BASE BENEFITS 8.

9 TRAINING GUIDE
SAVINGS PLAN ELECTIONS

Base Benefits Savings Plan Elections 8.9 Training Guide

TABLE OF CONTENTS
1. 1.1. 1.2. 1.3. 2. 2.1. 2.2. 3. 3.1. 3.2. INTRODUCTION...............................................................................................................................1 SAVINGS PLANS BENEFITS:........................................................................................................... 1 FUNCTION: BASE BENEFITS .......................................................................................................... 1 OBJECTIVE(S)...............................................................................................................................1 ENTRANCE CRITERIA .................................................................................................................... 1 PREREQUISITE(S)/PRECEDING PROCESS(ES) ................................................................................ 1 INPUT DATA.................................................................................................................................. 1 SAVINGS PLANS ELECTIONS ....................................................................................................... 2 ACCESS SAVINGS PLANS PAGE BY FOLLOWING THE NAVIGATION PATH. .......................................... 2 CLOSING/COMMENTS ................................................................................................................... 8

Base Benefits Savings Plan Elections 8.9 Training Guide

1. INTRODUCTION
<Training Content is created by the functional teams as they develop the process and the system. Insert any overall introduction here although for training content the brief statement of Process, Application and Objective that follow are usually sufficient unless this document is to serve as the final training material.>

1.1.

Savings Plans Benefits:

Enrolling employees in a benefit program allows them to be ready for the second part of the enrollment process, which is to be enrolled in the appropriate benefit plans. The Savings Plans page allows the employees participation in savings-type benefits such as 401(k), profit sharing, and individual retirement accounts (IRAs) to be recorded. Beneficiaries and percentages of benefit to be assigned to each beneficiary may also be recorded. Note: Employees can only be enrolled in the benefit plans associated with the benefit program that they were assigned. Available options are based on the effective date of both the program and the benefit plan. The system checks both dates against the employees enrollment date.

1.2. 1.3.

Function: Base Benefits Objective(s)

Enroll employee into a Savings plan Assign beneficiaries to the employees Savings plan coverage Allocate employees investment options

By the end of this chapter the user will be able to:

2. ENTRANCE CRITERIA
2.1. Prerequisite(s)/Preceding Process(es)
<The training team should identify prerequisites to training (e.g. Basic Navigation of Peoplesoft, Security access to systems, etc.) >

2.2.

Input Data

< The Training team should document the input form or source (e.g., sample documents, Client data, Training team data) prior to conducting the training exercises. > No.
1 2

Input Form or Source

Field Value / Comments

Base Benefits Savings Plan Elections 8.9 Training Guide

3. SAVINGS PLANS ELECTIONS

3.1. Access Savings Plans page by following the navigation path.

3.1.1. Access Savings Plans page by following the navigation path.

Navigation
> Benefits > Enroll in Benefits

> Savings Plan

3.1.2. Enter as many indicative search fields as needed to select the appropriate employee or narrow the search to a manageable list of employees matching the search criteria entered. Entry into at least one field is required. Field /Button Name
EmplID Benefit Record Number Name Last Name

R/O/C
O O

Description
Enter an appropriate Employee ID, and/or enter the appropriate Benefit Record Number, and/or enter a portion of the employees Name, and/or enter a portion of the employees Last Name only, and/or enter a portion of the Business Unit, and/or enter a portion of the Department, and/or enter a portion of
2

Values

Comments

O O

Business Unit Department Organizational

O O O

Base Benefits Savings Plan Elections 8.9 Training Guide

Field /Button Name

Relationship Alternate Character Name Case Sensitive

R/O/C

Description
the Organizational Relationship,

Values

Comments

and/or enter Alternate Character Name, if applicable (Global feature) Select this checkbox if you want your search to be case sensitive Select this checkbox if you want to view all history for this employee Select this checkbox if you need to correct any data for this employee. This feature is not available to all users .

Include History

 Correct History
Explain how <CLIENT> uses the correct history feature

Correct History

Table Legend explanation of R/O/C abbreviations. Legend R (Required) The field listed is a required field. Data must be entered for the transaction to be completed. Required fields are designated by an asterisk preceding the field name. The field listed is an optional field. Data may be entered but it is not required to complete a transaction. When a business variation warrants data in this field, it should be entered.

O (Optional)

C (Combined) The field listed is required only if other related fields have not been populated. The requirement is combined across two or more fields; it is required that one of the fields listed be populated. D (Display) E (Empty) The field listed is a display only field. Data cannot be entered into this field. The field listed should be left blank in most cases.

3.1.3. Press ENTER or click the SEARCH button. If the search criteria entered matches only one employee then the following page will render. Otherwise, a list of employees matching the search criteria will be returned. Select the appropriate employee from the list by double-clicking and the following page will render.

Base Benefits Savings Plan Elections 8.9 Training Guide

Base Benefits Savings Plan Elections 8.9 Training Guide

3.1.4. Enter appropriate data on the record displayed if this is the first enrollment into savings plan(s) for this employee. If this is a change in enrollment, then insert a row by clicking on the Plus sign in the Coverage section in order to maintain history of benefit enrollment. Complete the appropriate enrollment changes.

Field /Button Name

Name

R/O/C

Description
Employee Name: defaults from selection criteria entered on the search page that the system automatically displays.

Values

Comment s

Organizational Relationship ID EmplID: defaults from the selection criteria entered on the search page that the system automatically displays.

Benefit Rcd Nbr L Plan Type

Note: The system looks for this number during the benefits deduction calculation phase to determine in which table to find the processing rules.

Plan Type

Select the appropriate plan type for the Savings Plan enrollment. Employees may be associated with more than one savings plan type by adding a row at the plan type level. L

For Savings Plan, this always starts with 4X.

Coverage: Coverage Begin Date R Coverage Begin Date: enter the effective date of coverage for the benefit plan, coverage level and designated beneficiaries. Deduction Begin Date: automatically defaults to the same date that was entered as the Coverage Begin Date. Enter appropriate Deduction Begin Date, if different. Select to define whether the employee is; Elect if the employee is electing
5

Deduction Begin Date

Participation Election

Elect; Waive; Terminate

Base Benefits Savings Plan Elections 8.9 Training Guide

Field /Button Name

R/O/C

Description
coverage: Waive if the employee is not electing coverage; and Terminate if the employee is terminating coverage. The system automatically defaults to Elect.

Values

Comment s

L Election Date
Note: This date defaults to todays date if the employee is electing coverage. If the employee is waiving or terminating coverage, then the desired effective date of the coverage elect status must be entered.

Election Date

Election Date: enter the date on which the enrollment was entered/processed in the system. L Benefit Program: automatically displays based on the assigned Benefit Program from the Benefit Program Participation table.

Benefit Program

Benefit Plan Option Code L Annual Excess

Credit Note: The system
verifies that the sum of the Before- and AfterTax Investment values does not exceed the overall investment limit percentage defined for the savings benefit plan on Savings Plan Table.

D This group box is used to define before and after tax investment contributions as a flat amount or percent of earnings. O Enter before or after tax investment contribution as a flat amount. Enter before or after tax investment contribution as a percent of earnings. Displays automatically from the Savings Plan table. L Defaults from employees job data that the system automatically displays.

Before and After Tax Investment Flat Amount

Percent of Earnings Annual Excess Credit Payroll Status

L Dependent/
Beneficiary ID Note: The selection list
includes the beneficiaries that were set up for the employee using the Dependent/Beneficiary Data.

Dependent/Ben eficiaries: ID R Select the beneficiary ID to designate a beneficiary. L Name O Based on the Dependent ID selected, the name will automatically populate from the
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Base Benefits Savings Plan Elections 8.9 Training Guide

Field /Button Name

R/O/C

Description
Dependent/Beneficiary table.

Values

Comment s

Relationship

Based on the Dependent ID selected, the relationship will automatically populate from the Dependent/Beneficiary table. Enter the percent of benefits to be distributed to each beneficiary. The system calculates the total beneficiary percent when the Update Totals button is selected

Beneficiary Percentage Total Beneficiary Percentage Investments Investment Options

This group box allows selection of investment option and allocation of investment percentage. R Select appropriate investment option. If there is more than one investment option associated with the chosen employee's savings plan, add more rows. Enter selected allocation of investment as a percentage. Investment percentages must total 100 percent before they can be saved into the system. System automatically calculates the total investment percentage when the Update Totals button is selected. Automatically displays from the Savings Plan table. This allows direct rollover contributions from one plan to another when Section 415 or year-todate-limits are met within a pay period. L Specified at Plan Level rollover options (if there are any) are defined on Savings Plan table; None no rollover options

Investment Percentage

Total Investment Percentage

L Rollover Options Note: The employee must

have been enrolled in the rollover option (second option), with zero contribution, in order for the rollover to work.

Rollover Options

Base Benefits Savings Plan Elections 8.9 Training Guide

Field /Button Name

R/O/C

Description

Values

Comment s
allowed; Specified at Employee Level this group box becomes available for entry only if this is the option selected on the Savings Plan table.

Plan Type Benefit Plan Deduction Code Deduction Class

O O O O

Select appropriate benefit type. Select appropriate benefit plan. Select appropriate deduction code. Select appropriate deduction class, if applicable.

See Table Legend in section 3.1.2 above for an explanation of R/O/C abbreviations. 3.1.5. Click on bottom of the page to save the record.

3.2.

Closing/Comments

3.2.1. Key Points: The system verifies that the sum of the Before and After-Tax Investment values does not exceed the overall investment limit percentage defined on the Savings Plan table The Totals for all beneficiaries must equal 100 percent. If they do not, the system displays an error message and will not allow entries to be saved The Total investment percentages must total 100 percent before the record can be saved into the system The (refresh button) indicates that a field operates in deferred mode. Deferred mode means the system does not automatically validate the field The The contributions. lists all eligible beneficiaries calculates total beneficiary allocation and investment