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Welcome to Benefits Setup for ADP Workforce Now

W026_PPT_WFN80V01_0315

PLEASE BE ADVISED THATTHIS MEETING WILL BE RECORDED.

Benefits Setup for ADP Workforce Now

Welcometo...

Benefits Setup for ADP Workforce Now

Welcometo...

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.

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Do not place your phone on hold.

Course Purpose

This course prepares you to set up benefit plans in ADP Workforce Now.

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

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)

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?

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?

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

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.

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

Example: Plan Class Defined by Eligibility Class

Example: Plan Class Defined by Location

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

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

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).

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

Adding Benefit Providers

Associate a provider with every plan. Set up new benefit providers before you create or update your

benefit plans.

Explore: The Add – Benefit Provider Page

Activity: Adding a Benefit Provider

What Is a Rate Structure?

Allows you to define plan rates on the following bases: Coverage tiers Salary tiers Characteristics

–Age–Gender–Tobacco use

Example

Note: You set the actual rate amounts during plan setup. This allows you to use the same rate structure in multiple plans.

Explore: The Add Rate Structure Page

What Are Age Progression Rules?

The Benefits Settings Page

The Benefits Settings Page (Continued)

Explore: The Benefit Plans Page

Explore: The Add Benefit Plan Page

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.

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

Activity: Adding a New Plan Class

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

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

Activity: Adding a Life Insurance Plan

HSA Features

Employer contribution amounts Different cost periods

Explore: The Plan Class Details Page

Explore: The Define Contributions Page

On this page, you define the following Employer contribution:

Breakout Rooms

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.

Practice Login Information

Participant Name

User Name

Company Identifier Password

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.

Activty: Adding a Health Spending Account

Debrief

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

Explore: The Plan Benefit Page

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

Explore: The Define Contributions Page

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.

Explore: The Add Plan Class Window

Explore: The Plan Class Details Page

Explore: The Plan Class Details Page (continued)

Explore: The Add – Enrollment Dependencies Page

Activity: Setting Up Enrollment Dependencies

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.

Activity: Editing a Benefit Plan

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.

Activity: Terminating a Benefit Plan

Maintaining Benefit Plans

The following slides summarize when you need to contact ADP to communicate changes to Benefit Plans

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.

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.

Knowledge Check

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

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

www.adp.com/mobilesolutions/

Thank you!

It was my pleasure to work with you today!

Class name:Name and title:Email address:

What Questions Do You Have?

Training Evaluation

1 copyright 2015 adp, llc technical assistance if you encounter problems during this live meeting,...

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