9.2 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.

Terminate Employee Benefits

Confirm Termination Date in Job Data

Navigation:  NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. The Job Data search page displays.
  2. Enter the name or Empl ID of the employee being terminated.
  3. Select the Search button.
job data search page
  1. The Job Data page displays.
  2. From the Work Location tab, confirm the employee's termination date:
    1. 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).
    2. 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).
confirm termination on 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 was 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 details
Assign to bnefit program
  1. The process to confirmation termination date is now complete.

Confirm Termination of HCA Owned Data

Navigation: NavBar > Navigator > Benefits > Enroll in Benefits > (various)

  1. Select the applicable benefit type from the navigation menu, i.e.:
    • Simple Benefits
    • Health Benefits
    • Life and ADD Benefits

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 Empl ID of the employee being terminated.
  2. Select the Search button.
  3. Confirm the employee's benefits termination date.  If the employee was not originally enrolled in a specific plan, no data will show and as a result, no termination date needs to be entered.
Simple benefits page
Health Benefits
Life and AD/D benfits page
  1. The process to confirm termination of HCA owned data is now complete.

Confirm Termination of ctcLink Owned Data

Navigation:  NavBar > Navigator > Benefits > Enroll in Benefits > (various)

  1. Select the applicable benefit type from the navigation menu:
    • Retirement Plans
    • Disability Benefits
    • Savings Plans
    • Spending Accounts
  1. Enter the name or Empl ID of the employee being terminated.
  2. Select the Search button.
  3. Enter the employee's benefits termination date where ctcLink is the system of record (Savings, Spending [HSA, DCA, FSA], Retirement and Disability).  If the employee was not enrolled, there is no need to enter termination information.
  4. If the termination date is 1st-15th Or in “A” Payroll:
    • Health premiums and surcharges should be taken as normal.
    • Take the full monthly premium for optional long-term disability.
    • Optional LTD premiums are lagged, meaning they are paid on the 25th of current and 10th of the following month. Example: September optional LTD premiums are paid with deductions taken on the 9/25 and 10/10 paychecks.
    • If the termination date is 16th  end of month.
    • Do not take health premiums or surcharges on final check unless in arrears.
    • Optional long-term disability premiums should be taken as normal.
Retirement Plans page
Disability Benefits
Savings Plans
Spending Accounts page
  1. The process to confirm termination of ctcLink owned data is now complete.

How to Enter a Termination Line in ctcLink

Navigation:  NavBar > Navigator > Benefits > Enroll in Benefits > (various)

  1. Enter the name or Empl ID of the employee being terminated.
  2. Select the Search button.
  3. Add a row to the Coverage by selecting 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. Select 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. Select Save.
  7. The process to enter a termination line is now complete.

For Employees with SB0

Navigation:  NavBar > Navigator > 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.
  3. The process to update employees with 457 or 403(b) Savings Plans is now complete.
  4. End of procedure.

0 Comments

Add your comment

E-Mail me when someone replies to this comment