BN - Processing Events Using On Demand Event Maintenance

This document provides an overview of the On Demand Event Maintenance screen and the steps to take when manually processing Events.

Procedure At-A-Glance
Category: Event Maintenance
Audience: Campus Benefit Administrators; UW Service Center
Overarching Process: Benefits
Navigation: Benefits > Manage Automated Enrollment > Events > On Demand Event Maintenance
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General Description

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 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 overnight Ben Admin to run, or switching to other pages to enter the employee enrollments.  It also allows you to correct processing errors as they occur instead of running reports after the evening processes have run.

This document will walk you through the fields found on the On Demand Event Maintenance screen and how to process an Event from Schedule/Prepare to Finalized.

Process Inputs:

Process Outputs:

  • Finalized Events:
    • 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.  Benefits Billing or Deduction Pre-Pay may be needed for LOA or SBK.
    • OE:  Event used exclusively for the Annual Benefit Enrollment period - may result in new or modified enrollments

Process Considerations:

  • When processing retroactive Events (Events processed after a payroll has run), it's 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: 19177.
  • Any Job Data changes that are made today will require running Eligibility Configuration Population process prior to running Benefits Administration using On Demand Event Maintenance.  For more information on the Eligibility Configuration Process, please reference:  BN - Running the Populate Eligibility Config Process Ad Hoc.
  • At times automatic Events created by adding Job Rows or manual Events such as ADM or SAV Events are 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.  For more information on reprocessing Events, please reference:  BN - Reprocessing Events Using On Demand Event Maintenance .  


    • The Benefits Administration process (whether automated or via On Demand Event Maintenance) processes Events, not participants.  At any point in time a participant can have multiple unprocessed Events that are of different Event Classes and Event Dates.  Only one Event will be Open for Processing at a time.  If you have multiple Events that require processing, you will have to process each Event in order through to Validated/Finalized status.
    • At other times it may be necessary to void or delete an Event using On Demand.  For more information on Voiding and Deleting Events, please reference: BN - Deleting and Voiding Events Using On Demand Event Maintenance .
    • Do not process Events using On Demand Event Maintenance after 7:00 p.m. Monday through Thursday or after 5:00 p.m. on Sundays to avoid data integrity issues or processes failing.  Benefits Administration will be run automatically for the full population of employees during this time.

    Reading the On Demand Event Maintenance Screen:

    The On Demand Event Maintenance Screen is split into two sections.  The top section lists all Events that have been added to the BAS Activity Table and that have not yet been processed by Benefits Administration.  These will include Events automatically created by entering new Job rows as well as those manually created by the campus for enrollments.  You may have more than one Event pending.  Clicking the Show Activities button will allow you to see a list of those activities in pending status and choose the order to process them in. 

    Pending Events

    The Pending section contains the following fields:

    • Name:  Employee's first and last names
    • Person ID:  This is the employee's Empl_ID
    • Benefit Rcd #:  The majority of employees have only one Benefit Record so this will generally default to zero. 
    • Activity Date:  This is the Effective Date of the row added on Job Data (shown below) that triggered the Event, OR the Event Date manually entered on the BAS Activity Table.

    Effective Date

    • Source:  Displays the type of action that triggered the Event:  address change, pay change, etc.  A Source of Job Data Change is used when the Event has been automatically triggered by adding a row on JOB Data.  Manual Event is used when the Events have been added manually to the BAS Activity Table or by Processes (such as the Annual ICI Process).
    • Empl Rcd#:  This is the Employee Record against which the Event was created.  For example, if an employee is terminating their Empl_Rcd 0 Student Help job but will continue to work in their Empl_Rcd 1 Student Help job, the Termination Event will automatically be created by the Job Data Change of Termination against only the appropriate Employee Record.
    • Schedule/Prepare Activity button:  Clicking this button will perform the first main activities of Benefits Administration - to assign the Event to a Benefit Event Schedule, assign the employee to a Benefit Program, and Prepare their enrollment Options (if any). 
    • Pending Activities:  Displays the number of  Events the employee has pending as of today's date.  If there are no pending Events, this field is blank.
    • Show Activities:  If the employee has more than one Event pending, you can click this button to view all pending activities before processing any Events.  If there are no Events pending, this button will be unavailable and appear grayed out.
    • Action:  This displays the type of job action associated with the action trigger.  It can be an Event that affects Benefits Eligibility or Enrollments, or one that does not (such as a simple data change).  Ben Admin ties the Event type to a set of rules determining the action it needs to take.  If the Event affects Eligibility, it will appear on the MSC Event Evaluation Report.

    The active section of the On Demand Event Maintenance Screen will show the current Event that is being processed through Benefits Administration.  Only one Event will be processed through to Finalized at a time. Once an Event is Finalized, Benefits Administration will automatically Schedule/Prepare the next sequential Event.

    On Demand Screen Open

    The active (bottom) section contains the following fields:

    • Event ID: Each Event is given a unique number per Event Schedule.  Events will be processed in Event Date Order from the oldest to the newest.  If multiple Events exist for the same date, Benefits Administration will process those by Event Priority.  If more than one have the same Event Date and Event Priority - Benefits Administration will use the Event ID to determine the order to process Events.
    • Event Date:  This is the equivalent of the Activity Date shown under the Pending Section.  It represents the Effective Date of the row added on Job Data, OR the Event Date entered on the BAS Activity Table for a manually added Event.
    • Status:  This is the Event Process Status.  For a list of statuses, please reference the following KB document:  BN - List of Event Process Status
    • Class:  This is the type of Event being processed.  For a list of Events, reference the following KB document:  BN - List of Benefit Events
    • Event Status Update button:  To view all Events past, current, and future - click this button.
    • Enrollment Statement:  Not used by the UW at this time.
    • Frequency:  Will be defaulted to Deduction.
    • Election Entry button:  When you click this button, you will see all Benefit Plan options that the employee can be enrolled in for this Event at this point in time.
    • Entered # of #:  When initially Scheduled/Prepared, this will display as "0 of #" with # being the maximum available Benefit Plans the employee can enroll in.  After elections have been made using On Demand, the first number will change from 0 to reflect the number of plans the employee has been enrolled in with this Event.
    • Show Plans:  Clicking this button will show all Benefit Plan Types the employee has made changes for and what Option Code (level of coverage) has been chosen for that plan or WAV if they have waived the plan.  (clicking the Return button will redirect you back to the On Demand screen)
    • Validate/Finalize:  When this button is clicked, the system will validate if the enrollment choices and dependents covered are appropriate given the employee's current Benefit Program assignment and level of coverage elected.  If everything is correct, the system will write a row to the Base Benefit Pages electing or waiving coverage under each Plan Type.  If there is an error preventing finalization (such as cross plan validation, coverage level mismatch with dependents chosen, or dependent effective date), the status will go to Election Error.  If there are errors that will not prevent finalization (such as replacing a waive row for an election row for the same date), the Event will still validate and finalize but with a soft warning message.
    • Confirmation Statement button:  Not used by the UW at this time.
    • Errors:  If Benefits Administration is unable to validate or finalize the elections, it will indicate the number of errors it has found with the elections.
    • Show Errors:  If there are any errors in the enrollments, you can click this button to view the error messages.
    • Finalize/Apply Defaults:  This button should be checked when you are processing an Event where you are NOT making enrollments.  You are telling the system to keep the current enrollments or apply the default enrollments (typically waive rows) as of that date.
    • Event Status:  Will indicate if the Event is Open for Processing, Closed, or Voided.

    Processing different types of Events will impact an employee's benefits records differently.  As you might expect, a Termination Event will terminate all employee benefit plans when processed through to Finalized.  An MSC Event might move an employee from a Grad Benefit Program to a FA/AS/LI Benefit Program and enroll them in WRS when Finalized.  Other Events have no impact on Benefits or an employee's eligibility and when processed by Benefits Administration will have a final status of "Prep None."  A list of all Benefit Events and their purpose can be accessed at the following KB document:  BN - List of Benefit Events .

    Procedure Steps

    1.  Navigate to Benefits > Manage Automated Enrollment > Events > On Demand Event Maintenance.  Enter the employee's Empl_ID and click the Search button.

    On Demand Nav

    2.  Pending activities will appear at the top of the screen.  (NOTE:  you must verify that all Events dated prior to an ADM, SAV, or UIA Event have been processed through to finalized before you process your manual Event.)

    ADM Event Pending

    3.  If there is only 1 pending Event, click the Schedule/Prepare Activity button. 


    This will perform the following functions:

    • Assign the Event (Activity) to the appropriate Benefit Event Schedule (See:  BN - List of Benefit Schedules )
    • Assign the employee to a Benefit Program based on Eligibility Rules
    • Determine if the employee has any enrollment opportunities based on that type of Event
    • Prepare the employee's Enrollment Options
    • Open the Event for further processing (Note the Event no longer appears under the Pending Section)


    4.  If you are processing an ADM or SAV Event, you can click on the Election Entry button to make those elections.  Note that there are 22 Options that have been prepared for this employee. 


    5.  The Event will automatically direct you to the Options Tab.   The employee's current elections will appear under each Plan Type listed.  NOTE:  the elections reflected here are those that were in place at the time the Event was created.  If the Event was created retroactively and changes were made since the Event was created - it will not necessarily reflect the most current elections.  To ensure you have the most up to date information, reference the employee's Base Benefit Pages or Review Employee Benefits screens prior to processing any manually created Events. 


    6.  Using the drop down menu, choose the appropriate Enrollment Code based on whether you are adding coverage, removing coverage, adding dependents, or removing dependents.


    7.  Using the drop down menu, choose the appropriate Enrollment Reason for adding/removing/changing coverage.  (The reasons will vary according to the Enrollment Code chosen.)

    ernollment reason

    8.  Enter the Application Received By date and click the Apply enrollment defaults button.  This will carry the Enrollment Code, Reason, and Date down to every Plan Type within the Event so it's not necessary to enter each individually.


    9.  Click on the magnifying glass icon to choose the appropriate Option Code.


    You will be presented with a list of Option Codes.  PeopleSoft limits the search results to the first 300 options.  You may need to further define your selection using one of the search criteria: Option Code, Benefit Plan, Description, or Coverage Code if you know any of these values.  (Example: for GHC with Dental covering an employee plus children only you can search Option Code beginning with the letter G) 


    Note that as soon as we pull in the GHC Dental single coverage Option Code, the dependents have been automatically removed by the system.  Based on this Option Code, the system knows that the employee should have no dependents covered under the plan. 


    In some cases, you may only be removing a single dependent from the plan.  In that instance, you would use the appropriate Option Code for family coverage and remove only the dependent by clicking on the minus sign at the end of the dependent's row as shown below.  It's important to remember whenever you are making any changes to an employee's marital status, that you make that change in the Benefits Personal Data section of the system as well so that insurance vendors are notified.  For more information on how to update the Benefits Personal Data screens, please reference:  BN - Benefits Personal Data.

    Remove1 Dependent

    10.  Continue making any additional changes or enrollments to your Event by scrolling down through the Plan Types.  When you have entered all appropriate information, scroll down to the bottom and click the OK button.


    11.  You will be returned to the On Demand Event Maintenance screen.  Note that now there is 1 of 22 entries.   You can click on the Show Plans button to get a list of the Benefit Plans the employee will be enrolled in.  This is only one of several places within PeopleSoft where you can verify your entries.  See Related Job Aids below for more links.


    12.  Click the Validate/Finalize button to submit your changes to the Base Benefit pages.  (The Finalize/Apply Defaults radio button is used when processing Events not used for enrollments such as MSC Events.  Clicking this radio button tells the system that you want it to retain the current elections and apply any default enrollments such as waive rows as of that date.)


    13.  A pop up box will appear letting you know that the process completed successfully.  Click the OK button to continue.


    14.  Note that the Event now has a Event Processing Status of Finalized - Enrolled and the Event Status has a status of Closed for Processing.

    Finalized enrolled
    15.  It's important to verify that the Base Benefit Pages are accurate.  To verify enrollments, navigate to Benefits > Enroll in Benefits > 

    • Health Benefits
    • Life and AD/D Benefits
    • Disability Benefits
    • Savings Benefits
    • Spending Account Benefits
    • Retirement Plans

    You can also access a summary of these plans by navigating to:  Benefits > Review Employee Benefits > Current Benefit Summary
    (NOTE:  The Current Benefit Summary will only show the plans that will be active as of today.  It will not show future elections.)

    Related Policies, Job Aids and Forms

    Related Policies

    Related Job Aids

    Related Forms

      Keywords:Benefits, Ben Admin, Administration, Event, ADM, SAV, UIA, hire, term, terminate, cancel, enroll, enrollment, manage automated enrollment, OE, ABE, BAS Activity Table, validate, finalize, assign program, benefit, prepare, options, open, closed, disconnect, void, voiding, election entry, schedule, pending, enrollment code, reason, marriage, divorce, adoption, app received, effective, deduction begin date, coverage begin date, application, apply,   Doc ID:58169
      Owner:Joanna B.Group:Human Resource System (HRS)
      Created:2015-11-12 14:25 CDTUpdated:2016-08-08 13:26 CDT
      Sites:Human Resource System (HRS)
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