hr benefits processes for wfn 2.0/2

HR Benefits Processes for WFN 2.0/2.1

Agenda

Process the following changes:

Changing Corporate Level Data

– Company Codes

– Employee ID’s/File Numbers

– Corporate Groups

Terminating an Employee

Tracking COBRA events

Integration and Migration details

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File Number and Company Code Changes


Why Change an Employee’s Co Code?

Most companies have multiple company codes to differentiate groups of employees or sectors of their company:

• Separating Hourly and Salaried Employees

• Separating Physical locations

• Separating different organizations or companies


Why Change an Employee’s File Number?

There are many reasons you may need to change a file number :

• Lived In State changes

• Worked In State changes

• Change in SUI Taxations

• Company Code transfer

IMPORTANT: If you utilize the Multi-jurisdiction feature you wouldn’t need to change the file number for state and taxation changes.


Where do I begin?


• On the ‘Work tab’ select Edit and under ‘Employee Attributes’ click on Change Attributes.

EXAMPLE: Anthony Albright is moving from Co. Code ABC to XYZ.

Changing the Company Code (initial step)


Select Company Code and Click NEXT

Change File Number (if applicable) and choose Finish

Common Error in changing File Number

• File Numbers can have a setting to be reserved (if all employee file numbers are unique).

• Two employees cannot have the same file number in the same company code


What File Number is Available?


Under HR & Benefits Module select:

Company Tab> Settings> Employee Identification> Reserve File Numbers

Select Company Code that you need the next file number for:

Important: If you use ADP’s WorkForce Now Version 2.0-1, please find your next available file number on your ‘Payroll Master Control Report’.

These numbers are reserved

and NOT available

Changing Company Codes/File Number Process

• Updating the Paygroup

If you fail to update the Paygroup when making a company code change – you will likely receive the following error on your payroll log files:

"The Company Code in HRB does not match the Company Code in the job."

Important: You do NOT need to terminate the employees record in the HR & Benefits Module, but you will need to update their pay group.


Does This Update Payroll?

Depending on your setup, there are different ways that HR will deliver the new company code and file number to Payroll:

• If you have Real Time Integration:

• If you do not have Real Time Integration:

The change will be delivered on your next scheduled payroll connection file.

These numbers are reserved and NOT available


Corporate Group Changes


What Are Corporate Groups?

Within ADP’s HR and Benefits Module, Corporate Groups are classified as:

Business Unit (Division)

Location

Class

Department

Pay Group

Union


Where do I begin?

• On the ‘Work tab’ select Edit and under ‘Corporate Groups’ put in the Effective Date of the change and click on Change Groups.

EXAMPLE: Anthony Albright has been reduced to a part time employee and we need to change his class.


Changing the Corporate Group Process

Select the appropriate Corporate Group change and Reason.

Reminder: Since Anthony had a change to his company code, we need to also update his pay group to match.


Corporate Group Change (Continued)

• Employee will not be enrolledNothing will be changed for benefit enrollments (Unless the employee is no longer eligible)

• Activate Profile for self-service enrollmentAllows employee to make their own benefit elections online

• HR Administrator Enrolls EmployeeHR will be responsible to enroll the employee into new benefits

• After selecting the reason, you need to identify how you will manage changes to benefit enrollments.


Employee Termination Process


Last Day Worked vs. Termination Date

This is the Last Day Worked. Terminated status will begin on the next day.


The Termination Process

Tip: Termination reasons can be updated on the HR tab



Tip: Benefit Termination reasons can be updated on the HR tab


COBRA event during termination

Recording the COBRA event will create an event on the COBRA tab and also send information via Carrier Connections


Making the employee eligible for COBRA

Tip: Changing the class to COBRA allows you to enroll the Employee into a COBRA plan post-termination.


Validation of Termination Process


Generating a COBRA Form


If you do not have a COBRA Carrier Connection, you can generate the COBRA form during the termination process

COBRA Event Form

The COBRA form includes the following information:

• Employer Information

• Employee Information

• Dependent Information

• Benefit Enrollment Information


Viewing COBRA events

COBRA > View


Event and Integration Log after Termination


Reviewing COBRA Connection

• Should you have ADP COBRA – a connection can be built at no charge to the COBRA system

• You will be responsible to update ADP COBRA with new plans and rates each year.

• Don’t forget to have new COBRA eligible plans mapped to your COBRA connection (ADP or non-ADP) especially during Open Enrollment. EAP plans may be COBRA eligible. Check with your Plan Administrator to confirm.

• COBRA event and termination must be processed the same day or the event may not be sent on the COBRA connection.


COBRA Settings

Check your settings


Adding a COBRA Event to a previously terminated Employee:

Step

1 Open the Employee record in HR/Benefits Solution on the Status > Edit screen

2 Click on the ‘Delete Last Change to Status’ icon

3 Click ‘Ok’ to proceed (employee should now be in an Active status)

4 Go to Benefits > Edit

5 Re-enroll the employee in their previous benefit coverage(s) as of their original enrollment date(s)

6 Return to the Status > Edit screen

7 Follow the steps for ‘Logging a COBRA Event when terminating an employee’


Integration


Integration Terminology

Pro Series Webinar

– Real Time Updates

– Real Time New Hire

– On Demand/Scheduled Deductions

– Connections


Migrating from WFN 2.0to WFN 2.1


The Migration Process

WFN 2.1 adds the following enhancements:

• New Hire Wizard

• Enhanced Effective Dating

• Payroll Security Permissions (moved to Portal)

• Standard Integration Profile

• Shared Validation Tables (Payroll, HR Benefits, Time)


The Migration Process

• The Migration Process begins with a Readiness check or evaluation of the current state of your systems

A series of Assessment Reports will be run to identify the data conditions and aid in the review of Validation Tables

• Important: In order to move to any future version of WFN this migration process must occur


Review

We covered the following processes in today’s session:

Changing Corporate Level Data

Company Codes

Employee ID’s/File Numbers

Corporate Groups

Terminating an Employee

Tracking COBRA events

Integration and Migration details


Resources


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hr benefits processes for wfn 2.0/2

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