Enrolling Nonexempt and Temporary with Retirement Employees

Final Approver enrolls nonexempt staff (biweekly) employee in Leave Plans and PERF Retirement at time of hire or transfer to appointment. Temporary with Retirement employees should only be enrolled in PERF retirement.

It is important that the employee is enrolled in the following plans at the time of hire. The employee begins to accrue leave time the day they are hired and PERF contributions are contributed beginning with their first paycheck. Once the employee benefits enrollment form is received, follow the steps to Enrolling Employee in Automated Benefits.

Note: You may save at any time due to the large volume of data entry associated with enrollment.

1. Follow the path below to access Benefit Enrollment and begin the search for an employee.

After an employee event (HIR, MSC, XFR, etc.) has been entered into the system, he/she is eligible for PERF and/or Staff Biweekly leave plans. The campus needs to enroll the employee into these two plans. There is a one-day delay between the times the job event is entered and when the election entry can occur; this is due to overnight Benefits Administration System (BAS) processing. After overnight processing has taken place, you may go in and elect the employee into the PERF and LEAVE plans.

 

2. Search for the employee by entering the Schedule ID and EmplID, using lookups as necessary.

 

This is a screen shot of a completed Event/Participant Selection screen.

 

3. After you have entered the Schedule ID and EmplID, click and the Option Election screen will appear.

Note: The first Plan Type displayed could either be Plan Type 10 or 48, depending on the job action entered.

The Available Plans and Options section follows the Employees Personal Benefits Form. Option Information is arranged by Plan Type.

Look at the scroll area at the top of the page. You will notice that the amount of plan options can differ depending on the employee. You can click the right arrow key to scroll across to the PERF, PERF Pension, and Leave Plans. In addition, to quickly locate the PERF Plan (48), click on Find and enter 48 in the search box. You may repeat this for the PERF Pension (4Y) and the various Leave plans (50 through 5Y).

It is best if you start with 1 and work through the plans selecting the employee’s options based on their Personal Benefits Form. The yellow arrows are used to move one plan backward or forward. Outside of those arrows, First and Last are used to move to the first or last plan types.

For each plan type, you will need to enter the fields listed in the sections below to successfully enroll an employee into benefits.

4. Enroll employee in Plan Type 48 - Base Retirement (PERF) and Plan Type 4Y - PERF Pension.

Plan Type 48 - Base Retirement (PERF)
Benefits Administration processing will determine into which savings retirement plan the employee should be enrolled. The employee has two options available; PERF (Plan type 48) and PERF Pension (Plan type 4Y). If the employee is not eligible, you will not see an election entry data screen for Plan Type 48. No options will be available.

  • Option Code: Only one option should be listed on the employees Personal Benefit Enrollment Form. Whether you enter that number or choose from the lookup, you should only see one option from which to choose.
  • Click on the next to Allocation of Investment Funds to expand the section. Enter an Investment Option and Percentage. This is required. Note: For PERF this is the only option available.

Plan Type 4Y - PERF Pension
This plan type will only display if the employee is eligible for PERF. The employee must be enrolled in both PERF and PERF Pension to enroll them successfully.

In the Requirements section, Elect Required is checked. When Elect Required is checked, the employee must be enrolled in this plan. If not enrolled, Benefits Administration will note the absence of elections for this plan type and create an error for this employee. The employee will need to be enrolled in PERF Pension before a successful run through Benefits Administration for finalization can take place.

Contingent information for PERF Pension will not be tracked in HRMS. Contingent information for PERF Pension (if received from the employee) will be kept in their personal record.

5. Enroll employee in Leave Plans.

Plan Types 50 through 5Y
Nonexempt Staff and Professional Staff are the only individuals eligible and enrolled in plan types begin with 5.

If the employee is nonexempt staff, you will need to enter them into these plans on the election entry screens. Benefits Administration will validate elections were entered correctly.

  • Option Code: For each leave plan you will need to enter an option code. Notice on the Personal Benefit Enrollment form, leave plans are not included; however, it is necessary to enroll these individuals in the plans. For nonexempt staff, all option codes will equal 1 for all plan types beginning with 5. You can also use the lookup for each plan. There will only be one plan under each plan type for you to select.

In the Requirements section, Elect Required is not checked. When Elect Required is checked, the employee must be enrolled in the leave plan. If not enrolled, Benefits Administration will note the absence of elections for this plan type and create an error for this employee. They will need to be revisited to fix the errors before a successful run through Benefits Administration for finalization can take place.

Note: The screen shot below is for Leave Plan Type 50. The screen for each leave plan looks identical except for the Plan Type. The Leave Plan Types are as follows:

  • 50 - Sick
  • 51 - Vacation Accrued
  • 5V - Vacation Available
  • 5X - Holiday Hours
  • 5Y - Compensation Hours

7. When finished entering all enrollment options for the employee, click in the bottom left corner.