Moving Events Through the Process
This section discusses how to:
Schedule and assign activities.
Prepare options.
Print enrollment statements for on-demand event maintenance.
Enter elections.
Validate and finalize elections.
Generate confirmation statements.
To schedule the activity record as a participant event and assign the event to a benefit program, click the Schedule/Prepare Activity button on the On-Demand Event Maintenance page.
The Schedule/Prepare Activity button is active only if an activity is waiting to be processed.
If the activity record is processed successfully, it is:
Scheduled as a participant event.
Deleted from the list of activities waiting to be processed.
Added to the BAS Participant table.
Assigned to a specific benefit program where event classifications are determined.
Prepared (option eligibility and costs are calculated).
Note: In certain cases, the system processes the event to FP status, in which case the event is closed and processing stops. This can happen, for example, when event processing rules have Use History selected and no change has occurred in eligible options.
The system always assumes that you intend the selected activity on the On-Demand Event Maintenance page to be the event currently in process. So if you're working with a participant who currently has an event midway through the Benefits Administration process cycle and a pending activity record selected for on-demand maintenance, the system closes the current event by changing its event status to Closed, converts the activity trigger into a new participant event, and gives that event an event status of Open.
Typically, after the event has been scheduled and assigned, options and costs are automatically prepared (so long as no errors occur during scheduling and program assignment). However, if errors occur and need further resolution, click the Prepare Options button to continue automated processing and to prepare benefit options and election defaults.
Due to an error during the scheduling and assignment, the Prepare Options button is available only when the event's process status is AS, AE, or PE.
After options have been prepared, click Enrollment Statement on the On-Demand Event Maintenance page to generate an enrollment statement for the participant. The Enrollment Statements button is available only when the process status is PR or NT.
The Run Date field displays the date that an enrollment statement was last run for the participant event currently in process.
In the Frequency group box, you can indicate how to display benefit option cost information on the enrollment statement. Use Deduction Frequency to print the cost of the benefit per pay period for each available option. Use Annual Frequency to print the annual cost of the benefit option.
Note: If you're using eBenefits, this step may be optional (because the employee has access to enrollment choices directly from the self-service website).
After options have been prepared and you've received the participant's election choices, click the Election Entry button to access the Benefits Administration data entry pages. The button is available only when the process status is PR, NT, EE, RE, or ET.
On the On-Demand Event Maintenance page, the Entered ... Of ... field tells you how many plan election choices have been entered for the participant versus the total number of plan election choices the participant can make. When an election has been entered, you can also click Show Plans to review changes.
After entering elections, click the Validate/Finalize button on the On-Demand Event Maintenance page to validate and load the information to benefit tables. The button is available if the process status of the event isET, EE, or RE.
Note: If a participant's elections have not been updated and event rules dictate that the participant cannot keep some or all current elections, the system determines default elections for the participant and enrolls them.
Select the Finalize/Apply Defaults check box to force-finalize a participant's elections and enroll the participant in default elections, even if the current elections are in error. Events with a process status of PR and NT can be force-finalized, as well as events at ET, EE, or RE.
After validating and finalizing the participant's elections, click the Confirmation Statement button on the On-Demand Event Maintenance page to generate a confirmation statement. The Confirmation Statement button is available when the process status is FE or EE.
The Run Date field displays the date that a confirmation statement was last printed for the participant event in process.