: Client Access Group Security is enabled on this form.

To access this form, clickReports menu. Under Operations|Report, click Global Payroll Deduction by Date Report.

To generate the Global Payroll Deduction by Date Report:

1. Complete the following fields:

• Summary - This is the default option. This report provides an employee wise total amount for all deduction codes for an employee.
• Detail - This report provides a further breakdown of the deduction amount of each employee by individual deduction codes.

2. Click Run to generate the report on screen.

3. Click Clear to clear this form at any time.

4. Click Close to close this form at any time.

Report Outputs

The Global Payroll Deduction by Date Report displays the following columns:

• Cost Center
• Employee Name
• Pay Date
• Check Number
• Deduct Amount
• Status
• Client ID
• Client Name
• Deduction Code
• a total deduction amount for each employee,
• a total deduction amount for each cost center and
• a Report Totals on the last page. | Detail Report | - Cost Center - Client ID - Client Name - Employee ID - Employee Name - Pay Date - Check Number - Deduction Code - Deduct Amount (for the deduction code) This report also provides you with: - a total amount for each deduction code for an employee, - a total deduction amount for each employee, - a total deduction amount for each cost center and - a Report Totals on the last page. |
• Cost Center
• Client ID
• Client Name
• Employee ID
• Employee Name
• Pay Date
• Check Number
• Deduction Code
• Deduct Amount (for the deduction code)
• a total amount for each deduction code for an employee,
• a total deduction amount for each employee,
• a total deduction amount for each cost center and
• a Report Totals on the last page. Example of Summary Report:

[Image: Global Payroll Deduction by Date Report - Summary Report]

Example of Detail Report:

[Image: Global Payroll Deductions by Date Report - Detail Report]

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Global Voucher Liability Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Global%20Voucher%20Liability%20Report.htm Path: OBE/Benefits Enrollment/Topics/Global Voucher Liability Report.htm

Global Voucher Liability Report

Use the Global Voucher Liability Report form to generate a report to produce a detailed or summary output of payroll voucher gross pay, net pay, taxes, and deductions for a subset of clients by date range. You can also run a grand totals report that will total the list of clients and vouchers.

Note: Note: Client Access Group Security is enabled on this form.

To access this form, clickReports menu. Under Operations|Report, click Global Voucher Liability Report.

To generate the Global Voucher Liability Report:

1. Complete the following fields:

• Summary (Default)
• Detail
• Grand Total

2. Click Run to generate the report on-screen.

3. Click Clear to clear this form at any time.

4. Click Close to close this form at any time.

Report Outputs

The Global Voucher Liability Report for clients displays the following columns:

• Client ID
• Client Name
• Gross Pay
• Net Pay
• Employee Taxes
• Deductions
• Employer Taxes
• Report Totals | Detail Report | - Client ID - Client Name - Gross Pay - Net Pay - Employee Taxes - Deductions - Employer Taxes - Total for Client ID (Each Client ID) - Report Totals |
• Client ID
• Client Name
• Gross Pay
• Net Pay
• Employee Taxes
• Deductions
• Employer Taxes
• Total for Client ID (Each Client ID)
• Report Totals | Grand Total Report | - Gross Pay - Net Pay - Employee Taxes - Deductions - Employer Taxes - Report Totals |
• Gross Pay
• Net Pay
• Employee Taxes
• Deductions
• Employer Taxes
• Report Totals Example of Summary Report:

[Image: screenshot]

Example of Detail Report:

[Image: screenshot]

Example of Grand Total Report:

[Image: screenshot]

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Global FSA/HSA Deduction Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Global_FSA_HSA_Deduction_Report.htm Path: OBE/Benefits Enrollment/Topics/Global_FSA_HSA_Deduction_Report.htm

Global FSA/HSA Deduction Report

Use this form to generate a report that displays the liability for FSA and HSA deductions and contributions.

Note: Note:

• Only service providers can access the form.

• Uses Client Access Group security.

To access the form, click Reports. Under Benefits|Report, click Global FSA/HSA Deduction Report.

To generate the Global FSA/HSA Deduction Report:

1. Complete the following:

Field Name — Description

Starting Pay Date — Enter or select the Starting Pay Date (required) for the pay date range for which you want to run this report.

Ending Pay Date — Enter or select the Ending Pay Date (required) for the pay date range for which you want to run this report.

Employer ID — This field is optional. Leave this field blank for this report to run for all employers. If you want to restrict this report to run for selected employers, enter the employer IDs here or click the Employer ID link and select them from the Select Employer list.

Client ID — This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the client IDs here or click the Client ID link and select them from the Select Clients list.

Section 125 Plan ID — This field is optional. Enter or select the Section 125 Plan ID for the benefit plan that falls under Section 125.

HSA Plan ID — This field is optional. Enter or select the HSA Plan ID for the health savings account (HSA).

2. Click Run to generate the report. The report displays on-screen.

3. Click Clear to clear the form at any time.

4. Click Close to close the form at any time.

This report displays the following columns:

• Employer ID

• Client ID

• Client Name

• Employee ID

• Employee SSN

• Employee Name

• Plan Type

• Deduction

• Match

• PEO Match

========================================================================

Creating a New Life Event

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/LEM_Creating_a_New_Life_Event.htm Path: OBE/Benefits Enrollment/Topics/LEM_Creating_a_New_Life_Event.htm

Creating a New Life Event

You can create a new life event workflow code, modify a predefined code, or modify a code that you created.

After you save the life event workflow code, the Code is read-only and you cannot modify it. If you are editing a predefined life event code, you cannot change the value in the Code field.

To create a life event workflow code:

1. Click Back Office.

2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens.

3. Select the Codes tab and click Add Life Event. The Add Life Event form opens.

To modify a life event workflow code:

• Select the life event and click Edit in the Action column.

To remove a life event workflow code:

• Select the life event and click Remove in the Action column.

Specifying General Settings

To specify general settings for the workflow, use the General tab in the Add Life Event form. For example, you can specify the required documents, effective date, and the window length for the enrollment.

• In the Add Life Event form, select the General tab.

• If you select Employee, the employee assigns the life event in EP only.
• If you select Either, an administrator can assign the life event in the Life Event form or the employee can assign it in EP. | Source of Effective Date | How the system determines the effective date for the life event when coverage changes (Date Notified, Life Event Date, Use Benefit Rule). - Coverage for the employee might be affected by the rules in the benefit plan itself. For example, if a selected benefit plan does not allow mid-month enrollment, coverage might be delayed, even if you specify Life Event Date. - If a benefit rule should determine the effective date for the life event, you must set up the benefit rule for the clients. When Use Benefit Rule is selected in this field, the Eligibility Date Used From Override field displays. This field can be used a selected date in place of the benefit rule’s eligibility date. |
• Coverage for the employee might be affected by the rules in the benefit plan itself. For example, if a selected benefit plan does not allow mid-month enrollment, coverage might be delayed, even if you specify Life Event Date.
• If a benefit rule should determine the effective date for the life event, you must set up the benefit rule for the clients. | ACA Workflow | Optional. Select this option to indicate that this life event is used for an ACA workflow. | | Calculate End Date from Life Event | Optional. Select this option to calculate the end date for coverage from the date of the life event. | | Override Offer Type Rules by Payee ID | Optional. This option only displays if Use Benefit Rule is selected in the Source of Effective Date field. When the option is selected, eligibility is overridden from benefit rules or group benefit plans at the Offer Type level for selected Payees. Select which date is used in the Eligibility Date Used From Override field. | ## Selecting Offer Type Rules

To select and view the offer types included in the life events workflow, use the OFFER TYPE RULES tab. You can also view what the employee can do during the enrollment in the Actions Allowed panel. The actions vary depending on the offer type.

To view offer rules:

1. In the Add Life Event form, select the Offer Rules tab.

2. Under Codes Assigned, select an assigned code.

3. Select the OFFER TYPE RULES tab.

4. Select an Offer Type. The offer type displays below the list, and the offer type’s settings display in the Actions Allowed panel. These settings show the enrollment options that are allowed for the employee for the offer type in the life event enrollment.

Selecting Forms

To select the Welcome, Summary, and Confirmation forms to use in the life event workflow, use the Process tab in the Add Life Event form.

The forms you select in the Welcome, Summary, and Confirmation lists override the forms that are set up in the benefit enrollment workflow that is being used as the basis for the life event workflow. For example, if you do not select a Welcome form, no welcome form displays in the life event workflow, even if one is set up in the original benefit enrollment workflow.

To select the forms to use in the workflow:

1. In the Add Life Event form, select the Process tab.

2. Select the Welcome form to use. This form is optional.

3. Select the benefit Summary form to use. This form works in conjunction with the Confirmation form and is required.

4. Select the Confirmation form to use. This form is required.

5. If needed, select Approve every employee enrollment for this Life Event. To use this option, you must set up a global approvals policy. .

Selecting Notifications

To select the notifications to use for the life event workflow, use the Notifications tab in the Add Life Event form.

The notifications you select override the notifications that are set up in the benefit enrollment workflow that is being used as the basis for the life event workflow. If you do not enable a notification for the life event workflow in this tab, it is not sent, even if it is set up in the original benefit plan workflow.

You must set up notifications before they can be assigned to a life event workflow. The notification’s template must have the Workflow Type Life Event selected, and must be set up with recipients to display in the table and be available for life events.

To select notifications:

1. In the Add Life Event form, select the Notifications tab.

2. In the Enabled column, select each notification to use for the life event workflow. You can select as many as needed.

Option — Description

Notification Template — The name of the notification template.

Type — The Trigger Type specified in the notification template.

Condition — The Trigger Condition specified in the notification template.

Days — If the Type is Time-based, the number of days applied to the Trigger Condition in the notification template displays. Otherwise, the table displays N/A.

Recipients — The Notification ID for the notification recipient record attached to the notification.

Selecting Clients for Notifications

To apply notifications to clients, use the Client List tab in the Add Life Event form.

To make notifications available to clients:

1. In the Add Life Event form, select the Client List tab.

For this option — Define this information

Apply to All Clients — Whether the life event available in the Life Event form is available to all clients at the system level.

Apply to Selected Client(s) — Whether the life event is available to a specific client or a selected list of clients. If selected, the client selection settings display. Select a client from the Available Clients panel and use the arrows to move it to the Selected Client(s) panel. You can add as many clients as needed. Selected clients can access the life event in the Life Event form. You can use the Search box to search for a specific client.

Override Existing Code — Whether the life event code is meant to replace an existing code. For example, you might create an alternate Birth life event code with different settings that are intended for a specific client. In such a case, select Override Existing Code and select the existing Birth code to override for the client selected from the list.

2. Click Create Code to save the life event. The life event displays in the table and is available for administrators to select when initiating a life event record in the Life Event form.

Initiating a Life Event in the Employee Portal

If you want the employee to be able to initiate the life event in EP, select the components the employee can access in the Employee Portal Components tab in the Add Life Event form.

Note: Note: The Initiated By option in the General tab must be set to either Employee or Either for the life event available in EP.

You can add as many components as needed and use Search to find a specific component in the list. The available components are:

• Address

• Contact Info

• Direct Deposit

• Emergency Contacts

• Personal Info

• Tax Withholding

To enable employees to initiate a life event in the employee portal:

• Select the components to include from the Available Components panel and use the arrows to move them to the Selected Components panel.

Editing a Workflow Code

After you create and save a life event workflow code it displays in the table, where you can click Edit to modify it.

The Audit tab displays in the Edit Life Event form if you edit the workflow code. This tab displays any changes that were made.

========================================================================

Viewing Life Event Codes and Clients

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/LEM_Viewing_Life_Events.htm Path: OBE/Benefits Enrollment/Topics/LEM_Viewing_Life_Events.htm

Viewing Life Event Codes and Clients

The Life Event Maintenance form is divided into two tabs, Codes and Clients. Existing life event work codes display in the main table in the Codes tab, and client information displays in the main table in the Clients tab.

You can:

• Sort your view of the tables in the Codes and Clients tabs by clicking the column headers and selecting Sort Ascending, Sort Descending, or Hide Column.

• Use the Search box to search for a specific record as needed.

• Use the View list to select the number of records to view in either table (25, 50, 100).

• Use the navigation arrows to scroll through records.

If you edit settings, the settings change for all clients, not just the client you are viewing. If you want to change settings for just one client, create an alternate life event workflow code.

To access the Life Event Maintenance form:

1. Click Back Office.

2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens. The Codes tab is displayed by default.

Viewing Codes

The Codes tab displays information about the event workflow codes. The main table list all codes you created, as well as the pre-defined life event codes provided in Benefits Enrollment.

Changing Predefined Life Event Codes

The system provides the following predefined codes. You can modify them as needed.

Predefined codes have default settings, but you need to reconfigure them base on the settings your organization requires. Review and modify the settings as needed before you use them for life events.

To customize the pre-defined codes:

1. Click Back Office.

2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens.

3. Select the Codes tab.

For this option — Define this information

Life Event — The name of the life event workflow code.

Code — The code for the life event workflow.

Override Code — In some instances, you might create a version of a life event workflow code to override another existing code for a specific client or group of clients. The overridden code displays in this column.

Client List — The clients who are assigned the life event code.

Offer Type — The offer types included in the life event workflow code. You can click Show All to display the offer type icons, or click Show Less to display only the number of offer types.

Action — Click Remove to delete the life event workflow code. Click Edit to modify the life event workflow code’s settings.

Displaying Client Code Asssignments

The Clients tab displays information about clients and lists the codes assigned to them. You can also view details on individual clients as needed.

To view clients and the codes assigned to them:

1. Click Back Office.

2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens.

3. Select the Clients tab. The following information is shown about each client.

• You can select any code and view its settings as needed. The code settings display in read-only format.
• All code information is read-only with the exception of the Omit Code option. You can select this option to remove a life event workflow code for the client.

• If you need to edit settings for the code, you can click Go To [Code] Life Event Details. The Edit Life Event form opens, where you can edit settings.

Life Insurance Reconciliation Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Life%20Insurance%20Reconciliation%20Report.htm Path: OBE/Benefits Enrollment/Topics/Life Insurance Reconciliation Report.htm

Life Insurance Reconciliation Report

Use this form to generate a report to reconcile life insurance policy information for age banded life insurance plans.

Note: Note: Client Access Group Security is enabled on this form.

To access the form, under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting, click Life Insurance Reconciliation Report.

To generate the Life Insurance Reconciliation Report:

1. Complete the Report Period using one of the following:

Field Name — Description

Coverage Effective As of — Enter the date for which to report effective coverages. For OPEN ENROLLMENT verification use one day after the effective date OR

Coverage Starts Between — Start Date - Enter the beginning date of the report period. End Date - Enter the ending date of the report period.

2. Complete the following Report Parameters:

• Detail - this is the default option.
• Summary

3. Complete the following Report Filters:

• Active
• On Leave
• Terminated | Covered Participant | Select the participant group that you want this report for from the following options: - Employees - this is the default option. - Spouses - Dependents |
• Employees - this is the default option.
• Spouses
• Dependents | Benefit Plan ID | Enter the code for the benefit plans for which you want to set the dates or click on the Benefit Plan ID link and select the ones from Select Plan Dialog box. |

4. Click Run to generate the report. The report shows up on screen. Click XLS to download the report.

5. Click Clear to clear the form at any time.

The detail report shows the following columns:

• Client ID

• Department

• Plan ID

• Cost Center

• Band

• Smoker Status

• Employee ID

• Employee Name

• Coverage

• Rate

• Employee Premium Amount

The summary report shows the following columns:

• Client ID

• Plan ID

• Cost Center

• Band - Age Band for example age 54 to 54 as on the As of Date.

• Smoker Status

• Number of Employees - Number of employees in that age band for that Client ID.

• Coverage

• Rate

• Employee Premium Amount

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Assigning Life Event Workflows

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Life_Event.htm Path: OBE/Benefits Enrollment/Topics/Life_Event.htm

Assigning Life Event Workflows

Use the Life Event form to assign life event workflows to employees. When you assign the workflow, the system creates a web enrollment record for the employee, and the employee can complete the enrollment in EP. You create life events in Life Event Maintenance.

To assign life event workflows to employees:

1. Click the HR menu.

2. From HR|Action, select Life Event. The Life Event form opens.

3. Complete these fields as required:

Field — Description

Employee — Click Employee to open an Employee selector. Select from the displayed list, or type in a search term to refine the search results.

Life Events — Select a life event to apply to the employee. Life events include items such as Marriage or Change in Spouse Employment.

Life Event Date — Select a date when the life event occurred from the calendar picker.

Date Notified — Select a notification date for the life event from the calendar picker.

4. Click Save.

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Maintaining Life Event Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Life_Event_Maintenance.htm Path: OBE/Benefits Enrollment/Topics/Life_Event_Maintenance.htm

Maintaining Life Event Codes

To set up workflow codes for employee life events such as marriage, divorce, and birth, use the Life Event Maintenance form. Benefits Enrollment provides predefined life event codes that your organization can configure as needed, but you can also create your own as needed.

After you set up the life event workflow, administrators can assign the life events to employees in the Life Event form.

After you save the life event assignment, the system generates an enrollment workflow and the employee can complete the life event workflow in EP.

Configuring Required System Settings

You must set up the following settings before creating a new life event record:

• Set up all benefit plans to include in the life event workflow. Assign them the correct Offer Type to include in the offer type forms assigned to the workflow.

• In the Client Workflow Grid, assign a benefit enrollment workflow that corresponds to the effective date to use for the life event workflow. The life event workflow is based on this pre-existing benefit enrollment workflow, and the life event code settings serve as overrides.

• Set up Benefit Summary and Confirmation forms to use in the life event workflow in the Forms Library. You can also set up an optional Welcome form. You can customize these forms as needed for the life event.

• Set up the notifications to send for each life event. The notification templates must have the Workflow Type Life Event selected, and must be set up with recipients for the notifications to be available.

• If you want the system to automatically approve every employee enrollment for the life event, set up a global approvals policy. See the System Adminstration Guide or Approvals Guide.

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Logging in as an Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Logging%20in%20as%20an%20Employee.htm Path: OBE/Benefits Enrollment/Topics/Logging in as an Employee.htm

Logging in as an Employee

Service providers, worksite managers, and worksite trusted advisors who are set up with the appropriate user role can use the Proxy Login form to access Benefits Enrollment and Onboarding on behalf of an employee.

Access to an employee’s Benefits Enrollment requires the Enrollment Proxy user role, and access to an employee’s Onboarding requires the Onboarding Proxy user role.

Note: Note: User roles are assigned using the User Roles form. By acting as a proxy for the employee, users acknowledge that they have received authorization to view the employee’s data and, for Benefits Enrollment, to make elections on the employee’s behalf.

To log in as an employee:

1. On the HR menu, select HR|Action > Proxy Login. Alternatively, access the Employee Details form, click the Actions menu [Image: screenshot] , and select Proxy Login. The Proxy Login form displays.

Note: You can also proxy login as a worksite manager/worksite trusted advisor by selecting Worksite Manager Proxy on the Actions menu

[Image: screenshot]

. When the Proxy Login form displays, the system automatically displays the Worksite Manager/Trusted Advisor option in the Activity field and the selected employee’s username displays in the User ID field.

2. Complete the following fields as appropriate:

Field — Description

Activity — Select whether to access Benefits Enrollment or Onboarding as an employee (Benefits Enrollment) or a user (Worksite Manager/Trusted Advisor).

Employee ID/User ID — Enter the ID number of the employee or user as whom to log in. Alternatively, click the link to select an employee or user from a list. > Note: Note: The Employee ID field automatically changes to the User ID field if you select the Worksite Manager/Trusted Advisor option in the Activity field.

Date — Enter the date the proxy login is being performed. This must be the current date or a previous date.

Proxy approval received by — Select the method used to obtain the employee’s approval for the proxy login.

Proxy Reason — Enter the reason for the proxy login.

3. Click Start. Based on the selection in the Activity field, the selected employee’s Benefits Enrollment or Onboarding display in a new browser window.

Note: Note: When Onboarding is accessed using the Proxy Login form, changes to the forms included in the workflow can be made, but changes cannot be saved and forms cannot be submitted.

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Managing the Workflow Library (Benefits Enrollment)

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Managing%20the%20Workflow%20Library%20(BE).htm Path: OBE/Benefits Enrollment/Topics/Managing the Workflow Library (BE).htm

Managing the Workflow Library (Benefits Enrollment)

Use the Workflow Library to create workflows for enrollments. A typical enrollment workflow might begin with an optional Welcome form, then present forms for medical, dental, vision plans, long-term and short-term disability plans, and so on. You can organize forms into categories for easier navigation.

The final forms in a workflow include a Benefits Summary form (which summarizes the employee’s benefit selections and allows the opportunity to make changes), and a Confirmation form (where the employee submits benefit selections and completes the enrollment process). These are required.

Before you begin:

• Plan the organization of the information to present during enrollments so that the process flows efficiently and makes sense.

To view workflows used for Benefits Enrollment:

1. Click Back Office.

2. From System|Change,select Workflow Library. The Workflow Library opens.

3. In Workflow Type, select Enrollment. You can sort the table view by clicking the column headings.

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Managing Forms (Benefits Enrollment)

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Managing_Forms_BE.htm Path: OBE/Benefits Enrollment/Topics/Managing_Forms_BE.htm

Managing Forms (Benefits Enrollment)

To create and maintain forms, use the Form Library.

These forms include Benefit Summary forms and Confirmation forms, which are required for enrollments to process correctly, as well as optional Welcome forms. PrismHR provides prebuilt forms that can be used with minimal customization and the ability to create custom forms for additional enrollment options.

To open the Form Library:

1. Click Back Office.

2. From System|Change, select Form Library. The Form Library displays.

• Default: This indicates that the form is a prebuilt form.
• Custom: This indicates that the form was created manually. | Workflow Type | - Enrollment: This indicates that the form is used in Benefits Enrollment. - Onboarding: This indicates that the form is used in Onboarding. |
• Enrollment: This indicates that the form is used in Benefits Enrollment.
• Onboarding: This indicates that the form is used in Onboarding. | Status | - Active: This indicates that the form is available for use in a workflow. - Draft: This indicates that the form has been saved as a draft and can be viewed or edited. - Inactive: This indicates form is not available use. |
• Active: This indicates that the form is available for use in a workflow.
• Draft: This indicates that the form has been saved as a draft and can be viewed or edited.
• Inactive: This indicates form is not available use. | Creation Date | The date the form was created. | | Start Date | The date the form was made available for use. | ========================================================================

Managing Versions and Revisions

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Managing_Versions_Revisions.htm Path: OBE/Benefits Enrollment/Topics/Managing_Versions_Revisions.htm

Managing Versions and Revisions

The Form Library and Workflow Library both maintain multiple versions and revisions for forms and workflows. Revisions are set automatically when you submit a new form or workflow or modify an existing one.

• When you create a new form or workflow, the Version automatically sets to 1.0.

• If you change a form or workflow and select the option to have the changes go into effect immediately, the system adds a revision number after the decimal point in the version number (1.1, 1.2, and so on).

The system also immediately sets the Status to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any previous active version to Inactive and sets the current date as its end date.

• If you change a form or workflow and select the option to have the changes go into effect at a future date, the version number automatically sets to the next number in the sequence, and the revision number resets to zero (2.0, 3.0, and so on).

The system sets the new version’s status to Active on the start date, which you assign when you submit the form or workflow. Since there can only be one active version, the system changes the status of any previous active version to Inactive and sets the current date as its end date.

You can view and compare different versions and revisions in both libraries by clicking the form ID or workflow ID in the table. The Versions form opens, displaying all existing versions and revisions.

• To modify a form or workflow version or revision, click the ID.

• To compare two versions or revisions of a form or workflow, select the two you want to compare and click Compare. The Comparison panel opens below the main table in the form (you must scroll down to view data) and displays settings for both.

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Suspending Benefit Enrollments

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/New_Hire_Suspension_Process.htm Path: OBE/Benefits Enrollment/Topics/New_Hire_Suspension_Process.htm

Suspending Benefit Enrollments

The new hire suspension process lets organizations suspend benefit enrollments for new hires if the benefits setup is not yet finalized for the client. The purpose is to ensure that new hires are not offered benefits based on obsolete settings. (PrismHR Benefits Enrollment only.)

The new hire suspension process works as follows:

• On the System Parameters form, the organization enters the SUSPENDENH custom feature code. This code activates the new hire suspension process at the system level.

• On the Client Details form Benefits tab, administrators setting up benefits for a client define the Benefits Rules Good Through Date to indicate the date up to which the current enrollment offerings for new hires is valid.

• When the validity date passes, the system initiates the new hire suspension process to prevent benefits from being offered online to new hires.

• The system runs the new hire suspension process automatically once a day when the first administrator logs on to a SCORPEO or HRP.ADMIN account and applies the suspension to any new hires. (PrismHR customers must log on to their HRP.ADMIN account every day for this process to run). Administrators can also manually run the process once a day (at any time) using the Suspended Employee Enrollment Process form.

• A benefits administrator then reviews and updates the benefits offered, and adjusts the Benefits Rules Good Through Date when the benefit offerings are ready for new enrollments. As long as the enrollment workflow has the notification enabled, employees receive a notification that they can now enroll online.

• Users can run the Suspended Enrollment Employee Report to view employees whose benefits enrollments are suspended or on hold.

• The Benefits Good Thru Date cannot be blank if the client had a Good Thru Date at any time in their record.

To enable the new hire suspension process at the system level:

1. Click Back Office.

2. From System|Change, select System Parameters. The System Parameters form opens.

3. Click the Custom Feature Codes link. From the list, select SUSPENDENH.

4. Click Save.

To indicate the latest validity date for enrollment offerings for new hires:

1. Click the Client menu.

2. From Client|Change, select Client Details. The Client Details form opens.

3. On the Benefits tab, enter a date in Benefits Rules Good Through Date. When this date passes, the system initiates the new hire suspension process. If the system finds that an employee’s earliest potential eligibility date exceeds the Benefits Rules Good Through Date, it suspends the employee’s enrollment.

Viewing the Enrollment Suspended Until Date

On the Employee Details form Other tab, you can view records for employees whose enrollments are suspended. They display a date in the Enrollment Suspended Until field. This date indicates the next date that the new hire suspension process will review the record again. The date automatically advances by one day each time the process determines that the record should remain suspended. For more information, see the Human Resources User Guide.

Manually Running the Suspended Employee Enrollment Process

The system runs the New Hire Suspension Process automatically once a day and applies the suspension to any new hires. If needed, administrators can use the Suspended Employee Enrollment Process form to manually suspend benefit enrollments for new hires at any time.

Viewing the Suspended Enrollment Employee Report

You can also run the Suspended Enrollment Employee Report to view employees whose benefits enrollments are suspended. For more information, see Suspended Employee Enrollment.

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Notification Audit

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Notification_Audit_Report.htm Path: OBE/Benefits Enrollment/Topics/Notification_Audit_Report.htm

Notification Audit

The Notification Audit Report provides a listing of notifications sent to all recipient types (for example, employees, generic recipients, message groups). You can run the report for a specific client and employee or for all clients and employees.

Note: Note: The Notification Audit Report form contains client and employee‑level security. Only clients and employees you have access to display in the report.

To run the Notification Audit report:

1. Click Reports.

2. From Benefits|Report, select Notification Audit Report. The Notification Audit Report form opens.

3. Enter the Client ID for the report. If you leave the Client ID blank, the report runs for all clients. The Employee ID field displays.

4. If you want to run the report for a specific employee, enter an Employee ID. If you leave Employee ID blank, the report runs for all employes.

5. Select the Start Date and the End Date from the respective date pickers. Please ensure that the date range you provide in these fields must be a range within a year. These two fields are mandatory.

6. Click Run. The report displays information in the following columns.

Column — Description

Client ID — The client ID.

Employee ID — The employee ID.

Notification Type — The notification trigger type specified in the template.

Notification Date — The date the notification was sent.

Notification Time — The time the notification was sent.

Triggering Workflow — The ID that is created when new messages are triggered.

Notification Template ID — The Notification template sent, including information on language (for example, en_US) and the template ID number.

Notification template name — The name of the notification template for you to understand the nature of the notification sent to users.

Recipients — Recipients for the notification.

Recipient Email — Email of the recipients where the notification is to be sent.

Message ID — Message ID generated by the engine that identifies the notification sent.

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Using the Notification Control Panel (Benefits Enrollment)

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Notification_Control_Panel_BE.htm Path: OBE/Benefits Enrollment/Topics/Notification_Control_Panel_BE.htm

Using the Notification Control Panel (Benefits Enrollment)

Use the BE Notify section in the Notification Control Panel to:

• Start or stop the notifications engine during enrollments

• Determine the frequency at which the notifications engine sends notifications

Note: Note: Settings are at the system level. You can also access the New Message form in the Actions menu

[Image: screenshot]

.

Notifications are added to workflows in the Workflow Library. During enrollments, the system sends out event and time-based notifications attached to the workflows to the notification recipients specified.

Note: Note: The system sends notifications only for organizations that have the Enabled Benefits Enrollment option selected in Global Configuration. If the option is not checked, the Notification Control Panel does not send notifications. You can turn notifications off at the client-level in the Client Workflow Grid.

• Open enrollment notifications are sent once a day (typically at midnight).

• Benefits enrollment notifications are sent at the interval specified.

• Approval notifications are sent immediately.

Note: Note: The background process automatically runs BE Notify, Payday Notify, ACH Processing, and Payroll Reminders. However, if BE Notify is turned off, the other processes continue to run.

Setting Up Benefits Enrollment Notification Controls

The PrismHR Customer Support Team recommends that you set up open enrollment workflows at least one day before the window opens.

To set up benefits enrollment notification controls:

1. Click Back Office.

2. From Operations|Action, select Notification Control Panel. The Notification Control Panel opens.

For this option — Define this information

BE Notify Interval (mins) — The number of minutes to use for the current benefits enrollment interval. This interval determines how often the system checks for new hires and sends the notifications specified in the benefits enrollment workflow. You can enter a number from 5 to 1440 minutes. > Note: Note: The OB Notify Interval (mins) and OB Notify Date options in the OB Notify section are used only in Onboarding and do not affect Benefits Enrollment.

OE Notify Date — The most recent date when the system sent notifications for open enrollment. It populates automatically. By default, the notifications engine sends notifications for open enrollment every day. If you need to manually resend a notification for an enrollment (for example, if the notification was not received by employees, or if there is a change to the notification template), delete the displayed date, and then click Submit. The system resends notifications using the current date. When the process completes, the current date displays. > Note: Note: The OB Notify Interval (mins) and OB Notify Date options in the OB Notify section are used only in Onboarding and do not affect Benefits Enrollment.

Client — Whether to restrict notifications to one specified client. This is typically done only for testing notifications using a test client (for example, when you test to confirm that the enrollment user works correctly). Leave this field blank to apply settings at the system level.

3. To submit your settings and start the notifications engine, click Save.

Click this in the BE Notify section — To do this

Status — Check whether the notifications engine is running or not running. The status displays the process ID (PID) number.

Stop — Stop the system from sending notifications. The Stop option changes to Start and the status changes to not running. The request to stop notifications takes effect immediately. However, it can take a few minutes for the updated status to display correctly. > Note: Note: The Stop button in the OB Notify section is used only in Onboarding and does not affect Benefits Enrollment.

Start — Start the notifications engine without changing settings. The Start option changes to Stop and the status changes to running. If you stop and then restart the notifications engine, the PID number resets and a new PID displays.

Cancel — Close without changing settings.

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Setting Up Notification Recipients (Benefits Enrollment)

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Notification_Recipients_BE.htm Path: OBE/Benefits Enrollment/Topics/Notification_Recipients_BE.htm

Setting Up Notification Recipients (Benefits Enrollment)

To set up recipients for enrollment notifications created using the Notification Templates form, use the Notification Recipients form.

This form can also be used to modify or delete existing notification recipient records. However, recipient records that are currently associated with a notification template cannot be deleted.

[Image: screenshot]

To set up notification recipients:

1. Click Back Office.

2. From System|Change, select Notification Recipients. The Notification Recipients form opens.

3. Complete the following fields:

Field — Action

Notification ID — Enter an existing notification ID, or click Setup a new Notificationcreate a new notification.

Name — Enter a name for the notification recipient group. The name displays on the Workflow Library form in the list of notification users you can add to workflows.

Description — (Optional) Enter a description for the notification.

4. Select recipients for the notification using the following panels as appropriate:

Panel — Description

To Group Recipients — Primary recipients for the notification, organized by group (for example, Internal Employees, Managers, and so on). To set up groups, use the Message Center Groups form. > Note: Note: Message groups that include client records cannot be used in notification recipient records.

To Generic — Primary recipients for the notification, organized by role: Employee, Client Benefit Rep, Human Resources, Client Manager, I-9 Section 2 Approver. The Client Benefit Rep, Human Resources, and Client Manager roles can be assigned to users using the Users form. The I-9 Section 2 Approver role is specific to Onboarding and is not used in Benefits Enrollment.

CC Group Recipients — Additional recipients to copy publicly, organized by group.

CC Generic — Additional recipients to copy publicly, organized by role.

BCC Group Recipients — Additional recipients to copy privately, organized by group.

BCC Generic — Additional recipients to copy privately, organized by role.

5. In the Notification Template panel, enter the ID number of the template to use in the Template ID field. The name and description associated with the template are automatically entered in the appropriate fields, and the appropriate check boxes are selected for the associated workflow type and message delivery method.

6. Click Save.

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Setting Up Notification Templates (Benefits Enrollment)

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Notification_Templates_BE.htm Path: OBE/Benefits Enrollment/Topics/Notification_Templates_BE.htm

Setting Up Notification Templates (Benefits Enrollment)

The Notification Templates form is used to create templates for the notifications that are sent to employees or groups during benefit enrollments, open enrollments, anytime enrollments, or life event enrollments. Each template specifies the content that is included in the notification, such as the subject and message body, as well as the criteria for sending the notification and the communication method used to send the notification.

When defining notification content, substitution variables can be used to replace generic information with specific information from PrismHR.

Once the template has been created, the Notification Recipients form can be used to define the recipients who receive the notification. Refer to Setting Up Notification Recipients (Benefits Enrollment) for more information. In addition, the notifications can be added to a workflow using the Workflow Library. Refer to Creating a Workflow (Benefits Enrollment) for more information.

Note: Note: Notification templates that have been attached to a workflow or a notification recipient record cannot be deleted.

To set up a notification template:

1. Click Back Office.

2. From System|Change, select Notification Templates. The Notification Templates form displays.

3. In the Notification Templates panel, complete the following fields:

Field — Action

Template Id — To modify an existing template, enter a template ID or click Template Id to display a list of existing templates. To create a new template, click Create a New Template. An available template ID is entered in the Template Id field.

Name — Enter a name for the template. This name identifies the template and displays in the list of available templates when assigning notification recipients.

Description — Enter a description of the template.

Language Default — For future development. Does not currently impact the functionality of PrismHR.

Subject — Enter a subject for notifications sent using the template. > Note: Note: Do not use square brackets ([ or ]) in this field as doing so will prevent recipients from receiving notifications sent using this template.

Message Body — Enter the body text for the notifications sent using the template.

SMS Body — For future development. Does not currently impact the functionality of PrismHR.

4. In the Workflow Type panel, select the type of enrollment during which to send notifications using this template.

5. In the Notification Triggers panel, complete the following fields:

• Time Based: Notifications are sent a specific number of days before the workflow’s start date or due date.
• Event Based: Notifications are sent when a specific event occurs, such as when a benefits enrollment workflow is completed. | Trigger Condition | If Time Based is selected in the Trigger Type drop-down, the following options are available: - X Days before start date For a new hire, the start date is when the new hire is entered into PrismHR. The Benefits Enrollment workflow is launched when entering the employee (unless suspended ENH occurs). For open enrollment, the start date is when the open enrollment period begins based on the workflow grid. For more information, refer to Assigning Workflows at the Client Level or Assigning Workflows at the System Level. For a life event, the start date is when the sponsor or employee launches the life event. - X Days before due date For a new hire, the due date is calculated by adding the new hire’s start date plus the entry in the BE Open Window Length field defined on the workflow grid. For open enrollment, the due date is when the open enrollment window ends based on the workflow grid. For a life event, the due date is calculated by adding the new hire’s start date plus the entry defined for the life event code using the Window Length field on the Life Event Maintenance form. - X Days before hire date For a new hire, the hire date is the date the employee is registered in the system as a hired employee. This date may be different from the start date. - X Days after hire date For a new hire, the hire date is the date the employee is registered in the system as a hired employee. This date may be different from the start date. If Event Based is selected in the Trigger Type drop-down, the following options are available: - Employee submits workflow, no approval - Employee submits workflow, approval required - Employee submits form - Approver confirms - Approver rejects - Workflow open window overlap This trigger type is used to send notifications to employees who have an overlap in a benefits enrollment and open enrollment. To be triggered correctly, this notification must be added to the overlapping enrollment workflow that would be completed first by the employee. - Overlap Posting Failure This trigger type is only used to send a notification when Auto post BE/OE enrollments when overlap with OE is activated in the Enrollment Options form. |
• X Days before start date
• X Days before due date
• X Days before hire date
• X Days after hire date
• Employee submits workflow, no approval
• Employee submits workflow, approval required
• Employee submits form
• Approver confirms
• Approver rejects
• Workflow open window overlap
• Overlap Posting Failure | Number of Days | Enter the number of days before the workflow’s start date or due date at which to send the notification. > Note: Note: This field is only available if Time Based is selected in the Trigger Type drop-down. |

6. In the Message Delivery Method panel, select Email to send the notification using email.

Note: Note: The Send SMS option is for future development and does not currently impact the functionality of PrismHR.

7. Click Save.

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Overage Dependents Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Over%20Age%20Dependents%20Report.htm Path: OBE/Benefits Enrollment/Topics/Over Age Dependents Report.htm

Overage Dependents Report

Use this form to generate a report of any dependents associated with a COBRA benefit plan whose age is greater than the dependent age limit defined on the benefit plan.

Note: Note:

• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.

• Client Access Group Security and Data Entity security is enabled on this form.

To access the form, click Reports. Under Benefits|Report, click Overage Dependents Report.

To generate the Overage Dependents Report:

1. Complete the following:

Field Name — Description

Client ID — This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box.

2. Click Run to generate the report. The report shows up on screen.

3. Click Clear to clear the form at any time.

4. Click Close to close this form.

This report shows the following columns:

Client ID

Employee ID

Employee Name

Dependent ID

Dependent Name

Birth Date

Age

Benefit Plan ID

Benefit Plan Name

Cutoff Age

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Overage Enrollees Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Overage_Enrollees_Report.htm Path: OBE/Benefits Enrollment/Topics/Overage_Enrollees_Report.htm

Overage Enrollees Report

Use this form to run a report of overage enrollees for benefit plans where Maximum Age has been defined in the Benefit Rules eligibility criteria.

Note: Note:

• Client Access Group Security and Data Entity security is enabled on this form.

To access this form and run the report:

1. Click Reports.

2. From Benefits|Report, select Overage Enrollees Report. The Overage Enrollees Report form opens.

3. Under the Selection Criteria section, enter the Client ID for the report. If you leave the Client ID blank, the report runs for all clients.

4. Click Run to generate the report. The report shows up on screen.

5. Click Clear to clear the form at any time.

6. Click Close to close this form.

This report shows the following columns:

• Client ID

• Employee ID

• Employee Name

• Birth Date

• Age

• Benefit Plan ID

• Benefit Plan Name

• Cutoff Age

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Creating a New Batch

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/PBE_Creating_a_New_Batch.htm Path: OBE/Benefits Enrollment/Topics/PBE_Creating_a_New_Batch.htm

Creating a New Batch

To create a new batch for posting, use the Post Benefit Enrollment form. Once created, the new batch displays in the table. You can then review the batch. After all enrollments pass review and their status display as Ready to Post, you can post the batch.

1. Click Back Office.

2. From Operations|Action, select Post Benefit Enrollments. The Post Benefit Enrollments form opens.

3. Click Start New Batch. The New Batch View displays, where you can filter and select the enrollments to include.

4. Use Batch Filters to filter the list and narrow the view to only those enrollments you want to include. The Batch Filters panel includes:

Column — Description

Client ID — The Client ID for the client whose enrollments to display. You can also click a Client ID listed in the table to populate this field. Additionally, you can select multiple Client IDs using the selection modal.

Effective On or After — A date to view enrollments that are on or after that date.

Effective On or Before — A date to view enrollments that are on or before that date.

Name Starting — Letters from the start of an employee’s name to filter enrollments and locate a specific employee.

Name Ending — Letters from the end of an employee’s name to filter enrollments and locate a specific employee.

Enrollment Type — Whether to filter enrollments by (OE) Open Enrollments or (BE) Benefit Enrollments.

Status Class — The status of the employee. You can select from Active, On Leave, or Terminated.

Life Event — The life event code and description.

Benefit Group — A benefit group by which to filter enrollments.

Pay Group — A pay group by which to filter enrollments.

5. When the enrollments to include in the batch display in the filtered view, click Create Batch. The Batch Name box opens.

6. Enter the Batch Name.

7. Click Create. The system prompts for confirmation.

8. Click Yes. The system creates the batches and automatically generates the Batch Number. The new batch displays in the Batch Detail View, listing the selected enrollments.

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Posting a Batch

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/PBE_Posting_a_Batch.htm Path: OBE/Benefits Enrollment/Topics/PBE_Posting_a_Batch.htm

Posting a Batch

When all enrollments in the batch are reviewed and display the Ready to Post enrollment status, you can post the batch by clicking Post.

The system runs a final check on the enrollments included in the batch.

• If any enrollments contain errors, the posting process stops. You must fix the errors or remove the failed enrollments from the batch before you can post the batch. The system prompts you to specify whether to save the failed enrollments to a new batch.

• If posting is successful, the Batch Detail View of the form displays with the Enrollment Status Post Complete.

Posting Enrollments Automatically

When your organization selects Auto post BE/OE enrollments when overlap with OE in the Enrollment Options form, the system automatically posts any new enrollment records created for employees during an active open enrollment period. If the enrollment posts successfully, a new enrollment record is automatically created for the employee for the active open enrollment.

If posting for this new enrollment record fails, the posting batch that includes the new enrollment does not post but remains in the posting queue in the Post Benefit Enrollments form. The enrollment record displays the status Review Failed. In such a case, you must manually fix all errors in the enrollment before it can post.

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Reviewing a Batch

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/PBE_Reviewing_a_Batch.htm Path: OBE/Benefits Enrollment/Topics/PBE_Reviewing_a_Batch.htm

Reviewing a Batch

Click Review to review a batch when its status is Ready to Review. When the review is complete, the Batch Detail View displays. If the review process finds no errors in an enrollment, it returns the enrollment status Ready to Post. The enrollment can now be posted.

Note: Note: All enrollments included in the batch must have the Ready to Post enrollment status to successfully post.

If the review process finds errors in any of the enrollment records:

The system displays the following alert: Would you like to move the enrollments that failed review to a new batch so you can continue to post this batch? and prompts you to click Yes or No.

• If No, the system displays the following message Please review the Error Report, fix any errors, and review this batch again before attempting to post. The system returns you to the batch and displays the enrollment status Review Failed.

Records that failed to post are not removed from the batch. The Error Report and Change Report options display at the bottom of the batch table:

• Click Error Report to run the Benefit Enrollment Review Error Report to review specific enrollment errors in the batch.

• Click Change Report to run the Benefit Enrollment Review Change Report to review the changes and fixes made to the enrollments.

• If Yes, the system prompts you to enter a batch name and to confirm that you want to proceed. The system displays the following message: Failing enrollments have been moved to a new batch [Batch Name] [Batch Number].

The system moves the Benefit Enrollment Review Error Report and the Benefit Enrollment Review Change Report for these enrollments to the new batch where you can view them without doing another review. The system allows you to remain in the original batch where you can then post the batch with the remaining enrollment records.

You must fix all enrollment errors before the enrollment can be posted with a batch. You can remove an enrollment from the batch at any time by clicking selecting one or more enrollments and clicking Remove. When you remove an enrollment, it returns to the list of available enrollments.

After you fix the enrollment errors, review the batch again until the errors are fixed. Each time you review, the Benefit Enrollment Review Error Report and the Benefit Enrollment Review Change Report are updated. You can review the batch as many times as needed before posting.

Reviewing Errors that Can Occur When Posting a Batch

Use the Benefit Enrollment Review Error Report to review errors in the enrollment records that can occur when posting a batch in the Post Benefit Enrollments form. You must fix all errors for the system to successfully post the enrollment record.

The following information is shown for each error.

• Company: The client ID.

• Employee: The employee ID.

• Employee Name: The employee name.

• Offer Type: The offer type for the benefit plan that generated the error message.

• Error Message: The error message.

Reviewing Changes Made When Fixing Errors

After posting a batch on the Post Benefit Enrollments form and correcting any errors, you can use the Benefit Enrollment Review Change Report to review changes made to the enrollment records during that process.

Change Report Output

The following information is displayed on the report:

• Company: The client ID.

• Employee: The employee ID.

• Employee Name: The employee name.

• Offer Type: The offer type for the benefit plan that generated the error message.

• Plan ID: The plan ID for the benefit plan.

• Plan Name: The name of the benefit plan.

• Type: The plan type or tier selected for the benefit plan.

• Action: A description of the change that was made to the enrollment.

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Viewing Unposted Batches

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/PBE_Viewing_Batches.htm Path: OBE/Benefits Enrollment/Topics/PBE_Viewing_Batches.htm

Viewing Unposted Batches

Before you can post benefit enrollments, you must organize the enrollment records to include into batches. By default, the Post Benefit Enrollments form displays a list of batches that are not yet posted.

• The number of enrollments that are not included in a batch displays in parentheses next to the Start New Batch link. You can click Start New Batch to create a new batch using these available enrollments.

• You can view batches that were successfully posted by selecting Display Posted Batches Only.

The table lists information about each batch in the following columns.

Column — Description

Batch Name — The batch’s name. Click to open the Batch Detail View.

Batch Number — The batch’s number. Click to open the Batch Detail View.

Status — The batch status.

Date Created — The date the batch was created.

Last Updated — The date of the latest change made to the batch.

Enrollments — The number of enrollments included in the batch.

Needs Review — The number of enrollments in the batch that need to be reviewed before posting. You can view the enrollments in the Batch Detail View.

Viewing Batch Details

To view a specific batch and the enrollments it includes, enter the Batch Number and press Enter. You can also access the Batch Detail View by clicking the Batch Name or Batch Number of a batch displayed in the batch list.

The Batch Detail View displays information about the batch selected and lists the included enrollments.

• If the status is Ready to Post for all enrollments in the batch, you can post the batch.
• If the status for any included enrollment is Ready to Review, the batch was not reviewed for posting. You must review the batch before you can post.
• If the status for any included enrollment is Review Failed, the review process found a problem in the enrollment record. You must fix the enrollment record and run the review process again, or remove the enrollment from the batch before you can post.
• You can remove an enrollment from the batch by clicking [Image: screenshot] (Remove). Once removed, the enrollment is returned to the list of available enrollments. In batches where they are available, you can view the Benefit Enrollment Review Error Report and the Benefit Enrollment Review Change Report for the batch by clicking Error Report and Change Report.

Viewing the Enrollment Summary

To view the enrollment summary:

1. In the Post Benefit Enrollments form, select a batch and click the Confirm # link. The Employee Enrollment Summary form opens.

The form displays the following information:

The employee’s benefit elections display in the main table.

Column — Description

Offer Description — The type of benefit plan and the benefit plan’s offer type. You can click this field to view the enrollment details in the Employee Enrollment Detail in the Benefit Enrollment Detail Inquiry form.

Elected — The name of the benefit plan elected.

Elected Description — A description for the benefit plan elected.

Plan Type — The benefit plan type.

Waived — Whether the employee waived coverage (Yes or No).

Plan Eff Date — The benefit plan effective date.

Flex Plan — Whether the plan is a flexible spending plan (Yes or No).

Flex Year — The coverage year for the flexible spending plan.

Offer Status — The status for the benefit plan.

Status Date — The date the offer status was updated.

2. To return to the Post Benefit Enrollments form, click Close.

Viewing the Employee Enrollment Detail

The Employee Enrollment Detail in the Benefit Enrollment Detail Inquiry form displays information about the employee’s enrollment for a specific offer type.

The form displays the following information in the Employee Enrollment Detail panel.

The form displays the following information in the Offer Type panel.

The following additional information can display depending on the type of benefit plan selected and its settings.

Column — Description

Plan Type Enrolled In — The plan type used for the enrollment in the plan.

Employee Contribution Rate — The employee’s contribution.

PCP ID — The ID for the employee’s primary care physician.

PCP Name — The name of the employee’s primary care physician.

Plan Guaranteed Issue Amount — The guaranteed issue (GI) amount for a life insurance or disability plan.

Coverage — The amount of coverage provided for the employee up to the GI limit in a life insurance or disability plan. Coverage amounts for spouse and dependents display depending on plan type.

Premium — Premium amounts for spouse and dependents display depending on plan type.

GI Overage — The amount of coverage that is over the GI limit.

The form displays the following information in the Covered Dependents panel.

The form displays the following information in the Beneficiaries panel.

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Pending Benefit Self-Billing Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Pending%20Benefit%20Self-Billing%20Report.htm Path: OBE/Benefits Enrollment/Topics/Pending Benefit Self-Billing Report.htm

Pending Benefit Self-Billing Report

Use this form to show benefit enrollment billing and liability data, with counts by plan and coverage to report to insurance carriers.

Note: Note: Client Access Group Security is enabled on this form.

To access the form, under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting, click Pending Benefit Self-Billing Report.

To generate the Pending Benefit Self-Billing Report:

1. Complete the following:

Field Name — Description

As Of Date — Enter the effective date of this report.

Client ID — Enter the client ID for which you want to run this report or click the Client ID link and select one from the Select Client dialog box. This field is optional. Leave it blank to run for all clients.

Cost Center — Enter the Cost Center code for which you want to run this report or click the Cost Center link to select one from the Select Cost Centers dialog box. This field is optional. Leave it blank to run for all cost centers.

Sort by Network — Check this box is you want to sort this report by Network ID. By default this box is unchecked wherein the report sorts by Benefit Plan ID.

Benefit Plan ID — Enter the benefit Plan IDs for which you want to run this report or click the Benefit Plan ID link and select from the Select Plan dialog box. This field is optional. Leave it blank to run for all applicable benefit plans.

2. Click Run to generate the report. The report shows up on screen. Click XLS to download the report.

3. Click Clear to clear the screen at any time.

This report displays the following information:

• Plan ID

• Plan Name

• Employee ID

• Employee Name

• Employee Social Security Number

• Employer ID

• Cost Center

• Plan Type

• Plan Status

• Employee Coverage

• Spouse Coverage

• Depends Coverage - Dependent’s Coverage

• Coverage Start Date

• Coverage End Date

• Billed Premium

• Insurance Premium

• Variance

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Pending COBRA Participants Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Pending%20COBRA%20Participants%20Report.htm Path: OBE/Benefits Enrollment/Topics/Pending COBRA Participants Report.htm

Pending COBRA Participants Report

Use this form to generate a report of pending COBRA participant records with the date of the qualifying event and the status and status date.

Note: Note: Client Access Group Security is enabled on this form.

To access the form, under Work Centers, under Onboarding & Benefits, click COBRA Processing. Under COBRA Reports, click Pending COBRA Participants Report.

To generate the Pending COBRA Participants Report:

1. Complete the following:

Field Name — Description

Client ID — This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box.

2. Click Run to generate the report. The report shows up on screen.

3. Click Clear to clear the form at any time.

This report shows the following columns:

• Qualifying Event Date

• Status

• Status Date

• Employee ID

• Employee Name

• Client ID

• Client Name

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Posting Benefit Enrollments

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Post_Benefit_Enrollments.htm Path: OBE/Benefits Enrollment/Topics/Post_Benefit_Enrollments.htm

Post Benefit Enrollments

Use the Post Benefit Enrollments form to view, create, review, and post benefit enrollments in Benefits Enrollment.

To work with the Post Benefit Enrollments form:

1. Click Back Office.

2. Select Operations|Action > Post Benefit Enrollments.

3. Enter the required information.

• Batch Number
• Batch Filters
• Client ID - You can select multiple Client IDs using the selection modal.
• Effective On or After/Effective On or Before
• Name Starting/Name Ending
• Enrollment Type
• Status Class
• Benefit Group
• Pay Group

3. Click Create Batch to display the new batch.

See the following:

• Viewing Unposted Batches

• Creating a New Batch

• Reviewing a Batch

• Posting a Batch

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Pre-Filtering Bulk Launch Benefit Workflows

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Pre-Filter_Options.htm Path: OBE/Benefits Enrollment/Topics/Pre-Filter_Options.htm

Pre-Filtering Bulk Launch Benefit Workflows

Before launching the Bulk Launch Benefit Workflow form, pre-filtering options display that let you select specific criteria (clients, employhment type, employment status) to narrow results, which improves response time. None of these filters are required.

To set a pre-filter:

1. Select one or more pre-filter options. You can specify Client(s), Employment Type(s), and Employment Status.

2. Click Continue to complete pre-filtering. The main Bulk Launch Benefit Workflow form displays.

Note: Note: You can return to pre-filtering by clicking Return To The Pre-Filter Selections Page.

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Creating Forms from Prebuilt Forms

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Prebuilt_Form_BE.htm Path: OBE/Benefits Enrollment/Topics/Prebuilt_Form_BE.htm

Creating Forms from Prebuilt Forms

You can create a new form in the Form Library using one of the prebuilt forms that Benefits Enrollment provides. Using this option, you can edit the default text in the headers and footers. The rest of the content is prebuilt for you. It is best practice to use a consistent convention for naming forms.

When you submit a form, the system sets its version and revision numbers.

To create a new form based on a prebuilt form:

1. Click Back Office.

2. From System|Change, select Form Library. The Form Library opens.

3. In the row of the prebuilt form to use (medical, dental, vision, life insurance, and so on), select Duplicate. The Duplicate Form displays.

4. Enter a New ID and New Name for the form.

5. Click Duplicate. The Customize Prebuilt Form form opens.

6. On the General tab Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only.

7. On the Layout tab, click Header and Footer to expand the Header/Footer Detail panel. The Field ID and Field Type are read-only.

8. If necessary, select one of the following options:

• To preview the form before saving, click Preview Form.

• To return to the Form Library without saving changes, click Back to Forms Library.

9. Click Save. The Submit Form dialog box prompts you to select one of the following options:

Option — Description

Immediately — The system sets the form status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date.

Future Date — You are prompted to enter a Start Date. The system sets the form status to Inactive, changing it to Active on the start date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date.

Save as Draft — The form status is set to Draft. The system does not set a Start Date nor does it set version or revision numbers for the form.

10. Click Submit Form.

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Assigning Documentation Rulesets

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Required_Document_Rulesets.htm Path: OBE/Benefits Enrollment/Topics/Required_Document_Rulesets.htm

Assigning Documentation Rulesets

To assign one or more required documentation rulesets to a benefit plan, use the Required Documentation Rulesets panel in the Plan Enrollment Details form.

Benefits Enrollment provides the following rulesets:

• Domestic Partner

• Dependents with Different Last Names

• Disabled Dependents

• Disabled Over-Age Dependents (Florida residents)

• Disabled Over-Age Dependents (New York residents)

• Florida Contract Benefit Plans

Setting Up Documentation Rulesets

To set up required documentation and dependent eligibility rulesets, use the Required Documentation Rulesets panel in the Plan Enrollment Details form. This panel displays only for offer types that might require special documents.

To set up required document and dependent eligibility rulesets:

1. Click Back Office.

2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens.

3. Click the Actions menu [Image: screenshot] and select Enrollment Details.

4. In the Required Documentation Rulesets panel, select the effective date for the benefit plan to modify.

A benefit plan can have multiple effective dates with different settings, which are then used for different enrollments. You can click New Effective Date to create a new effective date.

5. Enter the Domain and Ruleset for the ruleset to attach to the benefit plan. You must manually enter these exactly as follows:

6. Enter the Domain and Ruleset for the Dependent Eligibility rule. You must manually enter these exactly as follows:

This rule is required. Before evaluating an employee’s dependents for the benefit plan’s rulesets, the system checks the employee’s dependents’ eligibility for the benefit plan. This check runs only if the Dependent Eligibility rule is set up.

7. PCP Required: For future development. Does not currently impact the functionality of PrismHR.

8. Click Save.

Evaluating Documentation Rulesets

The following sections explain how the system evaluates and applies documentation rulesets.

Evaluating Dependent Eligibility

Before evaluating an employee’s dependents for the benefit plan’s rulesets, the system checks the employee’s dependents’ eligibility for the benefit plan.

This check runs only if the domain and ruleset are set up for the Dependent Eligibility rule. If the domain and ruleset are not set up for the Dependent Eligibility rule, the benefit plan does not display in the enrollment, and the system does not apply any of the documentation rulesets.

Evaluating Documentation Ruleset Eligibility

When the Dependent Eligibility rule determines that the employee’s dependents are eligible for a benefit plan, the benefit plan displays in the employee’s enrollment.

The system then evaluates the employee’s dependents to see whether they satisfy the conditions for the required documentation rulesets that are set up in the benefit plan. If a required documentation ruleset applies to the dependent (for example, if the employee includes a domestic partner as a dependent in the enrollment), the system triggers the required document for the employee to complete.

Uploading and Tagging Documents

You must upload required documents to the Document Repository and tag them correctly.

Documents attached to a benefit plan display in the employee’s Benefit Summary when the enrollment is complete.

Evaluating Dependent Eligibility

If the Dependent Eligibility rule is set up, the system evaluates dependent eligibility for the benefit plan before determining whether the employee’s dependents satisfy the conditions for the required documentation rulesets.

If the dependent is a domestic partner or has a different last name, the system proceeds to the next step and determines whether the dependent satisfies the required documentation ruleset eligibility conditions. If the dependent does not satisfy these conditions, one of the following sets of conditions must apply for the dependent to be determined to be eligible for the benefit plan.

• The dependent is set up with the Relationship Type Dependent in the Employee Dependents form.
• The dependent is a Florida resident, as determined by the dependent’s state (if the dependent has no state entered, the system defaults to the employee’s state).
• The benefit plans is either a medical (MED) or gap (GAP) plan, and the dependent’s age is less than 30. | Condition Set #2 | - The dependent is set up with the Relationship Type Dependent in the Employee Dependents form. - The benefit plan is a Florida-contracted national plan, indicated by the National Plan in the Carrier Code Maintenance panel in Group Benefit Plans. - The benefit plan is either a medical (MED) or gap (GAP) plan, and the dependent’s age is less than 30. |
• The dependent is set up with the Relationship Type Dependent in the Employee Dependents form.
• The benefit plan is a Florida-contracted national plan, indicated by the National Plan in the Carrier Code Maintenance panel in Group Benefit Plans.
• The benefit plan is either a medical (MED) or gap (GAP) plan, and the dependent’s age is less than 30. | Condition Set #3 | - The dependent is set up with the Relationship Type Dependent in the Employee Dependents form, and the dependent is disabled. |
• The dependent is set up with the Relationship Type Dependent in the Employee Dependents form, and the dependent is disabled. ## Evaluating Documentation Ruleset Eligibility

After the system determines dependent eligibility, it evaluates the employee’s dependents to see whether they satisfy the conditions for the required documentation rulesets. If a dependent satisfies the conditions, the system triggers the required document for the employee to complete.

• The dependent is set up with the Relationship Type Dependent and has the Relation set to Domestic Partner in the Employee Dependents form. The Relationship Code Domestic Partner must also be set in the Relationships form with the Domestic Partner Relationship Type.
• Your organization must set up the required document with the File Tag DP in the Document Repository. | Dependents with Different Last Names (DOCUMENT-LASTNAME): | - The dependent is set up with the Relationship Type Dependent but does not have the Relation set to Domestic Partner in the Employee Dependents form. - The dependent’s last name is different from the employee’s last name. - Your organization must set up the required document with the File Tag LN in the Document Repository. |
• The dependent is set up with the Relationship Type Dependent but does not have the Relation set to Domestic Partner in the Employee Dependents form.
• The dependent’s last name is different from the employee’s last name.
• Your organization must set up the required document with the File Tag LN in the Document Repository. | Disabled Dependents (DOCUMENT-DIS) | - The dependent is set up with the Relationship Type Dependent and Is Disabled is selected in the Employee Dependents form. - The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit. The point at which the Dependent’s Age Limit becomes effective is defined in the list. - Your organization must set up the required document with the File Tag DIS in the Document Repository. |
• The dependent is set up with the Relationship Type Dependent and Is Disabled is selected in the Employee Dependents form.
• The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit. The point at which the Dependent’s Age Limit becomes effective is defined in the list.
• Your organization must set up the required document with the File Tag DIS in the Document Repository. | Over-Age Dependents (Florida residents) (DOCUMENT-FLO) | - The dependent is set up with the Relationship Type Dependent and does not have Is Disabled selected in the Employee Dependents form. - The dependent is a Florida resident, as determined by the dependent’s state (if the dependent has no state entered, the system defaults to the employee’s state). - The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list. - Your organization must set up the required document with the File Tag FLO in the Document Repository. |
• The dependent is set up with the Relationship Type Dependent and does not have Is Disabled selected in the Employee Dependents form.
• The dependent is a Florida resident, as determined by the dependent’s state (if the dependent has no state entered, the system defaults to the employee’s state).
• The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list.
• Your organization must set up the required document with the File Tag FLO in the Document Repository. | Over-Age Dependents (New York residents) (DOCUMENT-NYO) | - The dependent is set up with the Relationship Type Dependent and does not have Is Disabled selected in the Employee Dependents form. - The dependent in a New York resident, as determined by the dependent’s state (if the dependent has no state entered, the system defaults to the employee’s state). - The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list. - Your organization must set up the required document with the File Tag NYO in the Document Repository. |
• The dependent is set up with the Relationship Type Dependent and does not have Is Disabled selected in the Employee Dependents form.
• The dependent in a New York resident, as determined by the dependent’s state (if the dependent has no state entered, the system defaults to the employee’s state).
• The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list.
• Your organization must set up the required document with the File Tag NYO in the Document Repository. | Florida Contract Benefit Plans (DOCUMENT-FLCT) | - The dependent is set up with the Relationship Type Dependent and does not have Is Disabled in the Employee Dependents form. - The benefit plan is a Florida-contracted national plan, indicated by the National Plan in Group Benefit Plans. - The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list. - Your organization must set up the required document with the File Tag FLC in the Document Repository. |
• The dependent is set up with the Relationship Type Dependent and does not have Is Disabled in the Employee Dependents form.
• The benefit plan is a Florida-contracted national plan, indicated by the National Plan in Group Benefit Plans.
• The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list.

• Your organization must set up the required document with the File Tag FLC in the Document Repository.

Restarting the Notification Control Panel

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Restart_NCP.htm Path: OBE/Benefits Enrollment/Topics/Restart_NCP.htm

Restarting the Notification Control Panel

If you are re-sending a time-based notification, the trigger condition must match today’s date for the system to send the notification. For example, to re-send the open enrollment (OE) welcome notification to employees, the start date of the OE enrollment period on the Workflow Grid must be today’s date.

Before you restart the notification control panel:

• Verify that the grid date is the current date.

To restart the Notification Control Panel:

1. Click Back Office.

2. From Operations|Action, select Notification Control Panel. The Notification Control Panel opens.

3. Click BE Stop. The message SHUTDOWN REQUESTED displays.

4. Click Status. The status displays NOT RUNNING.

5. To restart notifications, select BE Start.

6. Click Save. The current date populates the OE Notify Date.

7. Click Status. The status displays RUNNING.

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Retirement Adjustment Transaction Audit Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Retirement%20Adjustment%20Transaction%20Audit%20Report.htm Path: OBE/Benefits Enrollment/Topics/Retirement Adjustment Transaction Audit Report.htm

Retirement Adjustment Transaction Audit Report

Use this form to generate an audit report for all transactions relating to retirement plan adjustments.

Note: Note: Client Access Group Security is enabled on this form.

To access the form, under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting click Retirement Adjustment Transaction Audit Report.

To generate the Retirement Adjustment Transaction Audit Report:

1. Complete the following:

Field Name — Description

Adjustment Date On or After — Enter the start date of your report period.

Adjustment Date On or Before — Enter the end date of your report period.

Client ID — This field is optional. Leave it blank to run for all clients. Enter the client IDs for which you want to run this report or click the Client ID link and select the ones from the Select Client dialog box.

2. Click Run to generate the report. The report shows up on screen. Click XLS to download the report.

3. Click Clear to clear the form at any time.

4. Click Close to close this form.

This report shows the following columns:

• Client ID

• Transaction ID

• Entry Date

• Entry Time

• User Name

• Employee ID

• Employee Name

• Adjustment Date

• Plan Year

• Period

• Retirement Earnings

• Employee Contribution

• Catch-up Contribution

• Post Tax Contribution

• ROTH Contribution

• ROTH Catch-up Contribution

• Employer Contribution

• Non-Elect Contribution

• Loan Payment

• Safe Harbor Type 1 Contribution

• Safe Harbor Type 2 Contribution

• Successor Retirement Deferral

• Successor Catch-up Deferral

• Successor ROTH Deferral

• Successor ROTH Catch-up Deferral

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Retirement Auto Enrollment Report

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Retirement%20Auto%20Enrollment%20Report.htm Path: OBE/Benefits Enrollment/Topics/Retirement Auto Enrollment Report.htm

Retirement Auto Enrollment Report

Use this form to generate a report to show the list of employees auto enrolled for a retirement plan based on their following auto enrollment statuses:

• Active – This report shows retirement enrollments for active employees who were automatically enrolled in the system. Their status on the Retirement Plan Enrollment form is Active Enrolled.

• Eligible – This report shows new hire employees who were automatically enrolled into a retirement plan upon hire, but their status on the Retirement Plan Enrollment form is still Eligible Unenrolled. This is the status of all new hire employees retirement enrollment until they are calculated in a payroll. The payroll calculation will automatically apply the Benefit Plan Setup Auto Enrollment Percent, and change the status to Active Enrolled. These employees will appear on this report until the status is changed to Active Enrolled.

Note: Note: If the Auto Enrollment Percent on the Benefit Plan Setup form is not set up, the employee does not change to Active Enrolled upon payroll calculation.

Note: Note: Client Access Group Security is enabled on this form.

To access the form, under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting click Retirement Auto Enrollment Report.

To generate the Retirement Auto Enrollment Report:

1. Complete the Report Type using the following:

• Active - this is the default option
• Eligible

2. Complete the Report Period:

3. Click Run to generate the report. The report shows up on screen. Click XLS to download the report.

4. Click Clear to clear the form at any time.

This report shows the following fields:

• Client ID

• Client Name

• Employee ID

• Employee Name

• Start Date

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Review Workflow Request

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Review_Workflow_Request.htm Path: OBE/Benefits Enrollment/Topics/Review_Workflow_Request.htm

Review Workflow Request

The Review Workflow Request form builds workflow information and populates it with data. You can review and make updates for selected employees.

To access this form:

1. From the main Bulk Launch Workflows form, click Launch Benefit Enrollment. The Review Workflow Request form opens.

2. Select one or more employees by checking the box next to the Client ID.

3. Change the workflow, effective date, start date, or end date. Client ID, Employee ID, and Employee Name are read-only.

4. Click Continue to archive existing workflows and to create benefit enrollment workflows.

Note: Note: If you have blank fields, the system outlines them in red and the process does not occur.

You can run the process and then view the results or download the results to a CSV file (on Bulk Workflow Results). Once you leave this report view without downloading, the report is no longer available.

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Setting Up Waive Options

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Setting_Up_Waive_Options%20_on_Benefit_Plans.htm Path: OBE/Benefits Enrollment/Topics/Setting_Up_Waive_Options _on_Benefit_Plans.htm

Setting Up Waive Options

Organizations can establish whether employees have the option to waive coverage for benefit plans during enrollment using settings at both the system and client level in PrismHR. (PrismHR Benefits Enrollment only.)

The system runs the following checks to determine whether to display the employee option to waive coverage during enrollments.

• When you set up benefit plan information for the offer type for the benefit plan in the Comparison Fields tab in the Benefits Enrollment Plan Details form, you can select Allow Waive in Benefit Enrollment to establish the waive setting at the system level. This setting overrides the default waive logic of the system and allows the waive option to always display for the offer type.

When the option is … — Then …

Selected — The option to waive coverage displays in all benefit plans assigned the offer type. This setting overrides all other settings.

Not Selected — The option to waive coverage is not set up at the system level for the offer type. The system checks the employee’s contribution to determine employee waive options.

• The system determines the employee’s contribution for the benefit plan, as defined in Group Benefit Plans. Typically, benefit plans that are 100% paid for by the employer do not include the option to waive.

When the employee’s contribution is … — Then …

Greater than $0 — The employee has the option to waive coverage in the benefit plan.

$0 — The option to waive coverage is not set up for the benefit plan. The system checks the Auto Enroll setting on the benefit plan to determine employee waive options.

• The system checks the Auto Enroll setting for the benefit plan in Group Benefit Plans.

When the option is set to … — Then …

N for No — The employee has the option to waive coverage in the benefit plan.

Y for Yes — The employee auto enrolls in the benefit plan and does not have the option to waive coverage.

Company Decision — The system checks the Auto-Enrollment setting on the benefit plan at the client level to determine employee waive options.

• The system checks whether Auto Enrollment is selected for the benefit plan in Benefit Plan Setup. This sets up auto-enrollment in the benefit plan at the client level.

When the option is … — Then …

Selected — The employee auto enrolls in the benefit plan and does not have the option to waive coverage.

Not selected — The employee has the option to waive coverage in the benefit plan.

The employee waive option displays in the form for the benefit plan offer type during enrollment. If settings on even one benefit plan included in an offer type establish that employees can waive coverage, the option to waive displays in the form for the offer type and employees can waive coverage.

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Setting Enrollment Options

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/SP_Enrollment_Options.htm Path: OBE/Benefits Enrollment/Topics/SP_Enrollment_Options.htm

Setting Enrollment Options

Enter medical waive reasons and employee cost calculations and determine whether to display employer costs for benefit plans during enrollments with the Enrollment Options form.

Click Close to close this form at any time. All unsaved changes will be lost.

To enter enrollment options:

1. Click Back Office.

2. From System|Change, select System Parameters.

3. Click the Actions menu [Image: screenshot] and select Enrollment Options. The Enrollment Options form opens.

Use this option — To define this

Medical Waive Reasons — Reasons for waiving medical insurance (such as other group medical coverage or covered by Medicare) that display in a list when the employee waives healthcare benefits for a spouse.

Medical Waive Reasons (Spanish) — Reasons for waiving medical insurance in Spanish.

Valid Waiver Reason — Indicates whether the reason is valid (Yes or No (default). When activating pending enrollments, all waiver reasons (valid or invalid) are included in the total waived employee count.

Life Events - Documents Required — The documents to use for life event enrollments. Documents entered in this panel are shown in the Specify Document(s) list in Life Event Maintenance where they can be selected to include in life event workflow codes.

Life Events - Documents Required (Spanish) — The documents to use for life event enrollments in Spanish.

Include Employer Costs in Employee Self-Service — Enables viewing of employer benefit plan contributions by employees during enrollment periods. You can override this setting at the client level in the Client DetailsBenefits tab.

Employee Calculation Based on — Basis for calculating employee costs (Per Month, Per Period). This setting determines how the system calculates employee costs to display for the benefit plan. You can override this setting at the client level in the Client Details>Benefits tab.

Require Approval for Proxy Enrollments — Enables the requirement for administrative approval on proxy enrollments in Benefits Enrollment (PrismHR Benefits Enrollment only.)

Auto post BE/OE enrollments when overlap with OE — Allows the system to automatically create open enrollment records for employees who already have a benefit enrollment record that overlaps with open enrollment.

Allow Actions on Dashboard for Service Provider Users Only — Restrict access to actions on the dashboard to only allow service providers to access the Actions menu.

Allow Edit Dependents in Enrollment Workflow — Allows employees to make changes to their dependents during the Onboarding process and enrollment workflow.

Archive unsubmitted enrollment workflows X days after worfklow end date — Allows clients to automatically archive enrollment workflows after the designated time period. When this option is enabled, records from employees in all employment statuses are archived automatically.

4. Click Save to save the record.

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Suspended Employee Enrollment Process

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Suspended_Employee_Enrollment_Process.htm Path: OBE/Benefits Enrollment/Topics/Suspended_Employee_Enrollment_Process.htm

Suspended Employee Enrollment Process

To manually suspend benefit enrollments for new hires if the benefits setup is not yet finalized for the client, use the Suspended Employee Enrollment Process form.

Note: Note: The New Hire Suspension Process runs automatically once a day; this form allows you to run it on demand.

This process updates employee records, removes the suspended status for employees who are now eligible, and displays the results.

Note: Note: On the System Parameters form, your organization must enter the SUSPENDENH custom feature code for this manual process to work. For more information, see Suspending Benefit Enrollments.

[Image: screenshot]

To launch the suspended employee update process:

1. Enter the Client for which you want to launch the New Hire Suspension Process. If you leave this field blank, the system runs the process for all clients.

2. Click Run. When the process is finished, the results display in a form.

[Image: screenshot]

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Suspended Employee Enrollment

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Suspended_Employee_Enrollment_Report.htm Path: OBE/Benefits Enrollment/Topics/Suspended_Employee_Enrollment_Report.htm

Suspended Employee Enrollment

The Suspended Employee Enrollment Report lists all employees whose enrollments are currently suspended or on hold. (PrismHR Benefits Enrollment only.)

To run the Suspended Employee Enrollment report:

1. Click Reports.

2. From Benefits|Report, select Suspended Employee Enrollment Report. The Suspended Employee Enrollment Report form opens.

3. Enter the Client ID.

4. Click Run. The report displays information in the following columns.

Column — Description

Client ID — The client ID.

Client Thru Date — The date through which the client’s benefits are available.

Employee Name — The employee’s name.

Employee Thru Date — The next date when the system will review the employee’s suspension. This date automatically advances by one day each time the system determines that the employee record should remain suspended.

Plan ID — The benefit plan in which the employee was enrolled.

Coverage Start Date — The date the employee is first eligible for coverage.

Type — The enrollment type (NextGen or OnHRP).

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Assigning Workflows at the System Level

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/System_Workflow_Grid.htm Path: OBE/Benefits Enrollment/Topics/System_Workflow_Grid.htm

Assigning Workflows at the System Level

To assign workflows to use for enrollments at the system level, use the System Workflow Grid form. You can also assign workflows at the client level. Settings defined at the client level override global settings. For more information, see Assigning Workflows at the Client Level.

The Min # of Overlap days designates the limited amount of time an employee has to complete the open enrollment workflow when the workflow start date plus the Min # of Overlap days extends beyond the open enrollment window. This option is used only in an enrollment workflow overlap scenario.

• If the start date is the date the first workflow is submitted, 4/25/19, the system checks the Min # of Overlap days on the grid and adds that number of days to the Start Date Window. It then calculates a date of 4/27/19. The system then checks the End Date Window on the grid.

• If the calculated date is greater than the end date on the grid, the system uses the calculated date.

• If the end date is in the past, 4/23/19, the system uses the calculated date of 4/27/19 for the workflow end date.

• If the dates are equal, 4/27/19, the system uses the calculated date of 4/27/19 for the workflow end date.

• If the end date is in the future, 5/3/19, the workflow end date is 5/3/19.

• If the Min # of Overlap days is left blank, the system uses the current logic of same length as window dates - the length between start date window and end date window.

• Use the Filter Records panel to filter system-level workflows by entering the OE Start Date and OE End Date, then clicking Search.

• Use First, Prev, Next, and Last to navigate through the workflow history.

• View the total number of records, shown in the lower right-hand corner.

Creating a Workflow Assignment

To create a new workflow assignment to use during enrollments:

1. Click Back Office.

2. From System|Change, select System Workflow Grid. The System Workflow Grid form opens.

3. Click Add Row. The Add a New Record panel opens.

Use this option — To define this

Effective Date — The date that the benefits that are offered in the workflow become effective for an employee. For example if the enrollment elections start coverage on 06/01/2018,enter that date. Required.

BE Workflow — The BE Workflow to use for benefit enrollments. The list displays all active workflows in the Workflow Library.System Onboarding Workflow Grid

BE Open Window Length — The number of days from the Effective Date during which an employee can enroll in benefits.

Min # of Overlap days — The Min # of Overlap days designates the limited amount of time an employee has to complete the open enrollment workflow when the workflow start date plus the Min # of Overlap days extends beyond the open enrollment window. This option is used only in an enrollment workflow overlap scenario.

AE Workflow — The Anytime Enrollment workflow.

OE Workflow — The OE Workflow to use for open enrollments. The list displays all active workflows in the Workflow Library.

OE Start Date and OE End Date — The start and end dates to use for open enrollments. The OE Start Date is the first day that employees can review and make elections during the Open Enrollment period. The OE End Date is the last day that the employees can submit elections. The OE Start Date and OE End Date must fall before the workflow Effective Date.

WF End Date — The last day that benefits are active and cover the employee. If the Effective Date for the benefits is 06/01/2018, the WF End Date is 05/31/2019, the End Effective Date. This option is required and cannot be earlier than the OE End Date.

Audit — Click to display audit logs. The system displays a message if no logs are available.

4. Click Save. The record displays in the records table.

5. If needed, assign additional workflows.

6. Click Save.

Copying a Workflow Assignment

You use an existing workflow assignment as the basis of a new one by copying it and assigning a new effective date. For example, you can copy the information from a previous year to use for the current year.

To copy a workflow assignment:

1. In the System Workflow grid, click Copy New. The Copy an Existing Record panel opens.

2. Enter the Effective Date for the record to copy.

3. Enter the New Effective Date for the record to create.

4. Click Save. The record maintains the settings from the original record and displays the new effective date in the Records panel.

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Updating the Employee Name and Address Case

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Update-Employee-Name-Address-Case.htm Path: OBE/Benefits Enrollment/Topics/Update-Employee-Name-Address-Case.htm

Updating the Employee Name and Address Case

This process converts employee names and/or addresses to either all upper case or proper case (the first letter of each word is in upper case). The data changed depends on the New Hire Proper Case Conversion setting in System Parameters. You can change the case for Employee Name, Employee Address, or both fields.

Note: Note: This form does not use Client Access Group Security.

To update the case of the employee name and address:

1. Click Back Office.

2. From System|Action, select Update Employee / Name Address Case.

3. Click Update Case. The following occurs:

• If set to Employee Name, the system converts all Employee Names to uppercase.

• If set to Employee Address, the system converts all Employee Addresses to uppercase.

• If set to Both Name and Address, the system converts all Employee Names and Addresses to uppercase.

4. The system displays a job progress window and processes the required employees. It lists a running count of the number of employees processed. For example, Processing 1/500 employees.

5. Click Close when complete.

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Viewing Web Enrollment History

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/View_Web_Enrollments_History.htm Path: OBE/Benefits Enrollment/Topics/View_Web_Enrollments_History.htm

Viewing Web Enrollment History

To view an employee’s enrollment activity during enrollments, use the Web Enrollments History form.

The information you can view includes:

• The dates and times the employee viewed a workflow, as well as each form in the workflow.

• The effective dates, plan types (tiers), premium rates, and coverage details for each benefit plan viewed by the employee.

• The benefit plans the employee selected.

• Whether the employee waived benefits individually or for a spouse.

• If the employee waived benefits for a spouse, the waive reason the employee selected.

To view an employee’s enrollment activity:

1. Select HR in the menu bar.

2. From HR|View, select Web Enrollments History. The Web Enrollments History form opens.

3. Enter the Employee ID.

4. Click Load. A detailed record of the employee’s enrollment activity displays in the table. You can click Next or Previous to navigate multiple screens of data.

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Changing an Enrollment Period

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Web_Enrollment_Maintenance.htm Path: OBE/Benefits Enrollment/Topics/Web_Enrollment_Maintenance.htm

Changing an Enrollment Period

Use the Web Enrollment Configuration form to extend or customize an employee’s enrollment period. For example, you may need to extend the date for an employee who needs more time to enroll.

To extend or customize an employee’s enrollment period:

1. On the HR menu, select Web Enrollment Configuration on the HR|Change menu.

The Web Enrollment Configuration form opens.

• If there is a current enrollment, you can change its end date and extend the enrollment period for the employee. All other fields are read-only.
• If there is no current benefits or open enrollment, you can create a custom enrollment period for the employee. | Enrollment Type | The Enrollment Type (Benefits Enrollment, Open Enrollment, Anytime Enrollment, or Life Event) the employee can access from the list. If no workflow is assigned for the enrollment type, an error message displays. If a workflow is assigned, the Effective Date and the Workflow name display. The Workflow list displays all workflows available for the client. Service providers can view all workflows. | | Effective Date | The effective date of the enrollment workflow, which varies based on the Enrollment Type, as follows: - Benefits Enrollment: Employee’s hire date. Note: The employee’s hire date consists of the following: - Take-on employee: Client Start Date or Employer Start Date, whichever date is the greater of the two dates (usually the Employer Start Date). - Rehired employee: The Last Hire Date. - Open Enrollment: Effective date on the Open Enrollment grid. - Anytime Enrollment: Current date. - Life Event: Date life event occurred. |
• Benefits Enrollment: Employee’s hire date.
• Take-on employee: Client Start Date or Employer Start Date, whichever date is the greater of the two dates (usually the Employer Start Date).
• Rehired employee: The Last Hire Date.
• Open Enrollment: Effective date on the Open Enrollment grid.
• Anytime Enrollment: Current date.
• Life Event: Date life event occurred. | Start Date, End Date | A custom Start Date and End Date. | | Workflow | The employee’s benefits enrollment workflow. | The following information shows:

2. Click Update to save.

• To delete the enrollment record, click Delete.

• To close the enrollment record without saving changes, click Cancel.

• To archive the enrollment record, click Archive. The system displays an alert and prompts you to confirm Yes or No to archive the record.

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Archiving Enrollment Records

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Web_Enrollments_Bulk_Archive.htm Path: OBE/Benefits Enrollment/Topics/Web_Enrollments_Bulk_Archive.htm

Archiving Enrollment Records

To view enrollment records that have passed their end date and archive them as needed, use the Web Enrollments Bulk Archive form.

To sort the records displayed in the table:

• Click the column headings.

To select columns to display or hide:

• Click [Image: screenshot] (Toggle Filter).

To select records to archive:

1. Click Back Office.

2. Select System|Change > Web Enrollment Bulk Archive. The Web Enrollments Bulk Archive form opens.

3. Select the records to archive in any of the following ways:

• To select records individually, click the check mark in the column next to each record.

• To select more than one record, press the Ctrl or Shift key.

• To select or clear all records, click the check mark in the header area.

4. Click Archive Selected Enrollments. The system displays an alert and prompts you to confirm.

5. Click Yes or No.

• If you click Yes, the system archives the record(s).

• If you click Archive Selected Enrollments but no enrollments are selected to archive, the system displays the No Enrollments Selected alert. Click OK to return to the form.

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Assigning a New Workflow

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Web_Enrollments_Bulk_Update.htm Path: OBE/Benefits Enrollment/Topics/Web_Enrollments_Bulk_Update.htm

Assigning a New Workflow

To assign a new workflow to active enrollments, use the Web Enrollments Bulk Update form. You can apply this change to one client, or to all clients.

Employees who have already completed enrollments do not receive workflow updates made in this form. If you want these employees to enroll again using the new workflow, you must manually assign the new workflow to them using the Web Enrollment Configuration form.

To assign a new workflow to active enrollments:

1. Click Back Office.

2. Select System|Change > Web Enrollments Bulk Update. The Web Enrollments Bulk Update form opens.

For this option — Define this information

Client ID — The Client ID. If blank, the update applies to all clients.

Enrollment Type — The Enrollment Type for the workflow to replace (Benefits Enrollment, Open Enrollment).

In Progress Workflow — The In Progress Workflow to replace. The list includes active workflows assigned the Enrollment Type selected.

Replacement Workflow — The Replacement Workflow. The list includes all active workflow revisions in your workflow library.

3. Click Update. The system displays an alert notifying you of the number of employee records to be affected by the change and prompts you to confirm.

4. Click Yes to save the settings.

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Changing Start and End Dates

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Benefits%20Enrollment/Topics/Web_Enrollments_Date_Update.htm Path: OBE/Benefits Enrollment/Topics/Web_Enrollments_Date_Update.htm

Changing Start and End Dates

To modify the start and end dates on active enrollment workflows, use the Web Enrollments Date Update form. You can limit the update to one client or apply it to all clients. You can also limit the update to workflows with a specific start and end date, or select a specific workflow to update.

To change enrollment workflow start and end dates:

1. Click Back Office.

2. Select System|Change > Web Enrollments Date Update. The Web Enrollments Date Update form opens.

For this option — Define this information

Client ID — The Client ID. If blank, the update applies to all clients.

Workflow — The Workflow to modify. The list includes all active workflows. If blank, the system applies the update to all active workflows for the client or, if the Client ID is blank, to all clients.

Start Date and End Date — The Start Date and End Date to further filter workflows if needed. The system limits the update to only the active workflows with the specified Start Date and End Date.

Replace matches with — The Start Date and End Date to use in place of the original values. If the updated workflow is for a benefits enrollment, employees whose effective dates are later than the replacement end date are not affected by the update. If the updated workflow is for an open enrollment, employees whose effective dates are earlier than the replacement end date are not affected by the update.

2. Click Update. The system displays an alert notifying you of the number of employee records that will be affected by the change and prompts you to confirm

3. Click Yes to confirm the change.

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Activating Onboarding

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Activating_Onboarding.htm Path: OBE/Onboarding/Front_Matter/Activating_Onboarding.htm

Activating Onboarding

The following are required system and client-level settings to activate Onboarding.

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Assigning Onboarding Workflows

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Assigning_OB_Workflows.htm Path: OBE/Onboarding/Front_Matter/Assigning_OB_Workflows.htm

Assigning Onboarding Workflows

To assign onboarding workflows at the system and client levels, use the System Onboarding Workflow Grid and the Client Onboarding Workflow Grid.

You can access the forms by selecting the System or Client links at the top of both forms.

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Configuring Client Settings

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Configuring_Client_Settings.htm Path: OBE/Onboarding/Front_Matter/Configuring_Client_Settings.htm

Configuring Client Settings

The following are required client‑level settings for Onboarding. For more information, see the Client Administration User Guide.

To configure the required client‑level settings:

1. Click the Client menu.

2. From Client|Change, select Client Details. The Client Details form opens.

3. Select the Control tab.

4. In the Enrollment/Onboarding Controls panel, complete the following fields:

• Always: Employees always complete their onboarding online.
• Prompt: The New Hire form prompts you to indicate whther the employee completes the onboarding process online, or whether you enter the employee information on the New Hire form. | Onboarding Module | PrismHR: Activates Onboarding for the client. The I-9 Business Address list displays. | | I‑9 Business Address | Whether the system uses the Employer address or the Client (DBA) address. - Employer: System uses the employer address. - Client (DBA): System uses the client address with their doing-business-as name. |
• Employer: System uses the employer address.
• Client (DBA): System uses the client address with their doing-business-as name.

5. Click Save.

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Configuring Electronic Pay Stubs

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Configuring_Electronic_Pay_Stubs.htm Path: OBE/Onboarding/Front_Matter/Configuring_Electronic_Pay_Stubs.htm

Configuring Electronic Pay Stubs

Electronic pay stubs enable employees to receive their pay stubs electronically through Employee Portal (EP) instead of in a paper format. For employees setting up their direct deposit in Onboarding, the pay stub format options are dependent on PrismHR configuration.

The state rules regarding electronic pay stubs are not pre‑configured and must be set up in PrismHR on the State Rules form.

To open State Rules:

1. Click Back Office.

2. From System|Change select States Rules. The State Rules form opens.

3. In the State Rules panel, see Electronic Pay Stubs Allowed.

Option — Description

Allowed, Employee may not un‑enroll — The state allows electronic pay stubs. You can configure direct deposit to disable employees from un‑enrolling.

Allowed, Employee may un‑enroll — The state allows electronic pay stubs. You can configure direct deposit to enable employees to un‑enroll.

Not allowed by the State — The state does not allow electronic pay stubs.

Allowed, Employee must Opt‑In — The state allows electronic pay stubs, but employees must select electronic pay stub when setting up their direct deposit. Employee defaults to paper pay stubs.

State rules control the pay stub format options shown to employees during onboarding and their default values. You can override this configuration at the client level found on the Client Details form Other tab.

To open Client Details:

1. Select the Client menu.

2. From Client|Change select Client Details. The Client Details form opens.

3. Select the Other tab. The Client Other form opens.

4. In the Other Options panel, see Electronic Pay Stubs.

Option — Description

Not Used — Electronic pay stubs are not used. All pay stubs are paper.

Employee may not un‑enroll — Employees are enrolled in electronic pay stubs by default and cannot un‑enroll.

Employee may un‑enroll — Employees are enrolled in electronic pay stubs by default, but can un‑enroll when setting up their direct deposit.

The pay stub format options shown to employees during onboarding and their default values depend on the configuration between the State Rules Electronic Pay Stubs Allowed option and the Client Other Electronic Pay Stubs option. These values also affect the Un‑Enroll in Electronic Pay Stub option on the Employee Details form Other tab. The following table details the relationship between the various options.

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Configuring System Settings

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Configuring_System_Settings.htm Path: OBE/Onboarding/Front_Matter/Configuring_System_Settings.htm

Configuring System Settings

The following are required system‑level settings in Onboarding.

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Cross Hiring Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Cross_Hiring_EEs.htm Path: OBE/Onboarding/Front_Matter/Cross_Hiring_EEs.htm

Cross Hiring Employees

A cross hire employee works for multiple clients under the same service provider. If the system identifies a new hire employee as a cross hire and their employee information does not match the existing employee information, the system generates a conflict. Cross hire conflicts prevent the system from launching new hire onboarding workflows. The following outlines how the system identifies cross hire employees, checks for cross hire conflicts, and enables you to review or resolve those conflicts:

1. When entering a new hire, if the Social Security number (SSN) matches the SSN of an existing employee, the system identifies the employee as a cross hire.

2. After identifying the employee as a cross hire, the system checks for conflicts to determine if the new hire is the same person as the existing employee. However, system does not check for cross hire conflicts when a service provider enters a new hire on the New Hire form. For more information on these exceptions, see Service Providers and Worksite Managers.

3. If cross hire conflicts exist, they display on the Review Cross Hire Conflicts form.

The following details how the system checks for cross hire conflicts.

Checking for Cross Hire Conflicts

To identify cross hire conflicts, the system verifies that the new hire is the same person as the existing employee with three key fields - First Name, Last Name, and Date of Birth. If any of these values do not match, the onboarding workflow does not launch, the system creates a conflict, and an email sends to the service provider assigned to the client Human Resources and Payroll accounts (Client Details > Accounts tab). A message also displays in My Messages. Service providers must resolve the conflict on the Review Cross Hire Conflicts form.

The system identifies cross hire conflicts when launching their onboarding workflow in the following scenarios:

• Entering a new hire on the New Hire form. See Manually Entering a Cross Hire New Hire.

• Importing a new hire with the Expanded Employee Import. See Importing Cross Hires with the Expanded Employee Import.

• Importing a new hire with the API Import. See Importing Cross Hire Employees with the API Import.

• Launching a new workflow for a new hire with the Launch New Workflow action on the Workflow Maintenance form. Launching a New Workflow for a Cross Hire New Hire.

In some cases, when onboarding a new hire to more than one client at the same time, the system may not identify a cross hire until a workflow launches and the new hire is completing their onboarding forms. In this scenario, the system performs a cross hire check on the Form I-9 Section 1 and the Employee Information form. See Employee Submits Forms in Onboarding Workflow.

Manually Entering a Cross Hire New Hire

When you enter a new hire on the New Hire form, the system identifies whether the new hire is also a cross hire. The system supports entering cross hires for the following user types:

• Service providers

• Worksite managers

• Worksite trusted advisors

Service Providers

For service providers, the following table details the results of saving a new hire employee that is also a cross hire. The results differ when the employee is set up for Onboarding.

• Employee fields populate.
• The system does not check for a cross hire conflict.
• Onboarding workflow launches. | No | - Employee fields populate. - The system does not check for a cross hire conflict. |
• Employee fields populate.
• The system does not check for a cross hire conflict. When a service provider enters a cross hire, the system does not check for a cross hire conflict because the service provider can view employee data on the New Hire form. They can see if there is a conflict with the data entered and correct it if needed.

Worksite Managers

For worksite managers, the following tables detail the results of saving a new hire employee that is also a cross hire.

• Employee fields do not populate.
• The system checks for a cross hire conflict.
• If a conflict does not exist, the onboarding workflow launches.
• If a conflict exists, the conflict displays in the Review Cross Hire Conflicts form and the onboarding workflow does not launch. | No | The system does not support cross hires. | When a worksite manager enters a cross hire, the system checks for a cross hire conflict because the worksite manager cannot view employee data on the New Hire form. They cannot see if there is a conflict with the data entered and correct it if needed.

Worksite Trusted Advisors

For worksite trusted advisors, the following table details the results of saving a new hire employee that is also a cross hire. The results differ when the employee is set up for Onboarding.

• Employee fields do not populate.
• The system checks for a cross hire conflict.
• If a conflict does not exist, the onboarding workflow launches.
• If a conflict exists, the conflict displays in the Review Cross Hire Conflicts form, and the onboarding workflow does not launch. | No | The system does not support cross hires. | When a worksite trusted advisor enters a cross hire, the system checks for a cross hire conflict because the worksite trusted advisor cannot view employee data on the New Hire form. They cannot see if there is a conflict with the data entered and correct it if needed.

Importing Cross Hires with the Expanded Employee Import

The Expanded Employee Import in HRPyramid System Administration > Process > Conversion Processing > Expanded Employee Import) supports importing and converting cross hire employees set up for Onboarding into the backend system of PrismHR. First, you must import the employees (Expanded Employee Import > Import Employees).

Note: Note: To import an employee as a cross hire, you must include the employee ID in column GQ (field 199). For more information, see Expanded Employee Import File Specifications on the Customer Resource Center.

The import process loads an external file and creates IMPORT.EMPLOYEE records you can import into the Employee Master file. During the import, the system checks for cross hire conflicts. If a conflict exists, a warning displays in the import report. You can fix it by correcting the data in the external file. After importing, you must convert the employees (Expanded Employee Import > Convert Employees).

The conversion process moves valid employees from the IMPORT.EMPLOYEES file into the Employee Master file. If a conflict exists, the conflict displays on the Review Cross Hire Conflicts form, and their onboarding workflow does not launch. If a conflict does not exist, the system launches their onboarding workflow.

Importing Cross Hire Employees with the API Import

The API Employee Import supports importing cross hire employees set up for Onboarding into the backend system of PrismHR. First, you must import the employees.

Note: Note: To import an employee as a cross hire, you must include the employee ID.

The import process checks the data and creates a Data Import Errors Report to identify any data issues. If a cross hire conflict exists, a warning displays in the import report. You can fix the conflict by correcting the data. After importing, you must commit the employees.

The commit process updates the data in PrismHR. If a conflict exists, the conflict displays on the Review Cross Hire Conflicts form, and their onboarding workflow does not launch. If a conflict does not exist, the system launches their onboarding workflows.

Launching a New Workflow for a Cross Hire New Hire

When you launch a new workflow on the Workflow Maintenance form, the system identifies whether the new hire is also a cross hire. If a cross hire conflict does not exist, the onboarding workflow launches. If there is a cross hire conflict, it displays on the Review Cross Hire Conflicts form, and the onboarding workflow does not launch.

Employee Submits Forms in Onboarding Workflow

When an employee submits forms in their onboarding workflow, the system checks for cross hire conflicts at three points. When the employee:

• Clicks Back or Next on the Form I‑9 Section 1, Employee Information page.

• Clicks Back or Next on the Employee Information form, Personal Information page.

• Clicks Save and Continue on the Employee Information form, Emergency Contacts page.

If a conflict exists, the system informs the employee they cannot proceed because either the First Name, Last Name, or Date of Birth does not match what is already in the system. The employee can resolve the conflict by entering the correct values. If the employee resolves the conflict, the system removes it from the Review Cross Hire Conflicts form and sends an email indicating that the conflict is resolved to the service provider. A message also displays in My Messages. If the employee cannot resolve the conflict, the service provider can correct it on the Review Cross Hire Conflicts form.

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Launching a New Hire

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Launching_New_Hire.htm Path: OBE/Onboarding/Front_Matter/Launching_New_Hire.htm

Launching a New Hire

To enter new hire employee information into PrismHR, use the New Hire form (located in the HR menu under HR|Action). After entering the employee information, the system displays the prehire ID when you click Save. The new hire can then register and log in to Onboarding to complete the onboarding process.

If the new hire is a cross hire employee and the First Name, Last Name, Birth Date, and Social Security Number values do not match values on the employee record from the original client, the system creates a conflict. The system also creates a prehire record for the new hire without an Onboarding workflow. To review and manage cross hire conflicts, see Managing Cross Hire Conflicts.

For more information about hiring a new employee, see the Human Resources User Guide.

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Maintaining Workflow Actions

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Maintaining_Workflow_Actions.htm Path: OBE/Onboarding/Front_Matter/Maintaining_Workflow_Actions.htm

Maintaining Workflow Actions

Use the Workflow Maintenance form to perform onboarding‑related workflow actions,.

To complete an action on the Workflow Maintenance form:

1. Click Back Office.

2. From System|Change select Workflow Maintenance. The Workflow Maintenance form opens.

3. In Workflow Type, select Onboarding.

Note: Note: If you select Benefit Enrollments as a workflow type, the system displays a message that it is not currently supported.

4. Select an Action to execute. Options include:

• Completed onboarding workflows
• A Form I‑9 Section 1 in their workflow with the Form I‑9 Section 2 either complete or in progress. | Edit New Hire | Shows new hires with active onboarding workflows that you can edit. See Editing a New Hire. | | Suspend Workflow | Shows new hires with active onboarding workflows that you can suspend. See Suspending a Workflow. | | Launch New Workflow | Shows new hires with closed onboarding workflows, enabling you to launch a new one. See Launching a New Workflow. | | Delete Workflow | Shows new hires with active onboarding workflows that do not have an employee record, enabling you to delete them. See Deleting a Workflow. | | Proxy Registration | Shows cross hires with a prehire record for one employer, enabling you to create a user record by proxy for another employer. See Registering by Proxy. | | Prehire Audit | Shows all prehires enabling you to view a prehire audit log. See Viewing a Prehire Audit Log. | | Unarchive Workflow | Shows archived prehire records and onboarding workflows, allowing you to restore the record and workflow if needed. See Unarchiving a Workflow. | ========================================================================

Setting Up Notifications (Onboarding)

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Setting_up_Chapter_Notifications.htm Path: OBE/Onboarding/Front_Matter/Setting_up_Chapter_Notifications.htm

Setting Up Notifications (Onboarding)

The Notification Templates and Notification Recipients forms enable you to set up notifications you want to send and to specify recipients for notifications.

For notifications to work, you must first set up Email Services. For more information, see the System Administration Guide.

• You can set up content for notifications in the Notification Templates form. For more information, see Setting Up Notification Templates (Onboarding).

• You can designate recipients for notifications in the Notification Recipients form. For more information, see Setting Up Notification Recipients (Onboarding).

• Notifications are available in the Workflow Library where you can add them to workflows. For more information, see Creating a Workflow for Onboarding.

Managing Notifications

To specify how often the system should send the notifications, to resend time-based notifications if needed, and to stop or start the notifications engine, use the Notification Control Panel. For more information, see Managing the Notification Control Panel (Onboarding).

Handling Bounced Notifications

There are two possible circumstances that can result in notifications not reaching the recipient:

• The email address is not entered correctly (for example, it is entered as @​example.com​ instead of ​jsmith@example.com​). PrismHR logs this error but it is not accessible to the user. Users should contact the PrismHR Customer Support Team.

• The email address is entered correctly, but is otherwise not deliverable (for example, the email address is no longer active). In this case, PrismHR simply sends the email. There is no error log, and in most cases, there is no way to know that it was not received. Many email servers are configured not to send notifications of undeliverable emails.

Tracking Notifications

You can track notifications by setting up the Notification Recipients form to send copies of all notifications to an administrator in your organization. This also enables you to forward notifications.

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Setting Up Forms and Workflows (Onboarding)

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Setting_Up_Forms_Workflows.htm Path: OBE/Onboarding/Front_Matter/Setting_Up_Forms_Workflows.htm

Setting Up Forms and Workflows (Onboarding)

A workflow is essentially a wizard—a script that presents employees with a series of forms to guide them through well-defined and highly customizable steps during onboarding and benefit enrollments.

If you plan to include any media items in a workflow, such as documents or images, in forms or workflows, upload them to Document Management before you create the forms in the Form Library.

In the Form Library, you can create custom versions of the forms or use the prebuilt versions provided with their default language and settings. Prebuilt forms display in bold.

After you create the forms, you can use them as components to create workflows in the Workflow Library.

Managing Documents, Forms, and Workflows

Use the following libraries to manage documents, forms, and workflows for onboarding.

Library — Description

Document Management — Upload and maintain documents to use when creating forms (graphic files for logos, PDF files containing onboarding information, and so on).

Form Library (Onboarding) — Configure forms to include in a workflow. PrismHR provides prebuilt forms that you can use as templates to create new forms. You can also build your own custom forms.

Workflow Library (Onboarding) — Create workflows using forms from the Forms Library as components.

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Working with Data Issues

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Working_with_Data_Issues.htm Path: OBE/Onboarding/Front_Matter/Working_with_Data_Issues.htm

Working with Data Issues

During the onboarding process, data‑related problems automatically generate emails and messages sent to service providers describing the issues, and what must be done to correct them.

You can identify the set of recipients in PrismHR.

To identify the set of recipients:

1. Click Client.

2. From Client|Change select Client Details. The Client Details form opens.

3. Click the Account tab.

4. In the Account Assignments panel, the set of recipients includes those assigned as the Payroll and Human Resources employee representative.

If… — The system sends the email and message to…

The representative for each role is different — Both representatives receive an email and message.

The same representative is assigned to both roles — Only one email and message are sent to that individual.

A Payroll and Human Resources representative does not exist in Account Assignments — The email and message are delivered to the service provider assigned as the Human Resources Representative and Payroll Manager Account Management Role on the Users form.

Emails are sent directly to their email address and messages appear in My Messages. These scenarios include:

Issue — Solution

On the Form I-9 Section 1 or the Employee Information form, if an employee enters a key field (First Name, Last Name, DOB, or SSN) that does not match the value stored in PrismHR, an error message displays and the employee is unable to save changes. — The service provider must review the message to identify the mismatched values. If the employee entered the incorrect value, the service provider must inform the employee to enter the correct value. If the incorrect value is in PrismHR, the value must be corrected in Workflow Maintenance using the Edit New Hire action.

On the Form I‑9 Section 1, if an employee attempts to submit the form with no I‑9 Section 2 approver in the system, an error message displays and the employee is unable to submit the form. Employees must contact their employer. — The service provider must assign an I‑9 Section 2 approver on the Approval Policies form in PrismHR. For more information on approvals, see the Human Resources User Guide. Once an I-9 Section 2 approver exists, the employee can submit the Form I‑9 Section 1 and continue with the onboarding process.

On the Employee Information form, if an employee enters their resident address manually, a GeoCode is not stored. Without a GeoCode, employees cannot receive pay. This must be corrected for a payroll to be run for this employee. — The service provider must go to the Employee Details Address tab to enter the employeeGEO Code under Resident Address.

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Working with the Onboarding Dashboard

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Working_with_OB_Dashboard.htm Path: OBE/Onboarding/Front_Matter/Working_with_OB_Dashboard.htm

Working with the Onboarding Dashboard

The PrismHR Dashboard provides quick access to company information and relevant features. The information shown in the Chart and List sections of the Perspective panel reflects the client selected.

To view onboarding tasks within Onboarding, in the Chart section of the My Perspective panel, select Onboarding Tasks by Status from the list.

[Image: screenshot]

Using the Chart and Filters

The Chart displays onboarding tasks and their statuses (Not Due, Due Today, Past Due, and Completed) for a date range. The Chart includes the following filters:

• The Show list enables you to select the date range you want to view (Active, Last 7 Days, Last 30 Days). The Chart and List display tasks in the date range.

• The Tasks list enables you to select which type of task you want to view in the Dashboard (I-9 Section 1, Employee Information, I-9 Section 2, All Other Forms, or Approve Paycard). The Chart and List display the task selected.

Using the List

The List section displays information about new hire tasks. The number of tasks that display is determined by the filters selected in the Chart section of the My Perspective panel.

• I-9 Section 2: Send approval-pending reminders to I-9 Section 2 approvers.
• I-9 Section 1, Employee Information, All Other Forms: Send reminders to employee’s with incomplete forms in their workflow. ### Viewing the New Hire Task List

Select a new hire from the list to view the New Hire Task List.

[Image: screenshot]

• Not Started: Forms in the workflow have not been started
• In Progress: At least one form has been started
• Complete: All forms, Including the I‑9 Section 2, are complete | Form | The name of the form in the new hire workflow. | | Version | The version of the form. | | Form Status | The status of the form (Not Started, In Progress, Submitted, Completed). | | Due Date | The date the form is due. | | Due Date Status | The status of the form in relation to the due date (Not Due, Due Today, Past Due). | | Submit Date | The date the form was submitted. | | Approval | Type of approval (I‑9 Section 2, Pay Card Account). | | Version | The version of the approval. | | Approval Status | The status of the approval (Not Started, In Progress, Completed). | | Due Date | The date the approval is due. | | Submit Date | The date the approval was submitted. | | Approver | The approver . | ## Exporting Data

Export dashboard data in CSV format.

• To download and save the CSV file locally, click[Image: screenshot] (next to the Show list). Filter data in the export using the Show and Tasks lists.

Related Topic

Onboarding Dashboard for Worksite Managers

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Working with Pay Card Direct Deposit Accounts

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Front_Matter/Working_with_Pay_Card_Dir_Dep_Accts.htm Path: OBE/Onboarding/Front_Matter/Working_with_Pay_Card_Dir_Dep_Accts.htm

Working with Pay Card Direct Deposit Accounts

Onboarding supports the use of pay cards for direct deposit. Pay cards offer employees without a bank account an alternative to paper paychecks that can be lost or stolen.

Configuration

To use pay card direct deposit accounts, you must configure system‑level and client‑level settings in PrismHR.

Configuring Bank Routing for Pay Cards

To configure the financial institution used for pay cards:

1. Click Back Office.

2. From System|Change select Bank Routing. The Bank Routing form opens.

3. Enter the Routing Code for the financial institution (also known as the transit number). The remaining fields populate automatically.

4. To indicate that your organization uses the account for pay cards, select PayCard (Automove).

[Image: screenshot]

5. Click Save.

Adding Pay Card Accounts in System Parameters

To define the default pay card for all clients at the global level, use the System Parameters form.

To add pay card accounts in System Parameters:

1. Click Back Office.

2. From System|Change select System Parameters. The System Parameters form opens.

[Image: screenshot]

3. In Pay Card Account, enter a valid pay card account number, or select the link to choose from a list. Values in the list are defined on the Bank Routing form (see Bank Routing for Pay Cards).

4. Click Save.

Adding Pay Card Accounts in Client Details

To establish the pay card account used by the client, use the Client Details form Account tab.

To add pay card accounts in Client Details:

1. From Client|Change select Client Details. The Client Details form opens.

2. Select the Account tab.

[Image: screenshot]

3. In Pay Card Account, enter a valid pay card account number, or select the link to choose from a list. Values in the list are defined on the Bank Routing form (see Bank Routing for Pay Cards).

4. Select Save.

Approval Policies

When an employee selects Pay Card as a direct deposit account in Onboarding, the account number is assigned to the employee via a pay card account approval in PrismHR.

Pay card approval policies can be set up at the system level using the Global Approval Policies form or the client level using the Approval Policies form.

For more information about setting up approval policies at the system level, see the System Administration Guide or Approvals Guide. For more information about setting up approval policies at the client level, see the Human Resources User Guide or Approvals Guide.

Assigning System-level Pay Card Account Approvers

To define pay card account approvals by service type at the global level, use the Global Approval Policies form.

To assign system-level pay card account approvers:

1. Click Back Office.

2. From System|Change select Global Approval Policies. The Global Approval Policies form opens.

[Image: screenshot]

3. In Service Type, select Professional Employer.

4. In Approval Type, select Pay Card Account.

5. In HR Role or A/M Role, select a User ID and designate the user as a Pay Card Account Approver. For more information about user role types, see the System Administration User Guide.

6. Click Save.

Assigning Client-level Pay Card Account Approvers

To define pay card account approvals by service type at the client level, use the Approval Policies form.

To assign client-level pay card account approvers:

1. From HR|Change select Approval Policies. The Approval Policies form opens.

[Image: screenshot]

2. In Approval Type, select Pay Card Account.

3. In HR Role or A/M Role, select a User ID, and permit them as a Pay Card Account Approver. For more information about user role types, see User Roles in the System Administration User Guide.

4. Click Save.

Pending Pay Card Account Approvals

After users create their direct deposit pay card account, the system creates an approval and assigns it to designated approvers in PrismHR. The approval is used to assign the pay card account number. Use the Approvals Pending form to select a pending pay card account approval.

To open the form, from Client|Action select Approvals Pending.

[Image: screenshot]

Approvals Pending (Available to You)

Approvals in the Approvals Pending (Available to You) panel are approvals available to multiple designated approvers.

1. Select an approval from the Approval Type column. The approval dialog box displays.

[Image: screenshot]

2. To move the approval to the Approvals Pending (Assigned to You) panel, click Grab.

Approvals Pending (Assigned to You)

To select a pay card account approval, use the Approvals Pending (Assigned to You) panel. The approval is used to assign the pay card account number.

[Image: screenshot]

3. In Pay Card Account, enter the employee pay card account number. This is the account number on the pay card you are providing to the employee.

4. To save the pay card account number, click Apply.

Note: Note: If an employee removes the pay card account from their direct deposit during the approval process, an alert message displays informing the designated approvers that their approval is no longer necessary.

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Adding Form Library Fields

Source: https://tech-docs.prismhr.com/SP_help/Content/OBE/Onboarding/Topics/Adding_Form_Library_Fields_OB.htm Path: OBE/Onboarding/Topics/Adding_Form_Library_Fields_OB.htm

Adding Form Library Fields

When creating a custom form, construct the layout using fields from the Field Type list on the Edit Custom Form. You must configure field types used on the form.

To add fields to a custom form:

1. On the Edit Custom Form Layout tab, drag field types from the Field Type list on the left to the layout on the right.

Some field types are editable. For example, Checkbox is an editable field type since the user can enable or disable the checkbox on the form.

2. To open the Field Details panel and configure field types, select Configure on the field type. Field parameters vary.

3. Click Save.