Benefits Administration
Course Objectives
At the end of this course, participants will be able to:
 Understand the benefits enrollment and participation
policies and transactions in SAP
 Understand termination of participation and COBRA
policies and transactions in SAP
 Run needed reports
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Agenda
Lesson
Time
One: Introduction to Benefits Administration
Two: Benefits Enrollment and Participation
Three: Termination of Participation and COBRA
Four: Reports
Benefits Administration
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Introduction to
Benefits Administration
Lesson Objectives
At the end of this lesson, participants will be able to:
 Describe the role of the Benefits Administrator in
SAP
 Name 3 common Infotypes used in Benefits
Administration and explain what they are used for
 Display employee benefits plans
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Introduction to Benefits Administration
 Employee Benefits are processed through the Benefits Administration
module in SAP.
 Benefits Administration contains all the processes required to offer
and enroll an employee into benefit plans such as:
 Medical, Dental, and Vision Plans
 Medical Care and Dependent Care Spending Accounts
 Life (enhanced and core), Accidental Death and Dismemberment (AD&D), and
Disability
 Florida Retirement System (FRS)
 Tax Sheltered Annuities (403B)
 Employees renew their benefits annually, through Employee SelfService, during the Open Enrollment period.
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Key Terminology
Employment
Status
Allows for division of employees into groups that define
their relationship within SBBC for payroll purposes. For
Example: active, inactive, withdrawn.
Employee Group
Allows for the division of employees into groups that
define their relationship within SBBC for reporting
purposes. For example: active, inactive, terminated, or
retired.
Employee
Subgroup
A subdivision of the employee group which allows for
further definitions of employees according to their status.
For example, a distinction can be made between union,
non-union, salaried, hourly, temporary, and substitute
employees.
Personnel Area
The Bargaining Group that represents an area within
SBBC as determined by personnel administration, time
management, and payroll accounting area.
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Benefits Data and Infotypes
 Infotypes are groups of personal data that is categorized
based on content.
 Each infotype contains different pieces of employee data.
Infotype 167
Health Plans
Personnel
Number
Name
Coverage
Plan Type
Benefits Administration
Option
8
Name
Personnel Number
Plan Type
Option
Coverage
Common Employee Benefits Infotypes
Infotype
Action
0171
General Benefits Data – Display Only
0378
Adjustment Reasons
0021
Family Member/Dependents
0167
Health Plans – Display Only
0168
Insurance Plans – Display Only
0169
Savings Plans – Display Only
0170
Flexible Spending Accounts – Display
Only
0236
Credit Plans
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PA20: Displaying Benefits Data
 Transaction PA20 allows for viewing of employee data.
 When viewing employee records through this transaction,
other users may also view the same employee record.
 Changes to employee data cannot be made using this
transaction.
 All benefits related infotypes may be viewed using this
transaction, security permitting.
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PA20: Display HR Master Data
6
1
2
3
4
5
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11
Infotype 0171: General Benefits Data
1
2
3
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12
Infotype 0167: Health Plans
1
3
2
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Infotype 0168: Insurance Plans
1
3
2
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Infotype 0169: Savings Plans
1
3
2
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Infotype 0170: Flexible Spending Accounts
1
3
2
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Knowledge Check
Transaction PA20 allows for:
A.
B.
C.
D.
Delimiting employee information
Displaying employee information
Viewing employee benefit information
All of the above
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Questions?
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Agenda
Lesson
Time
One: Introduction to Benefits Administration
Two: Benefits Enrollment and Participation
Three: Termination of Participation and COBRA
Four: Reports
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Benefits Enrollment
and Participation
Lesson Objectives
At the end of this lesson, participants will be able to:
 Describe the SBBC benefits enrollment process.
 Enroll an employee in a benefits plan.
 Make changes to an employee’s participation in a
benefits plan.
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Benefits Enrollment Process
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Key Improvements in Benefits
 Employees input their own life insurance beneficiaries in
SAP through ESS.
Enrollment Prerequisites
 Before an employee can enroll in a benefits plan, they
must have a General Benefits Data (Infotype 0171)
established in SAP.
 All dependents enrolled in a health plan must have a
Family Member/Dependent (Infotype 0021) record in
SAP.
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Benefit Enrollment
 Employees may be enrolled in benefits plans in the
following ways:
 New Hire offer
 Open Enrollment offer through ESS
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Benefits Enrollment: New Hire
 All employees new to SBBC will have a “New Hire offer”
plan available for 30 days from their date of hire.
 Benefit Dept will enroll employees based on what they
select on their forms.
 The current process has not changed. See appendix from
current manual.
 Employees are enrolled through PA40
 In the future employees may have more options to enroll
themselves online.
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Benefits Enrollment: Automatic Offer
Automatic Plans
 Core life insurance & disability insurance are plans
paid by SBBC with no cost to the employee.
 Do not require employee selection.
 All SBBC employees are enrolled in Automatic Plans;
however an employee may choose to increase
coverage in these plans.
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Benefit Enrollment: Open Enrollment
 During the “open enrollment” period employees select
benefit plans for the upcoming year through ESS.
 Employees who changed their health plan during open
enrollment will not begin with their new health plan until
their old plan has expired. Health plans effective dates
are usually Jan. 1 – Dec. 31.
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Change Notification to Vendors
 All changes to benefits selections, including new hires
and open enrollment must be communicated to benefits
provider.
 Active enrollments will be communicated to the Benefits
Provider on a monthly basis via interface/report.
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New Hire/Rehire Enrollment Process
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HRBEN0001: Enrollment
1
5
4
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HRBEN0015: Print Confirmation Form (continued)
1
2
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PA30: Maintain Benefits Data
 Once an employee is participating in a benefit plan, PA30
gives you access to infotypes where employee data can
be changed.
 When accessing an employee record, this record is
locked from all other users preventing them from viewing
or changing the record.
 Any personal information changed on one infotype will
automatically be updated in all other applicable infotypes.
 Some employee information can only be delimited, not
deleted.
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PA30: Maintain HR Master Data
6
1
2
4
3
5
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Infotype 0378: Adjustment Reasons
1
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Infotype 0021: Family Member/Dependents
1
2
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Infotype 0236: Credit Plans
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PA40: Benefits Follow-Up Personnel Action
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Knowledge Check
Which of the following ways can an employee be enrolled in
a benefits plan:
A.
B.
C.
D.
Automatically
Open enrollment
Default
All of the above
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Knowledge Check
To enroll an employee in a benefits plan, the employee must
first have a General Benefits record,
Infotype 0171, established in SAP.
A. True
B. False
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Knowledge Check
Use PA30 to:
A.
B.
C.
D.
Change employee data
View employee data
Delimit employee data
All of the above
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Questions?
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Agenda
Lesson
Time
One: Introduction to Benefits Administration
Two: Benefits Enrollment and Participation
Three: Termination of Participation and COBRA
Four: Reports
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Termination of Participation
and COBRA
Lesson Objectives
At the end of this lesson, participants will be able to:
 Terminate an employee’s benefits plan.
 Initiate the COBRA process.
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Benefit Terminations and COBRA Process
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Termination of Participation
 Upon termination of employment with SBBC, benefits
plans must be terminated in accordance with the plans’
provisions.
 COBRA benefits coverage must be offered to employee.
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COBRA Benefits
 The COBRA Process:
• SAP event collection process is run to generate a list
of COBRA eligible employees and dependents
• Notification letter is generated for eligible individuals
which specifies premium costs and length of coverage
• Individual’s group health plan coverage is delimited
according to plan termination rules
 Employee or dependent contacts insurance company
directly to enroll in COBRA coverage and monthly
payments are made directly to the insurance company.
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HRBEN0014: Termination of Participation
2
1
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HRBENUSCOB01: Collection of Qualifying COBRA
Events
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HRBENUSCOB02: COBRA Letter Generation
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Knowledge Check
The COBRA process can only be initiated
after:
A. Employee submits resignation
B. Employee’s last day of employment
C. Separation Personnel Action has
been executed
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Questions?
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Agenda
Lesson
Time
One: Introduction to Benefits Administration
Two: Benefits Enrollment and Participation
Three: Termination of Participation and COBRA
Four: Plan Overview Reports
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Reports
Reports
 Plan Overview Reports
 Eligibility Reports
 Change Reports
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Selection Criteria for Reports
4
1
2
3
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HRBEN0006: Benefits Plan Overview
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HRBEN0072: Participation Report
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HRBEN003: Participation Monitor
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HRBEN004: Evidence of Insurability (EOI) Monitor
2
3
1
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HRBEN0077: Changes in Benefits Elections
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HRBEN0083: Changes in General Benefits
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Questions?
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