BN - Reprocessing Events Using On Demand Event Maintenance
This document will walk you through reprocessing Events using the On Demand Event Maintenance screen in HRS when you want to make changes to an existing Event. It will also provide you with information on how to reprocess Events when Events have become out of sequence.
On Demand Event Maintenance is a screen used to manually run Benefits
Administration (Ben Admin) in place of the automated Ben Admin
processes that run every night Sunday through Thursday. Typically we
use On Demand Event Maintenance to process manual enrollments such as
ADM and SAV Events for enrollment purposes, but On Demand is also used
for finalizing Events reported on the MSC Event Evaluation Report as
well as manually finalizing Term Events to avoid deductions being taken on a
final payroll check. Using On Demand Event Maintenance allows you to
process participant Events quickly without setting up Run Controls,
waiting for the overnight Ben Admin processes to run, or switching to other pages to
enter the employee's enrollments.
At times automatic Events created by adding Job Rows (MSC, DTA, etc) or manual Events
(ADM, SAV) have been added to the system retroactively. When
this occurs, it may be necessary to reprocess existing Events to bring
the employee's records up to date. At other times you may need to correct enrollment errors after the ADM Event has been finalized or Re-Open an Event to make additional elections on behalf of an employee. This document will walk you
through reprocessing Events using the On Demand Event Maintenance screen in HRS.
- Employee ID (Empl_ID)
- Existing Events
- Finalized Events in the correct sequenced order:
- ADM, SAV: New or modified enrollments
- MSC: Possible changes in Benefit Program and/or cancellation of enrollments
- TER, TRL, TRX, RET, RTL, DEA: Cancellation of Benefits due to termination, transfer, retirement, or death
- ICI, CAT, UCT: Changes in ICI enrollments
- UIA: Changes in University Insurance Association enrollment
- FSA: Changes in flexible spending accounts and/or health savings account enrollments
- SBK, RFL, RBK, POS, PAY, PLA, LOA, CPR, DTA: job changes that usually have no impact on eligibility.
- OE: Event used exclusively for the Annual Benefit Enrollment period - may result in new or modified enrollments
NOTE: The list above includes all Events in use as of January 1, 2016. For a list of Events, including Events used prior to this date, please reference the following KB: BN - List of Benefit Events .
- When reprocessing Events (Events processed or reprocessed after a payroll has finalized), it's important to verify the Base Benefit Enrollment pages to ensure all Deduction Dates are accurate both the day of AND the day following the reprocessing of Events. It is also critical to check Benefits Retro the following day to ensure any Benefits Retro triggered by the Event is appropriate. For more information regarding Benefits Retro, reference: BN - Retro Benefits Review Process.
- You will have the option to reprocess Events back to a status of Assign Benefit Program or to a status of Re-Enter. It is critical to reprocess all Events that are not used for enrollments back to a status of Assign Benefit Program to ensure all potential changes in eligibility or enrollments has been captured before moving forward since these Events are tied to specific HR Job rows. You will need to make a judgement call when reprocessing manual Events (SAV, ADM, UIA, FSA) whether to use Assign Benefit Program or Re-Enter based on whether eligibility has potentially changed on or near your Event Date. When you reprocess back to Assign Benefit Program, you are effectively telling Benefits Administration to start over and re-evaluate the eligibility criteria first and the system will remove any elections you had made in that Event. When you reprocess back to Re-Enter, Benefits Administration will not re-evaluate the eligibility criteria and will remember the elections you had entered when you initially processed that Event.
- Open Enrollment Events (OE) are only available for reprocessing for a finite period of time. When the Annual Benefit Enrollment (ABE) period has ended, the Events will be permanently closed (grayed out) for processing so they become a permanent record of the employee's self service enrollment choices during the OE period. If an error has been made, or an enrollment needs to be added after the Events have been closed, you will need to use an ADM Event dated January 1 to make those changes.
- OE and Hire Events are used for employee self-service. When an employee enrolls using these Events, the Events are tagged with the employee's Empl_ID which serves as their electronic signature. These Events may be reprocessed if the employee wants to make changes the same day they have submitted their enrollment choices. After that point, reprocessing the Events will invalidate that electronic signature, only the original election would be transmitted to the vendors and employees would receive a confirmation statement based on the initial enrollment election only. Employees will need to complete paper applications and enrollments would need to be entered using a manual ADM Event.
- When reprocessing Events, you need to skip over any Events that have been Voided, permanently Closed to processing (OE Events), or Disconnected.
When enrolling employees for benefits, there can be only one ADM, SAV, FSA, or UIA Event with the same Effective Date. At times you may need to add elections, change existing elections, or remove elections in an existing Event that you have already finalized. To perform these functions, you need to Re-Open the Event, make the changes and then re-finalize the Event.
NOTE: Before you proceed, it's highly recommended that you note all Benefit Plans the employee is currently enrolled in as of the Effective Date of the Event. This will help ensure you Re-Enter all appropriate benefits within the Event before finalizing it:
1. Navigate to: Benefits > Enroll in Benefits > Health Benefits > Enter the employee's Empl_ID number. Note all plans the employee is enrolled in, coverage levels, and dependents.
- Repeat this process using the same navigation for Life and AD/D Benefits, Disability Benefits, Savings Plans, and Spending Accounts.
- Although you can see an employee's benefits at a glance by navigating to Benefits > Review Employee Benefits > Current Benefit Summary, it will not provide the details regarding which dependents are covered under a plan, and will not allow you to see historical or future enrollments.
2. After noting the employee's benefits and Coverage Begin Dates (Effective Dates), navigate to the employee's On Demand Event Maintenance Screen:
- Benefits > Manage Automated Enrollments >Events > On Demand Event Maintenance > enter the employee's Empl_ID and click the Search button.
3. In our example, we will use an ADM Event dated 2/1/2016. Note that the Event has been Finalized and is Closed for Processing.
4. Click on the Event Status Update button to access the list of Events.
5. Using the drop down menus, change the Process Indicator to "Re-Enter" and the Event Status to "Open."
NOTE: To reprocess your Event back to Assign Benefit Program, simply change the Process Indicator to Assign Program and Event Status to Open and proceed with the steps below.
6. Scroll to the bottom of the page and click the OK button
7. You will be redirected back to the employee's On Demand Event Maintenance screen. Note that the Process Indicator is now "Re-Enter" and Event Status is "Open for Processing." Click the Reprocess button to continue. (If you chose Assign Program versus Re-Enter, the Process Indicator will be "Assign Program" and Event Status will be "Open for Processing.")
8. You will receive a pop up box indicating that the process has completed successfully. Click the OK button to continue.
9. Note that the Event Status is now "Re-Enter" and "Open for Processing," and the Process Indicator is set to "Normal Processing." Currently there is 1 enrollment entered of a possible 22 options. (If you chose Assign Program, screen would show 0 of 22 options.)
10. Click the Election Entry button to make changes to your elections as needed.
In this example, the employee has decided to add AD/D coverage as of 2/1/2016 after the ADM Event had been finalized. Scroll down to the appropriate plan and enter the Enrollment Code, Enrollment Reason, and Application Received by date for that plan.
11. Scroll to the bottom of the page and click the OK button. You will be redirected back to the On Demand screen. Click the Validate/Finalize button. Note that there are now 2 enrollments of 22 possible entered.
12. A pop up box will notify you that your process has completed successfully. Click OK to continue.
13. Be sure to verify that the enrollments are correct by navigating back to the Base Benefit Pages:
Benefits > Enroll in Benefits >
- Health Benefits
- Life and AD/D
- Spending Accounts
NOTE: Before you proceed, it's highly recommended that you note all Benefit Plans the employee is currently enrolled in as of the Event Date. This will help ensure you re-enter all appropriate benefits within the Event before finalizing it:
1. Navigate to: Benefits > Enroll in Benefits > Health
Benefits > Enter the employee's Empl_ID number. Note all plans the
employee is enrolled in.
- Repeat this process using the same navigation for Life and AD/D Benefits, Disability Benefits, Savings Plans, and Spending Accounts.
- Although you can see an employee's benefits at a glance by navigating to Benefits > Review Employee Benefits > Current Benefit Summary, it will not provide the details regarding which dependents are covered under a plan, and will not allow you to see the historical or future enrollments.
2. After noting the employee's benefits, coverage levels, dependents, and Coverage Begin Dates (effective dates), navigate to the employee's On Demand Event Maintenance screen:
Benefits > Manage Automated Enrollments >Events > On Demand Event Maintenance > enter the employee's Empl_ID and click the Search button.
3. The employee's On Demand screen will be displayed. Click on the Event Status Update button to view the list of Events that have been processed for this employee.
4. The employee's On Demand Event Maintenance screen will be displayed. In our example, an ADM Event effective 2/1/2016 was entered and finalized for a future enrollment change. Job Rows were entered for this employee that created POS Events dated prior to the ADM Event date. The Benefit Administrator then receives a Savings Reduction Agreement form requesting an enrollment in a 403b plan and adds an SAV Event effective the first day of the Jan B payroll. These Events have not been entered into the system in date order. As a result, the Events dated later than the original ADM Event are now marked as "Out of Sequence."
5. Events need to be reprocessed in order to ensure that any changes to the employee's Benefit Program or eligibility for benefits is accounted for leading up to the ADM Event. It will also ensure that all new enrollments, cancellations, or changes in benefits are reflected in the correct order for all later Events.
The order to reprocess Events is as follows:
1. Date Order from the oldest to the newest (reprocess 1/1/2015 Event, then reprocess 2/1/2015 Event, then reprocess 3/1/2015 Event, etc.)
2. If you have multiple Events for the same date process those Events in Event Priority from lowest to highest (reprocess Event priority 75, then 200, 290, 375, 900, etc.)
3. If you have multiple Events for the same date and same Event Priority, process those Events by Event ID priority from lowest to highest (1, 2, 3, etc.)
6. In our example, we have three Events that are out of sequence following the SAV Event that need to be reprocessed. The POS Events have an earlier date than the ADM Event and need to be processed first. However, there are two POS Events with the same Event Date and same Event Priority. The POS Events should be processed in Event ID order. The picture below shows the order the Events need to be reprocessed:
7. To reprocess Events, change the Process Indicator to "Assign Program" and the Event Status to "Open."
8. Scroll to the bottom of the page and click the OK button.
9. You will be redirected to the On Demand screen. Click the Reprocess button to continue.
10. You will receive a pop up box when the reprocessing has been completed successfully. Click OK to continue.
11. Click the Finalize/Apply Defaults button. NOTE: This radio button is only checked when processing Events that are NOT used for enrollments.
12. Click the Validate/Finalize button.
13. Click the Event Status Update button to select the next Event to be reprocessed.
14. Note that the POS Event #4 is no longer out of sequence.
15. Repeat steps 7 through 13 for the POS Event #3 so that it is no longer out of sequence.
16. Repeat steps 7 through 10 above for the ADM Event. Note that the ADM Event now shows 0 of 22 entries shown below.
NOTE: It is very important when re-processing ADM Events that you verify that ALL Benefit Plans, effective date, levels of coverage and dependents to be covered under each Benefit Plan at that point in time are reflected accurately in the ADM Event before you Finalize it again particularly if Events were entered with a future effective date, or if Events became out of sequence to avoid current enrollments from being overwritten. An example below is an illustration of how an MSC Event can affect the results of an ADM Event. The date the Event was prepared dictates what Benefit Program and Options that will be Prepared for the enrollment Event.
| Order Prepared||Event||Status|| Date Prepared|| BN Program|| Coverage Level|| Coverage Begin Date|
|1||ADM|| Not yet Finalized
||10/3/2015|| G01 (Grad)
|| No WRS
|2||MSC|| Finalized Enrolled
||10/4/2015|| U02 (AS/FA/LI)
In the example above, an ADM Event was created on 10/3/2015 but it has not been Finalized. At that time the employee was assigned to a Grad Benefit Program which was not eligible for the WRS and options prepared for that employee based on the Grad Benefit Program. On 10/4/2015, the employee received an Academic Staff position and a Job Row was added to change the Continuity Code to 03 (Ongoing) and the employee became eligible for the WRS as of 10/4/2015. The MSC Event is Finalized and the employee is assigned to the U02 Benefit Program on 10/4/2015.
The Benefit Administrator uses the ADM Event to change from Dean single coverage to Dean family coverage as of 11/1/2015. The Event is Finalized and the employee is incorrectly put BACK into the G01 Grad Benefit Program effective 11/1/2015, the WRS is overwritten with a waive row, and the employee will be charged Grad rates for health insurance. To avoid this issue, the ADM Event must be reprocessed back to Assign Benefit Program to pick up the eligibility change from Grad to Academic Staff.
17. When all elections have been verified within the ADM Event, click the Validate/Finalize button.
18. Repeat step 1 above and validate the enrollment choices by navigating to the employee's Base Benefit Pages: Benefits > Enroll in Benefits > Health.....Life and AD/D.....Disability....etc.
Related Policies, Job Aids and Forms
Related Job Aids
- BN - Benefits Administration
- BN - Processing Events Using On Demand Event Maintenance
- BN - MSC Event Evaluation Report
- BN - Employee Process Status Report
- BN - List of Benefit Events
- BN - Deleting and Voiding Events Using On Demand Event Maintenance
- BN - List of Process Indicator
- BN - List of Event Process Status
- BN - List of Benefit Schedules
- BN - Ben Admin Schedule Summary
- BN - Adding Events to the BAS Activity Table
- BN - Retro Benefits Review Process
- BN - Benefit Retro Queries
- BN - WED - Income Continuation Insurance Missing Enrollment Report