Benefits: Updating Plans & Profiles

Applicable Roles

• Administrator
• HR Administrator
• HR Team
• Benefit Coordinator

Content

Update Benefit Plans

Update Benefit Profile

Benefit Profile - Plan Definition

Price Check 

Price Initializer

New Benefits Profile Plan

Update Benefit Plans

Key Terms

Benefits Plans: All types of Medical/Dental/Vision benefits available to employees within a District

Plan Costs: Costs for different coverage types (Single, Employee & Spouse, Employee & Child, Family, etc.) within each Benefits Plan; Updated in tab within Benefits Plan Management

Start Date: Date that plan coverage will begin

Cost: Benefits plan cost to District

Base Cost: Base Cost that District uses to calculate employee cost from (if applicable)

Coverage: Type of coverage that cost is associated with

Instructions:

1. In the left navigation menu, click: "Benefits Plans"
2. Select the Benefits Plan Name that needs to be updated by clicking the magnifying glass

3. Select the Plan Costs tab

   

4. Select "New Benefits Plan Price"

   

5. In the "Manage Plan Cost" pop-up window:
   1. Use the drop-down to select Type of Coverage
   2. Enter Start Date of Rate Change
   3. Enter MONTHLY Coverage Costs
   4. Click Save

6. Repeat the previous steps to add additional coverage costs for all benefits plans and coverage types.

NOTE:

YEARLY UPDATES REQUIRED BY HUMAN RESOURCES
	Year 1	Year 2 and Beyond
BENEFITS PLANS:	New	Plans can be used year over year
Benefits Plan Price (Plan Costs tab)	New	Add new occurrence for new year
Start Date	New	Add new occurrence for new year
Cost	New	Add cost for new year
Base Cost	New	Add base cost for new year
Coverage Type	New	Add coverage types for new year

 

Update Benefit Profiles

Key Terms

Benefits Profiles: Defined groups of employees that specific benefits rates are offered to (Administrators, Teachers, Custodians, Food Services, CSEA, etc.), including Opt Out, Waiver, FSA options

Plan Definitions: Contains Type of Coverage, Effective Date, Benefits Profile Plan Code (if applicable), calculations used to determine Employer Cost, Employee Cost and Employee Payroll Deductions

Price Check: Calculates benefits rates to ensure that formulas are entered correctly, and can be edited without sending out a “test” Benefits Enrollment to check

Price Initializer: Quick way to initialize Benefits Plans/Coverage Types for new Effective Dates

Instructions:

1. In the left navigation menu, click "Benefits Profiles"
2. Click the magnifying glass next to the Benefits Profile Name that needs to be updated

3. When the details display below, select the "Plan Definition Tab"

   

Benefit Profile - Plan Definition

Within the Plan Definition Tab there are the following options:

1. Price Check
2. Price Initializer
3. New Benefits Profile Plan 

Price Check

Clicking "Price Check" will prompt a pop-up window to input effective dates. Click "Show Prices" to calculate plan rates based upon previous calculations set up within the Benefits Profiles:

Price Initializer

Clicking "Price Initializer" opens the following window. This allows Benefit Profile Plans to be duplicated and includes Benefits Plan Name, Type of Coverage, Benefits Plan Code, and Benefits Type Name.

1. Enter Effective Date
2. Select the Plan you wish to duplicate, and the Coverage Types you would like to be included
3. Select Add

New Benefits Profile Plan

Select to create a Benefits Profile Plan, and the Benefits Profile Plan pop-up will display:

1. Use the drop-down to select the Type of Coverage
2. Use down-down to select the Benefits Plan
3. Add Effective Date 

4. Profile Plan Identifier is optional; this is used for integration with identifier from provider
5. Select the pencil in "Monthly Employer Cost, Monthly Employee Costs, and Payroll Deduction" to calculate costs

Editing Costs (Pencil Icon)

When the pencil icon is clicked to configure Monthly costs and Payroll deductions, the following pop-up will display for editing calculations. 

Select from the drop-down: "Plan Cost, Plan Base Cost and Constant" to create appropriate formulas to calculate costs; click the green plus sign to add, and the red X to delete. Click "Save" when completed with the formula:

Example

This represents the employer paying 90% of the costs, the employee paying 10% of the cost, and the deduction calculations for 20 pay periods. 

Static Rate

In the Edit Calculation window, from the drop-down, select "Constant" to add static rate:

Example

This represents the employer paying $200, the employee paying $100, and the deduction of $50 for each pay period.

 

Note:

YEARLY UPDATES REQUIRED BY HUMAN RESOURCES
	Year 1	Year 2 and Beyond
BENEFITS PROFILES:	New	No updates
Effective Date	New	Only updated when contract changes
Cost	New	Only if calculation formula changes
Base Cost	New	Only if calculation formula changes
Coverage	New	Only if calculation formula changes

Export

Utilize the checkboxes next to the Benefit Plan Names in order to select information you wish to be exported in an Excel document.