Professional Documents
Culture Documents
1 Introduction........................................................................................................................................................................2
PURPOSE...................................................................................................................................................................................2
REFERENCES..............................................................................................................................................................................2
STRUCTURE OF THE DOCUMENT....................................................................................................................................................2
2 System Overview................................................................................................................................................................3
6 Changes to EE data..........................................................................................................................................................40
6.1 Employee choosing benefits through ESS ................................................................................................................40
6.2 Hire/Rehire/Termination Transactions.....................................................................................................................51
6.3 Few Other Events to note..........................................................................................................................................65
6.4 Transactions through Core ......................................................................................................................................65
7 Reports..............................................................................................................................................................................68
8 Appendix...........................................................................................................................................................................71
APPENDIX – A GLOSSARY...................................................................................................................................................71
APPENDIX – B QUICK NAVIGATIONS.....................................................................................................................................71
APPENDIX – C TABLE REFERENCES.......................................................................................................................................71
APPENDIX – D REVIEW DETAILS..........................................................................................................................................71
Report Title Publication
PeopleSoft Benefits Documentation PeopleSoft Benefits Module
1 Introduction
Purpose
Peoplesoft Benefits Documentation is an evolving document that provides information about the
Benefits module implemented at Albertsons. It also facilitates as reference for those who are new
to the system and for getting a quick start by providing high level understanding of the module’s
functionality.
References
• Reference Manuals
• Wipro PeopleSoft COE documentation
• Peoplesoft online library
• Discussions/Interactions with the Application specialist
Chapter 1 Introduction
Chapter 2 System Overview
Chapter 3 Base Benefits Setups
Chapter 4 Benefit Administration Setups
Chapter 5 Benefits Pre Processor
Chapter 6 Changes to EE data, Processes to be run
Chapter 7 Reports
Chapter 8 Appendix
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2 System Overview
This diagram illustrates the interlinkages between Base Benefits and other PS
HRMS modules
PeopleSoft HRMS
Core HR Modules
Payroll Module
1. Employee data flows from Core HR tables to Benefits tables. Employee Benefit Program
details flow from Benefits tables to Core HR
2. Deductions for availing benefits are passed on to the payroll module. These will be
included while calculating employee’s pay
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Before we start, let’s get familiar with few frequently used table references/terminologies and
their meanings
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Pictorial representation of how the Benefit Plans and Employee data are linked
Employee’s Job
Data (assigned to
the benefit
program)
Benefit Program
Benefit Plan
Sample Chosen :
Benefit Program
Navigation: Setup HRMS > Product Related > Base Benefits > Program Structure > Benefit
Program Table
o While searching for the Benefit Program, sometimes we get to see muultiple rows for a
benefit program. These are tagged to different effective dates usually
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program with new effective date provides additional benefits compare to same program with
previous effective date.
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Navigation: SetUP HRMS > Product Releated> Base Benefits> Plans and Providers> Benefit Plan
Table
o A specific benefit offering within a plan type. For example, Basic Dental or Enhanced
Dental for a ‘Dental’ plan type
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Rate Table
Navigation: Setup HRMS > Product Related > Base Benefits > Rates and Rules > Flat Rate Table
Navigation: Set Up HRMS > Product Related > Base Benefits > Rates and Rules > Calculation
Rules Table
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Employee Job Data Page – Benefit Program Participation Tab. This tab is used to assign Program
to the employee.
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Vendor/Provider Table
Navigation: Setup HRMS > Product Releated > Base Benefits > Plans and Providers >
Provider/Vendor Table
Navigation: Set Up HRMS > Product Related > Base Benefits > Plan Attributes > Health Coverage
Codes
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Plan Types
Deduction Table
Navigation: Home > Setup HRMS > Product Related > North American Payroll > Deductions >
Deduction Table
o Here we define the payroll processing rules for Benefits to which Employee is enrolled
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Installation Table
Step Reference
Define eligibility rules. Setting Up Eligibility Rules
Define geographic eligibility rules. Setting Up Eligibility Rules
Define event rules. Setting Up Eligibility Rules
Define flexible credits. Setting Up Eligibility Rules
Note : Not covered in this documentation
(As per peoplebooks: (USF) Flexible credits are not
generally used in the U.S. federal government)
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Before we go through each of these setups, here are few terminologies to get familiar with:
o Bas Group ID: Group Employees based on geographical or other means of company structure
for ease of Benefit records handling.
o Eligibility Rules Table: To enroll employee into a benefit program the field values should match
with the list of fields selected and defined in rules table. This acts as a matrix table for
selecting benefit program to each employee by meeting required field values.
o Event Class ID: This will prioritize the benefit records on each employee based on the action.
(i.e HIR, FSC, etc.,)
o Event Rules Table: Each Event rule is defined for each plan such as Medical, Dental etc., that
will process the election on each plan based on event class or a collection of event class.
o Event Rules table IDs are assigned to the Benefit Program.
o Snap shot, Open enrollment & Event Maintenance definition: Snapshot: Used once first time
implementing Ben Admin. Open Enrollment: Every year once at the benefit enrollment period.
Event Maintenance: Day to day use of Ben Admin to process various employee events.
o Schedule Table: Assign Create snapshot, Event Maintenance & Open enrollment definition &
Bas Group Id for processing Ben Admin.
Navigation: Setup HRMS > Product Related > Automated Benefits > Eligibility and Event Rules >
Eligibility Rules Table
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o Eligibility ID’s are defined as below in the ‘Eligibility Rules’ definition page. Eg: ‘SB’ Elig ID
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PeopleSoft provides 27 different criteria fields (plus 2 federal-specific fields) that can be used to
determine employee benefit eligibility. Nine of these criteria fields can be defined to meet
organization specific needs. The criteria fields are:
Navigation: Set Up HRMS > Product Related > Automated Benefits > Eligibility and Event Rules >
Geographic Location Elig (Eligibility)Table
Possible scenarios
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o Geog Locn Eligibilities are defined as below in the ‘Geog Locn Elig Table’ definition page. Eg:
‘BCBS’ Geog Locn
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Navigation: Set Up HRMS > Product Related > Automated Benefits > Eligibility and Event Rules >
Event Class Table
o Event rules are not the same as eligibility rules. Eligibility rules help determine what benefit
program and benefit plan options an employee can have. They tell the system that because of
changes to employee data, Employee X is no longer eligible for certain plan options, but is
eligible for others.
o Event rules determine which eligible options Employee X can actually choose, based on the
type of event that has occurred and when new coverage begins. The event rules also
determine when the plans that Employee X is now ineligible for will be terminated and which
plan options Employee X will be enrolled into if new enrollments are not specified.
o Event Rules are attached to a benefit program on the Benefit Program page. We can have a
different event rule for each plan type in a benefit program.
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action/reason combination enables the system to classify and track the events that cause
changes to employees’ employment and benefit coverage status.
Eg: Hire transaction. Navigation: Setup HRMS > Product Related > Workforce
Administration > Action Reasons > ‘HIR’ action
o Use the Event Class Table to assign the types or classes of events you want the system to
recognize, and to control how the system processes event classes.
o Use the Event Rules Table to define the specific behavior that the system takes for each event
classification.
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Event Rules Table. Eg: ‘Dental’ Event Rules ID for ‘ADR’ Event Class
Date Rules Tab - Defining Start and End Dates for Coverage, Deductions, and Flex Credits
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Navigation: Benefits > Manage Automated Enrollment > Events > Review Bas Activity
o Manually insert events to be processed according to event rules that map to the BAS action
you enter when you run the Ben Admin process.
o We can only insert event classes into the BAS Activity table that have the ‘Manual Event
Allowed’ check box selected in the Event Class Table.
o As delivered, we can insert two event classes manually: Family Status Change (FSC) and
Miscellaneous Status Change (MSC).
Navigation: SetUp HRMS > Product Related > Automated Benefits > Eligibility and Event Rules >
Passive Event Definition
o For Eg: Set up a passive event to determine which employees are eligible for certain benefits
once they've worked in the organization for a year. To do this, define a passive event with the
service date event type and an Event Limit - Months value of 12.
After setting up the passive event, the system calculates the difference between
employees' service dates and the process date, and it triggers the event for any
employees with a difference of twelve months within the date range we specify on the
Ben Admin process run control page. The system then processes the passive event.
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o An administrator opens an employee data page, such as the Personal Data page, and
enters a change to employee information or The employee enters a marital status or birth
or adoption change through eBenefits. (self service)
o To increase the efficiency of the Event Maintenance process, the system triggers "job" and
"non-job" events from a variety of different tables. Job events are relevant to
employment, such as hires, transfers and terminations. Non-job events cause changes in
employees’ personal or demographic information that affect benefits eligibility or elections.
Possible non job events could be ‘DOB Change’, ‘Postal Code Change’, ‘Service Date
Change’, ‘State Code Change’.
To summarise the Base Benefits and Ben Admin setups detailed above:
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o Establish rate tables using the Age-Graded Rate Table page, the Salary Rate Table page, the
Service Rate Table page and the Flat Rate Table page.
o Establish calculation rules using the Calculation Rules Table.
Navigation: Set Up HRMS > Product Related > Automated Benefits > Processing Controls > Open
Enrollment Definition
Period end date and period begin date are used by ben admin.
Enrollment begin date and enrollment end date are used by Employee.
Define SnapShot Ids
Navigation: Set Up HRMS > Product Related > Automated Benefits > Processing Controls >
Snapshot Definition
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o Use snapshot if you are going for event maintenance and not for Open Enrollment.
Snapshot definition : used by employee for online election.
Navigation: Setup HRMS > Product Related > Automated Benefits > Processing Controls >
Schedule Table
o Ben Admin processes are grouped and identified by schedules. This includes the Run Control
process, enrollment statements, data entry, and confirmation statements.
o We need to define at least one schedule for open enrollment and another for event
maintenance
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Navigation: Benefits > Manage Automated Enrollment > Events > Run Automated Event
Processing
‘Schedule and Chkpt Restart’ Tab
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o Identify the Open Enrollment, Event Maintenance, or Snapshot schedule for which you're
planning to run the Ben Admin process
o Add a specific set of employees under ‘Schedule Only Employee(s)’ grid to the schedule you're
processing or under ‘Process Only Participant(s)’ to process a specific set of employees.
‘OE/Snapshot’ Tab
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o These will be enabled when Schedule ID selected in the first tab is for OE/Snapshot
o Enter reprocessing information for Open Enrollment or Snapshot schedules. Capture new
participants for a specific Open Enrollment or Snapshot schedule already in progress. Finalize
and apply defaults for participants in the schedule who have been processed with errors.
‘Passive Event Processing’ Tab
For Event Maintenance schedules, identify the passive events that have occurred in a defined
period of time and create an entry of the events in the BAS_ACTIVITY table.
AE - Program Participant event is The system cannot process the participant event through
Eligibility Assigned assigned to multiple the next stage (Option Preparation) until the errors are
Error programs. corrected. Most likely need to make corrections to
participant personal/employment/job information or to
program eligibility information. Each time Ben Admin is run,
the system reevaluates AE events.
AN - Program Participant event is not During the Option Election phase of the process, the system
Eligibility Assigned assigned to a benefit determines if the AN participant associated with the event
None program. has current elections that require termination due to loss of
program eligibility. If not, the event is assigned to FA
(Finalized - Assigned None) status and processing ends. If
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advance to NT if their
previous process status
was PR.
o Any processing errors are typically caused by problems with:
• Eligibility rules.
• Event rules.
• The benefit program involved.
• The participant’s HR information.
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AS – Assigned
Employee is AN – Assigned None
assigned to a Employee is assigned
Benefit Program to no benefit program
No
FP – Finalized No FA – Finalized –
Is Employee able Prepared None Does the employee Benefit Program
to change options? No additional have current None
processing occurs elections? No additional
processing occurs
Yes
Yes
No
PE – Prepared Error PR – Prepared
Are eligible options No elections are
Error in Option
calculated correctly ? allowed
Preparation
FE – Finalized –
Enrolled
No additional
processing occurs
NT - Notified
On to Election
Validation and
Loading Stage of
Second Ben Admin
Run
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ET - Entered A benefits administrator > If there are no errors with the elections, the elections are posted
(or the employee via PS to the appropriate benefit and payroll tables and the system
eBenefits) has entered the updates the process status to FE.
participant's new elections > If there are errors, the status becomes EE.
into the system, and they > If we run the Ben Admin process with Finalize selected, EE
are ready for validation by participant events are brought to FE status, and the system goes
Ben Admin process. through the normal validation. If any of the employee's choices are
Participant events with a invalid, event rules are to be refered to determine whether current
process status of ET can elections or defaults should be loaded.
have a prior process status
of PR, NT, or RE
(Reentered).
EE - Election Error The system encountered No further processing occurs for this participant event. We need to
an error in processing the correct the errors by reentering employee elections and run the Ben
elections for the Admin process again.
participant associated with Alternatively, we can "force finalize" this participant event to
the event. No elections are finalize it with errors. The system loads the default values for the
posted to the Base associated participant's erroneous benefit option elections. If a
Benefits business process dependent/beneficiary or investment choice is in error, the system
tables. loads the employee's option choice but does not load the
Errors are posted to the dependent/beneficiary or investment choice.
Message Table and are We can generate confirmation statements for participants whose
identified by participant events have an EE process status; the form indicates the plan
and event. information in error along with the valid plan choices.
The previous process
status was either ET or EE.
FE - Finalized - Ben Admin processing is We need to generate and deliver a confirmation form to the
Enrolled complete for the participant associated with the event.
participant event. All To change a participant's elections after they've been finalized (for
elections have been example, if a participant wants to correct information on the
validated and loaded to the confirmation statement), we can reprocess them by giving the
appropriate Base Benefits associated event a process status of RE (re-entered) in the Event
business process and Status Update page and rerunning the Ben Admin process.
Payroll tables.
Events reach this status
either from a process
status of ET, EE or PR, or if
we "force finalize" a
participant.
If the participant came
from a process status of
PR due to a loss of all
eligibility, the system
inserts a termination row
for each of the
participant's current
elections.
RE – Re-Entered Enables elections After we update the elections in the data entry pages, the system
associated with processing updates the process status from RE to ET.
for the participant event to
be reentered after the
participant event has been
brought to a process status
of FE.
Events are updated to RE
status through the Event
Status Update page
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NT - Notified
Elections entered /
Re entered in data
entry panels
ET – Notified
Elections were entered .
No Ben Admin run prior
to this status
Re re Entered
Re entered participant
elections
No
Were elections EE – Election
entered correctly ? Error
No
Do you want to
Yes force finalize ?
Yes
FE – Finalized
Enrolled Run Ben Admin
No additional process . Turn Finalize
processing occurs on
Navigation: Benefits > Manage Automated Enrollment > Review Processing Results
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When the Job CI (ALB_CA_JOBCI App Engine) is run, appropriate rows are inserted in the Job
Data record for an associate.
Navigation for Pre Processor: Benefits > Manage Automated Enrollments > Events > Run
Automated Event Processing > Select appropriate Sched ID > Select list of emplids to schedule >
Select ‘ALBCHW01’ Java process to run
Navigation for Job CI: Release 4 interfaces > Contract Admin Job Data Port
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A JOBCI A
Job Data
Eligibility L (Row inserted L
(Job CI
Processor B with B
inserts a row
(Identifies the C corresponding J
into the
Eligible H Elig Config O
Employee
associates) W values in this B
job data)
01 staging table) CI
Associate Detail
Record
(Inserts a row for
each benefit Type for
tracking the
Eligibility)
Elig Config Values: There are 9 Elig Config values. These are Elig_config1, 2..,9.
Each value represents the associates’ eligibility in benefit type.
Benefit type: There are different benefit types attached to each benefit program. They are:
1. 10(NON) – No Benefit
2. 20(VMD) – Voluntary Medical/Dental
3. 30(Single) – Eligible for Single benefit
4. 40(Family) – Eligible for Family Medical/Dental plan
5. 45(Requal) – Re-qualification of medical/dental Benefit
6. 50(PIP) – Pension Investment Plan
7. 60(401K) – ASRE plan
8. 70(Catch-up) – ASRE Catch-up plan
9. 80(Makeup) – ASRE Makeup Plan
10. 90(2DC) – 2DC plan
11. 95(RIC) – Shaw RIC plan
Page where the eligibility rules are defined and based on which Eligibility Processor identifies
associate’s benefit eligibilities
Navigation: Setup HRMS > Product Related > Albertsons Contract Admin > Program Tables >
Company Benefits
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When we click on ‘Method Items’ hyperlink, we get to view the components of each rule type
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6 Changes to EE data
Now that the setups are done, lets look at few day to day transactions which change employee
data and how they impact employee benefits enrollment
These are the existing benefit plans chosen by the associate by name Bruski-Markowitz, Donna
Medical
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Dental
Vision
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Navigation: Home > ESS > Benefits > Benefits Home > Annual Enrollment
Benefits Main Page. Here the employee needs to choose the benefits
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Chose the benefit plans: Click on ‘Edit’ button displayed next to the Benefit Plan Type > Select
a benefit plan and any dependant enrolment.
o Here we are choosing ‘Waive’ option for Medical, Dental and Vision plan types
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o When completed with benefits selection, click on ‘Continue’ displayed in the benefit summary
page.
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o Run Ben Admin through On Demand Event Maintenance (As this is for single emplid)
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o Note that the Bas Process Status is changed to ‘Finalized – Enrolled’ and Event Status is
‘Closed’
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Above made changes should appear in the Health Benefits Record of the associate
Medical
Dental
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Vision
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Hire/Rehire Transaction
o Perform Express Hire – ‘Hire’/’Rehire’ Transaction > Run ‘Hire Rehire’ Process
Hire transaction
Benefit Program and job code depends on Position no.
Emplid: 3033526
o Verify if a row is inserted in Bas Activity table for ‘HIR’ transaction with Bas_Action as ‘DEF’
ReHire transaction
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Emplid: 1010199
o Verify if a row is inserted in Bas Activity table for ‘REH’ transaction with Bas_Action as ‘DEF’
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Verify the JobCI staging table. Appropriate rows with elig config9 values should be inserted
Elig Value
Run Job CI
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Emplid: 3033526
Emplid: 1010199
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o Check the Bas Activity table for new bas actions inserted
o Run Ben Admin to schedule the emplid > Click on ‘Schedule/Prepare Activity’
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We can either run through ‘Run Automated Event Processing’ or ‘On Demand Event
Maintenance’
Usually, its more user-friendly to use ‘On Demand Event Maintenance’ while running
for a single or few emplids
If there are multiple events, each has to be processed individually
Emplid: 3033526
For Event Class ‘DEF’
Emplid: 1010199
For Event Class ‘DEF’
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o Verify if the row still exists in Bas Activity Table. It should not.
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o Click on the ‘Election Entry’ button > It will display all the benefit plans which the associate is
eligible to enroll
o Make appropriate elections
o Once saved, the process status is changed to ‘ET’
o Click on the ‘Validate/Finalize’ button > Save the changes
o Note that the event status is ‘Closed’ and Process Status is ‘FE’
o Verify if appropriate row is inserted in the respective benefit table
Emplid: 3033526
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Emplid: 1010199
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Online Page
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Backend Table
Note: Overall process is after performing the hire/rehire transactions, Run Benefits Pre Processor
> Job CI > Ben Admin to schedule > Perform election entries > Ben Admin to finalize the events.
In this scenario, it is not required to run Default Processor. It is required to run this incase of
event classes related to other Job Changes.
Termination Transaction
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o Verify if a row is inserted in Bas Activity table for ‘TER’ transaction with Bas_Action as ‘TER’
o Run Ben Admin to schedule the emplid > Click on ‘Schedule/Prepare Activity’
o Verify if the row still exists in Bas Activity Table. It should not.
o Check if a row is inserted in Bas Partic table with process status as ‘PR’
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o Select the ‘Finalize/Apply Defaults’ > Click on the ‘Validate/Finalize’ button > Save the
changes made
o Note that the event status is ‘Closed’ and Process Status is ‘FE’
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o ADR Event
This event is triggered when there is an address change to the employee record
o MSC Event
This event is triggered when there are job related changes like position change, transfer,
pay rate change, promotion, step down etc
To look at the possible list of actions, we can query the ps_actn_reason_tbl for bas_action
as ‘MSC’
o CLS Event
This event is triggered to delete the overage dependents from the benefits enrollment
For all the above events, processes to be run are in this sequence: Ben Admin run (To Schedule)
> Default Processor run (To validate and set the finalize flag to ‘Y’) > Ben Admin (To post the
changes to benefit and payroll tables)
o Add a new row > Select ‘Relationship to Employee’ value, ‘Dep/Benef Type’ value > Name
Details as shown in the below screen print
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o Enroll dependant to the existing benefit plan. Eg: ‘Life and ADD/D Benefits’
Add a row > Add the new dependant to the benefit plan > Save the changes
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7 Reports
Here are the list of few benefits related interfaces/reports
Inbound interfaces
o ZITI415
This interface covers processing of Commuter FSA enrollment/initiation file from Ceridian. This file
contains enrollement records. This interface will read the data from the inbound file & insert it
into the FSA Benefits Table
o ZITI807
This interface reads the ASRE enrollment details from the inbound file. This data is required for
making appropriate deductions from associate's paychecks
o ZITI808
Loan feedback file is received from Fidelity on a weekly basis and the records are processed
accordingly
o ZITI705
Navigation: North American Payroll > Payrol Processing > Albertsons Interfaces > CA-WAGE
Lump Sum Update Process
This is an inbound interface that reads an inbound file and inserts data into the time load tables
Outbound interfaces
o ZITO414
The interface sends COBRA formatted information to Medsoft. Medsoft will use the data to mail
COBRA notification letters.
o ZITO413
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The interface sends HIPAA formatted information to Telewire. Telewire will use the
data to mail HIPAA letters.
o ZITO404
This interface is sent to the fulfillment vendor ADP, to send letters to associates on their eligibility
and confirming benefit elections after enrollment
o ZITO419
This interface provides a listing of associates who are eligible for Metlife products
o ZITO410
The output file is to provide Enrollment and Termination information of the associates as required
by First Health and Ceridian
o ZITO806
This is the monetory file generated with details of ASRE contributions and loans
o ZITO810
The interface sends ASRE eligibility data to vendor Fidelity which includes most current indicative
information
o ZBEN0584
Navigation: Benefits > Reports > Custom Reports > Medical HMO Comparison Report
This report extracts all active employees enrolled in Medical Plan for a particular HMO. Run control
parameter has an option to run either full or changes file
o BN_834_HIPAA
Navigation: Benefits > Interface with Providers > Create HIPAA EDI 834 File
HIPPA Process runs every Thursday of the week after the daily Ben Admin process.
It generates eligibility files in the EDI HIPAA834 format for various vendors like BCBS, FH, Delta
Dental etc.
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The files contain benefit election information to notify of benefit elections and changes. It includes
a full load of current benefit elections for the employee and dependent. This interface also
includes benefit termination notification records to notify that an individual no longer has benefit
coverage under the specified plan.
If run manually, need to run Ben100A (Benefits > Interface with Providers > Refresh
Benefit Snapshot before running Hipaa process. Hipaa process reads data from the
PS_BN_SNAP_PLAN table and this table gets updated when Ben100A is run)
If run through ESP, need to follow this sequence: ZPAYSTM > Ben100a > Hipaa
process
To verify the vendor id setup for Hipaa run
Navigation: Setup HRMS > Product Related > Base Benefits > EDI Trading Partners
We can refer to the attached PDF file to understand and read the flat files generated
Hipaa 834
Layout.pdf
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Report Title Publication
PeopleSoft Benefits Documentation PeopleSoft Benefits Module
8 Appendix
APPENDIX – A Glossary
Acronym Expansion
ABS Albertsons
DB Database
PS PeopleSoft
Ben Admin Benefit Administration
ADR Record Associate Detail Record
Page Navigation
Benefit Program Setup HRMS > Product Related > Base Benefits > Program Structure
> Benefit Program Table
Benefit Plan Setup HRMS > Product Releated > Base Benefits > Plans and Providers >
Benefit Plan Table
Coverage Code Setup HRMS > Product Related > Base Benefits > Plan Attributes > Health
Coverage Codes
All Rate Tables Setup HRMS > Product Related > Base Benefits > Rates and Rules
Calculation Rules Setup HRMS > Product Related > Base Benefits > Rates and Rules >
Calculation Rules Table
Deduction Table Setup HRMS > Product Related > North American Payroll > Deductions >
Deduction Table
Various Eligibility Rules Setup HRMS > Product Related > Automated Benefits > Eligibility and
definitions Event Rules
Associate Detail Record Benefits > Enroll in Benefits > Associate Detail Record
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