EMPLOYEE SERVICES BENEFITS MODULE - pai-payroll.com

1 EMPLOYEE SERVICES . BENEFITS . MODULE . PayChoice: America's Choice for Payroll 2 EMPLOYEE Service MODULE Table of Contents Part I BENEFITS MODULE 3. 1 BENEFITS Prerequisites .. 3. 2 Accessing BENEFITS .. 3. 3 Administration .. BENEFITS 4. Company Benefit .. Providers 4. Benefit Provider .. 4. 4 Benefit Plan .. 8. Company Benefit .. Plans 8. Benefit Plan .. 9. 5 Payroll BENEFITS .. 13. Available Benefit .. Plans 13. Benefit Plan .. 15. Benefit Plan .. 17. Approval Process .. 18. Index 21. PayChoice: America's Choice for Payroll BENEFITS MODULE 3. 1 BENEFITS MODULE BENEFITS MODULE The BENEFITS MODULE offers the following functionality: Offers three classes of benefit providers: Health, Retirement and Variable Administrators can create BENEFITS Providers and Benefit Plans. This allows EMPLOYEE enrollment which can create or update a scheduled deduction in PayChoice Online.

2 Plans can be modified that will automatically create or update scheduled deductions in PayChoice Online for all employees enrolled in the modified plan. Reports will provide information on Benefit Plans and EMPLOYEE Enrollment. BENEFITS Prerequisites For a company to use the BENEFITS MODULE , they must have access to the following systems: 1. PayChoice Online 2. EMPLOYEE SERVICES 3. In order to have access to the BENEFITS MODULE , the user must have Administrator Access to EMPLOYEE SERVICES 4. Employees may self enroll if the Administrator allows this function in the provider setup Accessing BENEFITS There are two points of entry into BENEFITS I from EMPLOYEE SERVICES and they are from the following menu items: 1. Administration To create Benefit Providers and Benefit Plans 2. Payroll/ BENEFITS To enroll an EMPLOYEE in an existing Plan.

3 Before an EMPLOYEE can be enrolled in a Benefit Plan the Provider and Plan must first be created. To create a Provider and Plan select option 1 - Administration. PayChoice: America's Choice for Payroll 4 EMPLOYEE SERVICES MODULE Administration BENEFITS This area allows the Administrator to add, modify or delete Company Benefit Providers. Providers can be added for Health, Retirement and Variable type plans. Within the Benefit Provider, the Administrator must define the available plan selection. Company Benefit Providers When the BENEFITS Option is selected from the Administration menu, a list of BENEFITS Providers is displayed. From this page the administrator can do the following: Add a New Benefit Provider Edit an Existing Benefit Provider Access the Plans available for a particular BENEFITS Provider Allow Enrollment Process on the EMPLOYEE level Benefit Provider Benefit Provider Creating and Editing Benefit Provider When you click the Add New or Edit buttons from Company Benefit Provider page, you will be taken to the Benefit Provider page.

4 The below example refers to a Health Provider. PayChoice: America's Choice for Payroll BENEFITS MODULE 5. On this page you can add or edit basic provider and enrollment information. Once the information is complete, the changes can be saved by selecting the Save Button at the bottom right of the setup screen. Provider Type Enter provider class; Health, Retirement or Variable Provider Name Enter provider name PayChoice: America's Choice for Payroll 6 EMPLOYEE SERVICES MODULE Provider Number Enter provider policy or group number Contact Enter provider contact name Phone Enter provider phone number URL. Enter provider website/URL link Active Date Enter date provider became active. This date is for informational purposes only and does not flow through to PayChoice Online Allow EMPLOYEE self - EMPLOYEE Check this box if the EMPLOYEE will be allowed to self -enroll in selected plan Allow Selection due to Life Change Event Check this box if the EMPLOYEE will be allowed to change providers to due a life changing event such as marriage or birth of a child New Hire Eligibility Effective Select the appropriate box when a new hire is eligible to enroll with the provider.

5 Selections are date of new hire or the first day of the month following their date of hire based on a 12 month period. Open Enrollment Period Enter the first day EMPLOYEE can begin open enrollment. Selection is based on the first day of any selected calendar month along with a duration period. During open enrollment, employees will be able to edit or select a new benefit provider if EMPLOYEE self -enrollment is allowed. Dependent Eligibility - Partner Select the appropriate partner if allowed, spouse or domestic partner Dependent Eligibility - Child Select student or non-student, age and time of coverage PayChoice: America's Choice for Payroll BENEFITS MODULE 7. States If a Benefit Provider is state specific use the check boxes for each applicable state. If the provider covers all states check the All States box. Buttons Use the button to save your changes.

6 Upon execution a message will display the status of the changes Use the button to cancel and exit the screen. Upon execution you will be returned to the Company Provider Listing and any modifications that had been made will be cleared if they were not saved first, leaving the record unchanged. Retirement Provider Sample Screen Variable Provider Sample Screen PayChoice: America's Choice for Payroll 8 EMPLOYEE SERVICES MODULE Benefit Plan Benefit Plan This area allows the Administrator to add, modify or delete Benefit Plans per Provider. Company Benefit Plans When the Plans button is selected for a Provider, list of BENEFITS Plans available for that Provider is displayed. From this page the administrator can do the following: Add a New BENEFITS Plan Edit an Existing BENEFITS Plan PayChoice: America's Choice for Payroll BENEFITS MODULE 9.

7 Benefit Plan Use the Benefit Plan Screen to add a new plan for the provider. Below is an example of a Health Plan for EMPLOYEE & Child Plan Information - Per Provider Once add or change is selected the plan information screen and provider name will display PayChoice: America's Choice for Payroll 10 EMPLOYEE SERVICES MODULE Plan Name Enter the provider plan name and description. For example if this is a health provider enter family, EMPLOYEE only or EMPLOYEE & Plan Number Enter the provider plan number Deduction Codes EMPLOYEE Enter the deduction code that PayChoice Online uses for the per pay EMPLOYEE deduction. This deduction must be previously setup in PayChoice/PayChoice Online. This deduction code will be used to withhold the EMPLOYEE 's per pay deduction amount. Deduction Codes Employer Enter the deduction code that PayChoice Online uses for the per pay employer contribution (if applicable).

8 This deduction must be previously setup in PayChoice/PayChoice Online. This deduction does not effect the EMPLOYEE 's net pay. Monthly Premium Enter the total monthly premium for the provider plan Company Contribution Enter the percentage the company contributes of the total monthly premium for the provider plan Effective Date Enter effective date of provider plan. This date if for informational purposes only base on when the plan was added. Group Payroll Deduction Update for Applicable Employees Update Date o This option only appears when editing a provider plan. It will not display when the initial setup occurs o This option allows the administrator to perform a global rate change without entering a new amount per EMPLOYEE o Enter effective date of payroll change for plan. This date will take effect in the appropriate period end date (not check date).

9 PayChoice: America's Choice for Payroll BENEFITS MODULE 11. o The new deduction amounts will automatically interface with PayChoice Online and be added to the future dated deductions area. Once that effective date is meet, the deductions will change and the new amount will be withheld from the employees. Buttons Use the button to save your changes. Upon execution a message will display the status of the changes Use the button to cancel and exit the screen. Upon execution you will be returned to the Company BENEFITS Plan Listing and any modifications that had been made will be cleared if they were not saved first, leaving the record unchanged. Below is an example of a 401k Retirement Plan Plan Information - Per Provider Once add or change is selected the plan information screen and provider name will display Plan Name Enter the provider plan name and description.

10 Plan Number PayChoice: America's Choice for Payroll 12 EMPLOYEE SERVICES MODULE Enter the provider plan number Retirement Plan Deduction Percent and Dollar Enter the correct deduction code for the EMPLOYEE percentage or flat dollar amount deduction. These deductions must first be setup in PayChoice/PayChoice Online. Catch-up Deduction Percent and Dollar Enter the correct deduction code for the EMPLOYEE percentage or flat dollar amount deduction. These deductions must first be setup in PayChoice/PayChoice Online. Below is an example of a Dependent Care Variable Plan Plan Information - Per Provider Once add or change is selected the plan information screen and provider name will display Plan Name Enter the provider plan name and description Plan Number Enter the provider plan number EMPLOYEE Dollar and Percent Deduction Enter the correct deduction code for the EMPLOYEE percentage or flat dollar amount PayChoice: America's Choice for Payroll BENEFITS MODULE 13.