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3 Copyright © 2015 ADP, LLC W026_PPT_WFN80V01_0315 Benefits Setup for ADP Workforce NowTRANSCRIPT
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Technical Assistance If you encounter problems during this Live Meeting, call Microsoft® Office
Live Meeting support at 1-866-493-2825. If you are unable to join the audio conference, call Level 3
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Welcome to Benefits Setup for ADP Workforce Now
W026_PPT_WFN80V01_0315
W026_PPT_WFN80V01_0315
PLEASE BE ADVISED THATTHIS MEETING WILL BE RECORDED.
Benefits Setup for ADP Workforce Now
Welcometo...
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Benefits Setup for ADP Workforce Now
Welcometo...
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Norms
Minimize distractions. Return promptly from breaks. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. Put your phone on mute during the presentation.
– Press *6 to mute.– Press *7 to unmute.
Do not place your phone on hold.
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Course Purpose
This course prepares you to set up benefit plans in ADP Workforce Now.
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Course Agenda
Getting Started Setting Up ADP Workforce Now Benefits Setting Up Benefit Plans Setting Up Enrollment Dependencies Editing Benefit Plans Terminating Benefit Plans Maintaining Benefit Plans
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Getting Started
OverviewSetting up and editing benefit plans in ADP Workforce Now requires the following: Analysis of the benefit plans that your company offers Understanding the benefit plan types and subtypes in
ADP Workforce Now Knowledge of your company’s benefits eligibility rules
and the ability to relate them to the eligibility criteria in ADP Workforce Now
Working closely with your implementation consultant (or ADP representative, if appropriate)
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Guidelines
During benefit plan analysis, consider the following for each plan: What benefit plans does your company offer? What are the eligibility criteria for each plan? When are employees eligible for each plan? When can employees first enroll in each plan? What is your company's plan year? When does coverage cease after loss of eligibility? What are the coverage levels and costs associated with each
plan? Who bears the cost associated with each plan? What earnings types count toward the salary upon which
benefits levels are based? Is eligibility for one plan dependent upon enrollment in one or
more other plans?
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Guidelines (Continued)
Are benefits coverage levels in one plan dependent upon benefits coverage levels in another plan?
How frequently does your company take deductions from employees’ pay?
What other policies, practices, or needs apply? Does your company have any exceptions or unique
provisions that apply to one or just a few employees? Do sales taxes apply? Is the benefit taxable or nontaxable?
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Plan Types and Subtypes
Plan Type SubtypesHealth and Welfare
Dental Medical Prescription
Vision Custom
Insurance AD&D Dependent Life Basic Life Spouse AD&D
Spouse Life Long-Term Disability Short-Term Disability Custom
Flexible Spending Account
Health Spending Account
Custom
Retirement and Savings
Group RRSP Group Pension
Custom
Custom Custom
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Define Eligibility Criteria
Component DescriptionBusiness units Organizational entities representing the highest level
in the organization Locations Buildings, sites, addresses, localities, areas, or
regionsEligibility classes
Employee groups sharing a common characteristic or attribute applied to benefits eligibility
Note: You can apply one or more, or none of these eligibility criteria.
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What Is a Plan Class?
Defines rules for eligible subsets of your employee population Eliminates the need to set up multiple instances of a single
plan to accommodate differences in costs, rate calculations, waiting periods, termination rules, maximum contributions, and so on
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Example: Plan Class Defined by Eligibility Class
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Example: Plan Class Defined by Location
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Poll: Scenario 1
Your basic life insurance plan offers the following benefit amounts to the employees indicated: Executives: 2 times salary Hourly full-time: 1.5 times salary Salaried: 1.5 times salary Hourly part-time: 1 times salaryHow many plan classes do you need for this plan?a. 1b. 2c. 3d. 4
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Poll: Scenario 2
You offer the same medical plan to your hourly part-time, hourly full-time, salaried, and executive employees. The following waiting period eligibility rules apply: Hourly part-time: eligible upon completion of 2 months of
service Hourly full-time, salaried, and executives: eligible upon hire
How many plan classes do you need for this plan?a. 1b. 2c. 3d. 4
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The ADP Workforce Now Benefits Setup Process
Stage Description
Preliminary setup Define validation tables. Add benefit providers. Define rate structures. Identify plan subtypes that employees can
waive. Complete the Benefits Settings page:
General Settings Employee Content Rights (for Employee
Self Service)
Plan setup Set up your company’s benefit plans.
Final setup Create enrollment dependencies. Define automatic enrollment settings (for health
plans).
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What Are the Benefits Validation Tables?
Validation tables store values that you need to set up benefit plans or enroll employees. Benefits-related validation tables include: Benefits Earnings Broker Comparison Fields Eligibility Class Enrollment Reasons Plan Sub Type Waive Reasons
Activity: Adding an Eligibility Class
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Adding Benefit Providers
Associate a provider with every plan. Set up new benefit providers before you create or update your
benefit plans.
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Explore: The Add – Benefit Provider Page
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Activity: Adding a Benefit Provider
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What Is a Rate Structure?
Allows you to define plan rates on the following bases: Coverage tiers Salary tiers Characteristics
–Age–Gender–Tobacco use
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Example
Note: You set the actual rate amounts during plan setup. This allows you to use the same rate structure in multiple plans.
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Explore: The Add Rate Structure Page
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What Are Age Progression Rules?
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The Benefits Settings Page
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The Benefits Settings Page (Continued)
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Explore: The Benefit Plans Page
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Explore: The Add Benefit Plan Page
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What Is Deduction Mapping?
Associate payroll deduction codes to benefit plans so that you can do the following: Send employee deduction amounts. Track employer costs.
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Mapping Rules
The Employee Deductions section allows only Earnings (EN) codes
The Employer Deductions section allows both Earnings (EN) and Deductions (DN) codes
The Taxable Benefits section allows only EN codes
All codes must be unique, for example, there cannot be two EN10 codes. There can be an EN10 and a DN10 code though.
If you have a deduction or earning code where there is a limit on the deduction or earning, define these codes as follows: Deduction codes show as DA on mainframe Earnings codes show as EA on mainframe
Activity: Setting Up a Medical Plan
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Activity: Adding a New Plan Class
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Valid Waiting Period Values
Period WaitFirst of the month after X months of employment 0–1 monthFirst of the month after X day(s) of employment 0–59 days
X days following date of hire 0–90 days
X months following date of hire 0–2 months
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Life Plan Features
A benefit amount based on a multiple of an employee’s earnings or a flat dollar amount
Benefit-level or flat-dollar-based premiums Guarantee issue provisions Evidence of insurability Rate structures Age reduction formulas Optional Plan Rates (Buy-up options) Coverage dependencies
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Activity: Adding a Life Insurance Plan
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HSA Features
Employer contribution amounts Different cost periods
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Explore: The Plan Class Details Page
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Explore: The Define Contributions Page
On this page, you define the following Employer contribution:
Breakout Rooms
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In Your Breakout Room
1. Click your microphone to see the green arrow. à2. Select Tools > Host Application > Select Host
and then select the remote host assigned to your room.3. Complete the practice.4. Contact the instructor
through Text Chat ifyou have a question orwhen you are finished.
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Practice Login Information
Participant Name
User Name
Company Identifier Password
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While You Were Out
Participants are currently working independently on a practice exercise.
If you were not in class when we began the exercise, send a Text Chat to the instructor.
Do not close the browser window until you have completed the exercise.
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Activty: Adding a Health Spending Account
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Debrief
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Disability Plan Features
Benefit duration and elimination period Benefit amount as a percentage of earnings, to a maximum
dollar amount Rates as a flat dollar amount or variable Employer costs as a flat dollar amount or a percentage of
monthly premium Optional Plan Rates (Buy-up options) Rate structures
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Explore: The Plan Benefit Page
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Retirement and Savings Plan Features
Allow beneficiaries Automatically enroll employees Display a warning when employees enter a contribution
amount that exceeds a defined amount Employer contributions in a dollar amount, a percentage
amount, or both Employer can match a percentage of employees’ applicable
earnings or employee contribution amount
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Explore: The Define Contributions Page
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Custom Plan Features
Choose the method by which to define the rates:– At the enrollment level– Using a rate structure– Using coverage levels
Include the following attributes: – Allow beneficiaries.– Allow spouse/partner and dependent enrollment.– Set child eligibility age limits.– Require evidence of insurability.– Automatically enroll employees in the plan.– Define employee costs as a % of cost or a dollar amount.– Flag a benefit as taxable.– Calculate sales tax if applicable.
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Explore: The Add Plan Class Window
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Explore: The Plan Class Details Page
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Explore: The Plan Class Details Page (continued)
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Explore: The Add – Enrollment Dependencies Page
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Activity: Setting Up Enrollment Dependencies
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Editing Benefit Plans
Overview Use the correct effective date. Make edits on a plan-class-by-plan-class basis.
The Edit feature allows you to do the following: Create additional plan classes. Terminate an existing plan class. Reactivate a terminated plan class.
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Activity: Editing a Benefit Plan
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Terminating Benefit Plans and Plan Classes
Guidelines When you terminate a plan or plan class, ADP Workforce Now
does the following:– Keeps historical data– Allows you to reactivate them– Does not restore employee enrollments
When you delete a plan or plan class, ADP Workforce Now does the following:– Removes all plan-related enrollment data– Does not allow you to reactivate
Note: You can delete a plan class only if no employees are enrolled in it.
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Activity: Terminating a Benefit Plan
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Maintaining Benefit Plans
The following slides summarize when you need to contact ADP to communicate changes to Benefit Plans
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When to Notify ADP—Benefit Changes
To facilitate changes to the information sent to your carriers, contact the ADP Service team whenever you plan to do the following:
Change your corporate structure. Modify eligibility rules. Change a provider. Add a plan. Terminate a plan. Terminate or delete a plan class.
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When to Notify ADP—Payroll Changes
Contact the ADP Service team whenever you plan to modify your setup, such as the following: Change deduction calculations. Change deduction frequency. Change the post-tax payroll deduction amount for domestic
partner enrollment (if applicable). Set up HSA goals. Set up pretax deductions. Terminate or delete plan classes.
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Knowledge Check
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Course ObjectivesNow that you have completed this course, you are prepared to do the following: Identify considerations for defining benefit plans Prepare to set up benefit plans Set up benefit plans Set up enrollment dependencies Edit benefit plans Terminate benefit plans
Course Closing
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Support after Class
OverviewVarious options are available for training the users in your organization:
ADP Workforce Now Support Centre ADP Client Service Centre
Learning bytes The Bridge
Online Help
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www.adp.com/mobilesolutions/
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Thank you!
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It was my pleasure to work with you today!
Class name:Name and title:Email address:
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What Questions Do You Have?
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Training Evaluation