Terminating an Employee's Benefits

Purpose:  Use this document as a reference for terminating an employee's benefits in ctcLink.

Audience:  Benefits Administrators and HR Administrators

Confirm Termination Date in Job Data

Navigation:  Main Menu > Workforce Administration > Job Information > Job Data

  1. Enter the name or EMPLID of the employee being terminated.
  2. Click Search.
  3. Confirm the employee's termination date:
  • If the termination date is 1st-15th, then deductions that must come out in the second half of the month for benefits must be considered in this paycheck (should monitor and confirm this).
  • If the termination date is 16th-end of month, then all deductions for the month should come out of the paycheck normally (but, should still be monitored and confirmed).
Work Location tab

At the time of termination, the row to make the employee benefits ineligible can also be entered in Benefits Program Participation, this should be the first of the following month.  This can also be entered later in Assign to Benefit Program (if entry was not done at the time Job Data termination line was created, or if it was done prior to Job Data termination line).

NOTE:  Termination dates in Job Data are NON INCLUSIVE (i.e., a termination for 12/1/2015 means the last day of work for that employee wa 11/30/2015, which means the benefits termination date could also be considered 12/1/2015 depending on when other entry is completed).

If a termination date is for any day other than the first of the month, then benefits should be set to SB0 for the first of the following month.  This is not terminating the benefits or stopping the deductions, this is merely telling the system the date of ineligibility (which then blocks system entry and allows the E-188 process to recognize that it needs to examine the benefits entries).

If a termination has been entered but SB0 has not been chosen and benefits have not been terminated, the EW-188 process (that is run after Payroll confirm by SBCTC) provides benefit termination logic (sets the employee to SB0 for the first of the next month, and terminates various benefits for the first of the next month) but this is intended as a backup in case entries are missed and validation of recent terminations is always important.

 

Benefit Program Participation page
Assign to Benefit Program page

Confirm Termination of HCA Owned Data

Navigation:  Main Menu > Benefits > Enroll in Benefits > (various)

HCA/Pay1 is the system of record for Health, Tobacco Surcharge, and Life (until 1/1/2017, at which time it becomes a Payroll deduction), so for those benefits termination should be entered in Pay1 so the overnight change file can insert a record in PeopleSoft.

Insertion can be done in PeopleSoft immediately if there is time sensitive deduction issues, but any entry done in Pay1 will overwrite the PeopleSoft entry (should they be different, if they are the same then nothing will change in PeopleSoft).

  1. Once Pay1 has been finished, and the overnight process has been run, enter the name or EMPLID of the employee being terminated.
  2. Click Search.
  3. Confirm the employee's benefits termination date (in example below, there was no Simple Benefit [Tobacco Surcharge] entered so no termination line exists)
Health Benefits page
Simple Benefits page
Life and AD/D Benefits page

Confirm Termination of PeopleSoft Owned Data

Navigation:  Main Menu > Benefits > Enroll in Benefits > (various)

  1. Enter the name or EMPLID of the employee being terminated.
  2. Click Search.
  3. Enter the employee's benefits termination date where PeopleSoft is the system of record (Savings, Spending [HSA, DCA, FSA], Retirement and Disability).  In the example below, the employee did not have Savings or Spending plans so there was nothing to terminate.
Retirement Plans page
Disability Benefits page
Savings Plans page
Spending Accounts page

How to Enter a Termination Line in PeopleSoft

Navigation:  Main Menu > Benefits > Enroll in Benefits > (various)

  1. Enter the name or EMPLID of the employee being terminated.
  2. Click Search.
  3. Add a row to the Coverage by clicking the plus sign (+).  **Do Not add a row to Plan Type, located above Coverage plus and minus signs.
  4. Coverage Begin Date (in this case the first date this Benefit does not exist) and Deduction Begin Date (in this case it is truly the first date deductions will not be taken) must be entered, typically they will be the same date.
  5. Click the Terminate radio button (under Coverage Election). **At this time the Election Date will populate the system date in which you are completing entry, no changes need to be made to this date.
  6. Click Save.

For Employees with SB0

Navigation:  Main Menu > Benefits > Enroll in Benefits > Savings Plans

  1. Employees with SB0 (not eligible for standard benefits) could still have a 457 or 403(b) Savings Plan.
  2. All employees must be checked for a current Savings Plan regardless of Benefit Program as any employee of the colleges can elect a Savings Plan.