Stored in Job Data, this will always be the employee’s Company Code.  Must be changed at time of hire from 0 to the Company Code.

Chosen in Job Data, in ctcLink we only use Base Benefits.

Chosen either in Benefits enrollment screens or in Job Data, this tells the system what the employee is allowed to be enrolled into.  Choices available in ctcLink are: SB1, SBA, SB2, and SB0.

Considered the system of record for Dependent data, Medical enrollment, Dental enrollment, and the Tobacco and Spousal Surcharges. 

In PeopleSoft Simple Benefits is where the Tobacco and Spousal Surcharge enrollments are stored.  HCA delivers this enrollment information to PeopleSoft through an overnight process.

Life enrollments used to also be stored in Pay1 and delivered to PeopleSoft to be stored in Base Benefits, but in January of 2017 Life enrollments transitioned to MetLife, which in PeopleSoft is now a payroll deduction.

In PeopleSoft, Savings Plans are 403(b) an 457 plans (often called voluntary deductions in Legacy).  Any person working can opt into these plans.  These enrollments are managed in PeopleSoft.

In PeopleSoft this encompasses HSA/Dependent Care/FSA.  These enrollments are managed in PeopleSoft.

In PeopleSoft this includes programs managed by DRS and TIAA-CREF both.  These enrollments are chosen at the time of hire, or upon reaching hour threshold eligibility.

In PeopleSoft this includes Basic (given to everyone in an SB1/SBA Benefit Program), and Optional (opted into by the employee).

Within a Plan Type, Benefit Plans outline a specific version of the Plan Type.  For instance, Plan Types in Medical can be Uniform, Kaiser Classic, etc.  There must be at least one Plan Type in every Benefit Plan.

When the employee starts to be associated with a specific Benefit Plan/Coverage Code.  This should match the Deduction Begin Date.

This is when Payroll will start generating deductions against an employee’s pay.  Should match Coverage Begin Date.

The Flat Deduction Override is a custom field built to make the Spending Account screen easier to use for employees who are not paid year round.

The core configuration that connects an employee to the proper deduction.  The table itself contains every possible combination of coverage code to deduction inside a Benefit Program, and similarly ties those codes to costs and formulas.

Allow the admin to enroll the employee into a number that associates the employee’s health coverage to a dependent combination (i.e. Family, Employee+Spouse, etc.).

Created and stored in Payroll configuration, these are mostly concerned with earn codes in Payroll and their effect on the accumulator (either they add to or subtract from it). 

 Associates the Benefit Plans with vendors.  Vendors exist in HR, but they are created in Finance and synched to HR.

Delivered by PeopleSoft and most of these cannot be altered.  We’re currently only using Age Graded, Flat Rate, and Benefit Plan and Coverage Code.

Stored in tables together.  Once a rate type is designated, a table can be created to store numbers (i.e. Medical, Dental, etc.).

Where calculation logic is built to hook into the Cost tab of the Benefit Program table. 

Some benefits are subject to IRS limits and those limits are defined in the Limit Table. 

Needs to exist to complete configuration in the Benefit Program Table, but since we don’t manage Dependents in PeopleSoft this rule ID is just a placeholder.

Configuration that is local in setup but global in principle. PrePay deductions are differentiated from the normal payroll deductions by the prefix 900.  Only deductions in this table can be used for PrePay by a college.

Fully local, the college itself will determine the ID Number and Description of each calendar.  Determines which deductions and when are going to be prepaid by specific populations.

Custom configuration used to support requirements laid out by the Department of Retirement Systems.  These calendars are placed in an employee’s Job Data, but must first be configured to be used.  DRS Calendars run on a fiscal year.

Custom configuration item that is maintained in the Faculty Workload module within the Campus pillar.  It determines which part time faculty contracts contribute towards the FTE calculation that in turn determines the benefit eligibility over time at a college for part time faculty members.

How the Campus pillar divides time periods for classes.  For instance 2191 is 2019, Winter.  1 = Winter, 3 = Spring, 5 = Summer, 7 = Fall.  The first three digits are the year abbreviated.

Screen mimics functionality from legacy to provide a comparison between HCA billing data and payroll data.  For a Company, Coverage Year, and Month it will display the following: Billing Details, Billing Summary, and Discrepancies.

Allows a user to run the report to figure out who among PTF employees needs entries created in Update ABBR to allow Optional LTD to process correctly.

Screen in PeopleSoft that allows the admin to associate an Annual Benefits Base Rate to a Job Record without changing Compensation in Job Data.

Lists employees in various states of eligibility and highlights people who may need evaluation for a change in status.

A payroll deduction paid on the A payroll, this is paid to the HCA and represents the monthly fee the college owes per employee.

Looks at a range of quarters and returns pay and FTE information about the employees, as well as Benefit Program.

Screen that allows the Benefits Admin to see the contents of the DRS transmittal per employee, either the current transmittal or a history of what has been transmitted.

Will only execute for employees who have a DRS Calendar, and a Contract Begin and End Date in Job Data.  Redistribution is a locally run process and will only execute when the contract End Date falls within the applicable Pay Period being processed.  This attributes money earned by the employee to the period of time the work was performed.

Run by central Payroll.  This does a laundry list of things but some highlights are: it enrolls people into the correct retirement age bracket plan, enrolls the HCA Avg Cost deduction on hire, and terminates Benefits on separation if no action has been taken manually.

Run by central Payroll.  This creates a data file of employee medical and long-term disability deductions along with the employer average cost contributions and sends it to the Health Care Authority.

Run by central Payroll.  This is a semi-monthly interface from HCA into PeopleSoft and is used to populate the new HCA Benefits page(s).  It mimics Legacy reports CR5605, CR5610A and CR5610B.

Run by central Payroll.  This is a daily, changes only file sent from HCA with demographic, enrollment and dependent data.  Any change, to demographic, enrollment data or dependent data, would cause an employee to be included on the daily file with all data.

Run by central Payroll.  This creates an extract file for transmission to the Department of Retirement Systems containing a summarized report of retirement deductions, contribution and employment data for all colleges.  It sends the file to the Department of Retirement Systems.

Run by central Payroll.  This creates a data file of employee life insurance deductions and sends it to MetLife.

Run by central Payroll.  MetLife sends a new billing file for optional employee life insurance premiums each pay period.  The file contains new enrollments and/or employee premium changes.

Run by central Payroll.  This file is generally produced on the 5th of January.  The process populates W2 Boxes 12DD (HCA provided value), 12W (HSA) & 14 (health, tobacco, spousal amounts).  These balances will be posted to the YTD balance for the appropriate deduction of the reporting year by running this process once a year.

Run by central Payroll.  This creates a data file of employees participating in the flexible spending account program and sends it to Navia Benefits.

Run by central Payroll.  This creates a data file of employee flexible spending account deductions and sends it to Navia Benefits.

Run by central Payroll.  This creates a data file of employee dependent care deductions and sends it to Navia Benefits.

Run by central Payroll.  This creates a data file of employee Liberty Mutual deductions and sends it to Liberty Mutual.

Run by central Payroll.  This creates a data file of employee retirement deductions and employer contributions and sends it to TIAA.

Run by central Payroll.  This creates data file of employee health saving account deductions and sends it to Health Equity.

Run by central Payroll.  As it says, this updates the PrePay Balances so that the running balances are correct in payroll screens.