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Session 1022 Multiple Jobs Processing in HRMS 8 - Part II

Session 1022 Multiple Jobs Processing in HRMS 8 - Part II. March 20, 2001 Dave Dresselhouse PeopleSoft. Agenda. This is Part 2 of a 2-part presentation... Part I (2:30 - 3:30) Multiple Jobs Basics / Overview HRMS Payroll for North America Pension Administration

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Session 1022 Multiple Jobs Processing in HRMS 8 - Part II

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  1. Session 1022Multiple Jobs Processing in HRMS 8 - Part II • March 20, 2001 • Dave Dresselhouse • PeopleSoft

  2. Agenda • This is Part 2 of a 2-part presentation... • Part I (2:30 - 3:30) • Multiple Jobs Basics / Overview • HRMS • Payroll for North America • Pension Administration • Break (3:30 - 3:45) • Part II (3:45 - 4:45) • Benefits Enrollment and Deductions • Benefits Administration / Eligibility

  3. Agenda • Quick Overview/Review of Multiple Jobs (Benefits) • New Features in PeopleSoft 8 to Support Multiple Jobs • Base Benefits • Benefits Administration • Payroll for North America (deductions) • Tips and Techniques • “Insider Information” on how to best use these new features • Things to consider in your implementation • Things to avoid

  4. PeopleSoft Base Benefits EMPLOYMENT Empl_Rcd: #0 EMPLOYMENT Empl_Rcd: #1 EMPLOYMENT Empl_Rcd: #2 EMPLOYMENT Empl_Rcd: #3 JOB Effdt: 1/1/1999 Action: HIR JOB Effdt: 2/1/1999 Action: HIR JOB Effdt: 4/1/1999 Action: HIR JOB Effdt: 2/1/2000 Action: HIR JOB Effdt: 2/1/2000 Action: XFR JOB Effdt: 12/31/1999 Action: TER JOB Effdt: 8/1/2000 Action: DTA Multiple Jobs - Benefits Overview • How do Benefit Enrollments relate to Jobs? • Jobs are grouped into “Benefit Records” for benefits purposes BENEFIT RECORD #0 BENEFIT RECORD #1

  5. PeopleSoft Base Benefits Health LTD LTD Savings Savings Life Life FSA Multiple Jobs - Overview • How do Benefit Enrollments relate to Jobs? • Enrollments are for a Benefit Record • Data field name is Empl_Rcd, but it’s really populated with Benefit_Rcd_Nbr BENEFIT RECORD #0 BENEFIT RECORD #1

  6. PeopleSoft Base Benefits New Features • Primary Job for Benefits • One per Benefit Record • The Primary Job determines: • Pay/Deduction Frequency in Payroll • Pay/Deduction Frequency in BenAdmin • Service Date for premiums based upon service • Which job carries the deductions and credits for benefits BENEFIT RECORD #0 BENEFIT RECORD #1 EMPLOYMENT Empl_Rcd: #0 EMPLOYMENT Empl_Rcd: #1 EMPLOYMENT Empl_Rcd: #2 EMPLOYMENT Empl_Rcd: #3

  7. PeopleSoft Base Benefits New Features • Primary Job for Benefits • Effective-dated • Determined automatically via rules when jobs are hired/terminated • User can re-designate the primary job at any time • Maintained in new Primary_Jobs table

  8. PeopleSoft Base Benefits New Features • “Include for Eligibility” flag • Determines which jobs may, or may not contribute toward an eligibility evaluation in BenAdmin • Determined via rules when jobs are hired/terminated • User can update at any time • Maintained on the Primary_Jobs table

  9. PeopleSoft Base Benefits New Features • “Include for Deductions (Coverage)” flag • Determines which jobs may, or may not contribute salary (Comp Rate or ABBR) toward salary-based coverage such as Life and Disability • Determined via rules when jobs are hired/terminated • User can update at any time • Maintained on the Primary_Jobs table

  10. PeopleSoft Base Benefits New Features • Primary Job - “Default Rules” • Automatically designates the Primary Job, and sets the “Include Flags” whenever a job is Hired, Re-Hired or Terminated • Can be configured to implement 7.02/7.51 functionality (lowest active Empl_Rcd)

  11. PeopleSoft Base Benefits New Features • Primary Job - “Default Rules” • User-configurable workflow notifies you when other job actions take place • Actions that could potentially change the designation of the primary job, requiring Administrator review

  12. PeopleSoft Base Benefits New Features • Calculation Rules - Grouping Method • Determines the group of jobs that should have their salaries added together for determining coverage and premiums • Subset of all jobs that have their “Include for Deductions” flag turned on • Default is “All in BRN” - same as 7.02/7.51

  13. PeopleSoft Base Benefits New Features • Calculation Rules - “Active Jobs Only” flag • Further refinement of the group of jobs to be used for salary aggregation • Allows consideration of only those jobs that are active • Default is “Consider Active Jobs Only” - same as 7.02/7.51

  14. PeopleSoft Benefits Administration New Features • Eligibility Rules (Benefits Administration) • Grouping Method • Determines the group of jobs that should be evaluated for eligibility purposes • Subset of all jobs that have their “Include for Eligibility” flag turned on • Default is “Primary Job” - same as 7.02/7.51

  15. PeopleSoft Benefits Administration New Features • Eligibility Rules (Benefits Administration) • “Active Only” flag • Further refinement of the group of jobs to be used for eligibility evaluation • Allows consideration of only those jobs that are active • Default is “No” (both Active and Inactive considered) - same as 7.02/7.51

  16. PeopleSoft Benefits Administration New Features • Eligibility Rules (Benefits Administration) • Evaluation Method • Determines “how” the group of jobs should be evaluated - what must meet the criteria? • At least one job • All of the jobs • The sum of the jobs • Numeric fields only (e.g. FTE, Std Hours)

  17. PeopleSoft Base Benefits New Features • Pay System & Benefit System • Both are now effective-dated (on Job table) • Both can be changed at any time • Benefit System is loosely dependent upon Pay System

  18. PeopleSoft Base Benefits New Features • “Single Check” Payroll Feature • Greatly reduces the number of checks a Multi-Job employee receives. • A single check can pay jobs… • In different Benefit Records • In different Paygroups • Even in different pay frequencies! • Paysheets for multiple paygroups are combined into a new paysheet for the employee’s Primary Paygroup.

  19. PeopleSoft Base Benefits Tips & Techniques- Base Benefits Tips and Techniques Base Benefits

  20. PeopleSoft Base Benefits Tips & Techniques- Base Benefits • Getting Started • Change the Search Views for Base Benefits! • Configures search list boxes to return only one entry per Benefit Record. • Prevents you from enrolling an employee under an Empl Record instead of a Benefit Record. • New utility page automates this...

  21. PeopleSoft Base Benefits Tips & Techniques- Base Benefits • Getting Started • Review/Configure the “MultiJob Options” Rules. • Should the Primary Job be re-assigned when a new job is hired into an existing Benefit Record? • Should the Primary Job be re-assigned if it terminates? • Are there any Job Actions that should generate a notification to the Benefits Administrator for Primary Job review?

  22. PeopleSoft Base Benefits Tip: Tips & Techniques- Base Benefits • Getting Started • Review/Configure the “MultiJob Options” Rules. • If you want to continue 7.02/7.51 behavior, use the following settings:

  23. PeopleSoft Base Benefits Tip: Tips & Techniques- Base Benefits • Primary Jobs Maintenance / Review • Conversion will automatically populate based upon 7.02/7.51 behavior. • “Include for Deductions”Flag • Applies only to “salary-based” plans • “Earnings-based” plans always use all jobs in the check for the BRN - this flag is ignored. • Generally best to leave this checkedON forterminated jobs • Once set OFF, the job can’t contribute salary to any plan types • Using the “Active Only” flag on the Calc Rules gives more granular control

  24. PeopleSoft Base Benefits Tip: Tips & Techniques- Base Benefits • Primary Jobs Maintenance / Review • To avoid “double-dipping”, non-earnings-based benefit deductions are tied to the Primary Job. • The Primary Job should be an active job if any other jobs in the Benefit Record are active, and deductions are to be taken.

  25. PeopleSoft Base Benefits All Jobs in Effect Tips & Techniques- Base Benefits • Calculation Rules • Life/AD&D and Disability Plan rules • Should coverage be based upon an accumulation of salaries across jobs? • All combined salaries should be in same currency 1 - Include for Deductions = “Yes” (Primary_Jobs Table) 2 - Included in Calc Rule’s Group Method and “Active Only” Salaries Accumulated

  26. PeopleSoft Base Benefits Tips & Techniques- Base Benefits • Dealing with Multiple Pay Systems • Pay System is now effective-dated • When combining salaries, jobs in all pay systems are considered, according to the “Include” flags • Think about different currencies!

  27. PeopleSoft Base Benefits Tips & Techniques- Base Benefits • Benefit Record - Assigning & Changing • No longer tied to an Empl_Rcd - use any values you like! • Jobs in different companies should generally be assigned to different Benefit Records • These jobs will always be paid on separate checks anyway • Savings plans generally don’t cross company (legal entity) boundaries. • But remember…coverage and eligibility can be based on jobs crossing Benefit Records

  28. PeopleSoft Base Benefits Tips & Techniques- Base Benefits • Benefit Record - Assigning & Changing • You may now change a job’s Benefit Record to any value... • Keep in mind: the relationship between a Job (Empl_Rcd) and a Benefit Record is not effective dated • The system will automatically check the validity of the Primary Jobs table • If this job is (or was) a primary job, you’ll most likely need to adjust primary job information in the Primary Job Maintenance page.

  29. PeopleSoft Base Benefits Tip: Tips & Techniques- Base Benefits • Benefit Record - Assigning & Changing • If you change a job’s Benefit Record such that there are no jobs left in the original Benefit Record, any enrollments for that original Benefit Record will be orphaned • The original Benefit Record will no longer exist on any Employment record • The Ben_Prog_Partic will automatically be deleted • Avoid the “deletion” of Benefit Records • If you must... always check to make sure there are no active plan enrollments prior to moving the last job out of a Benefit Record

  30. PeopleSoft Base Benefits Tips & Techniques- Base Benefits • General Deductions • No longer tied to a Benefit Program • Definitions/Enrollments at the Company level • If not to be taken on every check… • Taken from Primary Paygroup’s check -or- • Taken from “highest Paygroup Priority” check • If for Union Dues… • Taken only from checks paying the Union job

  31. PeopleSoft Base Benefits Tip: Tips & Techniques- Base Benefits • Turn ON “Take on all Paygroups” if the deduction is based upon a % of earnings. Turn OFF for flat amount deductions.

  32. PeopleSoft BenefitsAdministration Tips & Techniques- BenAdmin Tips and Techniques Benefits Administration

  33. PeopleSoft BenefitsAdministration Tips & Techniques- BenAdmin • BenAdmin and the Primary Job • Determines the employee’s pay frequency during cost calculations via the job’s paygroup • Provides the Service Date for cost calculations using a Service Rate table • Provides the Service and Termination dates for eligibility evaluation • Provides “Job” information for reporting, forms, etc

  34. PeopleSoft BenefitsAdministration Tips & Techniques- BenAdmin • Configuring Multi-Job Options (BenAdmin) • Do you have eligibility rules that cross Benefit Record boundaries? • Trigger Explosion parameter settings • Should new/terminated jobs be included for Elig?

  35. PeopleSoft BenefitsAdministration Tips & Techniques- BenAdmin • Configuring Eligibility Rules • Review/Update your Eligibility Rules with an eye towards evaluating eligibility across multiple jobs • Defaults for Group Method, Evaluation Method and “Active Only” mirror 7.02/7.51 behavior

  36. PeopleSoft BenefitsAdministration Tips & Techniques- BenAdmin • Configuring Eligibility Rules • Step 1: Express it in words... Simple Rules: “The employee is eligible if the Primary job is Full-Time” “The employee is eligible if all active jobs in this Benefit Record are Full-Time” “The employee is eligible if any job, in any Benefit Record is Full-Time”

  37. PeopleSoft BenefitsAdministration Eval Method = “1 or More” Active Only = “Yes” Group Method = “All Flagged Jobs” Eligibility Field = Full/Part-Time Status Tips & Techniques- BenAdmin • Configuring Eligibility Rules • Step 2: Parse it according to the parameters Example: “The employee is eligible if any active job (in any Benefit Record) is Full-Time”

  38. PeopleSoft BenefitsAdministration All Jobs in Effect Tips & Techniques- BenAdmin • Configuring Eligibility Rules Remember: There are 3 levels to determining which job(s) contribute eligibility information... 1 - Include for Eligibility = “Yes” (Primary_Jobs Table) 2 - Benefit System = “Benefits Administration” (JobTable) 3 - Included in Elig Rule’s Group Method and “Active Only” Job(s) Evaluated

  39. PeopleSoft BenefitsAdministration Tip: Tips & Techniques- BenAdmin • Configuring Eligibility Rules • When using Benefit Status, avoid turning on the “Active Only” flag • Terminated jobs won’t be evaluated • A,L,P,S,W are the only Empl Status codes considered • Important if you’re using special benefit programs or plans for inactive employees (like retirees), and/or Benefit Status “Term w/Benefits”

  40. PeopleSoft BenefitsAdministration Tip: Tips & Techniques- BenAdmin • Configuring Eligibility Rules • Program-level rules • Try to use a Group Method of “Primary Job” or “Flagged in BRN” to avoid duplicate eligibility • Evaluation Method of “At Least One” in combination with Group Method of “All Flagged (all BRNs)” will most likely lead to duplicate eligibility at the program level

  41. PeopleSoft BenefitsAdministration For Upgrading Tip: Tips & Techniques- BenAdmin • Configuring Eligibility Rules If you just want to continue basing eligibility on the Primary Job (now under yourcontrol), you probably won’t need to update your current eligibility rules.

  42. PeopleSoft BenefitsAdministration Tip: Tips & Techniques- BenAdmin • Configuring Event Rules • Avoid setting the Default Method of a TER event class to “Terminate Coverage” • This will terminate the employee’s coverage when the event is finalized, even if they retain eligibility due to other jobs in the Benefit Record remaining active • Just as with single job implementations, always try to use loss of eligibility as the mechanism to terminate benefits

  43. PeopleSoft BenefitsAdministration Tip: Tip: Tips & Techniques- BenAdmin • Configuring Event Rules • Avoid setting the Default Method of a HIR event class to “Option & Coverage” or “Lowest Eligible Option” • When a concurrent job is added to the Benefit Record, we don’t necessarily want to replace the current elections (from the original Hire) if the “Add Concurrent” event is defaulted. • Use one of the “Current/Else…” methods because you want to carry-forward any existing election. • Consider making the HIR event a “Use History” event!

  44. PeopleSoft BenefitsAdministration Pay System Benefit System NAPY/PI Base or BenAdmin Global Base Benefits “Other” Base or BenAdmin Tips & Techniques- BenAdmin • Multiple Pay and Benefit Systems • You may not assign a “Global Payroll” job to BenAdmin • No Paygroup / Pay Calendar • You may assign a job managed by “Other” pay system, to BenAdmin • If the primary job is managed by “Other” pay system, you are responsible for ensuring that it is assigned to a paygroup with a pay calendar

  45. PeopleSoft BenefitsAdministration Tips & Techniques- BenAdmin • Multiple Pay and Benefit Systems • When processing eligibility, we look only at jobs that are managed by BenAdmin • If the system encounters a situation in which no jobs are evaluated during eligibility processing, the employee is considered ineligible for that rule • This can happen if the job(s) managed by BenAdmin have the “Include for Eligibility” flag turned off, or if all Evaluation Methods specify “Primary Job” and the primary job is not managed by BenAdmin • This can be changed by commenting a single line of Cobol code in PSPBAELG

  46. PeopleSoft BenefitsAdministration Tips & Techniques- BenAdmin • Multiple Pay and Benefit Systems • Simple rules to avoid confusion and potential problems: • If anyjobs in the Benefit Record are managed by BenAdmin, then the primary job for that Benefit Record... • must not be paid by Global Payroll • must have a valid paygroup & calendar • should also be managed by BenAdmin • Not an absolute requirement , but strongly recommended! • If not, eligibility Group Method of “Primary Job” will fail.

  47. PeopleSoft BenefitsAdministration Tip: Tips & Techniques- BenAdmin • Multiple Pay and Benefit Systems • An even simpler (and recommended) rule: • Try not to mix jobs with different Pay Systems and Benefit Systems in the same Benefit Record

  48. PeopleSoft BenefitsAdministration Tips & Techniques- BenAdmin • Trigger “Explosion” • Refers to the automatic generation of Bas_Activity triggers across all Benefit Records • Occurs during EM processing • In 7.51, Address Change, Passive Age and Manual triggers were exploded Address Change Benefit Record 0 Bas_Activity Address Change Address Change Benefit Record 1 Address Change Benefit Record 2

  49. PeopleSoft BenefitsAdministration Tip: Tips & Techniques- BenAdmin • Trigger “Explosion” • In 8.0, we optionally explode other triggers... • User configured • Job, Passive Service & MultiJob Changes • Manual Triggers can be set to explode / not explode (Employee level / Job level) • We only explode triggers out to Benefit Records whose primary job is managed by BenAdmin • If any Eligibility Rules cross Benefit Record boundaries, the “Explode Trigger” parameters (MultiJob Options) should be turned on, otherwise turn them off

  50. PeopleSoft BenefitsAdministration Tip: Tips & Techniques- BenAdmin • Trigger “Explosion” • Exploded Job and Passive Service triggers are assigned the System Default Event Class (MSC) • This should be a “Use History” event class in order to avoid unwanted events that stop at “Prepared” • The resulting events are assigned a Bas_Action Source of (EX) to easily identify them if an eligibility change has resulted. TJ / HIR Benefit Record 0 Bas_Activity Job Change (TER) EX / MSC Benefit Record 1 Benefit Record 0 EX / MSC Benefit Record 2

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